SCHEME OF SERVICE FOR HUMAN RESOURCE MANAGEMENT PERSONNEL

Transcription

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

21 For appointment to this grade, an officer must have:- Served in the grade of Finance Officer III for at least three (3) years; Shown merit and ability in work performance and results; and Proficiency in computer applications. III FINANCE OFFICER I, SCALE PLS 10 Duties and responsibilities at this level entail: Compilation of information on commitment and expenditure trends and initiating appropriate corrective action as may be required; Compilation of information required on budget monitoring and expenditure control, including expenditures on salaries and allowances; and Initial processing of reallocations within the budget. For appointment to this grade, an officer must have: Served as a Finance Officer II for at least three (3) years; Shown merit and ability in work performance and results; and Proficiency in computer applications. IV SENIOR FINANCE OFFICER, SCALE PLS 11 Duties and responsibilities at this level entail: Preparation of station Budgets for the recurrent and development votes; Preparation of quarterly expenditure forecasts as a basis for discussions with the Treasury for release of funds; Initiation of proposals seeking funds for additional expenditure and reallocation of voted funds during the year; and 21

22 Monitoring of expenditure and projects including programme implementation on a periodic basis and ensuring that timely corrective action is taken. For promotion to this grade, an officer must have: Served in this grade for at least three (3) years; Demonstrated professional competence in either Financial Management, Accounting or Economics; At least a three (3) months post graduate qualification in Financial Management; and Proficiency in computer applications. V PRINCIPAL FINANCE OFFICER, PLS 12 An officer at this level will be responsible for: Co-ordination, review, processing and compilation of recurrent and development estimates for the annual, forward and revised budgets; Incorporation of the station s inputs into the budget process; and Communication of approved annual estimates to various departments and making sure that there is a timely adjustment of work plans commensurate with the resources voted in the budget. For appointment to this grade, an officer must have: Served in the grade of Senior Finance Officer for at least three (3) years; A Masters degree in Business Administration (MBA) or a Masters degree in a Finance related discipline from a recognized University/Institution; Shown merit and ability in work performance and results; and Proficiency in computer applications. 22

23 VI SENIOR PRINCIPAL FINANCE OFFICER, PLS 13 Duties and responsibilities at this level will entail: Preparation of budgets for the recurrent and development votes; Preparation of quarterly expenditure forecasts as a basis for discussions with the Treasury for release of funds; Initiation of proposals seeking funds for additional expenditures and reallocation of voted funds during the year; Monitoring expenditure on projects and programme implementation on a periodic basis and ensuring that timely corrective measures have been taken; and Co-ordination of the design and financial aspects for all donor projects and agreements. For promotion to this grade, an officer must have: Served in the grade of Principal Finance Officer for at least three (3) years; Demonstrated professional competence in Financial Management; and Proficiency in computer applications. VII DEPUTY CHIEF FINANCE OFFICER, SCALE PLS 14 The officer will be responsible for the overall preparation of the budget and ensuring stations adherence to sectoral ceilings. Specific duties and responsibilities at this level will entail: Control of all financial commitments; Communication of Judiciary ceilings for forward planning and annual budget exercise to various stations and spending points within the Judiciary, including stations; Ensuring stations inputs are incorporated into the budget process; 23

24 Timely issuance of Authority-to-Incur Expenditure (AIE) to various spending points particularly to the stations and ensuring that AIEs are consistent with quarterly ceilings; and Ensuring communication of approved annual estimates to various stations and making sure that there is a timely adjustment of work plans commensurate with the resources voted in the budget. For appointment to this grade, an officer must have: Served as a Senior Principal Finance Officer for a minimum period of three (3) years; Demonstrated exemplary working knowledge of financial management; Strong leadership skills; Proficiency in computer applications; and Clear understanding of the Vision 2030 and the role of Judiciary in realization of the Vision goals. VIII CHIEF FINANCE OFFICER/DEPUTY DIRECTOR OF BUDGET SCALE PLS 15 This will be the highest grade in the Judiciary. The officer will be responsible to the Registrar, High Court for co-ordinating all matters pertaining to the overall preparation of the budget. Specific duties shall include: Linking of service or programme objectives (work plans) of various courts to the budget; Project identification, prioritization and selection processes (including donor projects) and their linkage to the forward and annual budgets; Monitoring of pending bills, allocating funds in the budget and seeking Exchequer release of funds for their settlement during implementation of the budget; Development of budgetary requirements for the Judiciary; Developing improved budgetary practices and systems in the Judiciary; (vi) Co-ordination of proposals to the Treasury to release of funds; and 24

25 (vii) Responsible for deployment and development of staff in this cadre. Appointment to this grade will be made from serving Deputy Chief Finance Officers who have served in that grade for at least three (3) years and have shown outstanding performance in financial management. 25

26 SCHEME OF SERVICE FOR ACCOUNTANTS 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract and facilitate retention of suitably qualified, competent and effective cadre of Accountants in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels within the career structure on the basis of knowledge, experience, professional competence, merit and ability as reflected in work performance and results. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of knowledge, experience, professional competence, 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 the 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. ACCOUNTING FUNCTION The Accounting Function entails application of sound principles, systems and techniques in accounting for finances of the Judiciary, assets, revenue, expenditure and costs. The Function also involves accounting for special funds set up under various statutes, management of accounting information such as co-ordination and rationalization of estimates, annual appropriation and fund accounts, cash flow control, cost analysis and any other related functions. 26

27 4. GRADING STRUCTURE Grading Structure The Scheme of Service provides for four (4) grades of Accounts Assistants and eight (8) grades of Accountants who will be designated and graded as follows: ACCOUNTS ASSISTANTS APPENDIX I Designation Grade Accounts Assistant II - PLS 7 Accounts Assistant I - PLS 8 Senior Accounts Assistant - PLS 9 Assistant Accountant - PLS 10 ACCOUNTANTS APPENDIX II Designation Grade Accountant II - PLS 8 Accountant I - PLS 9 Senior Accountant - PLS 10 Chief Accountant - PLS 11 Principal Accountant - PLS 12 Accounts Controller - PLS 13 Principal Accounts Controller - PLS 14 Senior Principal Accounts Controller - PLS 15 Conversion to the New Grading Structure Serving officers will adopt and convert to the new grading structure as follows: ACCOUNTS ASSISTANTS APPENDIX I PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Accounts Assistant II PLS 6 Accounts Assistant II PLS 7 Accounts Assistant I PLS 7 Accounts Assistant I PLS 8 Senior Accounts Assistant PLS 8 Senior Accounts PLS 9 Assistant Assistant Accountant II PLS 9 Assistant Accountant I PLS 10 Assistant Accountant PLS 10 27

28 ACCOUNTANTS APPENDIX II PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Accountant II PLS 8 Accountant II PLS 8 Accountant I PLS 9 Accountant I PLS 9 Senior Accountant PLS 10 Senior Accountant PLS 10 Chief Accountant PLS 11 Chief Accountant PLS 11. Principal Accountant PLS 12 Accounts Controller PLS 12 Accounts Controller PLS 13 Principal Accounts Controller PLS 13 Principal Accounts Controller PLS 14.. Senior Principal Accounts Controller PLS 15 Note: The grades of Accounts Assistant II/I, Scale PLS 7/8 and Accountant II/I, Scale PLS 8/9 will form a common establishment for the purpose of this Scheme of Service. 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 Direct Appointment Direct appointment into the Scheme of Service will normally be made in the grades of Accounts Assistant II/I, Scale PLS 7/8 and Accountant II/I, Scale PLS 8/9 In exceptional cases, however, direct appointment may be made beyond these grades by the Judicial Service Commission 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 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. 28

29 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: Accounts Assistants Kenya Certificate of Secondary Education (KCSE) mean grade C- and at least a C- in English and Kiswahili, and C in Mathematics; Kenya Accounts Technician Certificate (KATC) Intermediate and Final; Accounts Clerk National Certificate (ACNC) I & II; CPA I; (vi) A Diploma in Accountancy or any other recognized equivalent qualification from a recognized institution; and Such other qualification as may be approved by the Judicial Service Commission. Accountants CPA I, II and III (Final) or any other recognized equivalent qualification from a recognized institution; A Bachelors Degree in Commerce (Accounting/Finance), Business Administration or any other recognized equivalent qualification from a recognized institution; A Masters Degree in any of the following: Commerce, Accounting, Business Administration, Finance or any other recognized equivalent qualification from a recognized university/institution; 29

30 Registration with the Institute of Certified Public Accountants of Kenya (ICPAK) and Registration of Accountants Board (RAB); and Such other qualifications as may be approved by the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Negotiation skills. 10. JOB DESCRIPTIONS AND SPECIFICATIONS ACCOUNTS ASSISTANTS APPENDIX I I ACCOUNTS ASSISTANT II, SCALE PLS 6 This is the entry grade for the Accounts Assistant Cadre. An officer at this level will supervise a small group of clerks working in an accounting unit. Specific duties and responsibilities will entail: Verifying compiled statistical records for accuracy; Processing accounting statistics and transactions; Ensuring proper maintenance of efficient filing system; and Safe keeping of invoices, receipts and other accounts records. Direct Appointment For direct appointment to this grade, a candidate must have: A Kenya Certificate of Secondary Education mean grade C- with at least C- in English and Kiswahili and C in Mathematics or its approved equivalent; Diploma in Accountancy or its recognized equivalent qualification from a recognized institution; and 30

31 Proficiency in computer applications. Promotion For promotion to this grade, an officer must have: Served as a Higher Clerical Officer in an accounting unit for at least three (3) years; ACNC I and II or KATC (Intermediate); Passed the Proficiency Examination (Accounting Option); Shown merit and ability in work performance and results; and Proficiency in computer applications. II ACCOUNTS ASSISTANT I, SCALE PLS 8 An officer at this level will supervise a small group of clerks working in an accounting unit. Specifically, work will involve: (vi) (vii) Maintaining books of accounts in accordance with the regulations; Verifying compiled statistical records for accuracy; Processing accounting statistics and transactions; Ensuring proper maintenance of efficient filing system; Safe keeping of invoices, receipts and other accounts records; Supervising accounting operations of routine nature; and Supervising officers working under him/her. 31

32 For appointment to this grade, a candidate must have: A Diploma in Accountancy or its recognized equivalent qualification from a recognized institution or KATC Final; Served as an Accounts Assistant II for at least three (3) years; Shown merit and ability in work performance and results; and Proficiency in computer applications. III SENIOR ACCOUNTS ASSISTANT, SCALE PLS 9 An officer at this level will be responsible for performing a variety of accounting work. Specific duties and responsibilities will entail: (vi) (vii) Verification of payment vouchers in accordance with the laid down rules and regulations; Collation of financial estimates; Determination of aggregate expenditure; Supervision of revenue collection processes; Control of expenditure and below-the-line group of accounts; Undertaking general accounting work; and Supervising and guiding officers working under him/her. For appointment to this grade, an officer must have: Served in the grade of Accounts Assistant I for at least three (3) years; A Diploma in Accountancy or its recognized equivalent qualification from a recognized institution or KATC (Final); Shown merit and ability in work performance and results; and Proficiency in computer applications. 32

33 IV ASSISTANT ACCOUNTANT, SCALE PLS 10 This is the highest grade in this cadre. An officer at this level will head a section in an accounting unit and will be required to work within policies and general directives given by the head of the accounting unit. Specific duties and responsibilities will entail: Undertaking a limited range of management accounting; Preparation of final accounts and statements; Reviewing of accounting procedures and practices; and Supervising, guiding, and training and development of staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Senior Accounts Assistant for at least three (3) years; A Diploma in Accountancy or its recognized equivalent from a recognized institution or KATC (Final) or CPA I; Shown merit and ability in work performance and results; and Proficiency in computer applications. ACCOUNTANTS APPENDIX II I ACCOUNTANT II, SCALE PLS 8 This is the entry grade of Accountants. An Officer at this level will be responsible for performing a variety of accounting work of limited scope and complexity under appropriate guidance of a more senior officer. Specific duties and responsibilities will entail: Verification of payment vouchers in accordance with the laid down rules and regulations; Collation of financial estimates; 33

34 (vi) Determination of aggregate expenditure; Supervision of the revenue collection processes; Control of expenditure and below the line group of accounts; and General accounting work involving book-keeping knowledge and routine accounting entries. For appointment to this grade, a candidate must have: A Bachelors Degree in Commerce (Accounting/Finance), Business Administration or any other recognized equivalent qualification from a recognized institution; CPA II or its equivalent qualification from a recognized institution; and Proficiency in computer applications. II ACCOUNTANT I, SCALE PLS 9 An officer at this level will be responsible for day-to-day accounting operations in an accounting unit. Specific duties and responsibilities will entail: Undertaking a limited range of management accounting; Preparing final accounts and statements; Dealing with all accountancy procedures and routine matters; and Supervising, guiding, and training and development of staff working under him/her. Direct Appointment For direct appointment to this grade, a candidate must have: CPA III (Final); and Proficiency in computer applications. 34

35 Promotion For promotion to this grade, an officer must have: Served in the grade of Accountant II for at least three (3) years; A Bachelors Degree in Commerce (Accounting/Finance), Business Administration or any other recognized equivalent qualification from a recognized institution; CPA II or equivalent qualification from a recognized institution; Shown merit and ability in work performance and results; and Proficiency in computer applications. III SENIOR ACCOUNTANT, SCALE PLS 10 An officer at this level will be responsible for heading a unit in the Accounts Department. Duties and responsibilities will include: Management of the Accounting function in the section; Review of accounting procedures and practices; Interpretation of accounting regulations, procedures, processes and policies; Any other relevant duties as may be assigned from time to time; and Supervising, guiding, coaching, mentoring, and training and development of staff under him/her. For appointment to this grade, an officer must have: Served in the grade of Accountant I for at least three (3) years; CPA III (Final) or a Bachelors Degree in Commerce (Accounting/ Finance), Business Administration and CPA II or any other recognized equivalent qualification from a recognized institution; Shown merit and ability in work performance and results; and Proficiency in computer applications. 35

36 IV CHIEF ACCOUNTANT, SCALE PLS 11 An officer at this level will be responsible for a section. Duties and responsibilities will involve: (vi) Organization and management of the Accounting section; Co-ordination of both routine and non-routine accountancy matters; Interpretation of financial policies; Budgeting and management accounting methods and financial returns; Advising on financial policies as well as ensuring that sound accounting principles and controls are applied to financial transactions; and Supervising, guiding, coaching, mentoring, and training and development of accounting staff in the section. For appointment to this grade, an officer must have: Served in the grade of Senior Accountant for at least three (3) years; CPA III (Final); Attended a relevant management course lasting not less than four (4) weeks; Shown merit and ability in work performance and results; and. Proficiency in computer applications. V PRINCIPAL ACCOUNTANT, SCALE PLS 12 An officer at this level can head a busy division of the Accounts` Department. Duties and responsibilities at this level will entail: Implementation of an appropriate accounting system as a means of maintaining sound financial records; Implementation of effective internal control systems of accounting; Safeguarding and prevention of fraud and errors; 36

37 Timely preparation of accurate and reliable financial statements and accounts; and Supervising, guiding, coaching, mentoring, and training and development of accounting staff in the unit. For appointment to this grade, an officer must have: Served in the grade of Chief Accountant for at least three (3) years; CPA III (Final); Undertaken a management course lasting not less four (4) weeks; Demonstrated professional competence in accounts work; and Proficiency in computer applications. VI ACCOUNTS CONTROLLER, SCALE PLS 13 An Accounts Controller will deputise the Principal Accounts Controller. Duties and responsibilities will entail: (vi) (vii) Calculating, classifying, posting, summarizing and reporting transactions as a means of maintaining sound financial records in the Accounts Department; Undertaking ad hoc assignments relating to accounting services; Assisting in preparation of final accounts; Authorizing payments and signing of cheques subject to the limit set for him/her; Ensuring timely and accurate preparation of quality management reports falling under the Department; Co-ordinating all staff matters in the Accounts Department including identification of training and development needs and recommending appropriate courses/development programmes and developing of annual work plans and targets for the Department; and Supervising, guiding, coaching, mentoring, and training and development of accounting staff in the Department. 37

38 For appointment to this grade, an officer must: (vi) Have served in the grade of Principal Accountant or in a comparable position for at least three (3) years; Have CPA III (Final) and a Masters Degree in Accounting/Finance from a recognized institution; Have attended a relevant senior management course lasting not less than four (4) weeks; Be registered with the Institute of Certified Public Accountants of Kenya (ICPAK) and Registration of Accountants Board (RAB); Demonstrated outstanding professional competence in accounts work and demonstrated high managerial capability and maturity in handling financial matters; and Proficiency in computer applications. VII PRINCIPAL ACCOUNTS CONTROLLER, SCALE PLS 14 An officer at this level will be responsible to the Senior Principal Accounts Controller. Specific duties and responsibilities will entail: (vi) (vii) Efficient organization, control and supervision of accounting work; Ensuring proper interpretation and implementation of accounts regulations and procedures, Treasury Circulars, letters and transactions; Developing supplementary financial regulations and procedures to enhance internal controls established through normal Treasury regulations and procedures; Provision of quality and timely accounting services in the Judiciary, including maintenance of accurate accounting records and preparation of management and statutory financial reports; Participating and advising relevant Committees/Boards; Maintaining an inventory on all bank accounts in the Judiciary and their approved signatories including stations; Authorizing payments, signing cheques and identifying suitable cheque signatories and setting limits as appropriate; (viii) Attending Public Accounts Committee hearings; 38

39 (ix) (x) (xi) (xii) Preventing frauds and errors, and safeguarding of assets; Setting and maintaining high accounting standards; Reviewing, planning and development of accounting services, systems, processes, procedures and policies in the Judiciary; and Supervising, guiding, coaching, mentoring, and training and development of accounting staff in the unit. For appointment to this grade, an officer must have: (vi) Served in the grade of Accounts Controller/Assistant Accountant General or a comparable position for at least three (3) years; CPA III (Final) and a Masters Degree in Accounting/ Finance; Be registered with the Institute of Certified Public Accountants of Kenya (ICPAK) and Registration of Accountants Board (RAB); Attended a senior management course of not less than four (4) weeks; Demonstrated outstanding professional competence in accounting work and managerial/administrative capabilities; and Proficiency in computer applications. VIII SENIOR PRINCIPAL ACCOUNTS CONTROLLER, SCALE PLS 15 This is the highest grade in this cadre. An officer at this level will be responsible to the Accounting Officer (Registrar, High Court) for planning, co-ordination, design, implementation and control of accounts systems in the Judiciary. Duties will include: Overall monitoring of revenue collection and expenditure in all court stations; Advise the Accounting Officer/Registrar on matters relating to Exchequer Accounts, Paymaster General Accounts and Consolidated Fund; Responsible for ensuring proper deployment and training of all accounting personnel in the Judiciary. Planning and development of accounting services and for setting and maintenance of high accounting standards in the Judiciary. 39

