SCHEME OF SERVICE FOR HUMAN RESOURCE MANAGEMENT PERSONNEL

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1 SCHEME OF SERVICE FOR HUMAN RESOURCE MANAGEMENT PERSONNEL 1. AIMS AND OBJECTIVES To provide a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified Human Resource Management Officers in the Judiciary. To provide for clearly defined job descriptions and specifications with clear delineation of duties at all levels within the career structure which will ensure proper deployment and utilization of officers. To establish standards for recruitment, training and development, and advancement within the Scheme of Service on the basis of qualifications, knowledge, merit and ability as reflected in work performance and results. To ensure appropriate career planning and succession management. 2. ADMINISTRATION AND TRAINING SCOPE OF THE SCHEME Responsibility for Administration The Scheme of Service will be administered by the Chief Justice in consultation with Judicial Service Commission. In administering the Scheme, the Chief Justice shall ensure that its provisions are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in their appointments on successful completion of the probation period. Training Scope In administering the Scheme, the Chief Justice shall ensure that appropriate training and induction opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialisation and experience required for both efficient and effective performance of their duties and advancement within the Scheme of Service. The officers should also be encouraged to undertake training privately for self-development. 3. THE HUMAN RESOURCE MANAGEMENT FUNCTION The Human Resource Management Function will entail organisation and management of human resource services to ensure that staff are properly facilitated with a view to maintaining high motivation for effective performance and productivity. Specifically, activities will include recruitment and staffing, communication, discipline, remuneration, staff welfare, human resource planning and staff development. 1

2 4. GRADING STRUCTURE AND SCOPE The Grading Structure The Scheme of Service establishes five (5) grades in Human Resource Management Assistants and eight (8) grades in the Human Resource Management Officers cadre who will be designated and graded as follows: HUMAN RESOURCE MANAGEMENT ASSISTANTS APPENDIX I Designation Grade Human Resource Management Assistant III - PLS 7 Human Resource Management Assistant II - PLS 8 Human Resource Management Assistant I - PLS 9 Senior Human Resource Management Assistant - PLS 10 Chief Human Resource Management Assistant - PLS 11 HUMAN RESOURCE MANAGEMENT OFFICERS APPENDIX II Designation Grade Human Resource Management Officer II - PLS 8 Human Resource Management Officer I - PLS 9 Senior Human Resource Management Officer - PLS 10 Chief Human Resource Management Officer - PLS 11 Principal Human Resource Management Officer - PLS 12 Assistant Director of Human Resource Management - PLS 13 Senior Assistant Director of Human Resource Management PLS 14 Deputy Director of Human Resource Management - PLS 15 Conversion to new Grading Structure Serving officers will convert and adopt to the new grading structure as follows: PRESENT DESIGNATION GRADE NEW DESIGNATION Human Resource Management PLS 8 Human Resource Officer II Management Officer II.... Human Resource Management Officer I Human Resource Management Officer I 2 PLS 10 Senior Human Resource Management Officer GRADE PLS 8 PLS 9 PLS 10 Senior Human Resource PLS 11 Chief Human PLS 11

3 Management Officer Chief Human Resource Management Officer I Assistant Director of Human Resource Management Senior Assistant Director of Human Resource Management Deputy Director of Human Resource Management PLS 12 PLS 13 PLS 14 PLS 15 Resource Management Officer Principal Human Resource Management Officer Assistant Director of Human Resource Management Senior Assistant Director of Human Resource Management Deputy Director of Human Resource Management PLS 12 PLS 13 PLS 14 PLS 15 Note: The grades of Human Resource Management Assistant III/II, Scale PLS 7/8 and Human Resource Management Officer II/I, Scale PLS 8/9 will form a common establishment for the purpose of this Scheme. 5. PROVISION OF POSTS A Scheme of Service does not constitute authority for creation of posts. Any additional posts required under the new grading structure provided in the Scheme of Service must be included in the establishment proposals for consideration and approval by the Judicial Service Commission. 6. ENTRY INTO THE SCHEME OF SERVICE Direct Appointment Direct appointment will normally be made in the grades of Human Resource Management Assistant III and Human Resource Management Officer II. In exceptional cases, however, direct appointment may be made beyond this grade by the Judicial Service Commission provided the candidate is in possession of the requisite minimum qualifications and/or experience required for appointment to the grade. Incremental Credit Incremental credit(s) for approved experience acquired after obtaining the prescribed minimum qualifications for the grades may be awarded at the rate of one increment for each completed year of approved experience provided the maximum of the scale is not exceeded. In awarding incremental credits, any period of service or experience stipulated as a basic requirement for appointment or promotion to a particular grade shall be excluded. 3

