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Clerk of the County Assembly

County of Homa-Bay
Homabay, Kenya

Salary rangeConfidential | Contract type: Permanent

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Job Summary

Academic qualifications
I. Bachelor’s degree in any of the Social Sciences or its equivalent from an
institution recognized in Kenya;
II. Master's degree in any Social Sciences or its equivalent from an institution
recognized in Kenya will be an added advantage;
III. Proficiency in Computer Applications.
Professional Qualifications / Membership to professional bodies
a) Statutory Requirements: (County Government Act, No.17 of 2012
Section 13 (2)
i. Should be a citizen of Kenya;
ii. Holds a Degree from a University recognized in Kenya or its
equivalent;
iii. Has at least 5 years professional experience;
iv. Meets the requirements of Leadership and Integrity set out in
Chapter Six of the Constitution.
b) Professional Qualification
i. Attended a Strategic Leadership Development Course from a
recognized institution lasting not less than six weeks;
ii. Attended a Senior Management Course from a recognized institution
for not less than four weeks.
c) Associational affiliations
i. Society-of-Clerks-at-the-Table SOCATT (K);
ii. Commonwealth Association of Legislative Counsel (CALC);
iii. Commonwealth Parliamentary Association (CPA)Society-of-Clerksat-the-Table (SoCATT) international.
d) Membership to a relevant professional body recognized in Kenya for
example:
i. LSK, Law Society of Kenya;
ii. ICSK, Institute of Certified Secretaries of Kenya;
iii. ICPAK, Institute of Certified Accountants of Kenya;
iv. IHRM, Institute of Human Resource Management;
v. CIPS Chartered Institute of Purchasing and Supplies, KISM Kenya
Institute of Supplies Management;
vi. CIArb, Chartered Institute of Arbitrators;
vii. PRS K – Public Relations Society of Kenya.
viii. Among others
Previous relevant work experience required
I. Fifteen (15) years relevant work experience five (5) years of which must
have served as a Deputy Clerk or a Director in comparable position in
public/private;
II. Shown proven and enduring flair for parliamentary procedure and practice
and have wide experience on the roles, functions and operation of
Assembly through exhaustive service in all spheres of the Assembly