40 For appointment to this grade an officer must have: Served in the grade of Principal Accounts Controller or its equivalent for at least three (3) years. CPA III and a Masters Degree in Accounting/Finance. Be registered with the Institute of Certified Public Accountants of Kenya (ICPAK) and Registration of Accountants Board (RAB). Demonstrated outstanding professional competence and leadership qualities/ characteristics at work place. 40

41 SCHEME OF SERVICE FOR ECONOMISTS/STATISTICIANS PERSONNEL 1. AIMS AND OBJECTIVES To provide a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified and competent Economists/Statisticians in the Judiciary. To provide for clearly defined job descriptions and specifications with clear delineation of duties and responsibilities at all levels within the career structure to enable the officers understand the requirements and demands of their job. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of knowledge, competence, merit, experience 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 the 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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. ECONOMIC PLANNING FUNCTION The Economic Planning Function involves: provision of informed advice on planning matters in the Judiciary; analysis, evaluation and monitoring of development projects and programmes; conducting pre-feasibility and feasibility studies; setting project priorities; collection and analysis of data relating to cases; crime trends, revenue collection, and expenditure trends; development and review of planning policies, strategies and programmes; co-ordination of development of strategic and annual work-plans for the Judiciary and aligning the Judiciary plans and programmes to the National Development Plans and Vision

42 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes seven (7) grades of professional Economists/Statisticians who will be designated and graded as follows: Designation Grade Economist II/Statistician II PLS 9 Economist 1/Statistician I PLS 10 Senior Economist II/ Senior Statistician II PLS 11 Senior Economist I/Senior Statistician I PLS 12 Principal Economist/Principal Statistician PLS 13 Deputy Economist/Deputy Chief Statistician PLS 14 Chief Economist/Chief Statistician PLS 15 Present Designation Grade New Designation Grade Economist II/Statistician II PLS Economist I/Statistician I PLS 10 Senior Economist/Senior Senior Economist II/ Statistician II Senior Statistician II PLS 11 Senior Economist/ Senior Statistician Senior Economist I/Senior Statistician I PLS Principal Economist/Principal Statistician PLS Deputy Economist/ Deputy Chief Statistician PLS Chief Economist/ Chief Statistician PLS 15 Note: The grades of Economist II/Statistician II, Economist I/ Statistician I, Scale PLS 9/10 will form a common establishment for the purpose of this Scheme of Service. 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. 42

43 6. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will be made in the grades of Economist II/Statistician II, Scale PLS 9. In exceptional cases, however, direct appointment may be made beyond this grade by the Judicial Service Commission provided that the candidate is in possession of the recognised minimum qualifications and experience for appointment to the grade. Incremental Credit Incremental credits for approved experience acquired after obtaining the prescribed minimum qualifications 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 will be excluded. 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. A minimum of an Upper Second Class Honours degree in Economics, or Economics and Mathematics, or Economics and Statistics from a recognized university/institution; OR A minimum of an Upper Second Class Honours Degree in any of the subjects enumerated at above with a bias towards Computer Science, Operations Research and Survey Techniques from a recognized university/institution; OR A minimum of an Upper Second Class Honours Degree in Statistics with appropriate specialization, from a recognized University/Institution; 43

44 A postgraduate Bachelor of Philosophy Degree in Economics from a recognized University/Institution or a post graduate diploma or Masters Degree in subjects enumerated at above; 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 DESCRIPTIONSAND APPOINTMENT SPECIFICATIONS 1. ECONOMIST II/STATISTICIAN II GRADE PLS 9 This is the entry grade for this cadre. Duties and responsibilities at this level will involve providing planning data; economic analysis; formulation of development strategies; identification, preparation and evaluation of development projects and programmes and monitoring of implementation; conducting feasibility studies, determining project viability and setting project priorities; collection, collation and analysis of data relating to cases, revenue collection and expenditure trends; computerisation and analysis of data; writing and submitting reports on specific assignments; and control and supervision of technical and other staff working under him/her. In the statistical field, duties will involve management of an area of statistical activity; drawing up survey questionnaires and setting up control procedures for receiving returns and taking the necessary action; collection, collation, computerization and analysis of data; writing and submitting reports on specific assignments; and direction and supervision of technical and other supporting staff. For appointment to this grade, a candidate must be in possession of:- A minimum of an Upper Second Class Honours Degree in Economics or Economics and Mathematics or Economics and Statistics from a recognized university/institution; OR A minimum of an Upper Second Class Honours Degree in any of the subjects enumerated at above with a bias towards Computer Science, Operations Research and Survey Techniques from a recognized university/institution; 44

45 OR A minimum of an Upper Second Class Honours Degree in Statistics with appropriate specialization from a recognized university/institution; or A post-graduate Bachelor of Philosophy degree in Economics from a recognized university/institution or a post graduate diploma or Masters degree in subjects enumerated at above; and Proficiency in computer applications. II ECONOMIST I/ STATISTICIAN I, GRADE PLS 10 Duties and responsibilities at this level will involve providing planning data; economic analysis; formulation of development strategies; identification, preparation and evaluation of development projects and programmes and monitoring of implementation; conducting feasibility studies, determining project viability and setting project priorities; collection, collation and analysis of data relating to cases, revenue collection and expenditure trends; computerisation and analysis of data; writing and submitting reports on specific assignments; and control and supervision of technical and other staff working under him/her. In the statistical field, duties will involve management of an area of statistical activity; drawing up survey questionnaires and setting up control procedures for receiving returns and taking the necessary action; collection, collation, computerization and analysis of data; writing and submitting reports on specific assignments; and direction and supervision of technical and other supporting staff. For appointment to this grade an officer must have:- Served in the grade of Economist II/Statistician II for at least three (3) years; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. III SENIOR ECONOMIST II/ SENIOR STATISTICIAN II, GRADE PLS 11 Work at this level will involve carrying out more specialized and complex planning/statistical activities. Specific duties and responsibilities will entail: providing planning data; economic analysis; formulation of development strategies; identification, preparation and evaluation of development projects and programmes and monitoring of implementation; conducting feasibility studies, determining project viability and setting project priorities; collection, collation and analysis of data relating to cases, revenue collection and expenditure trends; computerisation and 45

46 analysis of data; writing and submitting reports on specific assignments; and control and supervision of technical and other staff working under him/her. In the statistical field, duties will involve management of an area of statistical activity; drawing up survey questionnaires and setting up control procedures for receiving returns and taking the necessary action; collection, collation, computerization and analysis of data; writing and submitting reports on specific assignments; and direction and supervision of technical and other supporting staff. For appointment to this grade, an officer must have:- Served in the grade of Economist I/ Statistician I for at least three (3) years; Demonstrated professional competence, ability, and initiative in work performance; A Masters of Arts (MA), Masters of Science (MSc.) or Master of Philosophy (Mphil) Degree in Economics; and Proficiency in computer applications. IV. SENIOR ECONOMIST I/SENIOR STATISTICIAN I, GRADE PLS 12 An officer at this level will deputise the Principal Economist. Specific duties and responsibilities will entail: providing planning data; economic analysis; formulation of development strategies; identification, preparation and evaluation of development projects and programmes and monitoring of implementation; conducting feasibility studies, determining project viability and setting project priorities; collection, collation and analysis of data relating to cases, revenue collection and expenditure trends; computerisation and analysis of data; writing and submitting reports on specific assignments; and control and supervision of technical and other staff working under him/her. In the statistical field, duties will involve management of an area of statistical activity; drawing up survey questionnaires and setting up control procedures for receiving returns and taking the necessary action; collection, collation, computerization and analysis of data; writing and submitting reports on specific assignments; and direction and supervision of technical and other supporting staff. For appointment to this grade, an officer must have:- Served in the grade of Senior Economist II/ Senior Statistician II for at least three (3) years; 46

47 Demonstrated professional competence and managerial capability; and Attended a Management Course lasting not less than four (4) weeks. (V) PRINCIPAL ECONOMIST/PRINCIPAL STATISTICIAN, GRADE PLS 13 Duties and responsibilities of this officer will entail planning, production and compilation of statistical data; initiation and review of planning policies, programmes and activities; and collection and presentation of statistical data in the form of survey report and bulletins. In addition, the officer will supervise, guide, mentor, coach, and train and develop of staff working under him/her For appointment to this grade, an officer must have: Served in the grade of Senior Economist I/ Statistician I for at least three (3) years; Demonstrated professional competence with proper appreciation of the country s economic development needs and strategies and translating the role of the Judiciary on achievement of the same; and Proficiency in computer applications. (VI) DEPUTY CHIEF ECONOMIST/CHIEF STATISTICIAN, GRADE PLS 14 A Deputy Chief Economist/Deputy Chief Statistician will assist the Chief Economist in the day-to-day administration of the Central Planning and Monitoring Unit. Specifically, an officer at this level will be responsible for; the general direction of the economic planning function and production of statistical data from various court stations; policies and programmes; Monitoring and evaluation of policies and programmes; collation and presentation of statistical data in the form of survey reports and direction, control and co-ordination of all the various planning or statistical activities of professional and supporting staff within the Planning and Monitoring Unit. For appointment to this grade, an officer must have: Served at the level of Principal Economist/Principal Statistician or other comparable and relevant position in the field of economics, policy research and statistics in the public sector; for at least three (3) years; 47

48 Demonstrated outstanding professional competence, ability and integrity as reflected in work performance and results; Managerial experience necessary for the effective management of staff; and Attained qualifications in Economics or Statistics of at least Masters of Arts (MA), Masters of Science (MSc.) or Master of Philosophy (MPhil.) level or their equivalent recognized qualifications. (VII) CHIEF ECONOMIST/CHIEF STATISTICIAN, GRADE PLS 15 This is the highest grade in this cadre. The Chief Economist/Chief Statistician will be in charge of Planning and Monitoring Unit in the Judiciary. The Chief Economist/Chief Statistician will be responsible to the Registrar, High Court. Specific duties include: (vi) Headship of a Central Planning and Monitoring Unit in the Judiciary; Direction of economic planning functions or production of statistical data in the Judiciary; Co-ordination and formulation of strategies, policies and programmes within the Judiciary. He/she will liaise with other Ministries in collation and presentation of statistical data in the form of survey reports or bulletins; Monitoring and evaluation of policies and programmes in the Judiciary; Assisting in collection, collation, processing and administration of statistical data in accordance with the Statistics Act; Responsible for deployment and supervision of officers in the Central Planning and Monitoring Unit of the Judiciary. For appointment to this grade, an officer must have: Served in the grade of Deputy Chief Economist/Deputy Chief Statistician for at least three (3) years or other comparable and relevant position in economic planning; or in the compilation and production of statistical data for national economic planning and development in the Public Sector; for at least twelve (12) years of which three (3) years must be at a Senior Economic Policy Research/Planning position; Demonstrated outstanding professional competence matched with proper appreciation of the country s economic development needs at the national, sectoral and regional levels and the strategies necessary to meet them; 48

49 Demonstrated a high degree of administrative capability coupled with wide experience in economic planning or in the production and interpretation of statistical data; and Attained qualifications in Economics or Statistics of at least Masters of Arts (MA), Masters of Science (MSc.) or Master of Philosophy (MPhil.) level or their equivalent recognized qualifications. 49

50 SCHEME OF SERVICE FOR INFORMATION COMMUNICATION TECHNOLOGY (ICT) PERSONNEL 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified and competent Information Communication Technology Personnel in the Judiciary. To provide for clearly defined job descriptions and specifications with clear delineation of duties and responsibilities at all levels within the career structure to enable officers understand the requirements and demands of their job. To establish standards for recruitment, training and advancement within the career structure on the basis of qualification, 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 the Judicial Service Commission. In administering the Scheme, the Chief Justice will ensure that its provisions are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in appointment on successful completion of the probation period. Training Scope In administering the Scheme, the Chief Justice will 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 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. INFORMATION COMMUNICATION TECHNOLOGY (ICT) FUNCTION The Information Communication Technology (ICT) Function entails maintaining ICT standards within Judiciary; spearheading e-government initiatives; application of Information Communication Technology, systems analysis and design; developing and implementing computerized information systems; carrying out research and development on ICT standards, guidelines and approaches and coordinating their consistent and efficient application in the Judiciary; formulating and developing Judiciary information infrastructure; coordinating and developing Judicial websites; providing advisory services on all matters related to ICT; training on the use of computers, relevant software packages and developing customized applications; 50

51 providing hardware maintenance support services; and liaising with hardware vendors for administration of guarantees and warranties. 4. GRADING STRUCTURE Grading Structure The Scheme of Service establishes seven (7) grades of Information Communication Technology (ICT) personnel who will be designated and graded as follows: Designation Grade Information Communication Technology Officer III - PLS 7 Information Communication Technology Officer II - PLS 8 Information Communication Technology Officer I - PLS 9 Senior Information Communication Technology Officer - PLS 10 Chief Information Communication Technology Officer - PLS 11 Principal Information Communication Technology Officer - PLS12 Senior Principal Information Communication Technology Officer - PLS13 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 Direct Appointment Direct appointment will normally be made in the grades of Information Communication Technology Officer III, Scale PLS 7, Information Communication Technology Officer II, Scale PLS 8 and Information Communication Technology Officer I, Scale PLS 9. In exceptional cases, however, direct appointment may be made beyond these grades by the Judicial Service Commission on the recommendation of the Chief 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 minimum prescribed qualifications 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 credit(s), any period of service or experience stipulated as a basic requirement for appointment to a particular grade will be excluded. 51

52 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 the qualifications and/or other conditions prescribed in this Scheme of Service are the minimum requirements entitling an officer to be considered for appointment to higher grades. 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: (vi) (vii) Kenya Certificate of Secondary Education (KCSE) mean grade C (plain), with at least a C- in Mathematics and English/Kiswahili or its approved equivalent; A Diploma in any of the following fields: Computer Science; Electronics Engineering, Information Communication Technology, or its equivalent from a recognized institution; A Higher Diploma in Computer Science or its equivalent qualification from a recognized institution; A Bachelors degree in any of the following fields: Computer Science/Information Communication Technology, Electronics Engineering, Mathematics, Statistics, Physics or other ICT related disciplines with a bias in computer science from a recognized institution; A Masters degree in Computer Science or in any other ICT related discipline from a recognized institution. A management course lasting not less than four (4) weeks from a recognized institution; A Strategic Leadership Development Programme lasting not less than four (4) weeks from a recognized Institution; and (viii) Any other qualification that may be approved by the Judicial Service Commission. 52

53 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; 10. JOB DESCRIPTIONS AND SPECIFICATIONS I INFORMATION COMMUNICATION TECHNOLOGY OFFICER III, SCALE, PLS 7 This will be the entry and training grade for this cadre. Duties and responsibilities at this level will include writing and testing simple computer programs according to instructions and specifications; assisting in the implementation of the computer systems; providing user support and training of users; undertaking repairs and maintenance of ICT equipment and associated peripherals; monitoring the performance of ICT equipment; and reporting any faults for further action. For appointment to this grade a candidate must have:- Kenya Certificate of Secondary Education (KCSE) mean grade C (plain), with at least a C- in Mathematics and English or its approved equivalent; and A Diploma in any of the following fields: Computer Science; Electronics engineering, Information Communication Technology or its equivalent from a recognized institution. II INFORMATION COMMUNICATION TECHNOLOGY OFFICER II, SCALE, PLS 8 Duties and responsibilities at this level will include: analyzing, designing, coding, testing, and implementing computer programs; providing user support; maintaining support systems and training of users; repairing and maintaining of ICT equipment and associated peripherals; receiving, installing and certifying ICT equipment; and configuring of new ICT equipment. 53

54 Direct Appointment For appointment to this grade a candidate must have:- A Bachelors degree in any of the following: Mathematics, Statistics, Physics or any other related discipline with a bias in information communication technology from a recognized Institution; or A Higher Diploma in Computer Science/Information Communication Technology or its equivalent qualification from a recognized Institution. Promotion For appointment to this grade, an officer must have: Served in the grade of Information Communication Technology Officer III or in an equivalent and relevant position for a minimum period of three (3) years; A Diploma in Computer Science/Information Communication Technology; or its equivalent qualification from a recognized institution; and Shown merit and ability as reflected in work performance and results III INFORMATION COMMUNICATION TECHNOLOGY OFFICER I, SCALE, PLS 9 Duties and responsibilities at this level will include: installation and maintenance of computer systems; configuration of Local Area Network and Wide Area Network; developing and updating application systems; carrying out systems analysis, design and programme specifications in liaison with users; carrying out repairs and maintenance equipment and associated peripherals; drawing up hardware specifications for ICT equipment; verification, validation and certification of ICT equipment; and overseeing the process of configuration of new ICT equipment. Direct Appointment For appointment to this grade, a candidate must have a degree in any of the following fields: Computer Science/Information Communication Technology or in Electronics Engineering from a recognized institution. 54

55 Promotion For appointment to this grade, an officer must have: Served in the grade of Information Communication Technology Officer II or in a comparable and relevant position for a minimum period of three (3) years; and Shown merit and ability as reflected in work performance and results. IV SENIOR INFORMATION COMMUNICATION TECHNOLOGY OFFICER SCALE, PLS 10 Duties and responsibilities at this level will involve: carrying out systems analysis, design and programme specifications in liaison with users; developing, implementing and maintaining of systems; ensuring adherence to established ICT standards; supervising and compiling overall systems documentation; advising on ICT related issues; supervising installation certification, repairs and maintenance of ICT equipment and associated peripherals; developing and maintaining ICT standards; recommending and supervising Hardware/Software specifications for ICT equipment; logging of problems; drawing and scheduling preventive maintenance; and assisting in feasibility studies as assigned; and supervising and guiding officers working under him/her. For appointment to this grade, an officer must have: Served in the grade of Information Communication Technology Officer I or in a comparable and relevant position for a minimum period of three (3) years; and Demonstrated professional competence, initiative/innovativeness in ICT work. V CHIEF INFORMATION COMMUNICATION TECHNOLOGY OFFICER SCALE, PLS 11 Duties and responsibilities at this level will involve: coordinating systems analysis, design and programme specifications; ensuring timely implementation and effective maintenance of systems; developing reports on ICT standards; supervising overall systems documentation; taking charge of ICT equipment maintenance and preparing progress reports on ICT; evaluating and recommending on the suitability of ICT equipment; training of ICT Hardware personnel and users; designing Local Area Network (LAN) and Wide Area Network (WAN); and preparing staff performance reports. 55