4 7. ADVANCEMENT WITHIN THE SCHEME The Scheme of Service sets out the minimum qualifications and/or experience required for advancement from one grade to another. It is emphasized, however, that these are the minimum requirements entitling an officer to be considered for appointment or promotion to the next grade. In addition, advancement from one grade to another will depend on:- Existence of a vacancy in the authorized establishment; Merit, ability and initiative as reflected in work performance and results; and The approval of the Judicial Service Commission. 8. RECOGNIZED QUALIFICATIONS The following are the recognized qualifications for the purpose of this Scheme of Service: Human Resource Management Assistants (vi) Mean grade C- in Kenya Certificate of Secondary Education; Diploma in any of the following disciplines: Human Resource Management, Records Management or its approved equivalent from a recognized institution; CPS I, II, III (Final); Management course lasting not less than one (1) month; Such other qualification, as may be adjudged to be equivalent by the Judicial Service Commission; and Proficiency in computer applications. Human Resource Management Officers A Bachelors Degree in any of the Social Sciences such as Government, Sociology, Public/Business Administration, Human Resource/Personnel Management, or any other relevant qualification from a recognized University/Institution; CPS I, II, III (Final); A Masters Degree in Human Resource Management, Public/Business Administration or any other recognized equivalent qualification from a recognized University/ Institution; 4

5 (vi) Post graduate Diploma in Human Resource Management, Industrial Relations, Business/Public Administration from a recognized University/ Institution; Management course of not less than four (4) weeks; and Proficiency in computer applications. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Negotiation skills. 10. JOB DESCRIPTIONS AND SPECIFICATIONS HUMAN RESOURCE MANAGEMENT ASSISTANTS APPENDIX I I. HUMAN RESOURCE MANAGEMENT ASSISTANT III, SCALE PLS 7 This is the entry and training grade for the Human Resource Management Assistants Cadre. A Human Resource Management Assistant will perform a variety of human resource management duties of limited scope and complexity under appropriate guidance and supervision of a more senior officer. Specific duties and responsibilities will entail: Handling simple tasks of analytical nature; Implementing certain decisions within the existing rules, regulations and procedures; and Supervising staff working under him/her. Direct Appointment For direct appointment to this grade, a candidate must have: 5

6 Kenya Certificate of Secondary Examination (KCSE) mean grade C- with at least a C- in English and Kiswahili; A Diploma in Human Resource Management/Records Management or its equivalent from a recognized institution; and Proficiency in computer applications. Promotion For promotion to this grade, an officer must have: Served in the grade of Senior Clerical Officer for at least three (3) years; CPS I or a Certificate in Human Resource Management/Complement Control/Pensions/Salaries or a Diploma in Human Resource Management, Records Management; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. II. HUMAN RESOURCE MANAGEMENT ASSISTANT II, SCALE PLS 8 An officer at this level will be deployed in specialized areas like salaries, pensions and complement control to perform a variety of Human Resource Management duties of limited scope and complexity under appropriate guidance and supervision of a more senior officer. Specific duties and responsibilities will entail: Handling complex clerical tasks of an analytical nature; Implementing certain decisions within the existing rules, regulations and procedures; and Supervising staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Human Resource Management Assistant III for at least three (3) years; CPS I or a Certificate Course in Management/Records Management/ Pensions/Salaries/ Complement Control or a Diploma in Human Resource 6

