REPUBLIC OF KENYA

MINISTRY OF PUBLIC WORKS

ISO 9001:2008 BASED QUALITY MANAGEMENT

SYSTEM
HUMAN RESOURCES DEVELOPMENT PROCEDURES
MANUAL

MOPW/HRD/P/MR/019

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 TABLE OF CONTENTS

1.0 GENERAL .............................................................................................................. 3

2.0 METHOD ............................................................................................................... 3
3.0 APPENDICES ........................................................................................................ 8

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HUMAN RESOURCE DEVELOPMENT PROCEDURE

1.0 GENERAL
1.1 Purpose
The purpose of this procedure is to ensure effective and efficient
planning and conduct of capacity building.
1.2 Scope
The procedure shall cover all Ministerial capacity building sessions to
staff.
1.3 References
a) Quality Manual MOPW/QM/MR/002
b) Current Recruitment and Training policy
c) Section P of code of Regulation for Civil Servants (2006)
d) relevant Circulars received from time to time
1.4 Terms and Definitions
a) PS Permanent Secretary
b) PWO Provincial Works officer
c) DWO District Works officer
d) TNA Training Needs Assessment
e) HHRD Head of Human Resource Department
1.5 Principal Responsibility
The HHRD unit shall ensure that this procedure is adhered to.

2.0 METHOD
2.1 Training Needs Assessment
2.1.1 This procedure shall start with the HHRD developing a proposal to
undertake a Training Needs Assessment during the month of February
each year. The TNA shall include the following information:-
a) Proposed members of the task force from all departments
b) A Budget
c) Justification to undertake the TNA
2.1.2 Upon developing the proposal, the HHRD shall submit it to the PS for
approval.
2.1.3 On receipt of the proposal, the PS shall authorize it on the basis of:-

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 a) Training regulation against proposal
b) Available funds
2.1.4 The HHRD shall act on any recommendations in the event of
disapproval are-submit
2.1.5 On approval of the proposal, the HHRD shall then request the DA to
appoint a TNA task force in the month of March of every year.
2.1.6 In appointing the task force, the DA shall consider the representation of
the departments and section in the ministry.
2.1.7 On appointment of a task force, the HHRD shall organize a task force
retreat that shall be on the month of April of every year. The retreat
shall:-
a) Undertake Literature review on the expected performance
b) Preparation of Instruments for Data collection e.g. questionnaires,
schedules (Interview, Observation).
2.1.7 The HHRD shall then seek authorization for the task force to collect
data from the PS who shall authorize based on the training regulations.
2.1.8 In the event of the task force not being authorized, the HHRD shall act
on the recommendations given by the PS.
2.1.9 On approval, the HHRD shall mobilize the data collection across the
country in the month of May of every year. The HHRD shall ensure
data analysis is done by the end of May of every year.
2.1.10 The task force shall then compile a draft TNA report by the first week of
June of every year.
2.1.11 By the second week of June, the HHRD shall table the report to the
stakeholders (PS and the HoDs) for deliberation and adoption and
incorporate any recommendations arising.
2.1.12 In the third week of June every year, the HHRD shall incorporate the
stakeholders input and compiles the final TNA Report and circulate it
to the HoDs and field offices.
2.1.13 By 30th June of every year, the HHRD shall call for training projections
from the HoDs (See Appendix 3.1 for format of the Standard)
for group and individual (long term and short term) self sponsored,
government sponsored, full time and part time.