56 For appointment to this grade, an officer must have: Served in the grade of Senior Information Communication Technology Officer or in a comparable and relevant position for a minimum period of three (3) years; A Bachelors degree in any of the following fields: Computer Science/Information Communication Technology, Electronics Engineering, Mathematics, Statistics, Physics or other ICT related disciplines with a bias in computer science from a recognized institution; Shown merit and ability as reflected in work performance and results; and Demonstrated competence in ICT work. VI PRINCIPAL INFORMATION COMMUNICATION TECHNOLOGY OFFICER SCALE, PLS 12 Duties and responsibilities at this level will involve: co-ordinating systems development, implementation, maintenance and allocation; carrying out feasibility studies; preparing progress reports of the systems development; evaluating systems and ensuring adherence to established ICT Standards; training and preparing staff performance reports; planning, monitoring and evaluating ICT program/activities; liaising with user departments to ensure effective maintenance of ICT equipment; and supervising, guiding, mentoring, and training and development of staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Chief Information Communication Technology Officer or in a comparable and relevant position for a minimum period of three (3) years; and Attended a Management Course lasting not less than four (4) weeks; and Demonstrated professional competence, ability, and managerial/ administrative capabilities. 56

57 VII SENIOR PRINCIPAL INFORMATION COMMUNICATION TECHNOLOGY OFFICER SCALE, PLS 13 This is the highest grade in this cadre. An officer at this level will head the ICT Unit in the Judiciary. Duties and responsibilities at this level will involve planning, monitoring and evaluating ICT programs and activities and ensuring ICT goals and objectives are met; approving ICT standards for application and ensuring that they are adhered to; liaising with users to ensure that information processing needs are met; reviewing and evaluating feasibility studies and reports for implementation; developing annual work-plans for the Unit and accompanying budget; developing specifications for procurement of the ICT equipment and services; and supervising, guiding, mentoring, and training and development of staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Principal Information Communication Technology Officer or in a comparable and relevant position for a minimum period of three (3) years; and A Masters degree in Computer Science or any other ICT related discipline from a recognized Institution; Attended a Strategic Leadership Development Programme lasting not less than four (4) weeks from a recognized Institution; and Demonstrated outstanding professional competence, ability, and administrative/managerial ability. 57

58 SCHEME OF SERVICE FOR PUBLIC COMMUNICATIONS OFFICERS 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified Public Communications Officers in the Judiciary. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of qualifications, competence, merit and ability as reflected in work performance and results. To provide for well-defined job descriptions and specifications with clear delineation of duties and responsibilities at all levels within the career structure to enable the officers understand the requirements and demands of their job. 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 the Judicial Service Commission. In administering the Scheme, the Chief Justice will ensure that its provisions are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in their appointment on successful completion of the probation period. Training Scope In administering the Scheme, the Chief Justice will ensure that appropriate induction training opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialisation and experience required for both efficient performance of their duties and advancement within the Scheme of Service. The officers should also be encouraged to undertake training privately for selfdevelopment. 3. PUBLIC COMMUNICATIONS FUNCTION The Public Communications Function entails identifying significant events at the Judiciary which require packaging for dissemination to the media and public; advising the Judiciary on the best media practices which promote good Judiciary relations; organizing fora where Judiciary policies, programmes and projects can be propagated and promoted; preparing and organizing media/press briefs on weekly or monthly basis; preparing media supplements, documentaries, press releases and features; advising Judiciary on matters of public communications and dissemination of information; carrying out research on public opinion towards the Judiciary and 58

59 providing appropriate strategies to address the situation; and formulation of Public Communications Policy and design of a Judiciary communications infrastructure. 4. GRADING STRUCTURE The Scheme of Service establishes six (6) grades in the Cadre of Public Communications Officers who will be designated and graded as follows: Designation Grade Public Communications Officer II - PLS 8 Public Communications Officer I - PLS 9 Senior Public Communications Officer - PLS 10 Chief Public Communications Officer - PLS 11 Principal Public Communications Officer - PLS 12 Senior Principal Public Communications Officer - PLS 13 Note: The grades of Public Communications Officer II/I, Scales PLS 8 and 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. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will normally be made in the grades of Public Communications Officer II, Scale PLS 8. In exceptional cases, however, direct appointment may be made beyond these grades by the Judicial Service Commission on the recommendation of the Registrar provided that the candidate is in possession of the minimum qualifications and experience required for appointment to the grade. Incremental Credit Incremental credit(s) will be awarded for approved experience acquired after obtaining the requisite minimum qualifications for the grade at the rate of one increment for each completed year of approved experience provided the maximum of the scale is not exceeded. In granting incremental credit(s), any period of service and/or experience stipulated as a basic requirement for appointment to a particular grade will be excluded. 59

60 7. ADVANCEMENT WITHIN THE SCHEME The Scheme of Service sets out the minimum qualifications and/or experience required for appointment or advancement from one grade to another. It is emphasized, however, that these qualifications, are the minimum requirements entitling an officer to be considered for appointment to the next grade. In addition, advancement from one grade to another will depend on: Existence of a vacancy in the authorized establishment; Merit and ability 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: Bachelors Degree in any of the following: Mass Communication, Communication Studies, Journalism, International Relations, Social Sciences, or any other approved equivalent qualifications from a recognized university/institution; Post graduate Diploma in any of the following: Mass Communications, Communication Studies, Public Relations, Journalism, International Relations or any other approved equivalent qualifications from a recognized university/institution; Masters degree in any of the following disciplines: Mass Communication, International Relations, Communication Studies, Information Sciences, Public Relations, Journalism, Social Sciences or any other approved equivalent qualifications from a recognized university/institution; Management course lasting not less than four (4) weeks from a recognized institution; and Proficiency in computer applications. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Negotiation skills. 60

61 10. JOB DESCRIPTIONS AND SPECIFICATIONS I PUBLIC COMMUNICATIONS OFFICER II, SCALE, PLS 8 This will be the entry and training grade for degree holders. Specific duties and responsibilities will include gathering information on existing programmes, significant events and the impact on customers and forwarding the same to the head of the Section for dissemination. Work will further entail liaising with media practitioners and the public on issues of mutual concern under the guidance of a senior officer. For appointment to this grade, a candidate must have: A Bachelors Degree in any of the following: Mass Communication, Communication Studies, Journalism, Public Relations, Social Sciences or any other approved equivalent qualifications from a recognized University/ Institution; Good oral and written communication skills in both English and Kiswahili; and Proficiency in computer applications. II PUBLIC COMMUNICATIONS OFFICER I, SCALE, PLS 9 Duties and responsibilities at this level will entail gathering information on programmes and significant events, editing stories on topical issues, liaising with media practitioners and the public on issues of mutual concern, scheduling interviews with Judiciary officials and managing assigned projects and programmes under the guidance of the head of the Section. For appointment to this grade, a candidate must have: Served in the grade of Public Communications Officer II or in a comparable and relevant position for a minimum period of three (3) years; A Post Graduate Diploma in any of the following disciplines, in the case of holders of general social science degrees: Mass Communications, Communication Studies, Public Relations, Journalism, International Relations or equivalent and relevant qualifications from a recognized University/ Institution; Good oral and written communication skills in both English and Kiswahili; 61

62 Proficiency in Information Communication Technology including use of internet and intranet services; and Shown merit and ability as reflected in work performance and results. III SENIOR PUBLIC COMMUNICATIONS OFFICER, SCALE, PLS 10 Duties and responsibilities at this level will entail; gathering information on programmes and significant events and the impact on customers, and forwarding the same to the head of the Section for dissemination; assisting in the development of communications and media strategy; editing stories on various topical issues before they are released to the public and liaising with media practitioners and the public on issues of mutual concern. In addition, the officer will be responsible for scheduling interviews with Judiciary officials; managing assigned projects/programmes; and organizing events under the guidance of the head of the Unit/Section. For appointment to this grade, an officer must have: Served in the grade of Public Communications Officer I or in a comparable and relevant position for a minimum period of three (3) years; Good oral and written communication skills in both English and Kiswahili; Advanced computer application skills; and Shown merit and ability as reflected in work performance and results. IV CHIEF PUBLIC COMMUNICATIONS OFFICER, SCALE, PLS 11 Duties and responsibilities at this level will entail; gathering information on programmes and significant events and the impact on customers, and forwarding the same to the head of the Section for dissemination; assisting in the development of communications and media strategy; editing stories on various topical issues before they are released to the public and liaising with media practitioners and the public on issues of mutual concern. In addition, the officer will be responsible for scheduling interviews with Judiciary officials; managing assigned projects/programmes; and organizing events under the guidance of the head of the Unit/Section. 62

63 For appointment to this grade, an officer must have: Served in the grade of Senior Public Communications Officer or in a comparable and relevant position for a minimum period of three (3) years; A clear understanding of the working of the media and the socio-political environment in Kenya; Good oral and written communication skills in both English and Kiswahili; Advanced computer application skills; and Shown merit and ability as reflected in work performance and results. V PRINCIPAL PUBLIC COMMUNICATIONS OFFICER, SCALE, PLS 12 An officer at this level will deputise the Head of the Public Communications Section. Duties and responsibilities will entail: gathering information on programmes, significant events in a specific area and the impact on customers, and forwarding the same to the head of Public Communications Section for dissemination; assisting in the development of communications and media strategy; editing stories on various topical issues before they are released to the public and liaising with media practitioners and the public on issues of mutual concern. In addition, the officer will be responsible for scheduling interviews with Judiciary officials; managing assigned projects/programmes; organizing events and identifying training and development of the Section and recommending appropriate interventions. For appointment to this grade, an officer must have: Served in the grade of Chief Public Communications Officer or in a comparable and relevant position for a minimum period of three (3) years; A clear understanding of the working of the media and the socio-political environment in Kenya; Good oral and written communication skills in both English and Kiswahili; (vi) Advanced computer application skills; Attended a management course lasting not less than four (4) weeks; and Demonstrated professional and managerial competence as reflected in work performance and results. 63

64 VI SENIOR PRINCIPAL PUBLIC COMMUNICATIONS OFFICER, SCALE, PLS 13 An officer at this level will head the Public Communications Section in the Judiciary. He/she will be responsible to the Registrar for professional, administrative and operational matters relating to public communications in the Judiciary. Specific duties and responsibilities will entail initiation/review of public communications policy and design of appropriate programmes and infrastructure to facilitate its implementation; initiating research on various public communication issues and developing appropriate interventions; and developing standards and regulations in the management of public communications functions; preparing and organizing fora where Judiciary policies, programmes and projects can be propagated and promoted; and carrying out research on possible causes of negative publicity on the Judiciary and developing appropriate interventions. In addition, duties will include preparing media supplements, documentaries, press release/media features; supervising, guiding, mentoring, coaching and training and development of public communications personnel. For appointment to this grade, an officer must have: Served in the grade of Principal Public Communications Officer or in a comparable and relevant position for a minimum period of three (3) years; A Masters Degree in any of the following disciplines: Mass Communication, Communication Studies, Information Sciences, Public Relations, International Relations, Journalism, Social Sciences or any other approved equivalent qualifications from a recognized university/institution; The ability to articulate the Judiciary strategic plans and how they interface with the National Development plans, Vision 2030; Excellent oral and written communication skills and strong leadership skills; and Advanced computer skills. 64

65 SCHEME OF SERVICE FOR EXECUTIVE OFFICERS 1. AIMS AND OBJECTIVES To provide for a well defined career structure which will attract and facilitate retention of suitably qualified Executive Officers in the Judiciary. To provide for clearly defined job descriptions and specifications with clear delineation of duties at all levels in the career structure which will ensure proper deployment and utilization of staff. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of knowledge, experience, professional competence, 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 will 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 EXECUTIVE FUNCTION The Executive Function entails general office services in court and other general duties. The function entails maintenance and upkeep of all the registers in the courts within their ambit; maintenance of stores records and equipment inventory; preparation of estimates of expenditure on general office services; supervision of transport; security, maintenance of buildings and equipment; control and supervision of staff and management of registries; receipt and dispatch of mail, including maintenance of related registers; sorting out and classifying information; updating and maintenance of file index and controlling opening of files; disposal of dead records in accordance with Chapter 14 and 19 of the Laws of Kenya; planning of office accommodation and layout; processing of documents in various court registries for issue under relevant legislation; attending to litigants and advocates queries; safe 65

66 custody and disposal of exhibits as ordered by the court; assessment and collection of court fees as prescribed in the rules made under various statutes; collection of deposits and preparation of payment out order (form civil 53); proper collection and accounting of court fees, fines, forfeitures and deposits; and attending to general correspondence. 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes six (6) grades of Administrative Officers will be designated and graded as follows: who Designation Grade Executive Officer II - PLS 9 Executive Officer I - PLS 10 Senior Executive Officer - PLS 11 Chief Executive Officer - PLS 12 Principal Executive Officer - PLS 13 Senior Principal Executive Officer - PLS 14 Conversion to the new Grading Structure Serving officers will adopt and convert as appropriate to the new grading structure and designations as follows:- Present Designation Grade New Designation Grade Executive Officer II - PLS 8 Executive Officer II - PLS 9 Executive Officer I - PLS 9 Executive Officer I - PLS 10 Senior Executive Officer - PLS 10 Senior Executive Officer - PLS 11 Chief Executive Officer - PLS 11 Chief Executive Officer - PLS Principal Executive Officer - PLS Senior Principal Executive Officer PLS 14 Note: Executive Officers will be eligible for appointment to other cadres provided they meet the minimum basic requirements. 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. 66

67 6. ENTRY INTO THE SCHEME OF SERVICE Direct Appointment Direct appointment will normally be made in the grade of Executive Officer II, Scale PLS 9. In exceptional circumstances, 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 experience required for appointment to a particular 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. 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: Bachelor of Arts degree in any of the Social Sciences from a recognized University; CPS I, II or III (Final); A Diploma in Management or Administration from a recognized institution; Senior management course lasting not less than four (4) weeks; and Proficiency in computer applications. 67

68 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Basic statistical skills; Basic accounting skills; and Supervisory skills. 10. JOB DESCRIPTIONS AND SPECIFICATIONS I EXECUTIVE OFFICER II, SCALE PLS 9 This will be the entry and training grade in the Executive Officers cadre. An Executive Officer II will be deployed to take charge of general office services or registry services. Office Services: Duties and responsibilities in this area will include: (vi) (vii) Overseeing the management of stores, and office and equipment inventory; Arranging for boards of survey for disposal of unserviceable equipment in consultation with the Chief Procurement Officer; Controlling the vote for payment of office services, equipment, electricity, water and other services; Overseeing the maintenance and security of court buildings and equipment; Management of transport; Planning of office accommodation and layout; and Supervision, guidance, counseling and mentoring of staff under him/her. Registry Services: Duties and responsibilities will include: Records management, including maintenance of various registers; Registration of cases; 68

69 (vi) (vii) Preparation of monthly returns; Issue of service of process, assessment and collection of fees, and perusal of filed documents; Fixing of hearing dates in civil cases; Drawing up of orders, decrees and stated certificates of costs; Registration of probate and letters of administration; (viii) Preparation of cause lists; (ix) (x) (xi) (xii) Receiving and dispatching letters and maintaining related registers; Preparing disposal schedules and disposing of dead records in accordance with the relevant legislation and government regulations in force; Preparation of estimates of expenditure on general registry services; Facilitating judicial officers in their duties; (xiii) Attending to court users; and (xiv) Supervision, guidance, counseling and mentoring staff under them. For appointment to this grade, a candidate must have: A Bachelor of Arts degree in any of the Social Sciences from a recognized University/Institution; and Proficiency in computer applications. II EXECUTIVE OFFICER I, SCALE PLS 10 The duties of an Executive Officer I will be similar in scope to those of an Executive Officer II. An officer at this level shall be in charge of office services in a Principal Magistrate s Court or a medium sized registry. Specifically, duties and responsibilities shall include: Registration of cases; Preparation of estimates of expenditure on general registry services; 69

70 (vi) (vii) Overseeing the maintenance and security of buildings and equipment; Controlling the vote for payment of office services including equipment, electricity, water and other services; Management of transport; Receipt and dispatch of mail including maintenance of related registers; Records management and planning of office accommodation and layout; (viii) Preparation of monthly returns; (ix) (x) (xi) (xii) Issue and service of process; assessment, collection and accounting of fees; and perusal of filed documents; Fixing of hearing dates; Drawing up of orders, decrees and stated certificates of costs; Preparation of cause lists; (xiii) Preparation of disposal schedules and disposal of records in accordance with the relevant legislation and government regulations in force; (xiv) (xv) (xvi) Facilitating judicial officers work; Attending to court users; Procurement of limited office supplies and maintenance of stores records, office and equipment inventory; (xvii) Arranging for boards of survey for disposal of unserviceable equipment in consultation with the Chief Procurement Officer; and (xviii) Supervising, counseling, mentoring and guidance of staff. For appointment to this grade, an officer must have:- Served in the grade of Executive Officer II for a minimum period of three (3) years; Passed CPS I or Diploma in Management or Administration from a recognized institution; Proficiency in computer applications; and Shown merit and ability in work performance and results. 70

71 III SENIOR EXECUTIVE OFFICER, SCALE PLS 11 An officer at this level will be in charge of a busy registry or section where he/she will be responsible for efficient organization and management of the function in a Senior Principal Magistrate s court. Specifically, duties and responsibilities will include the following: (vi) Overseeing the management of general office services; Management of transport; Overseeing security and maintenance of buildings and equipment; Organizing and supervising court registry services to facilitate efficient dispatch of court business; Improving and updating the court filing systems for efficient repository and retrieval of files; and Supervision, guidance, counseling, mentoring and training of staff. For appointment to this grade, an officer must have: Served in the grade of Executive Officer I for a minimum period of three (3) years; Passed CPS I or a Diploma in Management or Administration from a recognized institution; Proficiency in computer applications; and Shown merit and ability in work performance and results. IV CHIEF EXECUTIVE OFFICER, SCALE PLS 12 An officer at this level will be in charge of Chief Magistrate s Court Registry in management of administrative services. Specific duties and responsibilities will entail: Overseeing the management of general office and registry services; Overseeing the management of transport; 71

72 Ensuring maintenance and security of buildings and equipment; and Supervision, guidance, counseling, mentoring, training and development of staff. For appointment to this grade, an officer must have: Served in the grade of Senior Executive Officer I for a minimum period of three (3) years; Passed CPS II or a Diploma in Management or Administration from a recognized institution; 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. V PRINCIPAL EXECUTIVE OFFICER, SCALE PLS 13 An officer at this level will be in charge of the general administrative services in the Court of Appeal or a High Court Station/Division and will report to the respective Deputy Registrar. Specifically, duties and responsibilities will involve: (vi) (vii) Ensuring security of information and records; Management and control of office, secretarial and telephone services; Preparing estimates of expenditure for general office services; Management and disposal of records in accordance with the relevant legislation; Overseeing the maintenance and security of buildings and equipment; Planning office accommodation and layout, ensuring adequate usage of space and facilitating effective work flow; Facilitating judicial officers in their duties; (viii) Attending to court users; (ix) Disposal of unserviceable equipment in consultation with the Chief Procurement Officer; and 72

