REPUBLIC OF KENYA GOVERNMENT OF MAKUENI COUNTY … · the Government of Makueni County (hereinafter referred to as (“GMC”) represented by H.E. the Governor, of P. O Box 78 - 90300,

REPUBLIC OF KENYA GOVERNMENT OF MAKUENI COUNTY

DEPARTMENT OF GENDER, CHILDREN, CULTURE AND SOCIAL SERVICES

PERFORMANCE CONTRACT BETWEEN

THE GOVERNOR

GOVERNMENT OF MAKUENI COUNTY

AND

EXECUTIVE COMMITTEE MEMBER

DEPARTMENT OF GENDER, CHILDREN, CULTURE AND SOCIAL SERVICES

FOR THE PERIOD FROM 1st JULY 2019 TO 30TH JUNE 2020

Page 1 of 15 |Performance Contract for Department of Gender, Children, Culture and Social Services 2019/20

PERFORMANCE CONTRACT

This Performance Contract (hereinafter referred to as “Contract”) is entered into between

the Government of Makueni County (hereinafter referred to as (“GMC”) represented by H.E.

the Governor, of P. O Box 78 - 90300, Makueni (together with his assignees and successors)

of the one part, and the County Department of Gender, Children, Culture and Social

Services (hereinafter referred to as the ‘the Department’), represented by the County

Executive Committee Member, (together with his assignees and successors) of P.O. Box

78 - 90300, Makueni of the other part.

WHEREAS:

The County Government is committed to ensuring that public offices are well managed

and they are cost effective in delivering quality service to the public in line with

provisions of the Constitution of Kenya;

The County Government recognizes that Departments hold a vital key in the

implementation of County priority programmes and projects, other national priorities

including the “Big Four” initiatives in order to improve the quality of lives of the people

of Makueni County and make the County competitive;

The purpose of this performance contract is to establish the basis for ensuring that

efficient and effective services are delivered to the people of Makueni County in line with

the provisions of the Constitution and by requiring Departments to adapt systems that

enable innovativeness and adaptability of public services to the needs of users.

This Performance Contract therefore represents a basis for continuous performance

improvement that meets the needs and expectations of the county residents.

NOW THEREFORE, the parties hereto agree as follows:

Part I: Statement of Responsibility by the Executive Committee Member

It is my responsibility to provide the required leadership in designing suitable plans and

strategies that will contribute to high and sustainable socio- economic development. It is

my undertaking to ensure that the Department plan has a credible strategic and

performance contract that will deliver the desired goals.

It is also my undertaking that I will perform my responsibilities diligently and to the best

of my abilities to support the achievement of the agreed performance targets.


Part II: Vision Statement, Mission Statement, Departmental mandate and Strategic

Objectives

a) Vision

An empowered society that enjoys equal rights and opportunities.

b) Mission

To mobilize and support communities for social, economic and political development.

c) Strategic Objectives

1. To advocate for the provision of adequate assistance to vulnerable groups;

2. To improve social education and rehabilitation for Most at Risk Populations (MARPs);

3. To advance social protection to cover various special groups;

4. To promote gender equality and inclusion;

5. To develop, promote, preserve and protect the arts, cultural and creative sector;

6. To develop, preserve, promote and protect heritage;

7. To develop, promote and support the performing arts;

8. To develop, promote and preserve music in Kikamba and other languages;

9. To develop, promote and protect Kikamba language and literature; and

10. To enhance public entertainment and recreation activities.

d) Mandate

1. Gender mainstreaming;

2. Coordination of gender and special groups’ interests;

3. Protection of Orphans and vulnerable children and other vulnerable groups;

4. Mainstreaming people with disabilities;

5. Monitoring affirmative action towards vulnerable groups;

6. Music development, promotion and preservation;

7. Performing arts development and promotion;

8. Heritage development, preservation, promotion and protection;

9. Arts and culture promotion and development (culture policy, promotion and development of

culture, music and the arts);

