2 LG Human Resource Management/Administration Expert

2.1 National Level

2.1.1 Ministry of Public Service

Information source PM/MC Issues
Crosscutting PM
LG Staff requirement request letters to MoPS 6 LG has consolidated and submitted the staffing
Source of evidence should also be from HRM requirements for the coming FY to the MoPS by
Division and not from MoPS. September 30th of the current FY, with copy to the
respective MDAs and MoFPED.
CSI guidelines 7a LG has conducted a tracking and analysis of staff
attendance as per guidelines by MoPS Circular Standing
Instructions (CSI).

2.2 Local Government level - HRM Division

Information source PM/MC Issues

Minimum Conditions
Crosscutting - MCs
Appointment letters of the District/Municipal 1a Chief Finance Officer/Principal Finance Officer
Council department’s staff 1b District Planner/Senior Planner
OR 1c District Engineer/Principal Engineer
Copies of secondment/deployment letters from 1d District Natural Resources Officer/Senior Environment
CG to District/Municipal Council departments Officer
1e District Production Officer/Senior Veterinary Officer
1f District Community Development Officer/ Principal
CDO
1g District Commercial Officer/Principal Commercial
Officer
1h(i) Senior Procurement Officer/ Procurement Officer
1h(ii) Procurement Officer/Assistant Procurement Officer
1i Principal Human Resource Officer for DLG
Senior Human Resource Officer for MLG
1j Senior Environment Officer (This position applies for
both DLGs and MLGs
1k Senior Land Management Officer/DLG
Physical Planner /MLG
1l Senior Accountant (This position applies for both DLG
and MLG)
1m Principal Internal Auditor/Senior Internal Auditor for
MLG
1n Principal Human Resource Officer (Secretary DSC) (for
MCs that are served by the same officer from the DLG,
the MC will be awarded the same score as the DLG
serving it)
2a ₋ Senior Assistant Secretaries (in all sub-counties in
the district)
₋ Town Clerk (Town Councils) or Senior Assistant
Town Clerk (Municipal Divisions) in all LLGs
Note: Assessors should consider the customized
structure
2b A Community Development Officer or Senior CDO in
case of Town Councils, in all LLGs

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Information source PM/MC Issues
2c A Senior Accounts Assistant or an Accounts Assistant
in all LLG
Education MC
₋ Appointment letters of the 1a District Education Officer/Principal Education Officer
District/Municipal Council Education for MLG
department’s staff
OR 1b All District/Municipal Inspector of Schools
₋ Copies of secondment/deployment letters
from CG to District/Municipal Council
education department
Health MC
For Districts LGs only
₋ Appointment letters of the 1a District Health Officer
District/Municipal Council health 1b Assistant District Health Officer Maternal, Child Health
department’s staff and Nursing
OR 1c Assistant District Health Officer Environmental Health
₋ Copies of secondment/deployment letters 1d Principal Health Inspector (Senior Environment
from CG to District/Municipal Council health Officer)
department 1e Senior Health Educator
1f Biostatistician
1g District Cold Chain Technician
For Municipal LGs Only
1h Medical Officer of Health Services /Principal Medical
Officer – assessor consider the customized structure
1i Principal Health Inspector
1j Health Educator
Water and Environment MC
₋ Appointment letters of the District Council 1a 1 Civil Engineer (Water)
water department’s staff 1b 1 Assistant Water Officer for mobilization
Or 1c 1 Borehole Maintenance Technician/Assistant
₋ Copy of secondment/deployment letter Engineering Officer
from MWE to LG for seconded staff to 1d 1 Natural Resources Officer
District Water Office. 1e 1 Environment Officer
Note: 1f Forestry Officer
₋ Secondment letter from the CAO for
Assistant Water Officer for Mobilization
Micro-scale Irrigation – MC
₋ Appointment letter of the Senior Agriculture 1 LG has recruited the Senior Agriculture Engineer
Engineer
OR
₋ Copy of secondment/deployment letter
from MAAIF to LG for seconded staff to
District Production Office.
Performance Measures
Crosscutting – PM
Performance improvement plans 5b The District/Municipality has developed performance
Implementation records for LLGs improvement plans for at least 30% of the lowest
LLG Assessment Report performing LLGs for the previous FY.
(Not applicable for the current FY. All LGs should be
scored zero)
5c The District/Municipality has implemented the PIP for
the 30 % lowest performing LLGs in the previous FY
(Not applicable for FY 2021/22 assessment)
Tracking reports and analysis of staff attendance 7a The District/Municipality has conducted a tracking and
as per guidelines by MPS Circular Standing analysis of staff attendance for the previous FY.
Instructions