73 (x) Supervision, guidance, counseling, mentoring, training and development of staff working under her/him. For appointment to this grade, an officer must have: (vi) Served in the grade of Chief Executive Officer for a minimum period of three (3) years; Passed CPS III (Final) or Higher National Diploma in Management or Administration from a recognized institution; Attended a Senior Management Course of not less than four(4) weeks; Demonstrated outstanding professional competence in administrative work; Shown merit and ability in work performance and results; and Proficiency in computer applications. VI SENIOR PRINCIPAL EXECUTIVE OFFICER, SCALE PLS 14 This is the highest grade in this cadre. An officer at this level will be responsible to the Registrar and ensure administrative and office services in the Court of Appeal and High Court Stations/Divisions are running smoothly. The officer will be responsible for: (vi) Co-ordination of general administrative duties, supervision and guidance of staff working under him/her. Training and career development of Executive line staff. Efficient and effective management of court registry services. Preparation and submission of budget estimates for registries. Initiation and disposal of court files, documents and other records in accordance with the Regulations. Liaising with the Registrar, Deputy Registrar and other Judicial Officers. For appointment to this grade, an officer must have: Served as a Principal Executive Officer for a minimum period of three (3) years. 73

74 A Masters Degree in administration/management or equivalent qualification from a recognized Institution. Shown outstanding professional competence and administrative ability in the management of the office services function. A clear understanding of the Judiciary strategic goals, policies and priorities and the role of registry management in their actualization. 74

75 SCHEME OF SERVICE FOR PROCUREMENT PERSONNEL 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract and facilitate retention of suitably qualified procurement personnel in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels in the career structure, which will ensure proper deployment and utilization of staff. To establish standards for recruitment, training and advancement within the scheme of service on the basis of qualifications, knowledge, ability and merit 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 PROCUREMENT FUNCTION The Procurement Function entails inventory control; procurement, custody, physical distribution, utilization, verification, write-off and disposal of stores; custody of movable property; prevention and detection of losses; guarding against wastage and misuse of stores; and disposal of boarded stores according to laid down procedures and regulations. 4. GRADING STRUCTURE AND SCOPE The Scheme of Service establishes five (5) grades of Storekeepers and Procurement Assistants and five (5) grades of Procurement Officers. The officers will be designated and graded as follows: 75 APPENDIX I

76 STOREKEEPERS AND PROCUREMENT ASSISTANTS Grading Structure Designation Grade Storekeeper II - PLS 5 Storekeeper I - PLS 6 Senior Storekeeper - PLS 7 Procurement Assistant - PLS 8 Senior Procurement Assistant - PLS 9 PROCUREMENT OFFICERS APPENDIX II Designation Grade Procurement Officer II - PLS 8 Procurement Officer I - PLS 9 Senior Procurement Officer - PLS 10 Chief Procurement Officer - PLS 11 Principal Procurement Officer - PLS 12 Conversion to the New Grading Structure Serving officers will convert and adopt to the new grading structure as follows: PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Storekeeper II PLS 4 Storekeeper II PLS 5 Storekeeper I PLS 5 Storekeeper I PLS 6 Senior Storekeeper PLS 6 Senior Storekeeper PLS 7 Procurement Assistant PLS 7 Procurement Assistant Senior Procurement Assistant PLS 8 Senior Procurement Assistant PLS 8 PLS 9 Note: The grade of Storekeeper II/I/Senior Storekeeper, Scale PLS 5/6/7 and Procurement Officer II/I, Scale PLS 8/9 will form a common establishment for the purpose of this Scheme of Service. 5. PROVISION OF POSTS 76

77 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 Direct Appointment Direct appointment will normally be made in the grades of Storekeeper II, Scale PLS 4; Storekeeper I, Scale PLS 5; and Procurement Officer II, Scale PLS 8. In exceptional circumstances, 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 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. 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: A Kenya Certificate of Secondary Education mean grade C- with at least a C- in English and Mathematics or an equivalent qualification; A Certificate in Supplies Management from a recognized institution; An Advanced Certificate in Supplies Management from a recognized institution; 77

78 (vi) (vii) A Diploma in Supplies Management from a recognized institution; A Degree in Economics or Commerce (Supplies Management option) or Business Administration from a recognized institution; Post Graduate Diploma in a relevant field; and Proficiency in computer applications. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; 10. JOB DESCRIPTIONS AND SPECIFICATIONS STOREKEEPERS APPENDIX I I STOREKEEPER II, SCALE PLS 5 This will be the entry and training grade for the Storekeepers and Procurement Assistant cadre. An officer at this level will work under the supervision and guidance of a more senior officer. Duties and responsibilities will include: Receipt and issue of stores; Preparation and maintenance of stores and stores records; and Supervision of stores attendants. For appointment to this grade, candidates must have: A Kenya Certificate of Secondary Education mean Grade C- with at least a C- grade in English and Mathematics or its equivalent qualification; A Certificate in Supplies management from a recognized institution; and Proficiency in computer applications. 78

79 II STOREKEEPER I, SCALE PLS 6 Duties and responsibilities at this level will include: Taking charge of receipts; Issuing of stores; Preserving and maintaining stores records; and Supervising junior storekeepers and stores attendants. Direct Appointment For direct appointment to this grade, candidates must have: A Kenya Certificate of Secondary Education mean grade C- with at least C- in Mathematics and English or its equivalent qualifications; An Advanced Certificate in Supplies Management from a recognized institution; and Proficiency in computer applications. Promotion For promotion to this grade, an officer must have: Served in the grade of storekeeper II for at least three (3) years; Obtained a Certificate in Supplies Management or its equivalent; and Proficiency in computer applications. III. SENIOR STOREKEEPER, SCALE PLS 7 An officer at this level may be deployed as the in-charge of a small store. Duties and responsibilities will involve: Receiving and issuing stores; Providing accommodation for stores; Maintaining stores records; and 79

80 Supervising stores attendants. For appointment to this grade, an officer must have: Served in the grade of Storekeeper I for at least three (3) years and shown merit and ability in work performance and results; An Advanced Certificate in Supplies Management from a recognized institution; and Proficiency in computer applications. IV PROCUREMENT ASSISTANT, SCALE PLS 8 A Procurement Assistant may be deployed to take charge of a medium store. Work will entail: Security and safe custody of store; Procurement and storage of stores; Issuing and rationing of stores; Making recommendations for disposal of unserviceable and/or other stores; and Supervision and guidance of staff under him/her. For appointment to this grade, an officer must have: Served in the grade of Senior Storekeeper for at least three (3) years; Shown merit and ability in work performance and results; An Advanced Certificate in Supplies Management from a recognized institution; and Proficiency in computer applications. V. SENIOR PROCUREMENT ASSISTANT, SCALE PLS 9 A Senior Procurement Assistant will be deployed to take charge of a large store. Duties and responsibilities at this level will entail: 80

81 Security and safe custody of store; Procurement and storage of stores; Issuing and rationing of stores; Making recommendations for disposal of unserviceable and/or other stores; and Supervision and guidance of staff under him/her. For appointment to this grade, an officer must have: Served for at least three (3) years in the grade of Procurement Assistant; Shown merit and ability in work performance and results; An Advanced Certificate in Supplies Management from a recognized institution; and Proficiency in Computer Applications. APPENDIX II PROCUREMENT OFFICERS I. PROCUREMENT OFFICER II, SCALE PLS 8 This is the entry and training grade for graduate Procurement Personnel. A Procurement Officer II will be expected to take charge of a large store in a busy station or a large store at the headquarters. Duties at this level will involve: Management and disposal of stores and equipment; Procurement and issuance of stores; Maintaining inventory of stores and equipment; Conducting market surveys and research for proper management of the procurement function; and Supervising, training and development of staff under him/her. 81

82 For appointment to this grade, candidates must have: A degree in Commerce (Supplies Management Option)/Business Administration or Economics from a recognized University/Institution; and Proficiency in computer applications. II. PROCUREMENT OFFICER I, SCALE PLS 9 A Procurement Officer I will be deployed in a busy High Court station store. Duties and responsibilities will normally involve:- Assisting in the implementation of tender committee decisions; Efficient management and distribution of stores; Disposal of unserviceable and/or other stores as recommended by the Disposal Committee; and Supervising, guiding, and training and development of staff working under him/her. For appointment to this grade, an officer must have: A degree in Commerce (Supplies Management Option)/Business Administration or Economics from a recognized University/Institution; Served in the grade of Procurement Officer II or a comparable position for at least three (3) years; Shown merit, ability and integrity in work performance and results; and Proficiency in computer applications. III SENIOR PROCUREMENT OFFICER, SCALE PLS 10 An Officer at this level will take charge of a busy store where he/she will co-ordinate supplies services. Specific duties and responsibilities will normally involve: Efficient procurement of stores through the Tender Committee; Implementation of Government procurement policies; 82

83 (vi) Efficient management and distribution of supplies to headquarters and outside stations; Application of procurement systems and procedures; Disposal of unserviceable/obsolete and/or other stores on the recommendation of the Disposal Committee and or a Board of Survey; and Supervision, guidance, and training and development of staff working under him/her. For appointment to this grade, an officer must have: A Degree in Commerce (Supplies Management Option)/Business Administration or Economics from a recognized University/Institution; A Post graduate qualification in Supplies/Procurement Management; Served for at least three (3) years at the level of Procurement Officer I, or a comparable position; Shown merit and ability in work performance and results; and Proficiency in computer applications. IV CHIEF PROCUREMENT OFFICER, SCALE PLS 11 A Chief Procurement Officer will deputise the Principal Procurement Officer. Duties and responsibilities will involve: Procurement and distribution of supplies to departments and courts in accordance with existing regulations; Implementation and enforcement of regulations and policies on supplies management; Preparation of estimates of expenditure; and Verification and recommendation of disposal of stores. For appointment to this grade, an officer must have: Served in the grade of Senior Procurement Officer for at least three (3) years; 83

84 A Degree in Commerce (Supplies Management Option)/Business Administration or Economics from a recognized University/Institution; A Post graduate qualification in Supplies/Procurement Management from a recognized institution; Demonstrated outstanding professional competence and managerial/ administrative skills and ability; and Proficiency in Computer Applications. V. PRINCIPAL PROCUREMENT OFFICER, SCALE PLS 12 This is the highest grade in the cadre. Duties and responsibilities will entail: (vi) Management of the supplies function in the Judiciary; Implementation and enforcement of procurement policies and regulations; Planning and co-ordination of procurement services; Control of the procurement vote; Disposal of stores in accordance with existing regulations; and Supervising, guiding, counselling, mentoring, training and development of staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Chief Procurement Officer for at least three (3) years; A Degree in Commerce (Supplies Management Option)/Business Administration or Economics from a recognized University/Institution; A Post graduate qualification in Supplies/Procurement Management; Shown outstanding professional competence, leadership and management skills; and Proficiency in Computer Applications. 84

85 SCHEME OF SERVICE FOR LIBRARIANS 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract and facilitate retention of suitably qualified personnel in Library Services in the Judiciary; To establish job descriptions and specifications at all levels in the career structure which will ensure proper deployment and utilization of staff; To establish standards for recruitment, training and advancement within the career structure on the basis of qualifications, experience, merit and ability in work performance and results; and To ensure appropriate career planning and succession in 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 the 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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 LIBRARY SERVICES FUNCTION The Library Services Function entails:- collection, compilation, processing, preservation, retrieval and dissemination of information; indexing, abstracting, publication of leaflets, bulletins and newsletters; management of automated systems and other information sources; and ensuring compliance with regulations relating to the provision of information in the Civil Service. The function also involves identification and requisitioning of books and periodicals and ensuring that all materials in the library are in good and readable condition. 85

86 4. GRADING STRUCTURE AND SCOPE The Scheme of Service establishes three (3) grades of Library Assistants and six (6) grades of Librarians who will be designated and graded as follows: Library Assistants APPENDIX I Designation Grade Library Assistant II - PLS 6 Library Assistant I - PLS 7 Senior Library Assistant - PLS 8 Librarians APPENDIX II Librarian III - PLS 7 Librarian II - PLS 8 Librarian I - PLS 9 Senior Librarian - PLS 10 Chief Librarian - PLS 11 Principal Librarian - PLS 12 Note: The grade of Library Assistant II/I, Scale PLS 6/7 for Certificate holders; Librarian III/II, Scale PLS 7/8 for Diploma holders and Librarian II/I, Scale PLS 8/9 for Degree holders will form a common establishment for the purpose of this Scheme of Service. 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 Direct Appointment Direct appointment will normally be made in the grades of Library Assistant II, Scale PLS 6; Library Assistant I, Scale PLS 7; Librarian III, Scale PLS 7 and Librarian II, Scale PLS 8. However, in exceptional circumstances, direct appointment beyond these grades may be made by the Judicial Service Commission, provided the candidate is in possession of the requisite qualifications for appointment to the grade. 86

87 Incremental Credit Incremental credit(s) for approved experience acquired after obtaining the prescribed minimum qualification 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. 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: (vi) Bachelor of Science degree in Library Studies, Information Science, or Library Science; A Bachelor of Arts degree in any of the social sciences plus a Diploma in Library Science, Library Studies or Information Science; A Diploma in Library Studies, Library Science or Information Science; A Certificate in Library Studies, Library Science or Information Science; Proficiency in computer applications; and Such other qualifications as may be adjudged relevant by the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; 87

88 Drafting skills; Analytical skills; Negotiation skills. 10. JOB DESCRIPTIONS AND SPECIFICATIONS I LIBRARY ASSISTANTS LIBRARY ASSISTANT II, SCALE PLS 6 APPENDIX I A Library Assistant will be responsible for carrying out miscellaneous library tasks which vary according to the size of the library in which the officer is working. Work at this level will generally include: Keeping records of all incoming new books, pamphlets and periodicals; Cataloguing and recording of new publications in accordance with the established library system and/or procedures; and Checking and filing of typed catalogue cards. For appointment to this grade, a candidate must have: A Kenya Certificate of Secondary Education mean grade C- or its accepted equivalent with at least C- in Mathematics, History and Government, English or Kiswahili; A Certificate in Library Studies, Library Science or Information Science from a recognized institution; and Proficiency in computer applications. II LIBRARY ASSISTANT I, SCALE PLS 7 Duties and responsibilities at this level will entail: Preparation of book-binding; Shelf arrangements; Obtaining references from readers; 88

89 Cataloguing and recording of new publications and revised holdings; and Supervision and guidance of junior staff. For appointment to this grade, an officer must have: Served in the grade of Library Assistant II for at least three (3) years; Shown competence and ability in performance of library duties; and Proficiency in computer applications. III SENIOR LIBRARY ASSISTANT, SCALE PLS 8 This will be the highest grade in the Library Assistants cadre. A Senior Library Assistant will carry out specialized library duties of a more complex nature. Duties and responsibilities will entail: Preparation of book-binding; Obtaining references from users; Classification, cataloguing, recording and circulation of books and periodicals; Ordering and procurement of reading materials; and Supervision, guidance and training of junior staff. For appointment to this grade, an officer must have: Served in the grade of Library Assistant I for at least three (3) years; Shown professional competence and ability in management of a medium sized library; and Proficiency in computer applications. 89

90 LIBRARIANS APPENDIX II I LIBRARIAN III, SCALE PLS 7 This will be the entry and training grade for the Librarians cadre. A Librarian III may be required to head a High Court station library. Duties and responsibilities will entail: Cataloguing and recording new publications; Ordering and procuring books for the library; Circulation of books and periodicals; and Supervision and guidance of staff under him/her. For appointment to this grade, candidates must have: A Kenya Certificate of Secondary Education mean grade C or its accepted equivalent with at least a C in Mathematics, History and Government, English or Kiswahili; A Diploma in Library Studies, Library Science or Information Science from a recognized institution; and Proficiency in computer applications. II. LIBRARIAN II, SCALE PLS 8 Duties and responsibilities at this level will entail: (vi) Management of a large specialized library; Selection and purchase of materials; Cataloguing and classification; Indexing and abstracting; Estimating expenditure and vote control; and Supervision, guidance and development of staff. 90

91 Direct Appointment For direct appointment to this grade, an officer must have: A Bachelors Degree in Library Studies, Library Science or Information Science; or A Bachelors Degree from any of the Social Sciences plus a Diploma in Library Science, Library Studies or Information Science from a recognized institution. Promotion For promotion to this grade, an officer must have: Served in the grade of Librarian III for a minimum period of three (3) years; Shown merit and ability as reflected in work performance and results; and Proficiency in computer applications. III. LIBRARIAN I, SCALE PLS 9 An officer at this level will be responsible for management of a large specialized library of library, including implementation of library work programmes. Specific duties and responsibilities will normally involve: Selection and purchase of books and other research materials, in consultation with the users;; Cataloguing and classification; Indexing and abstracting; Estimating expenditure and vote control; and Supervision, guidance and development of staff. For appointment to this grade, an officer must have: A Bachelor s degree in Library Science, Information Science or Library Studies from a recognized University/institution; or 91

92 A Bachelors degree in Social Sciences from a recognized institution plus a Diploma in Library Science, Information Science or Library Studies; Served for at least three (3) years in the grade of Librarian II; and Proficiency in computer applications. IV SENIOR LIBRARIAN, SCALE PLS 10 An officer at this level will be responsible for the management of a library. Specifically, duties and responsibilities shall include: Taking charge of a large section of the main High Court Library or the Court of Appeal Library where he/she will assist in the management and administration of the library services; Selection and purchase of library materials; and Efficient provision of library services and facilities. For appointment to this grade, an officer must have: Served for at least three (3) years in the grade of Librarian I; A Bachelor s degree in Library Science; Information Science or Library Studies from a recognized University/institution; or A Bachelors degree in Social Sciences from a recognized institution plus a Diploma in Library Science, Information Science or Library Studies; Demonstrated outstanding professional competence in management of a large library; and Undertaken a management course lasting not less than four (4) weeks. V CHIEF LIBRARIAN, SCALE PLS 11 An officer at this level will deputize the Principal Librarian. Duties and responsibilities will entail: Ensuring efficient management and administration of library services in the Judiciary; 92

93 Assisting the Principal Librarian in preparation of annual library reports; Ensuring that libraries are properly facilitated; Supervising, guiding and development of library staff. For appointment to this grade, an officer must have: (vi) Served in the grade of Senior Librarian for at least three (3) years; A Bachelor s degree in Library Science, Information Science or Library Studies from a recognized University/institution; or A Bachelors degree in Social Sciences from a recognized institution plus a Diploma in Library Science, Information Science or Library Studies; A Post graduate qualification in a relevant field from a recognized institution; Demonstrated outstanding professional competence and administrative/ managerial capability in the organization and management of library services; and Proficiency in computer applications. VI PRINCIPAL LIBRARIAN, SCALE PLS 12 This is the highest grade in the Library cadre. An officer at this level will be responsible for: Ensuring efficient provision of library services in the Judiciary; Ensuring safe custody of all library materials such as books, periodicals, video cassettes, audio tapes, computer diskettes and microfilming materials; Preparing budget for the library services and control of the vote; Supervising, guiding, and training and development of staff; and Developing and reviewing library policies, regulations and procedures. For appointment to this grade, an officer must have: A post graduate degree in either Information Science; Library Science, Library Studies or any other relevant field from a recognized institution; 93