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2.1.14 Upon receipt of response by the first week of July the HHRD shall
compile them into Ministerial projections
2.1.16 Upon compiling the Ministerial Projections, the HHRD shall table the
projections in the Ministerial Training Committee (MTC) for
deliberation and adoption.
2.1.16 In deliberating the MTC shall consider:-
a) TNA reports
b) Critical areas of training the Ministry need to meet its mandate.
c) Mandatory training programme for all addresses
d) Performance improvement programme
e) Gender and Regional balance
f) Field vs. Headquarters
g) Budget
h) Recommendations by the HoDs
2.1.17 Upon deliberation, the MTC shall adopt the projection with or without
the amendments.
2.1.18 The HHRD shall submit the adopted projections to the PS for approval
by the third week of July of every year based on criteria in 2.1.16 above.
2.2 Facilitation of Individual Trainings
2.2.1 This shall start with the HHRD sending the projection letter informing
individuals to seek admission to a recognized Institutions, get fee
structure and apply for a course approval from the PS at least a month
before commencement of any course.
2.2.2 The HHRD shall then convene a MTC at least three weeks before
commencement of the course to recommend the trainings based on:-
a) Cost
b) Priorities and value addiction
c) Validity of the Institution
d) Relevance
2.2.3 The HHRD shall then submit the MTC recommendations to the PS for
approval.
2.2.4 On receipt, the PS shall approve on basis of the MTC
recommendations.
2.2.5 The HHRD shall then communicate the results to individual officers.
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2.2.6 In the event of the course being disapproved, the process shall end
2.2.7 In the event of differing, the HHRD shall be advised to re-table the
projections in the subsequent MTC meeting.
2.2.8 In the event of the course being approved the HHRD shall advise
applicant to :-
a) Either fill a Bond (for course lasting 6 months and above) (See
annex Bond form) variously referred to as Circular Ref OP CAB
39/4A(19) of 10th April 2006
b) Inform on deduction of training levy which is 10% for the locals and
20% of basic salary as per Circular OP CAB11/1 of 13th November
2006.
c) Advice head of Department and HRM to Grant a study leave for self
sponsored on full time
2.2.9 Completion of 2.2.8 (a) above, the HHRD shall advice the Accounts and
Finance to process fees to the Institution.
2.2.10 The HHRD shall liaise with the Institution for monitoring and
evaluation of training progress.
2.2.11 At the end of the course, the HHRD shall ensure that the officer files a
copy of the certificate with the HRM department and receive a copy of
the same.
2.2.12 The HHRD shall then update the individual skills inventory within a
week of receiving the certificate.
2.3 Facilitation of Group Training
2.3.1 The HHRD shall in liaison with the respective HOD where necessary,
prepare training proposal for approved group training at least a month
before any proposed training dates. The HHRD shall then table in the
MTC for recommendations
2.3.2 The HHRD shall then submit the training proposal to the PS for
approval based on:-
a) Projection
b) MTC recommendation
2.3.3 In the event the proposal is not approved, the HHRD shall act on the
recommendations given by the PS.

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2.3.4 Upon approval, the HHRD shall mark the proposal to the accounts and
procurement office (if procuring venue).
2.3.5 The HHRD shall then source for facilitators and invite HoDs to
nominate participants at least two weeks before the training dates.
2.3.6 The HHRD shall coordinate the facilitation during the training and
rappatuer on the proceedings, evaluate, analyze.
2.3.7 Upon the facilitation, the HHRD shall compile a report within two
weeks of conducting the training and submit a copy to the PS and retain
a copy.

2.4 Training Impact Assessment

2.4.1 This shall start on the first week of June of every year where the HHRD
shall develop an Impact Assessment tool and circulate it to participants
and supervisors through the HoDs
2.4.2 The HHRD shall ensure the feed back given in the tool is analysed by
the second week of June.
2.4.3 By the end of June of every year, a copy of the Impact Assessment
report shall be submitted to the PS.

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3.0 APPENDICES
3.1 APPENDIX 1

REPUBLIC OF KENYA
BONDING FORM FOR PUBLIC SERVANTS
(USE BLOCK LETTERS TO FILLIN THE DETAILS)
Know all men by these presents that
I .
(Full Name)
OF .
And
(Full Name of First Surety )
Of ..
And
( Full Name of Second Surety)
are jointly and severally bound unto the Government of Kenya (herein-after
called the Government) in the sum of Ksh
..
To be paid to the Government, for which payment to be well and truly made,
we jointly and severally bind ourselves, out heirs, executors, administrators
and assigns by these presents.
Sealed with our seals this day of in the year of
out Lord Two thousand and .
Whereas under a scheme for the award of financial assistance of any kind
herein-after referred to as Scholarships for training in Kenya or elsewhere
outside Kenya, the said
has been awarded a
scholarship for training at
And under the terms of the said scheme is required to enter into a bond duly
to comply with the conditions set out hereunder:
NOW THE ABOVE WRITTEN OBLIGATIONS are conditioned to be void in
case the said shall