7 Management or Records Management or its equivalent from a recognized institution; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. III. HUMAN RESOURCE MANAGEMENT ASSISTANT I, SCALE PLS 9 Work at this level will be similar to that of Human Resource Management II though more complex in nature. An officer at this level will be deployed in specialized areas like salaries, pensions and complement control to perform a variety of Human Resource Management duties under appropriate guidance and supervision of a more senior officer. Specific duties and responsibilities will entail: Management of complement control/salary administration/pension administration, in accordance with the laid down regulations; Verifying information relating to recruitment, appointment, transfer, human resource management information systems and assisting in the implementation of the decisions thereof; and Supervising staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Human Resource Management Assistant II for at least three (3) years; A Diploma in Human Resource Management or CPS II from a recognized institution; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. 7

8 IV. SENIOR HUMAN RESOURCE MANAGEMENT ASSISTANT, SCALE PLS 10 An officer at this level will be expected to provide guidance and advice on appropriate application of Human Resource Management matters. Specific duties and responsibilities will entail: Co-ordination and supervision of clerical work in a section; Co-ordination of Human Resource Management activities in such areas as appointments, promotions, complement control and staff development within existing policies and regulations; and Supervising staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Human Resource Management Assistant I or in a comparable and relevant position in the Judiciary for at least three (3) years; A Diploma in Human Resource Management or CPS II from a recognized institution; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. V. CHIEF HUMAN RESOURCE MANAGEMENT ASSISTANT, SCALE PLS 11 This is the highest grade in this cadre. An officer at this level will coordinate a large section in the Judiciary where he/she will be responsible for: Ensuring proper application and interpretation of human resource management policies, regulations, procedures and systems; Overseeing and co-ordinating Human Resource Management activities in the areas of recruitment, promotion, discipline, training and development, placement and staff welfare; and Supervision of staff working under him/her. 8

9 For appointment to this grade, an officer must have: (vi) Served in the grade of Senior Human Resource Management Assistant or in a comparable and relevant position in the Judicial Service for at least three (3) years; A Higher Diploma in Human Resource Management or CPS III; Attended a management course lasting not less than one (1) month; Shown managerial/administrative capability and outstanding professional competence; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. APPENDIX II HUMAN RESOURCE MANAGEMENT OFFICERS I. HUMAN RESOURCE MANAGEMENT OFFICER II, SCALE PLS 8 This is the entry and training grade for the Human Resource Management Officers cadre. A Human Resource Management Officer II will perform a variety of Human Resource Management duties of limited scope and complexity under appropriate guidance and supervision of a more senior officer. Specific duties and responsibilities will entail: Verification of information relating to recruitment, appointment, transfers, human resource records and complement control; Processing cases of Human Resource Management Advisory/Selection Committees and Implementation of decisions arising there from; and Supervision and guidance of staff working under him/her. For appointment to this grade, a candidate must have: A Bachelor s degree in any of the Social Sciences from a recognized university/institution; and Proficiency in computer applications. 9

10 II HUMAN RESOURCE MANAGEMENT OFFICER I, SCALE PLS 9 An officer at this level will be in charge of a unit within Human Resource Management Department. Specific duties will entail: Handling Human Resource Management matters in the area of deployment i.e. recruitment, selection, placement, transfer, leave, training and development; Provision of guidance and advice on human resource matters within established policies, rules and regulations; and Supervision, guidance, counseling, mentoring, and training and development in the unit. For appointment to this grade, an officer must have: Served in the grade of Human Resource Management Officer II for at least three (3) years; A Diploma in Human Resource Management or CPS II; Shown merit and ability in work performance and results; and Proficiency in computer applications. III SENIOR HUMAN RESOURCE MANAGEMENT OFFICER, SCALE PLS 10 A Senior Human Resource Management Officer will be in charge of a Human Resource Section. Specific duties and responsibilities will depend on the area of deployment and will entail:- Providing guidance and advice on human resource matters; Co-ordination of human resource management activities in areas of recruitment, appointment, placement and promotion; complement control; staff training and development; employee relations and welfare; and remuneration within the existing human resource policies, rules and regulations; and Supervision, guidance, counseling, mentoring, training and development of staff under him/her. 10