94 Served in the grade of Chief Librarian for at least three (3) years; Demonstrated outstanding professional competence in management of library service at that level; Attended a Senior Management Course lasting not less than four (4) weeks; and Proficiency in computer applications. 94

95 SCHEME OF SERVICE FOR SECRETARIAL PERSONNEL 1. AIMS AND OBJECTIVES To provide a well defined career structure which will attract, motivate and facilitate retention of suitably qualified secretarial personnel in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels within the career structure to enable Secretarial Personnel understand the requirements and demands of their jobs. To establish standards for recruitment, training and advancement within the career structure on the basis of knowledge, experience, competence, qualifications, 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 the Judicial Service Commission. In administering the Scheme, the Chief Justice will ensure that its provisions are strictly observed for fair and equitable treatment of staff 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization and experience required for both efficient performance of their duties and advancement within the Scheme of Service. Officers should also be encouraged to undertake training privately for self development. 3. THE SECRETARIAL FUNCTION The Secretarial Function entails attending to enquiries; providing secretarial services in a given office in the Judiciary. This entails attending to enquiries, receiving and attending to clients; handling correspondence, office documents and equipment; recording dictation in shorthand; typewriting; processing data; maintaining office diary, protocols, and travel itineraries; ensuring proper office layout; operating office equipment and machines; management of e-office; and ensuring security of office records, documents and equipment. 95

96 4. GRADING STRUCTURE Grading Structure The Scheme of Service establishes three (3) grades of Secretarial Assistants and seven (7) grades of Personal Secretaries who will be designated and graded as follows: SECRETARIAL ASSISTANTS APPENDIX I Designation Grade Secretarial Assistant II - PLS 6 Secretarial Assistant 1 - PLS 7 Senior Secretarial Assistant - PLS 8 APPENDIX II PERSONAL SECRETARIES Designation Grade Personal Secretary III - PLS 7 Personal Secretary II - PLS 8 Personal Secretary 1 - PLS 9 Senior Personal Secretary - PLS 10 Executive Secretary - PLS 11 Senior Executive Secretary - PLS 12 Principal Executive Secretary - PLS 13 Conversion to the new Grading Structure Serving officers will adopt and convert to the new designations and grading structure as follows: APPENDIX I SECRETARIAL ASSISTANTS Current Designation Grade New Designation Grade Copy Typist II PLS 6 Secretarial Assistant II PLS 6 Copy Typist I PLS 7 Secretarial Assistant I PLS 7 Senior Copy Typist PLS 8 Senior Secretarial Assistant PLS 8 96

97 PERSONAL SECRETARIES APPENDIX II Current Designation Grade New Designation Grade Shorthand Typist II PLS 7 Personal Secretary III PLS 7 Shorthand Typist I PLS 8 Personal Secretary II PLS 8 Personal Secretary II PLS 9 Personal Secretary I PLS 9 Personal Secretary I PLS 10 Senior Personal Secretary PLS 10 Senior Personal Secretary PLS 11 Executive Secretary PLS 11 Executive Secretary PLS 12 Snr. Executive Secretary PLS 12 Snr. Executive Secretary PLS 13 Principal Executive PLS 13 Secretary Principal Executive Secretary PLS 14 Senior Principal PLS 14 Executive Secretary Note: The grades of Secretarial Assistant II/I, Scale PLS 6/7, Personal Secretary III/II, Scale PLS 7/8 (for Diploma holders) and Personal Secretary II/I, Scale PLS 8/9 (for Degree holders), will form a common establishment for the purpose of this Scheme of Service. (c) Serving Officers Serving officers will adopt and convert as appropriate to the grading structure and designations though they may not be in possession of the requisite minimum qualifications and/or experience stipulated in the Scheme of Service. However, for advancement to higher grades, officers must possess the prescribed minimum qualifications and/or experience required for advancement to the grade. 5. PROVISION OF POSTS A Scheme of Service does not constitute authority for creation of post(s). Any additional post(s) required under the new grading structure must be included in the Judiciary s establishment proposals for consideration and approval by the Judicial Service Commission in the normal manner. 6. ENTRY INTO THE SCHEME Direct appointment Direct appointment will normally be made in the grades of Secretarial Assistant II, Scale PLS 6, Personal Secretary III, Scale PLS 7 and Personal Secretary II, Scale PLS 8. In exceptional cases, however, direct appointment may be made beyond these grades by the Judicial Service Commission provided the candidate is in possession of the requisite minimum qualifications for appointment to the grade. 97

98 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 to a particular grade shall be excluded. 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 which entitle an officer to be considered for appointment 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: Kenya Certificate of Secondary Education, mean Grade C- (minus) with at least C (plain) in English Language. The following certificates offered by the Kenya National Examinations Council (KNEC): Typewriting stages I,II and III/Computerized Document Processing I, II and III Shorthand Stages II and III Office Practice Stages I and II Business English Stages I, II and III/Communications I and II Commerce Stages I and II Secretarial Duties Stage II Office Management Stage III/Office Administration and Management III Certificate in computer applications from a recognized institution. Certificate in Advanced Computer Applications from a recognized institution. Secretarial Management Course from the Kenya Institute of Administration (KIA) or any other Government Training Institution. 98

99 (vi) (vii) Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized Institution. Bachelors Degree in Secretarial Studies or Bachelor of Business and Office Management or equivalent qualifications from a recognized Institution. (viii) Bachelors Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution. (ix) (x) Relevant post graduate qualifications from a recognized Institution. Any other qualifications that may be approved by the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; Negotiation skills. 10. JOB DESCRIPTIONS AND SPECIFICATIONS SECRETARIAL ASSISTANTS APPENDIX I I SECRETARIAL ASSISTANT II, SCALE PLS 6 This is the entry and training grade for Secretarial Assistants. Duties and responsibilities at this level will entail: typing from manuscripts; processing data; operating office equipment; ensuring security of office equipment, documents and records; attending to visitors/clients; handling telephone calls and appointments; and undertaking other secretarial duties that may be assigned. The officer may be required to work for more than one officer or may be deployed in a typing pool. For appointment to this grade, a candidate must have: Kenya Certificate of Secondary Education minimum mean grade C- (minus) with at least C (plain) in English Language; 99

100 The following qualifications from the Kenya National Examination Council (KNEC): Typewriting II (minimum 40 wpm)/computerised Document Processing II Business English I/Communications I Office Practice I Commerce I; and A certificate in computer applications from a recognized institution. II SECRETARIAL ASSISTANT I, SCALE PLS 7 Duties and responsibilities at this level will entail: typing from manuscripts; processing data; operating office equipment; ensuring security of office equipment, documents and records; attending to visitors/clients; handling telephone calls and appointments; and undertaking other secretarial duties that may be assigned. The officer may be required to work for more than one officer or may be deployed in a typing pool. For appointment to this grade, an officer must have: Served in the Grade of Secretarial Assistant II or any other relevant and comparable position for a minimum period of three (3) years; The following qualifications from the Kenya National Examinations Council (KNEC): Typewriting II (minimum 40 wpm)/computerized Document Processing II Business English II/Communications I Office practice I Secretarial Duties II Commerce II; and A certificate in computer applications from a recognized Institution. III SENIOR SECRETARIAL ASSISTANT, SCALE PLS 8 Duties and responsibilities at this level will entail: typing from manuscripts; processing data; operating office equipment; ensuring security of office equipment, documents and records; attending to visitors/clients; handling telephone calls and appointments; and undertaking other secretarial duties that may be assigned. The 100

101 officer may be required to work for more than one officer or may be deployed as the In-Charge of a typing pool. For appointment to this grade, an officer must have: Served in the grade of Secretarial Assistant I or any other relevant and comparable position for a minimum period of three (3) years; The following proficiency qualifications awarded by the Kenya National Examinations Council (KNEC): Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II. Secretarial Duties II Office Management III/Office Administration and Management III; and A certificate in computer applications from a recognized Institution. APPENDIX II PERSONAL SECRETARIES I PERSONAL SECRETARY III, SCALE PLS 7 Duties and responsibilities at this level will entail: recording dictation in shorthand and transcribing it in typewritten form; processing data; management of e-office; ensuring security of office records, documents and equipment; operating office equipment; management of office protocol; managing office petty cash; handling telephone calls and appointments; attending to visitors/clients and undertaking other secretarial duties that may be assigned. An officer at this level may be required to work for more than one officer. For appointment to this grade, a candidate must have: Kenya Certificate of Secondary Education minimum mean grade C- (minus) with at least C (plain) in English Language or its approved equivalent; The following qualifications from the Kenya National Examination Council (KNEC): 101

102 Typewriting III (minimum 50 wpm)/computerized Document Processing III Shorthand II (80 wpm) Business English II/Communications I Office Practice II Secretarial Duties II Commerce II. Office Management III/Office Administration and Management III; OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or equivalent qualifications from a recognized institution; and A certificate in computer applications from a recognized institution. Note: Serving Secretarial Assistants who acquire qualifications for higher grades shall be considered for appointment to this grade. II PERSONAL SECRETARY II, SCALE PLS 8 Duties and responsibilities at this level will entail: recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; management of e-office; operating office equipment; management of office protocol; managing office petty cash; handling telephone calls and appointments; ensuring security of office records, documents and equipment; attending to visitors/clients and undertaking other secretarial duties that may be assigned. An officer at this level may be required to work for more than one officer. Direct Appointment For direct appointment to this grade, a candidate must have: A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; and A certificate in computer applications from a recognized institution. Promotion For promotion to this grade, an officer must have: Served in the grade of Personal Secretary III or Secretarial Assistant I or any other relevant and comparable position for a minimum period of three (3) years; 102

103 The following qualifications from the Kenya National Examinations Council (KNEC): Shorthand III (100 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Secretarial Duties II Office Management III/Office Administration and Management III; Business English III/Communications II Commerce II. OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; and A certificate in computer applications from a recognized institution. III PERSONAL SECRETARY I, SCALE PLS 9 Duties and responsibilities at this level will entail: recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; preparing responses to simple routine correspondence; and undertaking other secretarial duties that may be assigned. An officer at this level may be required to work for more than one officer. For appointment to this grade, an officer must have: Served in the grade of Personal Secretary II or Senior Secretarial Assistant or any other relevant and comparable position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR The following qualifications from the Kenya National Examinations Council: Shorthand III (100 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Office Practice II Commerce II Office Management III/Office Administration and Management III; Secretarial Duties II 103

104 OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; and A certificate in computer applications from a recognized institution. IV SENIOR PERSONAL SECRETARY, SCALE PLS 10 An officer at this level will be deployed in the office of a Section Head and may be required to work for more than one officer. Duties and responsibilities at this level will entail: recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; preparing responses to simple routine correspondence; and undertaking other secretarial duties that may be assigned. In addition, the officer will guide and supervise junior secretarial personnel. For appointment to this grade, an officer must have: Served in the grade of Personal Secretary I or any other relevant and comparable position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR The following qualifications from the Kenya National Examinations Council: Shorthand III (110 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II Office Management III/Office Administration and Management III Secretarial Duties II OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; Shown merit and ability as reflected in work performance and results; and A certificate in computer applications from a recognized institution. 104

105 V. EXECUTIVE SECRETARY, SCALE PLS 11 An officer at this level will be deployed to work for a Head of Department. Duties and responsibilities at this level will entail: recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; preparing responses to simple routine correspondence; and undertaking other secretarial duties that may be assigned. In addition, an officer at this level will guide and supervise junior secretarial staff and handle other issues relating to the secretarial cadre. For appointment to this grade, an officer must have: Served in the grade of Senior Personal Secretary or any other relevant and comparable position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR The following qualifications from the Kenya National Examinations Council: Shorthand III (120 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II Office Management III/Office Administration and Management III Secretarial Duties II OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; Shown merit and ability as reflected in work performance and results; Good interpersonal communications skills; and A certificate in computer applications from a recognized institution. 105

106 VI. SENIOR EXECUTIVE SECRETARY, SCALE PLS I2 An officer at this level will normally be deployed in the Office of the Registrar where duties and responsibilities will entail drafting letters; recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; and effective management of office protocol and media issues. In addition, an officer at this level will guide and supervise junior secretarial staff and also handle other issues relating to the secretarial cadre. Requirement for Appointment For appointment to this grade, an officer must have: Served in the grade of Executive Secretary or any other relevant and comparable position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR The following qualifications from the Kenya National Examinations Council: Shorthand III (120 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II Office Management III/Office Administration and Management III Secretarial Duties II OR A Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; (vi) Attended a Secretarial Management Course from the Kenya Institute of Administration, or any other Government Training Institution; Demonstrated professional competence in management of secretarial services; Very Good interpersonal communications skills; and A certificate in advanced computer applications from a recognized institution. 106

107 VII PRINCIPAL EXECUTIVE SECRETARY, SCALE PLS 13 A Principal Executive Secretary will normally be deployed in the Office of the Chief Justice/Judges/Registrar/Chief Court Administrator. Duties and responsibilities will entail drafting letters; recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; and effective management of office protocol and media issues. In addition, an officer at this level will guide and supervise secretarial staff in lower grades. For appointment to this grade, an officer must have: Served in the grade of Senior Executive Secretary or any other comparable and relevant position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR A Bachelors Degree in Social Sciences plus a Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; OR A Bachelors Degree in Social Sciences plus the following qualifications from the Kenya National Examinations Council: Shorthand III (120 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II Office Management III/Office Administration and Management III Secretarial Duties II (vi) Attended a Secretarial Management Course from the Kenya Institute of Administration, or any other Government Training Institution; Excellent interpersonal communication skills; Demonstrated outstanding professional competence in management of secretarial services; and A certificate in advanced computer applications from a recognized institution. 107

108 VIII SENIOR PRINCIPAL EXECUTIVE SECRETARY, SCALE PLS 14 This will be the highest grade in the cadre. A Senior Principal Executive Secretary will normally be deployed in the Office of the Chief Justice. Duties and responsibilities will entail drafting letters; recording dictation in shorthand and transcribing it in typewritten form; typing from drafts, manuscripts or recording from dictation machines; processing data; operating office equipment; attending to visitors/clients; handling telephone calls and appointments; ensuring security of office records, documents and equipment, including classified materials; and effective management of office protocol and media issues. In addition, an officer at this level will guide and supervise secretarial staff in lower grades. For appointment to this grade, an officer must have: Served in the grade of Principal Executive Secretary or any other comparable and relevant position for a minimum period of three (3) years; A Bachelors Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent qualifications from a recognized institution; OR A Bachelors Degree in Social Sciences plus a Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized institution; OR A Bachelors Degree in Social Sciences plus the following qualifications from the Kenya National Examinations Council: Shorthand III (120 wpm) Typewriting III (minimum 50 wpm)/computerized Document Processing III Business English III/Communications II Commerce II Office Management III/Office Administration and Management III Secretarial Duties II (vi) Attended a Secretarial Management Course from the Kenya Institute of Administration, or any other Government Training Institution; A relevant post graduate qualification from a recognized Institution; Excellent interpersonal communication skills; and Demonstrated outstanding professional competence in management of Secretarial Services Function. 108

109 SCHEME OF SERVICE FOR ARCHIVES PERSONNEL 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure that will attract and facilitate retention of suitably qualified Archives personnel in the Judiciary; To provide for clearly defined job descriptions and specifications at all levels within the career structure that will ensure proper deployment and utilization of staff at all levels; To establish standards for recruitment, training and development, and advancement within the career structure on the basis of qualifications, knowledge, experience, merit and ability as reflected in work performance and results; and 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 the 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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 ARCHIVAL FUNCTION The Archival Function will involve the selection, accession, handling, storage, preservation, restoration, retrieval and disposal of all public records and public archives in accordance with the Public Archives and Documentation Services Act (Cap. 19) and the Disposal of Records Act (Cap. 14). 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes four (4) grades of Archives Assistants and four (4) grades of Archivists in the Judiciary who will be designated and graded as follows: 109

110 ARCHIVES ASSISTANTS APPENDIX I Designation Grade Archives Assistant III - PLS 6 Archives Assistant II - PLS 7 Archives Assistant I - PLS 8 Senior Archives Assistant - PLS 9 APPENDIX II ARCHIVISTS Designation Grade Archivist III - PLS 8 Archivist II - PLS 9 Archivist I - PLS 10 Conversion to the New Grading Structure Serving officers will convert and adopt to the new grading structure as follows: PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Archives Assistant III PLS 3 Archives Assistant II PLS 4 Archives Assistant I PLS 5 Senior Archives Assistant III PLS 6 Archives Assistant PLS6 III Senior Archives Assistant II PLS 7 Archives Assistant II PLS 7 Senior Archives Assistant I PLS 8 Archives Assistant I PLS 8 Senior Archives Assistant PLS 9 Note: The current grades of Archives Assistant III/II/I, Scale PLS 3/4/5 will become obsolete on implementation of the Scheme of Service. Officers serving in those grades will convert to Archives Assistant III, Scale PLS 6. The grades of Archives Assistant III/II, Scale PLS 6/7 and Archivists III/II, Scale PLS 8/9 will form a common establishment for the purpose of this Scheme of Service. 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 110

111 Service must be included in the establishment proposals for consideration and approval by the Judicial Service Commission. 6. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will normally be made in the grades of Archives Assistant III, Scale PLS 6 and Archivist III, Scales PLS 8. In exceptional circumstances, 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 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. 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: Kenya Certificate of Secondary Education mean grade C- or its equivalent with at least a grade C- in English and History; Certificate in Records and Archives Management or Information Science from a recognised institution; Diploma in Records and Archives Management or Information Science from a recognised institution; 111

112 Bachelor of Science degree in Information Science (Records and Archives Management Option) or equivalent qualification from a recognised institution; and Proficiency in computer applications. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Drafting skills; Analytical skills; 10. JOB DESCRIPTIONS AND SPECIFICATIONS ARCHIVES ASSISTANTS APPENDIX I I. ARCHIVES ASSISTANT III, SCALE PLS 6 This will be the entry grade for the cadre of Archives Assistants. Duties and responsibilities will include: Taking initial action on all records accessioned by the different departments of the Judiciary and the Records Centre with a view to sorting, arranging and listing; Carrying out records survey and appraisal; and Any other related duties as may be assigned from time to time. For appointment to this grade, candidates must have: A Kenya Certificate of Secondary Education mean grade C- or its equivalent, with at least grade C- in English and History; The one year certificate course in Archives Administration and Records Management or Information Science from a recognized institution. II. ARCHIVES ASSISTANT II, SCALE PLS 7 Duties and responsibilities at this level will include: 112