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Information source PM/MC Issues
Personnel files 7b(i) Assess whether HoDs have been appraised as per
Appraisal reports guidelines issued by MoPS during the previous FY
Staff list 7b(ii) Assess whether administrative rewards and sanctions
Performance plan were implemented on time as provided for in the
guidelines (strict adherence to time lines will not be
followed, however, score if any implementation was
made)
Minutes of the Consultative Committee (CC) for 7b(iii) Assess whether LG established a Consultative
staff grievance redress Committee (CC) for staff grievance redress which is
functional (handled/considered any case)
(if no case, score the LG)
List of staff recruited in the previous FY 8 Check whether 100% of the staff recruited during the
Salary payroll previous FY have accessed the salary payroll not later
than two months after assumption of duty.
List of staff that retired previous FY 9 Check whether 100% of staff that retired during the
Pension payroll previous FY have accessed the pension payroll not
later than two months after retirement
Education – PMs
• LG approved structure 4a Calculate the percentage of filled staff positions
• HRM staff registers
• School and head teacher lists 8a Check if all primary school head teachers have been
• H/T appraisal report appraised with evidence of appraisal reports
submitted by SAS/Town Clerk to HRM
• School and head teacher lists 8b Check if all secondary school head teachers have been
• H/T performance plan appraised by D/CAO (or Chair BoG) with evidence of
• H/T appraisal reports appraisal reports submitted to HRM for the previous
school year.
• HRM staff register 8c Check if the LG Education department staff were
• Staff performance plans and appraised against their performance plans in the
• Appraisal reports previous FY
Health – PMs
• Staff structure 4a Calculate the %age of health facility positions of
• Staff List/Human Resource Information workers that are filled as per staffing structure
System report/ Database
• Appointment letters from Records/Registry
• Budget for current FY showing wage bill
Personal files of health facility in-charges and 8a(i) Review personal files for all health in-charges to
staff determine whether they were all appraised during the
Appraisal report previous FY

Appraisal reports of facility health workers by in-
charges
Appraisal reports
Water and Environment – PMs
• Performance Contract
• Staff lists
• Staff performance plans
• Personnel files
Micro-scale irrigation – PMs
₋ Staff structure LLG extension workers
₋ Staff List LLG extension workers
8a(ii) Review personal files for a sample of 10 health
workers to check whether they were appraised by
their Health Facility In-charges during the previous FY
8a(iii) Check whether DHO/MMOH took any corrective
actions based on the appraisal reports
6a Check whether Water Officer budgeted for the critical
staff in the District Water Office
6b Check whether District Natural Resources Officer has
budgeted for critical staff in the Natural Resources
department
7a Determine whether District Water Office staff were
appraised during the previous FY.
4a Evidence that the LG has recruited LLG extension
workers as per staffing structure

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 Information source PM/MC Issues
₋ Appointment letters LLG extension workers
₋ Personal files 8a(i) The District Production Officer has Conducted annual
₋ Appraisal reports performance appraisal of all Extension Workers
against the agreed performance plans and has
submitted a copy to HRO during the previous FY
8 a(ii) DPO has taken corrective actions
Note: Information to be collected from HRM to be used in sampled LLGs:
• Staff structure and staff lists for LLGs
• Check circular from CAO to SAS showing details of Extension workers deployed in LLG

2.3 LLG – 3 LLGs (2 sub counties & 1 Town Council) for DLGs and 3/all Divisions for MLGs

Information source PM/MC Issues

Crosscutting – PM
SAS 4a Review whether the staffing is in place as per the minimum
- Staff list standards and staff list – obtained from HRM Division
- Attendance register (attendance registers, appraisal reports, TPC minutes)
₋ LLG records on receipt of DDEG 10c If the LG invoiced and communicated all DDEG transfers for
releases. the previous FY to LLGs within 5 working days from the date
₋ Correspondence by CAO or TC to LLG of receipt of the funds release in each quarter
on DDEG releases (HR expert to get guidance from LG Planning and Financial
Management Expert)
Micro-scale irrigation – PM
SAS 5a Evidence that information on position of extension workers
₋ Current staff list filled is accurate
₋ Attendance books 7b Evidence that extension workers are working in LLGs where
₋ Supervision/monitoring reports they are deployed
Notice boards of LLGs and circular from 7c Evidence that extension workers deployment has been
CAO on LLGs publicized and disseminated to LLGs by among others
displaying staff list on the LLG notice board
12d Evidence that the LG District Senior Agricultural Engineer (as
Secretariat) publicized the eligible farmers that have been
approved by posting on the District and LLG noticeboards