10. Language and literature (books) development and promotion;

11. County parks and recreational facilities; and

12. Promotion of community organization and development.

e) Functions

1. Gender mainstreaming in all county activities;

2. Coordination of gender and special groups interests;

3. Protection of orphans, vulnerable children and other groups;

4. Mainstreaming of people with disabilities;


5. Monitoring of affirmative action towards vulnerable groups;

6. Arts and culture promotion and development;

7. Heritage development, preservation, promotion and protection;

8. Performing arts development and promotion;

9. Language and literature (books) development and promotion;

10. Establish and manage county parks and recreational facilities;

11. Establish and manage county museums; and

12. Establish and promote development of county community organizations.

Part III: Statement of Strategic Intent by the Executive Committee Member

In carrying out my duties, I intend to put all my efforts towards contributing effectively

and efficiently to the achievement of the county development agenda as espoused in the

Kenya Vision 2030, Makueni County Vision 2025, Makueni County CIDP 2018-2022,

Department’s Strategic Plans and Citizen’s Service Delivery Charter and keeping in mind

the specific priorities of my d e p a r t m e n t .

Bearing in mind the imperative of inclusivity, I will implement the following Strategic

Intentions during the Financial Year:

1. Ensuring that systems are established for equality for all users of public services;

2. Ensuring impartiality and fairness in the process of delivery of public services;

3. Ensuring promotion of National Cohesion and National Values;

4. Ensuring continuity of public services under all circumstances;

5. Establishing systems to enable innovativeness and adaptability of public services to the needs

of users;

6. Ensuring professionalism and ethics in Public Service is achieved and maintained;

7. Establishing systems to ensure promotion and protection of rights of users of public services

and public servants as enshrined in the Bill of Rights;

8. Institutionalizing a culture of accountability, integrity, transparency and promotion of values

and principles of public service;

9. Ensuring a corruption free public service

10. Ensuring effective, efficient and responsible use of public resources; and

11. Ensuring responsiveness by public servants in delivery of public services.

Part IV: Commitments and Obligations of the County Government

1. Support the implementation of County Integrated Development Plan.

2. Establish and operationalize service delivery, financial and related management systems for

the county.

3. Establish a culture of service and accountability in the county public service, including

working styles, attitudes and work ethics.

4. Ensure that appropriate measures are instituted to mitigate against corrupt practices in the

county public service.

5. Ensure timely approval of departmental requests.

6. Ensure timely availability/provision of necessary resources based on approved budget.


Part V: Reporting Requirements

I will submit Quarterly performance reports as per schedule below

Quarter 1 Mid - year Quarter 3 Annual

5/10/2019 15/01/2020 5/04/2020 15/07/2020

Part VI: Duration of the Contract

The performance contract will run for a period of one financial year from 1st July 2019 to 30th June

2020.


Part VI: Signatories to the Performance Contract

For and on behalf of the County Department of Gender, Children, Culture and Social

Services


ANNEX: PERFORMANCE CONTRACT MATRIX

CRITERIA CATEGORY UNIT OF

MEASURE

WEIGHT CURRENT

STATUS

FY 2018/19

TARGET

FY

2019/20

A FINANCIAL STEWARDSHIP AND DISCIPLINE

Absorption of Allocated

Funds

% 4 91.1 100

Development Index % 2 38.6 60.2

A-in-A Kes 1 N/A 2,000,000

Asset Management % 1 100 100

Pending bills Kes 2 0 < 1

Weight Sub Total 10

B SERVICE DELIVERY

Implementation of Citizens’

Service Delivery Charter

% 2 100 100

Customer Satisfaction % 2 100 100

Application of service delivery

Innovations

% 2 1 100

Resolution of Public

Complaints

% 2 100 100

Automation % 2 1 100

Weight Sub Total 10

C INSTITUTIONAL TRANSFORMATION

Development of County

Planning Framework

% 3 100 100

Youth Internships/ Industrial

Attachments/Apprenticeships

No. 1 10 8

Access to Government

Procurement Opportunities

(AGPO)