113 Assisting in the selection of valuable records for permanent preservation; Performing accessioning and processing duties; Compiling and proof reading lists, inventories, guides and other finding aids; and Appraisal and administration of disposal schedules. Direct Appointment For direct appointment to this grade, a candidate must: Have a Kenya Certificate of Secondary Education (KCSE) mean grade C- with at least C- in English and History; Have a diploma in Archives and Records Management or Information Science from a recognised institution; and Be proficient in computer applications. Promotion For promotion to this grade, an officer must have: Served in the grade of Archives Assistant III, Scale PLS 6 for at least three (3) years; The two (2) year Certificate course in Archives and Records Management or Information Science from a recognised institution; Shown competence and ability in the performance of Archival duties; and Proficiency in computer applications. III ARCHIVES ASSISTANT I, SCALE PLS 8 Duties and responsibilities at this level will entail: Selection of valuable records for permanent preservation; Performing accessioning and processing duties; Assisting in compiling and proof-reading lists, inventories, guides and other findings; and 113

114 Appraisal and administration of disposal schedules. For appointment to this grade, a candidate must have: Served in the grade of Archives Assistant II for at least three (3) years; Shown merit and ability in work performance and results; and Proficiency in computer applications. IV SENIOR ARCHIVES ASSISTANT, SCALE PLS 9 Duties and responsibilities at this level will entail: Supervising and implementing work programmes related to records surveys and appraisals; Preparation of indexes, guides and listings; Providing retrieval and search room services; and Supervising, guiding, and development of junior staff. For appointment to this grade, an officer must have: Served for at least three (3) years in the grade of Archives Assistant I; Demonstrated professional competence, merit and ability in archival work; A clear understanding of the Public Archives and Documentation Act (Cap. 19) and the Disposal of Records Act (Cap.14); and Proficiency in computer applications. ARCHIVISTS APPENDIX II I. ARCHIVIST III, SCALE PLS 8 This will be the entry grade for university graduates. Duties and responsibilities will include: 114

115 Record survey; Appraisal and selection of valuable records for permanent preservation; Assisting in production of archives and publications for user services; and Being in charge of specific operations such as repository management, repair and restoration of documents, search room and microphotography, etc. For appointment to this grade, an officer must have: A Bachelor of Science degree in Information Science (Records and Archives Management Option) from a recognized university/institution; and Proficiency in computer applications. II. ARCHIVIST II, SCALE PLS 9 At this level duties and responsibilities will include: Conducting records surveys and appraisals; Selection of public records for preservation; Preparation of retention/disposal schedules and finding aids and; Advising on creation, use, maintenance, control and preservation or disposal of public records. For appointment to this grade, an officer must have: Served for at least three (3) years in the grade of Archivist III; A Bachelor of Science degree in Information Science (Records and Archives Management Option) from a recognized university/institution; Shown merit and ability in archival and records management work; and Proficiency in computer applications. 115

116 III. ARCHIVIST I, SCALE PLS 10 This will be the highest grade in the cadre. The Archivist I will be the Head of the archival services in the Judiciary. He/she will be responsible for: Planning, organizing and implementing records and archives management programmes in line with the requirements of the Public Archives Act and Records Disposal Act; Developing an efficient user services programme for the Judiciary, its departments, and the members of the public. Formulating appropriate guidelines on records management and documentation services for the Judiciary; Drawing up budget proposals and work plans for the unit; and Supervising, guiding, counseling, mentoring, and developing training programmes for staff in the section. For appointment to this grade, an officer must have: (vi) Served for at least three (3) years in the grade of Archivist II; A Bachelor of Science degree in Information Science (Records and Archives Management Option) from a recognized university/institution; A clear understanding of all aspects of archives and records management; Shown initiative in work performance within the framework of the Public Archives Act (Cap.9) and the Records Disposal Act (Cap. 14); Demonstrated a high degree of professional competence and managerial/ administrative ability in archival work; and Proficiency in computer applications. 116

117 SCHEME OF SERVICE FOR COURT BAILIFFS AND COURT PROCESS SERVERS 1. AIMS AND OBJECTIVES To provide for a well defined career structure, which will attract and facilitate retention of suitably qualified personnel in the Judicial Service. To provide for clearly defined job descriptions and specifications with clear delineation of duties and responsibilities at all levels in the career structure, which will ensure proper deployment and utilization of Court Bailiffs and Court Process Servers. To establish standards for recruitment, training and development, and advancement within the career structure 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 the 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 COURT BAILIFFS AND COURT PROCESS SERVERS FUNCTIONS Court Bailiffs The Court Bailiffs functions will entail: Serving process; filing affidavit of service; executing warrants; and enforcing court orders. 117

118 Court Process Servers The Court Process Servers functions will entail serving of court process and filing the affidavit of service, clerical duties and any other relevant duties that may be assigned from time to time. 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes five (5) grades of Court Process Servers and Court Bailiffs who will be designated and graded as follows: Designation Grade Process Server II PLS 5 Process Server I PLS 6 Senior Process Server PLS 7 Court Bailiff PLS 8 Senior Court Bailiff PLS 9 Conversion to the new grading structure Serving officers will adopt and convert to the new grading structure and designations as follows: Present Designation Grade New Designation Grade Process Server III PLS 3... Process Server IIB PLS 4 Process Server II PLS 5 Process Server IIA PLS 5 Process Server I PLS 6 Process Server I PLS 6 Senior Process Server PLS 7 Senior Process Server PLS 7 Court Bailiff PLS 8 Court Bailiff PLS 8 Senior Court Bailiff PLS 9 Note: On implementation of the Scheme, the grade of Process Server III, Scale PLS 3 will become obsolete. Officers serving in the grade will convert to the grade of Process Server II, Scale PLS 5 once they have successfully served in the grade for three (3) years. 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. 118

119 6. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will normally be made in the grade of Process Server III, Scale PLS 3. In exceptional cases, however direct appointment may be made beyond these grades provided the candidate is in possession of prescribed minimum qualifications and experience required for appointment to the grade. Incremental Credits Incremental credits for approved experience acquired after obtaining the prescribed minimum qualifications may be awarded at the rate of one increment for each completed year of approved experience, provided the maximum of the grade is not exceeded. In awarding incremental credit(s), any period of service or experience stipulated as a basic requirement for appointment to a particular grade will be excluded. 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: Kenya Certificate of Secondary Education (KCSE) mean grade C- or its equivalent, with at least a grade C- in English / Kiswahili and Geography; A good school leaving certificate from the Head Teacher and/or good reference from the previous employer; Proficiency in computer applications; and Proficiency Examination for Court Process Servers and Court Bailiffs, organized by the Judicial Service Commission. Note: Officers will be eligible for the proficiency Examination after two (2) years continuous service in the grade. 119

120 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; and Integrity. 10. JOB DESCRIPTIONS AND SPECIFICATIONS I PROCESS SERVER II, SCALE PLS 5 A Process Server will work under supervision and guidance of a senior officer. Duties and responsibilities shall include: Serving court process in accordance with provisions of the law; Filing affidavits of service; Maintaining a register of service of court process; Performing clerical duties; and Any other relevant duties that may be assigned. For appointment to this grade, candidates must have: Kenya Certificate of Secondary Education (KCSE) Mean grade C- or its equivalent with at least a grade C- or credit passes in Kiswahili, English and Geography; A good school leaving certificate with a clean record from the Head Teacher and good reference from previous employer; and Computer applications skills. II PROCESS SERVER I, SCALE PLS 6 Duties and responsibilities at this level will be similar in scope to those of Process Server III. However, an officer at this level will be expected to work with minimal guidance. Specific duties and responsibilities will entail: Serving court process in accordance with the provision of the law; 120

121 Maintaining a register of service of court process ; Filing of affidavits of service; Performing general clerical duties; and Any other duties that may be assigned. For appointment to this grade, an officer must have: Served in the grade of Process Server II for at least three (3) years; Passed Proficiency examination for Court Process Servers and Court Bailiffs administered by the Judicial Service Commission; Proficiency in computer applications; Shown merit and ability as reflected in work performance and results. III SENIOR PROCESS SERVER, SCALE PLS 7 Duties and responsibilities at this level will be similar in scope to those of Process Server I. However, an officer at this level will be expected to handle responsibilities of a more complex nature and will normally be deployed in a busy station. The officer will be expected to work with minimum supervision. Specifically, duties shall include: Ensuring that court process are served in accordance with the provisions of the relevant law; Checking Court Process Servers and Court Brokers registers; Supervision, counseling, mentoring, guidance and training of staff; Performing general clerical duties; and Any other relevant duties that may be assigned from time to time. For appointment to this grade, candidates must have: Served in the grade of Process Server I, for a minimum period of three (3) years; 121

122 Shown merit and ability in work performance and results; and Proficiency in computer applications. IV COURT BAILIFF, SCALE PLS 8 Duties and responsibilities at this level shall include: Ensuring all court process is served in accordance with the provisions of the relevant law; Executing court warrants and enforcing various court orders as provided by law; Performing clerical duties of a more complex nature; Supervising, guiding, counseling, mentoring and training Process Servers working under him/her; and Any other relevant duties that may be assigned. For appointment to this grade, an officer must have: Served in the grade of Senior Process Server for a minimum period of three (3) years; and Demonstrated outstanding professional competence and capability in Process Servers work. V SENIOR COURT BAILIFF, SCALE PLS 9 This is the highest grade in the Court Bailiff s cadre. Duties and responsibilities will include: Overall supervision of all the staff in the Court Process Servers and Court Bailiffs Section; Ensuring the preparation of the register of warrants; Ensuring that monthly returns are prepared and submitted to the Court Administrator; and Training, mentoring, guiding and counseling those working under him/her. 122

123 For appointment to this grade, an officer must have: Served in the grade of Bailiff for at least three (3) years; Demonstrated supervisory and professional ability required for management of the function at this level; and Proficiency in computer applications. 123

124 SCHEME OF SERVICE FOR CLERICAL OFFICERS 1. AIMS AND OBJECTIVES To provide for a well defined career structure which will attract and facilitate retention of suitably qualified clerical personnel in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels within the career structure that will ensure proper deployment and utilization of staff at all levels. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of qualifications, knowledge, competence, 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 CLERICAL FUNCTION General Clerical Function The Clerical Function entails carrying out clerical tasks which vary according to the size and nature of the office in which work is performed. The tasks include compilation of statistical records based on routine or special sources of information; carrying out specialised tasks related to their area of deployment; sorting out and dispatching letters; maintaining an efficient filing system; keeping invoices, receipts and other records systematically in files; drafting simple letters and performing other related clerical duties. 124

125 Clerical Function in Court Registries The Clerical Function in the court registries entails carrying out clerical tasks which may vary according to the size and nature of the registry concerned. Specifically, the function entails assisting judicial officers in the administration of justice in such areas as compiling of statistical records based on monthly returns and other special sources of information; specialised tasks such as, drafting court orders and notices; processing applications for execution; assessment of court fees; drawing up decrees, proofreading of proceedings; fixing hearing dates; opening and retrieval of files; registering of cases and other related duties. (c) Clerical Function of Court Interpretation The Clerical Function of court interpretation includes: preparing the court rooms/chambers in consultation with judges/magistrates; calling out names of parties; interpretation of proceedings; conducting the swearing of persons; receiving, listing and securing exhibits; listing witnesses; maintaining court diaries; proof reading typed court proceedings; issuing certificate of taxation; preparation of returns; and preparation of files on court circuits. 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes five (5) grades of Clerical Officers who will be designated and graded as follows: Designation Grade Clerical Officer PLS 5 Higher Clerical Officer PLS 6 Senior Clerical Officer PLS 7 Executive Assistant PLS 8 Senior Executive Assistant PLS 9 Conversion to the new Grading Structure PRESENT DESIGNATION GRADE PROPOSED GRADE DESIGNATION Clerical Officer PLS 4 Clerical Officer PLS 5 High Clerical Officer PLS 5 Higher Clerical Officer PLS 6 Senior Clerical Officer PLS 6 Senior Clerical Officer PLS 7 Executive Assistant PLS 7 Executive Assistant PLS 8 Senior Executive Assistant PLS 8 Senior Executive Assistant PLS 9 125

126 Note: Senior Executive Assistant will be the highest grade in the Clerical Officers cadre. However, Clerical Officers may join other Schemes of Service at appropriate levels on acquisition of the necessary relevant qualifications stipulated in those Schemes. The grades of Clerical Officer, Scale PLS 5, Higher Clerical Officer, Scale PLS 6 and Senior Clerical Officer, Scale PLS 7 will form a common establishment for the purpose of this Scheme of Service. 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 grade of Clerical Officer, Scale PLS 5. In exceptional circumstances, however, direct appointment may be made beyond this grade by the Judicial Service Commission on recommendation of the Chief Justice and in consultation with the Registrar of the High Court provided the candidate is in possession of requisite qualifications for 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. 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. 126

127 8. RECOGNIZED QUALIFICATIONS The following are the recognized qualifications for the purpose of this scheme of service: Kenya Certificate of Secondary Education mean grade C- or its recognized equivalent qualifications with a C- in English, Kiswahili and Mathematics; A good school-leaving certificate from the Head Teacher of the school attended or a good reference from the previous employer; Proficiency qualifications for Clerical Officers in the relevant field which will include but not limited to: Elementary legal knowledge; Certified Public Secretaries; General paper; Judicial Service Regulations; and Clerical Procedures as applicable to either Human Resource or Office Organization; A certificate in any of the following disciplines: Human Resource Management; Management/Administration; Kenya Accounts Technician Certificate (KATC); Kenya Administration and Management Examination (KAME) or any other approved equivalent qualification from a recognized institution; CPS 1; (vi) (vii) Diploma in Management or Administration from a recognized institution; and Proficiency in computer applications. Note: An officer will be eligible to sit for the proficiency examination on joining the Service. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; and Basic statistical skills. 127

128 10. JOB DESCRIPTIONS AND SPECIFICATIONS I CLERICAL OFFICER, SCALE PLS 5 1. General Clerical work This is the entry and training grade in the clerical cadre. An officer at this level will work under close supervision of a more senior officer. Duties and responsibilities will depend on the area of deployment and will include: Compiling statistical records based on routine or special sources of information; Calculating and posting of personal dues and other entitlements; Filing of documents including pleadings, letters and receipts; Drafting simple letters and performing other similar clerical duties; and Assessing and collecting court fees, deposits and fines. 2. Court Registries. Duties and responsibilities will include: (vi) Registration of cases and opening and retrieval of case files; Issuance of summonses, notices and preparation of warrants; Proof-reading court proceedings; Entering judgments and other court orders; Compiling monthly returns under the supervision of a senior officer; and Compiling of statistical returns. 3. Court Interpretation Ensuring that the courtrooms/chambers are properly arranged and that files and stationery are available for use by judicial officers; Calling out names of parties; Interpreting proceedings; 128

129 (vi) (vii) Conducting swearing; Preparing orders for signature; Maintaining court diaries; Compiling of statistical returns; (viii) Receiving, listing and securing exhibits; and (ix) Ensuring security of files and exhibits. s For direct appointment to this grade, an officer must: Be in possession of the Kenya Certificate of Secondary Education mean grade C- with a C- in English, Swahili and Mathematics or its accepted equivalent; A good school-leaving certificate from the Head Teacher of the school attended or a good reference from the previous employer; and Be proficient in computer applications. II HIGHER CLERICAL OFFICER, SCALE PLS 6 A Higher Clerical Officer will carry out duties under occasional supervision and instruction from a senior officer. Work will include: (vi) (vii) Compiling statistical records; Sorting out letters and filing them; Dispatching letters and maintaining an efficient filing system; Receiving invoices, receipts and records and systematically arranging them in files; Issuance of summonses, notices and preparation of warrants; Interpreting proceedings; Conducting swearing; (viii) Registration of cases and opening and retrieval of case files; (ix) Ensuring the security of files and exhibits; 129

130 (x) (xi) Assessing and collecting court fees, fines and deposits; and Carrying out other clerical tasks as may be assigned from time to time; For appointment to this grade, an officer must have: Passed the Proficiency Examination for Clerical Officers; Served in the grade of Clerical Officer for at least three (3) years. Shown merit and ability in work performance and results; Been confirmed in appointment; and Proficiency in computer applications. III SENIOR CLERICAL OFFICER, SCALE PLS 7 Duties and responsibilities at this level will entail: (vi) (vii) Verifying compiled statistical records for accuracy; Processing human resource statistical records; Ensuring proper maintenance of efficient filing systems; Keeping invoices, receipts and other records safely; Supervision, guidance, counseling and development of junior staff; Ensuring security of files and exhibits; and Ensuring all due fees, deposits and fines are collected. For appointment to this grade, an officer must have: Served as Higher Clerical Officer, Scale PLS 6 for a minimum period of three (3) years; A certificate in any of the following disciplines: Human Resource Management; Management/Administration; Kenya Accounts Technician Certificate (KATC); Kenya Administration and Management Examination 130

131 (KAME) or any other approved equivalent qualification from a recognized institution; Shown outstanding merit and ability in performance and results of the clerical function; and Proficiency in computer applications. IV EXECUTIVE ASSISTANT, SCALE PLS 8 An officer at this level will deputise the Senior Executive Assistant. Specific duties and responsibilities will include: Handling clerical jobs of more complex nature; Handling supervisory duties, including guidance, and development of junior staff; Analysing data; Ensuring that due fees, deposits and fines are collected and secured; and Ensuring security of files, accountable documents and exhibits. For appointment to this grade, an officer must have: Served in the grade of Senior Clerical Officer, Scale PLS 7 for at least three (3) years; CPS 1 or Diploma in Management or Administration from a recognized institution; Demonstrated professional competence in clerical work; Undergone a supervisory course; and Proficiency in computer applications. V SENIOR EXECUTIVE ASSISTANT, SCALE PLS 9 This is the highest grade in the clerical cadre. An officer at this level will be required to handle complex clerical tasks of analytical nature, exercising judgment within existing rules and regulations. 131

132 Specific duties and responsibilities will include: Deployment as the In-Charge of a unit in the Department; Handling various administrative activities; Preparation of work plans for the unit; and Supervising, guiding, counseling, mentoring and developing staff working under him/her. For appointment to this grade, an officer must have: Served in the grade of Executive Assistant, Scale PLS 8 for a period of three (3) years; CPS I or a Diploma in Management or Administration from a recognized institution; Demonstrated outstanding professional competence in work performance and results; and Proficiency in computer applications. 132

133 SCHEME OF SERVICE FOR TELEPHONE SERVICES PERSONNEL 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure, which will attract and facilitate retention of suitably qualified Telephone Personnel in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels in the career structure, which will ensure proper deployment and utilization of Telephone Personnel. To establish standards for recruitment, training and advancement within the career structure 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 OF THE SCHEME Responsibility for Administration The Scheme of Service will be administered by the Chief Justice in consultation with the Judicial Service. In administering the Scheme, Chief Justice will ensure that the provisions of the Scheme are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in appointment on successful completion of their probation period. Training Scope In administering the Scheme, Chief Justice will ensure that appropriate training opportunities/facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization and experience required for both efficient performance of their duties and advancement within the Scheme of Service. Officers should also be encouraged to undertake training privately for self-development. 3. THE TELEPHONE SERVICE FUNCTION The Telephone Service Function entails provision telephone services in the Judiciary Specifically, this will entail: operating telephone switchboards; Undertaking telephone exchange clerical work; routine testing of PABX equipment and telephone exchange lines; collection and evaluation of telephone traffic and advising on appropriate action; advising on acquisition, installation and utilization of telephone facilities; maintenance of Telephone Exchanges and ensuring cost-effective utilization of the telephone facilities; liaising with the relevant organizations on procurement and installation of telephone equipment/facilities, telephone spares parts/accessories and payment of telephone bills. 133