11 For appointment to this grade, an officer must have: Served in the grade of Human Resource Management Officer I for at least three (3) years; CPS II or a Diploma in Human Resource Management or Industrial Relations from a recognized University/Institution; Shown merit and ability in work performance and results; and Proficiency in computer applications. IV CHIEF HUMAN RESOURCE MANAGEMENT OFFICER, SCALE PLS 11 A Chief Human Resource Management Officer will coordinate a large section in the Judiciary where duties and responsibilities will depend on the area of deployment. This will entail: Planning human resource management services; Co-ordinating human resource services in the areas of recruitment and promotion; complement control; staff training and development; employment relations and welfare; and remuneration and staff welfare; Any other human resource duties as may be assigned from time to time; and Supervising, guiding, counseling, mentoring, training and development of staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Senior Human Resource Management Officer for at least three (3) years; CPS II or a Diploma in Human Resource Management, Industrial Relations, Business Administration, or Public Administration; Attended a management course of not less than four (4) weeks; Shown merit and ability in work performance and results; and Proficiency in computer applications. 11

12 V PRINCIPAL HUMAN RESOURCE MANAGEMENT OFFICER, SCALE PLS 12 A Principal Human Resource Management Officer will co-ordinate a number of sections in the Human Resource Management Department. Duties and responsibilities will depend on the area of deployment and will entail: (vi) (vii) Planning, co-ordination, organization and direction of human resource management services; Analysing the staffing levels and making proposals for succession planning; Analysing, utilization and proper deployment of human resource in the Department; Analysing staff progression and making proposals for career development; Ensuring the correct interpretation and implementation of human resource regulations; Any other human resource duties as may be assigned from time to time; and Supervising, guiding, counseling, mentoring, training and development of staff working under him/her. For appointment to this grade, an officer must have: Served for three (3) years at the level of Chief Human Resource Management Officer; CPS II or a Higher National Diploma in Human Resource Management; Industrial Relations or Public/Business Administration; Shown merit and ability in work performance and results; and Proficiency in computer applications. VI ASSISTANT DIRECTOR OF HUMAN RESOURCE MANAGEMENT, SCALE PLS 13 An officer at this level will be in charge of a division in the Human Resource Management Department. The officer may be deployed to be in charge of one of the general Human Resource Management Divisions or Training and Development Division. 12

13 General Human Resource Management In general Human Resource Management Divisions, duties and responsibilities will entail: (vi) (vii) Planning, co-ordinating, organizing, designing and developing human resource functions within the Division; Monitoring human resource operations and activities of the Human Resource Management Division; Assisting in review, design and interpretation of Human Resource Management policies; Advising on proper deployment, making proposals on human resource planning and succession management; Analysing staff performance and career progression and making appropriate recommendations; Ensuring correct interpretation and implementation of human resource management policies, rules and regulations including those relating to pensions, salary administration, labour laws and other statutes relating to human resource management; Supervising, guiding, counselling, mentoring and development of staff working under him/her. Training and Development In Training and Development Division, duties and responsibilities will entail: Identification of training needs in the Judiciary; Designing training projections for staff in the Judiciary; Organizing various training courses/seminars for staff and coordinating scholarships; Monitoring and evaluation of courses undertaken by staff; and Researching into and identifying areas of policy review in Human Resource Training and Development. For appointment to this grade, an officer must have: Served in the grade of Principal Human Resource Management Officer for a minimum period of three (3) years; 13