Kes 2

6,000,000

31,540,664

Promotion of Local Content in

Procurement

Kes 1.5 8,000,000 42,054,218

Competence Development % 2 100 100

Knowledge Management % 2 100 100

Work Environment % 1 100 100

Safety and Security Measures % 1 100 100

Cascading of Performance

Contracts

% 1.5 100 100

Weight Sub Total 15


CRITERIA CATEGORY UNIT OF

MEASURE

WEIGHT CURRENT

STATUS

FY 2017/18

TARGET

FY

2018/19

D CORE MANDATE

Improve uptake of the Tetheka

Fund loans from the current

Kes 87,089,000 which is 38%

of the total fund for FY

2018/2019 to 100,000,000

which is 44% of the total fund

for FY 2019/2020

% 8 100 100

Reduce defaults from the

current rate of 17% for FY

2018/2019 to 12% for FY 2019

% 3 100 100

Reduce the loan processing

period for Tetheka Fund loans

from the current 4 to 3 months

% 3 0 100

Social Protection and

Livelihood Support to

Vulnerable Groups

% 10 100 100

Social Policies Development No. 5 0 4

Men and Women

Empowerment

% 6 100 100

Empowerment of Persons with

Disability (PWDs)

% 5 100 100

Arts and Culture Promotion and

Development

% 3 100 100

Heritage Development,

Preservation, Promotion and

Protection

% 2 0 100

Performing Arts Development

and Promotion

% 3 0 100

Music Development, Promotion

and Preservation

% 2 100 100

Revenue Collection Kes 4 N/A 60,000

Ease of Doing Business % 2 100 100

Compliance With Statutory

Obligations

Report 2 1 1

Project Completion Rate % 2 80 100

Weight Sub Total 60


E CROSS-CUTTING ISSUES

Prevention of Alcohol and

Substance Abuse

% 0.5 100 100

Prevention of HIV Infections % 1 100 100

Disability Mainstreaming % 0.5 100 100

Environmental Sustainability % 1 100 100

Corruption Prevention % 1 100 100

National Cohesion and Values % 1 100 100

Weight Sub Total 5

OVERALL TOTAL WEIGHT 100


EXPLANATORY NOTES

A. FINANCE AND STEWARDSHIP:

Performance Objective 1: To Enhance Optimal Utilization and Mobilization of

Resources

Absorption of Allocated

Funds

The department commits to:

Absorb all allocated funds for recurrent and development

expenditure by June, 2020. The total allocated budget is Kes

162,890,595.41.

i) Recurrent Budget Kes 64,805,049.11.

ii) Development Budget Kes 98,085,546.30.

Development Index 60.2 % by June, 2020 which equals to Kes 98,085,546.30.

98,085,546.30/162,890,595.41.=60.2%.

A-in-A The department commits:

i) To engage four development partners (40%); and

ii) To source for at least Kes 2,000,000 from development partners

(60%).

Asset Management The Department commits to undertake the following:

i) Inventory Management – adoption of a digital asset register

(60%);

ii) Update the asset register (30%); and

iii) Identify, list, segregate and undertake disposal of

obsolete/unserviceable items as per the Public Procurement and

Assets Disposal Act (10%).

Pending bills The department commits to ensure that the pending bills do

not exceed 1% of actual budgetary allocation for the financial

year.

B: SERVICE DELIVERY:

Performance Objective 2: To Manage Citizens Expectations through Effective, Efficient

and Sustainable Service Delivery

Implementation of

Citizens’ Service

Delivery Charter


i) Display the Citizens’ Service Delivery Charter

prominently at the point of entry/service delivery points

(40%);

ii) Sensitize employees on the service charter (30%);

iii) Analyse the adherence to the core values as set out in the

charter (20%); and

iv) Monitor adherence to the commitments and standards set

out in the charter. (10%).