134 4. GRADING STRUCTURE AND SCOPE Grading Structure The Scheme of Service establishes six (6) grades of Telephone Personnel who will be designated and graded as follows: - Designation Grade Telephone Operator II PLS 5 Telephone Operator I PLS 6 Senior Telephone Operator PLS 7 Telephone Supervisor II PLS 8 Telephone Supervisor I PLS 9 Senior Telephone Supervisor PLS 10 Conversion to the new Grading Structure Serving officers will adopt and convert as appropriate to the new grading structure as follows: Present Designation Grade New Designation Grade Telephone Operator II PLS 4 Telephone Operator II PLS 5 Telephone Operator I PLS 5 Telephone Operator I PLS 6 Senior Telephone Operator PLS 6 Senior Telephone Operator PLS 7 Telephone Supervisor II PLS 7 Telephone Supervisor II PLS 8 Telephone Supervisor I PLS 8 Telephone Supervisor I PLS 9 Senior Telephone Supervisor PLS 9 Senior Telephone Supervisor PLS 10 Note: The grades of Telephone Operator II/I and Senior Telephone Operator, Scale PLS 5/6/7 and Senior Telephone Operator/Telephone Supervisor II, Scale PLS 7/8 for diploma holders will form a common establishment for the purpose of this Scheme of Service. 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 must be included in the establishment proposals for consideration and approval by the Judicial Service Commission. 134

135 6. ENTRY INTO THE SCHEME OF SERVICE Direct Appointment Direct appointment will normally be made in the grades of Telephone Operator II Scale PLS 5 and Senior Telephone Operator, Scale PLS 6 provided the candidate is in possession of the requisite minimum qualifications stipulated for the grades. In exceptional circumstances, however, direct appointment may be made beyond these grades by the Judicial Service Commission provided the candidate is in possession of the prescribed 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 grade may be awarded at the rate of one (1) increment for each completed year of approved experience provided the maximum of the scale is not exceeded. In awarding incremental credit(s), any period of service or experience stipulated as a basic requirement for appointment to a particular grade will be excluded. 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, which entitle an officer to be considered for appointment or promotion. In addition, advancement from one grade to another will depend on: - Existence of a vacancy in the authorized establishment; Merit and ability as reflected in work performance and results; and Approval of the Judicial Service Commission. 8. RECOGNIZED QUALIFICATIONS The following are the recognized qualifications for the purpose of this Scheme of Service: The Kenya Certificate of Secondary Education, mean grade C- (minus) with at least C- in English, Kiswahili and Geography or its equivalent qualification from a recognized institution. A four (4) months certificate course for Government Telephone Operators from the Government Training Institute or its equivalent qualification from any other recognized institution. Occupational Examination for Telephone Operators. 135

136 (vi) (vii) A four (4) months certificate course for Government Telephone Supervisors from the Government Training Institute or its equivalent from any other recognized training institution. Diploma in Telecommunication Operations Management, ICT or equivalent qualifications from a recognized institution. Supervisory Skills Course. Proficiency in computer applications (viii) Any other qualification(s) as may be approved as equivalent by the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity. 10. JOB AND APPOINTMENT SPECIFICATIONS I. TELEPHONE OPERATOR II, SCALE PLS 5 This will be the entry and training grade for Telephone Operators. An officer at this level will perform telephone operation duties on the switchboard under the guidance of a more senior officer. Duties and responsibilities at this level will entail: Telephone operation duties; Routine testing of telephone exchange lines and switch board facilities; and Telephone exchange clerical work. For appointment to this grade, a candidate must: Be in possession of Kenya Certificate of Secondary Education (KCSE) mean grade C-(Minus) with at least a C- in English, Kiswahili and Geography or approved equivalent qualifications; Possess good oral and written communication skills in both English and Kiswahili; and 136

137 Be proficient in computer applications. II. TELEPHONE OPERATOR I, SCALE PLS 6 Duties and responsibilities at this level will entail: Telephone operation duties; Routine testing of telephone exchange lines and switch board facilities; and Telephone exchange clerical work. For appointment to this grade, an officer must: Have served in the grade of Telephone Operator II for a minimum for at least three (3) years; Have passed the Occupational Examination for Telephone Operators; Possess good oral and written communication skills in both English and Kiswahili; Have shown merit and ability as reflected in work performance and results; and Be proficient in computer applications. III. SENIOR TELEPHONE OPERATOR, SCALE PLS 7 An officer at this level will undertake telephone operation duties or may be deployed as the In Charge of a telephone exchange of one to three (1-3) switchboard positions with a maximum capacity of thirty (30) exchange lines and approximately three hundred (300) extension lines; Specific will entail: Undertaking telephone operations work; Routine testing of the telephone exchange lines and switchboard facilities; Telephone exchange clerical work; Head-Set Coaching of new entrants; Liaising with telephone engineers/technicians on maintenance of telephone equipment/facilities, with Accounts Section on settlement of telephone bills 137

138 and with Supplies Section on procurement of telephone facilities/spare parts and stationery; and (vi) Supervising and guiding staff, where the officer is deployed as the In-charge of the switchboard. Direct Appointment This will be the entry and training grade for Diploma Holders. For appointment to this grade a candidate must: Be in possession of Kenya Certificate of Secondary Education (KCSE) mean grade C-(Minus) with at least a C- in English, Kiswahili and Geography or approved equivalent qualifications; Be in possession of a Diploma in Telecommunication Operations Management, ICT or equivalent qualifications from a recognized institution; Possess good oral and written communication skills in both English and Kiswahili; and Be proficient in computer applications; Promotion For promotion to this grade, an officer must: Have served in the grade of Telephone Operator I for at least three(3) years; Have the four (4) months Certificate Course for Government Telephone Operators from the Government Training Institute or its equivalent from any other recognized Institution; Possess good oral and written communication skills in both English and Kiswahili; Have shown merit and ability as reflected in work performance and results; and Be proficient in computer applications. IV. TELEPHONE SUPERVISOR II, SCALE PLS 8 An officer at this level will be in charge of a telephone exchange of four to six 138

139 (4-6) switchboard positions with a maximum capacity of sixty (60) exchange lines and approximately six hundred (600) extension lines. Specific duties and responsibilities will entail: (vi) Supervision of work at the switch board; routine testing of the telephone exchange lines and switchboard facilities; Telephone exchange routine work; Head-Set Coaching of new entrants; liaising with telephone engineers/technicians on maintenance of telephone equipment/facilities, with Accounts Section on settlement of telephone bills and with Supplies Section on procurement of telephone facilities/spare parts and stationery; and Supervising, guiding, mentoring and development of staff working under him/her. For appointment to this grade, an officer must: Have served in the grade of Senior Telephone Operator for at least three (3) years; Have attended and passed a Certificate Course for Government Telephone Supervisors from the Government Training Institute or equivalent qualifications from any other recognized Institution; Possess good oral and written communication skills in both English and Kiswahili; Have shown merit and ability in the management of telephone services work; and Be proficient in computer applications; V. TELEPHONE SUPERVISOR I, SCALE PLS 9 An officer at this level will deputize the Senior Telephone Supervisor or may be deployed to take charge of a telephone exchange of seven to ten (7-10) switchboard positions, with a maximum capacity of one hundred (100) exchange lines and approximately one thousand (1000) extension lines. 139

140 Specific duties and responsibilities will entail: (vi) (vii) Supervision of work at the switch board; routine testing of the telephone exchange lines and switchboard facilities; Telephone exchange routine work; Head-Set Coaching of new entrants; Assessing the performance of telephone exchange equipment/facilities; liaising with telephone engineers/technicians on maintenance of telephone equipment/facilities, with Accounts Section on settlement of telephone bills and with Supplies Section on procurement of telephone facilities/spare parts and stationery; and Supervising, guiding, mentoring and development of staff working under him/her. For appointment to this grade, an officer must: Have served in the grade of Telephone Supervisor II at least three (3) years; Have attended and passed a certificate course for Government Telephone Supervisors at the Government Training Institute or its equivalent qualification from any other recognized institution; Possess good oral and written communication skills in both English and Kiswahili; Have demonstrated professional competence in the management of telephone services as well as supervisory skills as reflected in work performance and results; Be proficient in computer applications VI. SENIOR TELEPHONE SUPERVISOR, SCALE PLS 10 This will be the highest grade in the Telephone services Personnel Cadre. An Officer at this level will be overall in charge of Telephone Services in the Judiciary. Duties and responsibilities will entail: overall coordination of telephone services work in the Judiciary; 140

141 (vi) Monitoring the utilization of telephone facilities and liaising maintenance engineers and technicians; Analyzing telephone data and advising on appropriate decisions; Preparation of budgetary estimates for the unit; Inspection of telephone exchange equipments/facilities; Advising on the procurement and installation of appropriate telephone equipment/facilities for the judiciary; (viii) Participation in recruitment, promotions, transfers and deployments of telephone personnel; (ix) Supervising, guiding, mentoring and development of staff working under him/her. For appointment to this grade, an officer must: (vi) Have served in the grade of Telephone Supervisor I for at least three (3) years; Possess excellent oral and written communication skills in both English and Kiswahili; Have demonstrated outstanding professional competence and managerial capability in the management of Government Telephone Services; and Have a clear understanding of Government systems, processes and procedures; Be a team player with excellent interpersonal skills; Be proficient in computer applications. 141

142 SCHEME OF SERVICE FOR SECURITY PERSONNEL 1. AIMS AND OBJECTIVES To provide for a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified and competent Security Personnel in the Judiciary. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of qualifications, competence, merit and ability as reflected in work performance and results. To provide for well-defined job descriptions and specifications with clear delineation of duties and responsibilities at all levels within the career structure to enable the officers understand the requirements and demands of their job. 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 the Judicial Service Commission. In administering the Scheme, the Chief Justice will ensure that its provisions are strictly observed for fair and equitable treatment of officers, and that officers are confirmed in appointment on successful completion of the probation period. Training Scope In administering the Scheme, the Chief Justice will 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 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. SECURITY PERSONNEL FUNCTION The Security Function entails protection of Judiciary property against theft and destruction; development, maintenance and updating of emergency procedures and contingencies; keeping and maintaining records of crimes and incidents; crowd control; reporting and controlling unwanted intruders to the restricted areas; custody and disposal of lost and found articles; security surveys; and inspection and assessment of threats; securing found property; and prevention and detection of crime. 142

143 4. GRADING STRUCTURE Grading Structure The Scheme of Service establishes six (6) grades in the cadre of Security Guards and four (4) grades in the cadre of Security Wardens who will be designated and graded as follows: SECURITY GUARDS APPENDIX 1 Designation Grade Security Guard III - PLS 1 Security Guard II - PLS 2 Security Guard I - PLS 3 Senior Security Guard II - PLS 4 Senior Security Guard I - PLS 5 APPENDIX II SECURITY WARDENS Assistant Security Warden - PLS 5 Security Warden - PLS 6 Assistant Security Officer - PLS 7 Security Officer - PLS 8 Conversion to the New Grading Structure Serving officers will adopt and convert to the new grading structure and designations as follows: Security Guards PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Watchman PLS 1 Security Guard III PLS 1 Watchman PLS 2 Security Guard II PLS 2 Watchman PLS 3 Security Guard I PLS Senior Security PLS 4 Guard II Senior Security Guard I PLS 5 143

144 Security Wardens PRESENT DESIGNATION GRADE NEW GRADE DESIGNATION Assistant Security Warden PLS 5 Assistant Security PLS 5 Warden Security Warden PLS 6 Security Warden I PLS 6 Assistant Security Officer PLS 7 Assistant Security PLS 7 Officer Security Officer PLS 8 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 Direct Appointment Direct appointment will normally be made in the grades of Security Guard III, Scale PLS 1 and Assistant Security Warden, Scale PLS 5. In exceptional cases, however, direct appointment may be made beyond these grades 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 qualifications for the grade 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 credit(s), any period of service or experience stipulated as a basic requirement for appointment or promotion to a particular grade will be excluded. 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 which entitle an officer to be considered for appointment or promotion. In addition, advancement from one grade to another will depend on the following conditions:- Existence of a vacancy in the authorized establishment; 144

145 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. Kenya Certificate of Secondary Education (KCSE) mean grade D (plain) or its approved equivalent; First Aid Certificate from a recognized Institution; Approved Security Course at Administration Police Training College, Prison Training College, CID Training School, Military Training Institution or its accepted equivalent; A Certificate of Good Conduct; and Any other qualification that may be approved by the Judicial Service Commission. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity. 10. JOB DESCRIPTIONS AND SPECIFICATIONS SECURITY GUARDS APPENDIX 1 I SECURITY GUARD III, SCALE, PLS 1 This will be the entry grade to the Security Guards Cadre. Duties will involve patrol and/or guard of access points; detection of unauthorized persons, vehicles, animals and birds from entering premises and/or protected areas; and protection of Judiciary property against theft and destruction. The officer should be able to control crowds, collect information, and report on matters of security. 145

146 For appointment to this grade, an officer must: Be in possession of Kenya Certificate of Secondary Education (KCSE) mean grade D (plain) or its approved equivalent; Be less than thirty six (36) years of age; Be physically and mentally fit, and Have no past criminal record. II SECURITY GUARD II, SCALE, PLS 2 Duties and responsibilities will involve patrol and/or guard of access points; detection of unauthorized persons, vehicles, animals and birds from entering premises and/or protected areas; and protection of Judiciary property against theft and destruction. The officer should be able to control crowds, collect information, and report on matters of security. For appointment to this grade, an officer must: Have served in the grade of Security Guard for at least four (4) years; Be physically and mentally fit, and Have no past criminal record. III SECURITY GUARD I, SCALE, PLS 3 a) Duties and responsibilities will involve patrol and/or guard of access points; detection of unauthorized persons, vehicles, animals and birds from entering premises and/or protected areas; and protection of Judiciary property against theft and destruction. The officer should be able to control crowds, collect information, and report on matters of security. For appointment to this grade, an officer must: Have served in the grade of Security Guard II for at least four (4) years; for at least four (4) years; 146

147 Have undergone Basic Security Course; Be physically and mentally fit, and Have no past criminal record. IV SENIOR SECURITY GUARD II, SCALE, PLS 4 Duties and responsibilities will involve patrol and/or guard of access points; detection of unauthorized persons, vehicles, animals and birds from entering premises and/or protected areas; and protection of Judiciary property against theft and destruction. The officer should be able to control crowds, collect information, and report on matters of security. The officer may also be deployed to be in-charge of a squad of Security Guards. For appointment to this grade, an officer must: Have served for at least three (3) years in the grade of Security Warden and have been confirmed in appointment; and Possess a First Aid Certificate; Be mentally and physically fit; and Be of good conduct. V SENIOR SECURITY GUARD I, SCALE, PLS 5 Duties and responsibilities will entail patrol and/or guard of access points; detection of unauthorized persons, vehicles, animals and birds from entering premises and/or protected areas; and protection of Judiciary property against theft and destruction. The officer should be able to control crowds, collect information, and report on matters of security. The officer may also be deployed to be in-charge of a squad of Security Guards. In addition, the officer will supervise, guide and mentor officers working under him/her. For appointment to this grade, an officer must: Have served in the grade of Senior Security Guard II for at least three (3) years; 147

148 Have a First Aid Certificate; Have demonstrated professional competence in work performance and results; Be of good conduct; and Be physically and mentally fit. SECURITY WARDENS APPENDIX 1 I ASSISTAT SECURITY WARDEN, SCALE PLS 5 Work at this level entails: Prevention and detection of crimes; Crowd control and reporting of intruders into restricted areas; and Protection of Judiciary property. For appointment to this grade, an officer must : Be in possession of KCSE mean grade C- or its approved equivalent; Undergo a six (6) months approved security course at Administration Police Training College or any other approved equivalent college; Mentally and physically fit; and Have a Certificate of Good Conduct. II SECURITY WARDEN, SCALE, PLS 6 Prevention and detection of crimes; Crowd control and reporting of intruders into restricted areas; and Protection of Judiciary property. Securing of found properties; and Ensuring that only authorized personnel gain access to restricted areas. 148

149 For appointment to this grade, an officer must: Have served in the grade of Assistant Security Warden for at least three (3) years; Have undergone a six (6) months approved Security Course at Administration Training College or any other approved equivalent qualifications; Have demonstrated professional competence in security work; Be physically and mentally fit; and Have a Certificate of good conduct. III ASSISTANT SECURITY OFFICER, SCALE, PLS 7 Work at this level will entail: (vi) (vii) General security and administrative duties; Prevention and detection of crimes; Crowd control and reporting of intruders into restricted areas; Protection of Judiciary property; Securing of found properties; Ensuring that only authorized personnel gain access to restricted areas; Supervise staff working under him/her; and (viii) Ensure that proper discipline is maintained in their security service. For appointment to this grade, an officer must: Have served in the grade of Security Warden for at least three (3) years; Have demonstrated professional competence in handling security matters; Be of good conduct and obedient; 149

150 Undergone a six (6) weeks approved security course at C.I.D. training school; and Be proficient in computer applications. IV SECURITY OFFICER, SCALE, PLS 8 This is the highest grade in the cadre. Duties and responsibilities will entail: (vi) General security work; Maintaining records of acts of unlawful interference; Updating of emergency procedures and contingency planning; Maintaining crime and incidents records and charts; Security surveys, inspection and threat assessment; and Periodic returns on operational affairs. For appointment to this grade, an officer must: Have served in the grade of Assistant Security Officer for at least three (3) years; Have demonstrated professional competence and administrative capability in security matters; Be of good conduct; Be in possession of First Aid Certificate; and Be proficient in computer applications. 150

151 SCHEME OF SERVICE FOR DRIVERS 1. AIMS AND OBJECTIVES To provide for a well defined career structure which will attract and facilitate retention of suitable qualified and competent cadre of Drivers in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels within the career structure to ensure proper deployment and utilisation of Drivers at all levels. To establish standards for recruitment, training and advancement within the Scheme of service on the basis of qualification, 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 the 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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. DRIVING FUNCTION The Driving Function will entail driving duties; routine checks and maintenance of the vehicles; maintenance of work tickets; carrying out first aid; detecting and reporting any malfunctioning of the vehicles systems; security of the vehicles on and off the road; safety of passengers and/or goods; carrying authorized passengers and/or goods; cleanliness and overall vehicle maintenance and management. 151