14 A Masters degree in Human Resource Management/Industrial Relations/ Public or Business Administration from a recognized University/ Institution; Shown outstanding professional and managerial skills in human resource management; and Proficiency in computer applications. VII SENIOR ASSISTANT DIRECTOR OF HUMAN RESOURCE MANAGEMENT, SCALE PLS 14 The officer will be responsible to the Deputy Director of Human Resource Management. Duties and responsibilities will entail: (vi) Analysing staff performance and career progression and making appropriate recommendations; Ensuring correct interpretation and implementation of human resource management policies, rules and regulations including those relating to pensions, salary administration, labour laws and other statutes; Introducing systems and management practices that facilitate effective and efficient management of the human resource; Updating the existing rules and regulations and adapting them to the changing environment including the related statutes and management structures; Setting and managing performance standards; and Supervising, guiding, counselling, mentoring, identification of training needs and recommending training and development programmes for officers in the Department. For appointment to this grade, an officer must have: Served in the grade of Assistant Director of Human Resource Management for a minimum period of three (3) years; A Masters degree in Human Resource Management/Industrial Relations/ Public or Business Administration from a recognized University/Institution; Demonstrated a high degree of professional competence in Human Resource Management; Shown outstanding managerial/administrative capabilities and initiatives; and 14

15 Proficiency in computer applications. VIII DEPUTY DIRECTOR OF HUMAN RESOURCE MANAGEMENT, SCALE PLS 15 This is the highest grade in this cadre. The officer will be responsible to the Registrar of the High Court. Duties and responsibilities will entail:- (vi) (vii) Planning, organizing, coordinating and administration of all human resource activities within the Judiciary; Implementing human resource management policies, rules and regulations; Analyzing the effectiveness of the human resource policies, rules and regulations; Advising the authorized officer on the delegated powers and ensuring their implementation; Maintaining professional human resource management standards in the Judiciary; Advising on succession management/human resource planning and utilization of human resource; Advising on career development; (viii) Initiating development and review of schemes of service; (ix) (x) (xi) (xii) Advising, issuing administration guidelines and interpretation on labour law and labour related statutes; Developing Cabinet Papers on Human Resource Management issues; Providing guidance on performance management; Setting and managing performance standards; (xiii) Analysing staffing levels; and (xiv) Initiating and reviewing human resource management, and training and development policies in the Judiciary. 15

16 For appointment to this grade, an officer must have: Served in the grade of Senior Assistant Director of Human Resource Management for a minimum period of three (3) years; A Masters degree in Human Resource Management/Industrial Relations/ Public or Business Administration from a recognized University/Institution; Demonstrated a high degree of professional competence/administrative capabilities and initiative in the general organization and management of human resource and a thorough understanding of the relevant emerging practices/techniques; Demonstrated a thorough understanding of National goals, policies and development objectives, and ability to translate them into human resource management and development polices and programmes; and Proficiency in computer applications. 16

17 SCHEME OF SERVICE FOR FINANCE OFFICERS 1. AIMS AND OBJECTIVES To provide a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified Human Resource Management Officers in the Judiciary. To provide for clearly defined job descriptions and specifications with clear delineation of duties at all levels within the career structure which will ensure proper deployment and utilization of officers. To establish standards for recruitment, training and development, and advancement within the Scheme of Service on the basis of qualifications, knowledge, merit and ability as reflected in work performance and results. To ensure appropriate career planning and succession management. 2. ADMINISTRATION AND TRAINING SCOPE OF THE SCHEME Responsibility for Administration The Scheme of Service will be administered by the Chief Justice in consultation with Judicial Service Commission. In administering the Scheme, the Chief Justice shall ensure that its provisions are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in their appointments on successful completion of the probation period. Training Scope In administering the Scheme, the Chief Justice shall ensure that appropriate training and induction opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialisation and experience for both efficient performance of their duties and advancement within the career structure provided in the Scheme. The officers should also be encouraged to undertake training privately for self-development. 3. FINANCE MANAGEMENT FUNCTION The Finance Management Function entails budgetary supply matters; processing of annual forward and revised estimates; issuance of Authority to Incur Expenditure (AIE); expenditure forecasts and monitoring; prioritization of projects and activities for the purpose of financial allocations in the budget; oversight of commitment of funds and expenditure trends; budget monitoring and reporting; reallocations within budget and the overall financial management and control of voted funds. 17