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a) Complete the course for which the Scholarship was awarded and follow
the directions laid down in the rules contained in the schedule hereto and
such other rules as may hereafter be made whether by way of amendment
or otherwise by the Permanent Secretary and Director of Personnel
Management or any other person nominated by the Government in that
behalf governing the award of scholarships tenable in Kenya or elsewhere
outside Kenya and
b) where applicable, accept such transport facilities made available to
him/her by the Government for his/her return to Kenya and, if so
required to return to Kenya immediately after the completion of the
course of study for which the scholarship is awarded or at such time as
the Government may through the Permanent Secretary/Director of
Personnel Management or any other person nominated by the
Government in that behalf direct unless he/she is prevented from doing
so by sickness proved by a Certificate from a Medical Practitioner of by
circumstances beyond his/her control recognized as such by the
Permanent Secretary/Director of Personnel Management or any other
person nominated by the Government in that behalf and
c) on return to Kenya, rejoin or enter in the civil establishment if called
upon to do so by the Minister/Chief Executive of
. in the capacity for which his/her course
instruction is adjudged by the said Minister/Chief Executive to have
rendered him/her competent and continue in that service for a period of
years or if not called upon to rejoin or enter
such service, undertake such engagement as the Minister may direct for a
period of years. Provided that the Permanent
Secretary/Director of Personnel Management in the Office of the
President shall have power to release him/her from such obligation at
any time before the expiration of the said period of years
as he shall in his sole discretion think fit, but in the event of a breach of
any or all of eh above conditions, the above written bond shall remain in
full force and effect and the same sum of
Ksh shall be forthwith payable to the Permanent
Secretary/Director of Personnel Management in the Office of the
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 President on behalf of the Government of Kenya in respect of such breach
by way of liquidated damages, and not as a penalty by the obligor and in
case of his failing to do so, by the sureties jointly severally.
d) the said and the
Government of Kenya hereby agree that the above obligations contained
in this
will bind and be paramount to any other later or subsequent terms of
appointment unless his/her bond is first terminated by the
Government of Kenya.

Signed, Sealed and Delivered by

The obligor to whom a Scholarship .
Has bee awarded in presence of:- Signature

..
Signature

Name in full ..
(Block Capital)

Address
(Block Capital)

Signed, Sealed and Delivered by

First Surety in the presence of:- ..
Signature
..
Signature

Name if full ...

(Block Capital)
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 Address .
(Block Capital)
Occupation
(Block Capital)

Signed, Sealed and Delivered by

First Surety in the presence of: - ..
Signature
..
Signature

Name in full ..
(Block Capital)
Address .
(Block Capital)

THE SCHEDULE ABOVE REFERRED TO

RULES GOVERNING THE AWARD OF SCHOLARSHIPS MADE BY
THE GOVERNMENT OF KENYA TENABLE IN OR OUTSIDE
KENYA

(In this context Scholarship includes awards made under any Government
Scholarship Scheme, Training Courses and Study Leave).

1. Every person awarded a Scholarship by the Government which is tenable

in Kenya or outside Kenya is required to comply with the following rules:-
a) To accept such transport to and from the venue of training as is provided
by the Government.
b) To proceed to the institution as directed and begin the course of studies
for which the award was made and to continue with such studies as long
as prescribed unless she/she is prevented from so doing by sickness
proved by a certificate from a recognized Medical Practitioner
Secretary/Director of Personnel Management or any other person in that
behalf.
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c) To reside in an approved college, hostel or lodgings.
d) To devote his/her whole time to following the course of instruction for
which the Scholarship is awarded unless permission to undertake other
work or studies or to modify his course in content or duration is granted.
e) Not to engage in any occupation or activity which is considered
detrimental to his/her progress in the course of studies prescribed for
him/her and/or detrimental to his/her health.
f) To satisfy the Government as to attendance, conduct and progress by
report form the head of the institution or such other approved person at
eh institution in which he/she is studying.
g) At all times to conduct himself/herself as an honest and faithful student
and to the best of his/her power and ability faithfully to observe, obey and
perform such instructions and directions as may be given to him/her from
time to time in whatever form such instructions may take.
h) To submit to a medical examination as directed; it being understood that
the scholarship may be suspended or terminated if the report from such
medical examination indicates that he/she is unfit to complete his/her
studies owing to ill health. The Scholarship may be suspended or
terminated if he/she absents himself/herself form studies for more than
six months owing to ill health.
i) To sit for and pass any prescribed examinations or approved group of
examinations within the time fixed by the authorities of the institution at
which he/she is attending or by the Permanent Secretary/Director of
Personnel Management or any other person in that behalf unless he/she
is prevented from so doing by sickness proved by a certificate from a
recognized Medical Practitioner or by circumstances beyond his/her
control recognized as such by the Permanent Secretary/Director of
Personnel Management or any other person in that behalf.
j) Not to marry during the tenure of his Scholarship without the permission
of the Permanent Secretary/Director of Personnel Management or any
other person in that behalf.
k) Whether or not permission to marry is granted, to complete the curse
without interruption and to fulfill all the conditions under which the
Scholarship was awarded.
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2. The scholarship may be suspended or terminated if the person awarded a
Scholarship fails to comply with any of eth forgoing rules. Where a
Scholarship, tenable outside Kenya is terminated, the cost of a return
passage will be met by Government provided that the person returns to
Kenya at the earliest opportunity. He/she shall forfeit his/her right to free
passage and all other allowances to which he/she would otherwise be
entitled.
3. Where ever direction, intention, approval or consent is indicated or
required by and of the foregoing rules, the same may be given or signified
by the Permanent Secretary/Director of Personnel Management or such
person as he/she may appoint by notice in the Gazette.
4. All Government Scholars will be required to sign the following declaration
in the presence of a Magistrate authorized in that behalf by the Permanent
Secretary/Director.