Responsibilities

I. Managerial / Supervisory Responsibilities
A) As a Secretary to the County Assembly Service Board (County Assembly
Services Act No. 24 of 2017 Section 17).
The Secretary shall be;
a) The chief executive officer of the Board;
b) The accounting officer of the Board;
c) The administrative head of the Service;
d) The custodian of the Board's records;
e) Responsible for—
a. The execution of the decisions of the Board; and
b. Assignment of duties and supervision of the staff of the Board;
f) The preparation and submission of the programs necessary for the
achievement of the Board's mandate for approval by the Board;
g) Causing to be kept records of the proceedings and minutes of the meetings
of the Board and such other records as the Board may direct;
h) Ensuring staff compliance with public service values, principles and ethics;
i) Responsible to the chairperson of the Board and the Board for the general
working and efficient conduct of business of the County Assembly Service.
j) Responsible for the day to day management of the County Assembly
Service, and subject to such directions as may be given by the Board;
k) Responsible for assigning or delegating functions of the Board to an
employee of the County Assembly Service in consultation with the Board;
l) Direct the implementation of resolutions of the County Assembly Service
Board.
B) Procedural Functions (County Assembly Services Act No. 24 of 2017 Section
20).
a) Principal adviser in the provision of expert, non-partisan and impartial
advice to the Speaker of the County Assembly, other presiding officers and
to all honourable Members on the parliamentary procedures, practices,
conventions and traditions;
b) Presiding in the first sitting of County Assembly;
c) Presiding over the election of County Assembly Speaker;
d) Administering oaths of office to the newly elected Members and the
Speaker;
e) Responsible for marshalling all legislative measures passed by the
Assembly including certifying Bills passed by the County Assembly;
f) Oversee enhanced public understanding and knowledge of the work of the
County Assembly and increasing public accessibility;
g) Responsible for the drafting of legislative proposals and Bills for enactment
by the County Assembly and publishing of such Bills in the County/Kenya
gazette;
h) Responsible for the development, amendment and implementation of the
County Assembly Standing Orders and other Procedural Manuals.
C) Strategic Planning and Execution
a) Provide leadership and vision to the County Assembly;
b) Establish and review strategic priorities of the County Assembly in
consultation with the County Assembly Service Board;
c) Overall responsibility for formulation and development of County Assembly
strategic plan and objectives;
d) Spearheading the achievement of the County Assembly strategic objectives
as per the approved County Assembly Strategic Plan;
e) Spearheading the achievement of the County Assembly annual
performance contract targets;
f) Responsible for development and implementation of the County Assembly
annual budget and work plans to ensure the progressive realization of the
County Assembly objectives;
g) Oversee the formulation, development and implementation of policies for
achieving strategic and administrative functioning of the Assembly.
D) Corporate Governance
a) Overall responsibility for adherence and Compliance to Constitutional,
Legal and Regulatory frameworks on the management of public finance by
the County Assembly;
b) Enforcement of the national values, values and principles of public service
and leadership and integrity code of conduct in accordance with articles
10 and 232 of the Constitution of Kenya and POE Act 2003 and LIA (2012);
c) Prepare and present various periodic reports for presentation and approval
by the County Assembly Service Board;
d) Ensure implementation of the County Assembly Service Board
recommendations;
e) Ensure effective internal controls and processes while maintaining strong
risks and compliance system;
f) Oversee progressive automation of County Assembly processes with a
robust IT System;
g) Responsible for responding to audit queries before all relevant committees
of the Assembly, the office of the Auditor General and the Senate;
E) Stake Holder Engagement
a) Build rapport between National Government, Parliament, County
Assemblies and County Executives;
b) Implement the provisions of the Constitution on Public Participation in
legislative processes;
c) Responsible for enhancing public understanding and knowledge of the
work of the County Assembly and increasing public access to information;
d) Responsible for external relations and official interactions with other arms
of Government, Ministries, departments and agencies; Constitutional
Commissions and independent offices, International legislative
Institutions, citizens and interest groups and the Public.
II. Operational Responsibilities / Tasks
a) Responsible for the day to day administration and functioning of the
County Assembly;
b) The custodian of the Board’s records;
c) Convey all the decisions made by the Board;
d) Communicates advice/recommendations of the Staff Advisory Committee
to the County Assembly Service Board;
e) Secretary to the County Assembly Service Board;
f) Plan, arrange and coordinate CASB meetings, workshops, training,
conferences, and retreats to ensure efficient operations of the board;
g) Submission of returns to statutory bodies, independent offices and
Constitutional Commissions;
h) Ensure smooth running and operations of the ward offices and safety of
the office assets;
i) Advise the County Assembly Service Board (CASB) on administrative and
operational issues;
j) Chairing the Management committees meetings;
k) Steering Performance management process and submit annual financial
performance report of the Assembly.
Job Dimensions:
I. Financial Responsibility
As the Accounting/Authorized Officer of a County Assembly Clerk shall: monitor,
evaluate and oversee the management of the County Assembly public finances
amounting approximately Ksh1Billion per financial year.
Scope of Financial Responsibility includes:
a) An authorized officer of the service/Authority to incur expenditure (AIE)
and final financial approver at the County Assembly;
b) Promoting and enforcing transparency, effective management and
accountability concerning the use of public finances;
c) Ensuring that accounting standards are applied;
d) Implementing financial policies in relation to County Assembly finances;
e) Ensuring proper management and control of, and accounting for, County
Assembly finances to promote the efficient and effective use of budgetary
resources;
f) Responsible for the preparation of the County Assembly Annual
Development Plans (ADP);
g) Oversees the preparations and implementation of County Assembly annual
budget;
h) Coordinate requests for Grants from National Government and other
Development Partners;
i) Monitoring the management of County Assembly absorption finances and
expenditure control;
j) Reporting regularly to the County Assembly Service Boards on the
implementation of their budget;
k) The administrator of the County Assembly Mortgage and Car Loan
schemes;
l) Overall responsibility for adherence and compliance to constitutional, legal
and regulatory frameworks on the management of public finance by the
County Assembly.
II. Responsibility for Physical Assets
i. Oversees the procurement and management of the County Assembly
assets;
ii. Overall responsibility for County Assembly physical assets including:
a. Land and buildings
b. Plant and machinery
c. Motor vehicles
d. Furniture Fixtures and fittings
e. ICT equipment
f. Cash at Hand and at the bank.
iii. Overall responsibility for disposal of County Assembly unserviceable,
obsolete, obsolescent or surplus stores and equipment;
iv. Overall responsibility for the safety of the mace (symbol of Authority of the
County Assembly).
III. Decision Making / Job Influence
The incumbent makes Strategic Decisions on:
a) County Assembly strategic priorities;
b) County Assembly strategic objectives;
c) Approaches to achieve/attain strategic objectives set out County Assembly
Strategic Plan;
d) Cascading annual performance contract targets;
e) Influence strategic direction of the County Assembly;
f) The need for policies/programs to support achievement Assemblies
strategic intent;
g) The best approaches to adopt during execution of the decisions of the
Board.
The incumbent makes Managerial Decisions on:
a) Management of County Assembly Service Board records;
b) County Assembly Annual Development priorities;
c) Effective internal controls and processes;
d) Implementation of risks mitigation strategies;
e) Progressive adoption of automation and robust IT System(s);
f) Approaches to be adopted to ensuring staff compliance with public
service values, principles and ethics;
g) Advisory decisions on the parliamentary procedures, practices,
conventions and traditions;
h) How best enhance public understanding and knowledge of the work of
the County Assembly and increasing public access;
i) Assignment/delegation of Boards functions;
j) Best approaches to Implement Public Participation in legislative
processes;
k) Linkages and stakeholder collaborations;
l) Implementation of human resource policies and programs;
m) Capacity building alternatives for assembly board and staff;
n) Management of County Assembly assets;
o) Prudent utilization of county assembly financial resources;
p) Preparations and implementation of County Assembly annual budget;
q) Pooling of Assembly financial resources; requests for Grants from
National Government and other Development Partners;
r) Absorption finances and expenditure control.
The incumbent makes Operational Decisions on:
a) Assignment of duties to officers of the County Assembly;
b) Administrative functioning of the Assembly;
c) Assembly standards and style.

Job Requirements

Required education: Post-graduate education
Required relevant work experience: 10 years
Required languages: English (Spoken: fluent | Written: fluent)
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