152 4. GRADING STRUCTURE AND SCOPE The Scheme of Service establishes six (6) grades of drivers who will be designated and graded as follows: Designation Grade Driver Grade III - PLS 3 Driver Grade II - PLS 4 Driver Grade I - PLS 5 Senior Driver II - PLS 6 Senior Driver I - PLS 7 Principal Driver - PLS 8 Note: The grades of Drivers Grade III, II, I and Senior Driver II/I, Scale PLS 3/4/5/6 and 7 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 post(s). Any additional post(s) required under the new grading structure must be included in the Judiciary s establishment proposals for consideration and approval by the Judicial Service Commission in the normal manner. 6. ENTRY INTO THE SCHEME Direct appointment Direct appointment will normally be made in the grade of Driver III, Grade III, Scale PLS 3. In exceptional circumstances, 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 for appointment to the grade. Incremental Credit Incremental credit(s) for approved experience acquired after obtaining the prescribed minimum qualification 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. 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: 152

153 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. (vi) Kenya Certificate of Secondary Education mean grade D (Plain) or its approved equivalent qualification; A valid driving licence free from any current endorsements; Suitability Test for Driver Grade III; Occupational Trade Tests III/II/I for Drivers; First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other recognized institution; Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; (vii) Refresher course for drivers lasting not less than one (1) week every three (3) years; and (viii) Valid Certificate of Good Conduct (renewable every two (2) years). 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity; Smartness. 10. JOB DESCRIPTIONS AND SPECIFICATIONS I DRIVER GRADE III, SCALE PLS 3 This is the entry grade in the Drivers cadre. Duties and responsibilities at this level will involve: 153

154 (vi) (vii) Carrying out routine checks on the vehicle s cooling and oil systems, electrical system, tyre pressure and brakes; Detecting and reporting malfunctioning of vehicle systems; Maintenance of work tickets for vehicles assigned to the driver; Driving the vehicles as authorized; Security and safety of the vehicle on and off the road; Safety of the passengers and/or goods therein; and Maintaining cleanliness of the vehicle. For appointment to this grade, a candidate must: (vi) (vii) Have a Kenya Certificate of Secondary Education mean grade D (Plain) or its approved equivalent from a recognized institution; Have a valid driving licence for any of the classes of vehicles which the candidate is required to drive; Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other equivalent institution; Be of good conduct, smart, courteous and respectful; Have passed the suitability test for Drivers Grade III; Have at least two (2) years previous satisfactory driving experience after obtaining the driving license; and Have a Certificate of Good Conduct (renewal after two (2) years). II DRIVER GRADE II, SCALE PLS 4 Duties and responsibilities at this level will entail: Driving the vehicle as authorized; Carrying out minor mechanical adjustments; Detecting and reporting malfunctioning of the vehicle systems; 154

155 (vi) (vii) Security and safety of the vehicle on and off the road; Safety of passengers and/or goods therein; Maintaining cleanliness of the vehicle; and Maintenance of work tickets for vehicles assigned to him/her. For appointment to this grade, a driver must: Have served in the grade of Driver III for at least three (3) years; Have Occupational Trade Test III certificate for Drivers; A valid driving licence free from any current endorsements(s) for classes of the vehicles the driver is required to drive; Be of good conduct, smart, courteous and respectful; Be in possession of a Certificate of Good Conduct (renewable after two (2) years); (vi) (vii) Have demonstrated competence in driving the class of vehicle he/she is licensed to drive; Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other equivalent institution; (viii) Have a Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; (ix) (x) Have a refresher course for drivers lasting not less than one (1) week every three (3) years; and Have shown merit and ability as reflected in work performance and results. III DRIVER GRADE I, SCALE PLS 5 Duties and responsibilities at this level will entail: Driving the vehicle as authorized; Carrying out minor mechanical adjustments; Recognizing and reporting abnormal operation of the vehicle units; 155

156 (vi) (vii) Security and safety of the vehicle on and off the road; Safety of passengers and/or goods therein; Maintaining cleanliness of the vehicle; and Maintenance of work tickets for vehicles assigned to him/her. For appointment to this grade, a driver must: (vi) (vii) Have served in the grade of Driver Grade II for at least three (3) years; Have the Occupational Trade Test II Certificate for Drivers; Have a valid driving licence free from any current endorsements(s) for classes of the vehicles the driver is required to drive; Be of good conduct, smart, courteous and respectful; Have demonstrated professional competence in driving the class of the vehicle he/she is licensed to drive; Have a Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; Have a Certificate of Good Conduct (renewable after two (2) years); (viii) Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other recognized institution; and (ix) Have a refresher course for drivers lasting not less than one (1) week every three (3) years. IV SENIOR DRIVER II, SCALE PLS 6 Duties and responsibilities at this level will entail: Driving the vehicle as authorized; Carrying out minor mechanical adjustments; Recognizing and reporting abnormal operation of vehicle units; Security and safety of the vehicle on and off the road; 156

157 (vi) (vii) Safety of passengers and/or goods therein; Maintaining cleanliness of the vehicle assigned to him/her; Maintaining work tickets for vehicles assigned to him/her; and (viii) Coaching and guiding junior drivers. For appointment to this grade, a driver must: Have the Occupational Trade Test I Certificate for Drivers; Have served in the grade of Driver Grade I, Scale PLS 5 for at least of three (3) years; (vi) (vii) Have a valid driving licence free from any current endorsements(s) for classes of the vehicles the driver is required to drive; Be of good conduct, smart, courteous and respectful; Have demonstrated a high degree of professional competence and integrity in work performance. Have a Certificate of Good Conduct (renewable after two (2) years; Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other equivalent institution; (viii) Have a Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; and (ix) Have a refresher course for drivers lasting not less than one (1) week every three (3) years. V. SENIOR DRIVER I, SCALE PLS 7 Duties and responsibilities at this level will entail: Driving the vehicle as authorized; Carrying out minor mechanical adjustments; Recognizing and reporting abnormal operation of vehicle units; Security and safety of the vehicle on and off the road; 157

158 (vi) (vii) Safety of passengers and/or goods therein; Maintaining cleanliness of the vehicle; Maintenance of work tickets for vehicles assigned to him/her; and (viii) Coaching and guiding junior drivers. For appointment to this grade, a driver must: (vi) (vii) Have the Occupational Trade Test I Certificate for Drivers; Have served in the grade of Senior Driver Grade II, for at least three (3) years; Have a valid driving licence free from any current endorsements(s) for classes of the vehicles the driver is required to drive; Be of good conduct, smart, courteous and respectful; Have demonstrated outstanding professional competence and integrity in work performance; Have a Certificate of Good Conduct (renewable after two (2) years; Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other equivalent institution; (viii) Have a Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; and (ix) Have a refresher course for drivers lasting not less than one (1) week every three (3) years. VI. PRINCIPAL DRIVER, SCALE PLS 8 This is the highest grade in the Driver s cadre. Duties and responsibilities at this level will entail: Driving the vehicle as authorized; Carrying out minor mechanical adjustments/repairs; Recognizing and reporting abnormal operation of vehicle units; 158

159 (vi) (vii) Security and safety of the vehicle on and off the road; Safety of passengers and/or goods therein; Maintaining cleanliness of the vehicle; Maintenance of work tickets for vehicles assigned to him/her; and (viii) Coaching and guiding junior drivers; For promotion to this grade, a driver must: (vi) (vii) Have the Occupational Trade Test I Certificate for Drivers; Have served in the grade of Senior Driver Grade I for at least three (3) years; Have a valid driving licence free from any current endorsements(s) for classes of the vehicles the driver is required to drive; Be of good conduct, smart, courteous and respectful; Have demonstrated outstanding professional competence and integrity in work performance; Have a Certificate of Good Conduct (renewable after two (2) years; Have a First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other equivalent institution; (viii) Have a Defensive Driving Certificate from the Automobile Association of Kenya (AA) or its equivalent qualification from any other recognized institution; and (ix) Have a refresher course for drivers lasting not less than one (1) week every three (3) years. 159

160 SCHEME OF SERVICE FOR ARTISANS 1. AIMS AND OBJECTIVES To provide for a well-defined career structure which will attract and facilitate retention of suitably qualified personnel in the Artisans Cadre. To provide for clearly defined job descriptions and specifications at all levels in the career structure, which will ensure proper deployment and utilisation of Artisans. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of knowledge, competence, 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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 ARTISAN FUNCTION General Artisan Function The Artisan Function will entail undertaking repairs in areas of specialization such as in carpentry, building, motor vehicle, plumbing etc. They will also be undertaking installation and routine checks in their area of specialization. Machine Operators Function The Office Machine Operation function involves operation of different types of photocopying, duplicating and cyclostyling machines; sorting and binding of photocopied or cyclostyled materials/documents; cleaning machines and machine rooms; estimating the running and maintenance costs of machines and advising the 160

161 Office Supervisor as appropriate; and carrying out minor repairs on the machines. The function also entails maintaining effective custody and ensuring security of documents received in machine rooms from destruction, losses and unauthorized persons. 4. GRADING STRUCTURE The Scheme of Service for Artisan establishes four (4) grades of Artisans who will be designated and graded as follows: Designation Grade Artisan Grade III - PLS 4 Artisan Grade II - PLS 5 Artisan Grade I - PLS 6 Chargehand - PLS 7 Note: The grades of Artisan III/II/I/Chargehand, Scale PLS 4/5/6/7 will form a common establishment for the purpose of this Scheme of Service. 5. PROVISION OF POSTS A Scheme of Service does not constitute authority for creation of post(s). Any additional post(s) required under the new grading structure must be included in the Judiciary s establishment proposals for consideration and approval by the Judicial Service Commission in the normal manner. 6. ENTRY INTO THE SCHEME Direct Appointment Direct appointment will normally be made in the grade of Artisan III Scale PLS 4. In exceptional cases, however, direct appointment may be made beyond these grades by the Judicial Service Commission provided the candidate is in possession of the requisite minimum qualification 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. 161

162 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 this cadre: Kenya Certificate of Secondary Education mean Grade D (Plain) or its approved equivalent; National Trade Test III, II, I Certificate from the Directorate of Industrial Training or any other recognized institution; Final Certificate of Proficiency and the Final Craft Certificate in the relevant trade; and A good School Leaving Certificate from the school the candidate attended and a good reference from the previous employer where applicable. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity. 10. JOB DESCRIPTIONS AND SPECIFICATIONS 1. ARTISAN III, SCALE PLS 4 Duties and responsibilities at this level will entail a variety of manual jobs in the area of specialisation. An officer at this level will work under close supervision of a more experienced officer. Specific duties and responsibilities will entail: Undertaking repairs in the areas of specialisation; 162

163 Undertaking installations in the areas of specialisation; and Routine checks of equipment in the areas of specialisation. For appointment to this grade, a candidate must have: Kenya Certificate of Secondary Education mean grade D; National Trade Test III Certificate in the area of specialization from the Directorate of Industrial Training or any other recognized institution; and A good School Leaving Certificate from the school the candidate attended and a good reference from the previous employer where applicable.. II ARTISAN II, SCALE PLS 5 Duties and responsibilities will entail a variety of manual jobs in areas of specialisation such as carpentry, building, motor vehicle, plumbing etc. An officer at this level will work under minimal supervision. Specific duties and responsibilities will entail: Undertaking repairs in the areas of specialisation; Undertaking installations in the areas of specialisation; and Routine checks of equipment in the areas of specialisation. For appointment to this grade, a candidate must: Have served in the grade of Artisan III for at least three (3) years; and National Trade Test II Certificate in the area of specialisation from the Directorate of Industrial Training or any other recognized institution. III ARTISAN I, SCALE PLS 6 Duties and responsibilities at this level will entail a variety of jobs in the area of specialization, including installations, repairs and routine checks. Specific duties and responsibilities will entail: Undertaking repairs in the areas of specialisation; 163

164 Undertaking installations in the areas of specialization; Routine checks of equipment in the areas of specialization; and Supervise and guide junior Artisans in the area of specialisation. For appointment to this grade, a candidate must have: Served in the grade of Artisans II for at least three (3) years; National Trade Test I Certificate or Final Certificate of Proficiency and the Final Craft Certificate in the area of specialization from the Directorate of Industrial Training or any other recognized institution; and Shown merit and ability in work performance and results. IV CHARGEHAND, SCALE PLS 7 This is the highest grade in the cadre. Specific duties and responsibilities will entail: Undertaking repairs in the areas of specialisation; Undertaking installations in the areas of specialisation; Routine checks of equipment in the areas of specialisation; and Supervising, guiding and counseling junior Artisans in the area of specialisation. For appointment to this grade, candidates must have: Served in the grade of Artisan I for at least three (3) years; National Trade Test I Certificate or Final Certificate of Proficiency and the Final Craft Certificate in the area of specialization from the Directorate of Industrial Training or any other recognized institution; and Shown merit and ability as reflected in work performance and results. 164

165 SCHEME OF SERVICE FOR SUPPORT STAFF 1. AIMS AND OBJECTIVES To provide for a well-defined career structure which will attract and facilitate retention of suitably qualified Support Staff in the Judiciary. To provide for clearly defined job descriptions and specifications at all levels in the career structure, which will ensure proper deployment and utilisation of Support Staff. To establish standards for recruitment, training and development, and advancement within the career structure on the basis of knowledge, competence, 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 the 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 opportunities and facilities are provided to assist serving officers acquire the necessary additional qualifications/specialization 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 SUPPORT STAFF FUNCTION The Support Staff Function will entail undertaking cleaning duties in the area of deployment; performing messengerial duties; preparing tea and washing utensils; and undertaking any other related duties. 4. GRADING STRUCTURE The Scheme of Service establishes six (6) grades of Support Staff who will be designated and graded as follows: Designation Grade 165

166 Support Staff II - PLS I Support Staff I - PLS 2 Senior Support Staff - PLS 3 Support Staff Supervisor - PLS 4 Cleaning Supervisor II - PLS 5 Cleaning Supervisor I - PLS 6 Note: All posts of Support Staff form a common establishment for the purpose of this Scheme of Service. 5. PROVISION OF POSTS A Scheme of Service does not constitute authority for creation of post(s). Any additional post(s) required under the new grading structure must be included in the Judiciary s establishment proposals for consideration and approval by the Judicial Service Commission in the normal manner. 6. ENTRY INTO THE SCHEME Direct appointment Direct appointment will normally be made in the grade of Support Staff II, Scale PLS 1. In exceptional circumstances, direct appointment may be made beyond this grade by the Judicial Service Commission provided the candidate is in possession of the requisite minimum qualifications 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. 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. 166

167 8. RECOGNIZED QUALIFICATIONS The following are the recognized qualifications for the purpose of this Scheme of Service:- Kenya Certificate of Secondary Education (K.C.S.E) mean grade D plain or its approved equivalent. Courses of not less than or in aggregate of at least one (1) month in various areas of deployment. Certificate of Good Conduct. A good School Leaving Certificate. 9. CORE COMPETENCIES Oral and written communication skills; Interpersonal skills; Team player; Integrity. 10. JOB DESCRIPTIONS AND SPECIFICATIONS I SUPPORT STAFF II, SCALE PLS 1 This is the entry grade into the cadre. A Support Staff at this level will perform general and routine work as may be assigned by a supervisor in the area of deployment. He/she will work under close supervision. Specific duties and responsibilities will entail: Undertaking cleaning duties in the area of deployment; Performing messengerial duties; Preparing tea and washing utensils; and Undertaking any other related duties. For appointment to this grade, a candidate must: Be in possession of at least the Kenya Certificate of Secondary Education (KCSE), mean grade D or its approved equivalent; A good School Leaving Certificate; and 167

168 A Certificate of Good Conduct. II SUPPORT STAFF I, SCALE PLS 2 Duties and responsibilities at this level will entail general and routine work as may be assigned by a supervisor in the area of deployment. Specific duties and responsibilities will entail: Undertaking cleaning duties in the area of deployment; Performing messengerial duties; Preparing tea and washing utensils; Undertaking any other related duties. Handling confidential duties in the area of deployment as required. For appointment to this grade, an officer must have: Served in the grade of Support Staff II for at least four (4) years; and Shown merit and ability in work performance and results in the area of deployment. III SENIOR SUPPORT STAFF, SCALE PLS 3 Duties and responsibilities at this level will entail general and routine work as may be assigned by a supervisor in the area of deployment. Specific duties and responsibilities will entail: (vi) Undertaking cleaning duties in the area of deployment; Performing messengerial duties; Preparing tea and washing utensils; Undertaking any other related duties; Handling confidential duties in the area of deployment as required; and Guiding junior support staff. 168

169 For appointment to this grade, an officer must have: Served in the grade of Support Staff I for at least four (4) years; and Demonstrated merit and ability in work performance and results. IV SUPPORT STAFF SUPERVISOR, SCALE PLS 4 Duties and responsibilities at this level will entail undertaking support staff duties in the area of deployment. The officer may also be responsible for a group of support staff in the area of deployment. Specific duties and responsibilities will entail: (vi) (vii) Undertaking cleaning duties in the area of deployment; Performing messengerial duties; Preparing tea and washing utensils; Undertaking any other related duties; Handling confidential duties in the area of deployment as required; Supervising and guiding support staff in the area of deployment; Developing duty roaster for the support staff the officer is in charge of; and (viii) Liaising with the Office Superintendent on operational matters. For appointment to this grade, a candidate must have: Served in the grade of Senior Support Staff for at least four (4) years; Undertaken a course of not less than or in aggregate of at least one (1) month in the area of deployment; and Demonstrated merit and ability as reflected in work performance and results. V CLEANING SUPERVISOR II, SCALE PLS 5 An officer at this level will undertake support staff work in the area of deployment. The officer may also be responsible for a group of support staff in the area of deployment. Duties and responsibilities will entail: 169

170 (vi) (vii) Undertaking cleaning duties in the area of deployment; Performing messengerial duties; Preparing tea and washing utensils; Undertaking any other related duties; Handling confidential duties in the area of deployment as required; Supervising and guiding support staff in the area of deployment; Developing duty roaster for the support staff the officer is in charge of; and (viii) Liaising with the Office Superintendent on operational matters. For appointment to this grade, a candidate must have: Served as Support Staff Supervisor for a period of four (4) years; Undertaken a course of not less than or in aggregate of at least one (1) month in the area of deployment; At least KCSE mean Grade D; and Demonstrated supervisory abilities. VI CLEANING SUPERVISOR I, SCALE PLS 6 This is the highest grade in the cadre. An officer at this level will be responsible for a large group Support Staff in the area of deployment. Duties and responsibilities will entail: Handling confidential duties in the area of deployment as required; Drawing up the duty and leave roaster for officers under him/her; Liaising with the Office Superintendent on operational matters. Supervising, guiding and counseling staff under him/her.; and Handling any other related duties in the area of deployment. 170

171 For appointment to this grade, an officer must have: Served in the grade of Cleaning Supervisor II for at least four (4) years; Undertaken a course of not less than or in aggregate of at least one (1) month in the area of deployment; At least KCSE mean Grade D; and Demonstrated supervisory abilities in support staff work. 171