I .
hereby declare that I have read the following rules and agreed that the
Scholarship awarded to me shall be governed by these rules and that in the
event of a breach by me of any of the above rules, my Scholarship may be
suspended or terminated forthwith.

Candidate
I certify that the Declaration was both read aloud and singed by the Candidate
in my presence on the . Day of 20

Witness

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APPENDIX 2
TRAINING PROJECITONS 2010/2011
SECTION 1: GROUP TRAINING PROGRAMMES
DEPARTMENT .
NO PROGRAMME/COURSE TARGET STATION NO TO DURATION INSTITUTION ESTIMATD SPONSOR DREMARKS
TITLE GROUP SECTION TRAIN VENUE COST
(KSH)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

There is a need for departments to encourage group training as they are cost effective and benefit more
people.

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 APPENDIX 2
SECTION 2: INDIVIDUAL TRAINING PROGRAMMES
A) LONG COURSES (GOK SPONSORED: FULL TIME)
DEPARTMENT .
NO NAME PERSONAL GENDER DATE OF SECTION STATION HIGHEST LAST COURSE VENUE ESTIMATED REMARKS
NUMBER M/F 1ST DESIGN ACADEMIC COURSE REQUESTED DURATION COST
APPOINT ATTENDED
& DATES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.

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 APPENDIX 3
B) LONG COURSES (GOK SPONSORED: PART TIME)
DEPARTMENT .
NO NAME PERSONAL GENDER DATE OF SECTION STATION HIGHEST LAST COURSE VENUE ESTIMATED REMARKS
NUMBER M/F 1ST DESIGN ACADEMIC COURSE REQUESTED DURATION COST
APPOINT ATTENDED
& DATES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

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 APPENDIX 4
C) LONG COURSES (SELF SPONSORED: FULL TIME)
DEPARTMENT .
NO NAME PERSONAL GENDER DATE OF SECTION STATION HIGHEST LAST COURSE VENUE ESTIMATED REMARKS
NUMBER M/F 1ST DESIGN ACADEMIC COURSE REQUESTED DURATION COST
APPOINT ATTENDED
& DATES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

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 APPENDIX 5
D) LONG COURSES (SELF SPONSORED: PART TIME)
DEPARTMENT .
NO NAME PERSONAL GENDER DATE OF SECTION STATION HIGHEST LAST COURSE VENUE ESTIMATED REMARKS
NUMBER M/F 1ST DESIGN ACADEMIC COURSE REQUESTED DURATION COST
APPOINT ATTENDED
& DATES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

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 APPENDIX 6
E) SHORT COURSES (GOK SPONSORED)
DEPARTMENT .
NO NAME PERSONAL GENDER DATE OF SECTION STATION HIGHEST LAST COURSE VENUE ESTIMATED REMARKS
NUMBER M/F 1ST DESIGN ACADEMIC COURSE REQUESTED DURATION COST
APPOINT ATTENDED
& DATES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

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