Customer Satisfaction The department commits to:

i) Develop a strategy for the implementation of the

recommendations of the customer satisfaction surveys (40%);

ii) Implement the recommendations of the customer satisfaction

survey report (30%); and

iii) Monitor and evaluate the implementation process (30%).

Application of service

delivery Innovations


i) Develop a walking gallery with children voices to enhance


awareness on child protection (50%); and

ii) Implement the walking gallery on child protection (50%).

Resolution of Public

Complaints


i) Sensitize departmental staff on complaints management

procedure (20%);

ii) Upload the departmental complaints

handling/management procedure to the County’s Website

(20%);

iii) Register complaints that are reported (20%);

iv) Respond to complaints within twenty-one (21) calendar

days (20%); and

v) The Committee shall submit quarterly reports to the Executive

Committee Member on the number of complaints received,

actual resolution or action taken in the prescribed format (20%).

Automation The department commits to:

i) Establish a 24/7 free hotline for reporting SGBV cases within

the County (100%).

C. INSTITUTIONAL TRANSFORMATION

Performance Objective 3: To Strength the Rule of Law and Inclusion of Vulnerable

Groups in Socio-Economic Development

Development of County

Planning Framework


i) Get cabinet approval of the Departmental Strategic Plan

(20%);

ii) Launch and implement the 5 years Departmental Strategic

Plan (40%);

iii) Prepare the following planning frameworks:

- Annual Departmental Work Plan (20%);

- Procurement Plan (10%); and

- Individual work plans (10%).

Youth Internships/ Industrial

Attachments/Apprenticeships


i) Accommodate 8 attachés (one per Sub County) (70%); and

ii) Mentor attachés through On-Job-Trainings (30%).

Access to Government

Procurement Opportunities

(AGPO)


i) Reserve KES 31,540,664 being 30% of the departmental

procurable budget for AGPO. (50%); and

ii) Monitor AGPO uptake across all the county departments

(50%).

Promotion of Local Content The department commits to:

i) Reserve Kes 42, 045, 218 being 40% of the total value

of the procurement budget for goods and services

produced locally as provided for in the annual

procurement plan (100%).

Competence Development The department commits to systematically enhance skills and

proficiencies of staff in order to address career progression

of individual employees and improve institutional

performance by:


i) Identifying skills and competencies that are required in

the department (20%);

ii) Developing a competence development plan (20%);

iii) Preparing a staff annual training plan (20%);

iv) Implementation of the plan (20%); and

v) Prepare an end of year report on competence

development (20%).

Knowledge Management The department commits to:

i) Identify sources of institutional knowledge (20%);

ii) Document institutional memory for future use

through journaling and interviews (20%);

iii) Develop and share back to office reports after

trainings and seminars (40%); and

iv) Document and share relevant knowledge and best practices

across divisions (20%).

Work Environment The department commits to:

i) Implement the work environment survey findings and

recommendations (40%);

ii) Develop and implement a staff rewards and sanctions

programme (40%); and

iii) Organize one departmental team building exercise (20%).

Safety and Security

Measures


i) Train 4 departmental officers on safety and security

measures (50%);

ii) Ensure continuous back up of official documents (30%);

and

iii) Continuous sensitization of staff during meetings on

safety and security (20%).

Cascading of Performance

Contracts


i) To fully cascade the performance contract to all the staff

members as follows:

- Between the CECM and the Chief Officer; (20%)

- Between the Chief Officer and the Directors; (20%) and

- Cascading of the performance contract through performance

appraisals between Directors and other officers. (10%); and

ii) Monitor and evaluate performance contracts and staff

performance appraisals. (50%.)