18 4. GRADING STRUCTURE Grading Structure The Scheme of Service establishes nine (9) grades of Finance Officers who will be designated and graded as follows: Designation Grade Finance Officer III - PLS 8 Finance Officer II - PLS 9 Finance Officer I - PLS 10 Senior Finance Officer - PLS 11 Principal Finance Officer - PLS 12 Senior Principal Finance Officer - PLS 13 Deputy Chief Finance Officer - PLS 14 Chief Finance Officer - PLS 15 Note: The grades of Finance Officer III/II, Scale PLS 8/9 will form a common establishment for the purpose of this Scheme of Service. 5. PROVISION OF POSTS The Scheme of Service does not constitute authority for creation of post(s). Any additional posts required under the new grading structure provided in the Scheme of Service must be included in the Judiciary s establishment proposals for consideration and approval by the Judicial Service Commission. 6. RECOGNIZED QUALIFICATIONS The following are the recognized qualifications for the purpose of this Scheme of Service: (vi) Bachelor of Arts degree in Economics from a recognized university/ institution; Bachelor of Commerce (Finance or Business Administration with Finance) from a recognized university/institution; Master of Business Administration (MBA) or a Masters degree in a Finance related discipline from a recognized university/institution; Certified Public Accountants CPA III qualification; Post-graduate qualification in Financial Management from a recognized university/institution whose duration should not be less than three (3) months; and Proficiency in computer applications. 18

19 7. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will normally be made in the grade of Finance Officer III, Scale PLS 8. In exceptional cases, however, direct appointment may be made beyond this grade provided that the candidate is in possession of the minimum qualifications and experience required for appointment to the grade. Incremental Credit Incremental credit(s) for any approved experience acquired after obtaining the prescribed minimum qualification for the grade may be awarded at the rate of one increment per each completed year of approved experience provided the maximum of the scale is not exceeded. In granting incremental credits, any period of service or experience stipulated as the basic requirement for appointment or promotion to a particular grade shall be excluded. 8. ADVANCEMENT WITHIN THE SCHEME The Scheme of Service sets out the minimum qualifications and/or experience required for advancement from one grade to another. It is emphasized, however, that these are the minimum requirements entitling an officer to be considered for appointment or promotion to the next grade. In addition, advancement from one grade to another will depend on:- Existence of a vacancy in the authorized establishment; Merit, ability and initiative as reflected in work performance and results; and The approval of the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Negotiation skills. 19

20 10. JOB DESCRIPTIONS AND SPECIFICATIONS I FINANCE OFFICER III, SCALE PLS 8 This is the entry and training grade for the Finance Officers Cadre. An officer at this level will work under a more senior officer. Specific duties and responsibilities at this level involve: Compiling, analyzing and formatting financial estimates; Taking initial action on budget monitoring; and Preparing reports and briefs on budgetary policy issues for the Judiciary. For appointment to this grade, a candidate must be in possession of either: A Bachelor of Arts degree in Economics; or Bachelor of Commerce (Accounting option); or Bachelor of Commerce (Business Administration with Finance); or Certified Public Accountant (CPA) III qualification; and Proficiency in computer applications. II FINANCE OFFICER II, SCALE PLS 9 Duties and responsibilities at this level entail:- Processing of budgetary supply matters and control of expenditure commitments in the Judiciary; Initial evaluation and scrutiny of expenditure proposals and compilation of information required in the budgetary processes; Processing of annual, forward and revised estimates of recurrent and development expenditures; and Initial action for the budgeting of donor financed projects, the review of financial implementation of such projects, and monitoring commitments, expenditures and reimbursements. 20

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