D: CORE MANDATE

Performance Objective 4: To Ensure Timely Implementation of Development Projects and

Programs in an Efficient and Effective Manner

Improve uptake of the

Tetheka Fund loans from the

current Kes 87,089,000

which equals to 38% of the

total fund for FY 2018/2019

to 100,000,000 which equals

The Department commits to:

i) Create awareness on access and utilization of the Tetheka

Empowerment Fund (50%); and

ii) Sensitize people (youth, women, men and persons with

disability, farmers, entrepreneurs and other special interest

groups) on the availability of the Tetheka Fund. (50%).


to 44% of the total fund for

FY 2019/2020

Reduce Tetheka Fund loan

defaults from the current rate

of 17% for FY 2018/2019 to

12% for FY 2019


i) Conduct an assessment to establish factors contributing to

loan defaults (30%);

ii) Develop a loan default reduction strategy (20%);

iii) Implement the loan default reduction strategy. (30%); and

iv) Prepare a report on the loan repayment and default trends.

(20%).

Reduce the Tetheka Fund

loan processing period from

the current 4 to 3 months


i) Increase frequency of Tetheka Fund loan approval

committee meetings from quarterly to bimonthly (50%); and

ii) Monitor progress and prepare a report. (50%).

Other Projects

Social Protection and

Livelihood Support to

Vulnerable Groups


i) Facilitate access to assistive devices for 120 PWDs across

the county (20%);

ii) Hold 30 Sensitization forums targeting 200 children each

aged 10-17 years on their rights and self-protection (15%);

iii) Support 3000 OVCs across the county with assorted items

(20%);

iv) Enhance universal health care for 200 elderly persons in all

the 30 wards by renewing annual NHIF subscription (10%);

v) Material support for 300 elderly persons across the county

(10%);

vi) Capacity build 6 community based child protection

champions committees across the county to enhance child

protection activities (10%); and

vii) Continuous rescue of SGBV survivors across the County

(15%).

Social Policies Development The Department commits to:

i) Develop four policies (Children Policy; Gender

Mainstreaming Policy; SGBV Policy; and Social Protection

Policy) (80%); and

ii) Develop Social Hall Utilization Guidelines (20%).

Men and Women

Empowerment/Community

Development programmes


i) Perform advocacy and conduct awareness campaigns on

Sexual and Gender Based Violence (SGBV) at sub county

level (20%);

ii) Enhance public awareness on gender equality and inclusion

activities (20%);

iii) Hold 6 sensitization forums on gender roles to enhance

family values (20%).

iv) Identify and support 30 groups with a seed tank under the

Nzangule ya Matangi programme to enhance water

harvesting at the household level (20%);


v) Quarterly progress report on Nzangule ya Matangi (10%);

and

vi) Develop and administer a tool on the level of gender

mainstreaming within the County (10%).

Empowerment of Persons

with Disability (PWDs)

The Department commits to equipping and operationalization

of the PWDs Center by:

i) Procurement of tools and machines required for various

skills; (30%)

ii) Levelling and landscaping of the PWDs Centre to make it

disability friendly; (20%)

iii) Establish a Centre management board; (20%)

iv) Recruit trainers and support staff; (20%) and

v) Facilitate first intake of students. (10%).

Arts and Culture Promotion

and Development

The department commits to hold two cultural exhibitions and

events to promote Akamba culture:

i) Hold 1 cultural exhibition during the Makueni A.S.K

Satellite Show-(50%); and

ii) Hold 1 cultural event in collaboration with community

groups to promote Akamba culture-(50%).

Heritage Development,

Preservation, Promotion and

Protection


i) Facilitate the signing of an MOU with the National

Museums of Kenya (NMK) for collaboration in the

development, preservation, promotion and protection of the

rich heritage in the County-(30%);

ii) Mapping of County heritage sites and monuments-(30%);

iii) Preparation of a County Heritage Database-(20%); and

iv) Collect and document Akamba intangible or ‘living’

heritage-(20%).

Performing Arts

Development and Promotion


i) Facilitate film production by local film producers and one

film exhibition-(50%); and

ii) Organize one exhibition of winning theatre productions

from the County in the Kenya National Drama Festivals-

(50%).

Music Development,

Promotion and Preservation


i) Facilitate the participation of the Makueni County Choir in

the Kenya Music and Cultural Festival-(25%);

ii) Facilitate the participation of the Makueni County Choir in

the Makueni A.S.K. Satellite Show-(25%);

iii) Facilitate 30 single recordings for artists at the Makueni

Recording Studio-(25%); and

iv) Facilitate 5 full albums recordings for artists at the Makueni

Recording Studio-(25%).

Revenue collection The department commits to:

i) Publicize and encourage people to conduct social functions

in the Wote Social Hall (30%);


ii) Publicize availability of the Wote Social Hall for use by

government departments and agencies (30%); and

iii) Collect Kes 60,000 from Wote Social Hall hiring fees.

(40%).

Ease of doing business The department commits to:

i) Publicize the availability of Tetheka Fund Loan online

application form (100%).

Compliance With Statutory

Obligations

The department commits to comply with and enforce the:

i) Public Procurement and Assets Disposal Act and

Regulations (10%);

ii) The Children’s Act (20%);

iii) Sexual Offences Act (20%);

iv) Persons with Disabilities Act (20%);

v) Tetheka Fund Regulations and Guidelines (20%); and

vi) Public Finance Management Act, 2012 (10%).

Project Completion Rate The department commits to:

i) Improve the project completion rate from the current status

of 80 % to 100% in the FY 2019/2020.( 100%)

CROSS-CUTTING ISSUES

Prevention of Alcohol and

Drug Abuse

The department commits to address alcohol and drug abuse by:

i) Establish a baseline of staff affected by alcohol and drug

and substance abuse (30%);

ii) Sensitization of staff on prevention of drug and substance

abuse (40%); and

iii) Support staff affected by alcohol and drug and substance

abuse through referral for counselling (20%).

Prevention of HIV Infections The department commits to:

i) Create awareness to its staff on prevention of HIV infections

(50%); and

ii) Provide HIV and AIDS voluntary counselling and testing

and referral for care and treatment to staff. (50%).

Disability Mainstreaming The department commits to:

i) Continuous monitoring of PWDs representation in

our PMCs and forums (30%);

ii) Ensure at least one attaché is attached to the disability

mainstreaming office (10%);

iii) Sensitize departments to ensure designs for

construction works are disability friendly (30%);

iv) Develop and administer a tool on level of disability

mainstreaming within the county (20%); and

v) Develop report on the status of disability

mainstreaming in the County (10%).

Environmental Sustainability The department commits to:

i) Harvest water at the PWD Centre by installing gutters and

two 10,000 litre plastic water tanks (40%);

ii) Reduce the use of paper by printing on both sides of the


paper. (20%); and

iii) Plant and nurture 50 trees at the PWD Centre. (40%).

Corruption Prevention The department commits to:

i) Develop a corruption perception survey tool (20%);

ii) Undertake a departmental corruption perception survey with

stakeholders (30%);

iii) Analyze the findings and implement the recommendations

(30%); and

iv) Prepare a report (20%).

National Cohesion and

Values


i) Sensitize staff on national cohesion, national values and

principles of governance to create a transformed, cohesive,

peaceful, united and values-driven department (20%);

ii) Ensure that our programmes promote National Values and

Principles of Governance. (20%);

iii) Inform and encourage staff on the need to use the official

and national languages in the office. (20%).

iv) Enhance access to persons with disability empowerment

programmes through publicizing them. (20%); and

v) Establish a departmental system for sharing responsibilities

and delegation of duties to ensure equity and equal access

to opportunities. (20%).

Documents

REPUBLIC OF KENYA GOVERNMENT OF MAKUENI COUNTY … · the Government of Makueni County (hereinafter referred to as (“GMC”) represented by H.E. the Governor, of P. O Box 78 - 90300,