The appointment of the Clerk is enshrined in the County governments Act ,No.17 of 12 Section 13 and part 1V of the County Assembly Service Act which state that there shall be a Clerk of the County Assembly, appointed by the County Assembly Service Board with the approval of the County Assembly; through an open, transparent and competitive recruitment process.
The Clerk of the Assembly shall perform the following functions:
The Clerk is the Chief administrative officer of the County Assembly and is responsible for the day to day management of the County Assembly.
The duties of the Clerk are conducted within the plenary; the Clerk performs these duties directly or through other officers. The Clerk performs both administrative and procedural functions in the Assembly.
Administrative Functions of the Clerk includes:
- Overall supervision of the County Assembly staff. The Clerk ensures that capacity building and development of all staffs is taken
- The Clerk is the secretary to the County Assembly Service Board(CASB). As the secretary, he is in charge of taking the Board’s minutes in all Board meetings and advises the board on matters relating to staff such as promotions, staff development and discipline and relevant training areas.
- He provides advisory services to the Speaker, Members of the County Assembly (MCAs) and Board Members.
- He acts as the link between the County Assembly and Assembly’s’ stakeholders.
- Oversees the operations of the county Assembly car and mortgage loan.
- The Clerk implements the County Assembly strategic plan and ensures that all the departments meet their objectives.
- He coordinates the preparation of the County Assembly budget and controls its expenditure.
- The Clerk serves as an Accounting officer.
As an accounting officer, he is in charge of financial operations of the County Assembly and authorizes all the Assembly expenditures.
Procedural Functions of the Clerk:
- Administering of Oath or affirmation of loyalty to new Members and the Speaker
- Recording the decisions of the House in the votes and proceedings
- Advising the Speaker during Chamber proceedings and keeping records of all the documents presented to the House.
- Coordinate ceremonial occasions in the Chambers such as Swearing in of new Members, State of the County Address and opening of the House.
- Presides over the election process of the Speaker and keeps all the ballot papers for a period of Six months.
- Rendering of expert, non-partisan and impartial advice to the Members of the County Assembly on the legislative process, and parliamentary procedure and practice; and
- Carrying out such other duties and exercising powers as may be conferred on him or her by law or by the Standing Orders and practices of the County Assembly.
OFFICE OF DEPUTY CLERK LEGISLATIVE SERVICES
The Deputy Clerk Legislative Services is the second senior-most officer in the County Assembly and the immediate deputy to the Clerk of the County Assembly. The Deputy Clerk deputizes the Clerk in the management of the affairs of the County Assembly.
The Deputy Clerk Legislative Services has several responsibilities in the County Assembly including:
- Deputizing the Clerk of the County Assembly;
- Overseeing external relations including international relations, interparliamentary relations, conferences and protocol affairs;
- Overseeing enhancement of public understanding and knowledge of the work of the County Assembly and increasing public accessibility and awareness of its operations;
- Providing professional and impartial advice on matters of parliamentary practice and law to the Speaker, other presiding officers and Members of the County Assembly as required and facilitating the proceedings of the County Assembly;
- Member of the Management Committee;
- Coordinating the development and implementation of the strategic plan and annual work plans for the County Assembly and ;
- Overseeing the following Departments of Legislative Procedure and Chamber, Committee, Legal, research, Hansard, Information services and Serjeant at Arms.
Mandate of the Department
The mandate of the Department of Legislative and Procedural Services includes providing procedural and legislative support, administrative support and an interface between the House and internal and external stakeholders. The Department was established in 2021 as part of the restructuring of the operations of County Assembly initiated by the County Assembly Service Board aimed at improving service delivery.
The Department discharges the following duties and responsibilities:
- Preparation of the draft County Assembly calendar for approval by the House.
- Preparation, processing and circulation of the weekly programme of Business, Order Papers and the resultant Votes and Proceedings of the County Assembly.
- Provision of procedural advice and timely disposal of the agenda of as directed by the House Business Committee (HBC).
- Facilitating distribution of Bills, Reports and other County Assembly documents/publications.
- Providing support through secretariat services to the Standing Committees of the County Assembly.
- The Department coordinates and supervises the functions and operations of committees.
- Providing procedural research support to the House and members.
- Providing an interface for enhanced public participation and awareness of the role of Assembly.
- Link between County Assembly and External County and inter-parliamentary legislative bodies.
- Drafting and marshaling publication of Bills, Motions, Sessional papers, Statements, questions and Petitions.
- Keeping custody of and archiving all journals and records such as Votes, Proceedings and Papers laid on behalf of the Clerk.
- Preparation and custody of Messages to and from the County Assembly and office of the Governor.
- Processing of Petitions to County Assembly by members of the public.
- Responsible for carrying out Chamber duties and research for Speaker's rulings.
- Facilitating County Assembly diplomacy through County Assembly Caucuses and Friendship Groups between the County Assembly and other County Assemblies and parliaments.
- Updating Tracking Registers for Petitions, Regulations, Motions and Speakers’ Communication.
The Mandate of the Department
The Department was re-aligned in 2021 as part of the reconstruction of the operations of County Assembly initiated by the County Assembly Service Board aimed at improving service delivery. The Committee Service Department provides administrative services that support Members of the County Assembly in their various Committees. The role of this Department entails: preparing Committee meeting schedules, offering procedural advice to chairpersons of Committees with regard to Committee business; among others.
The functions of the department include:-
- Coordinating a cluster of units within the Committee Services Departments.
- Coordinating provision of technical and administrative support to the Sectoral Committees.
- Organizing and coordinating Seminars and Conferences for continuous capacity building and networking for Members and departmental staff.
- Ensuring good record management of minutes and records for reference in research and analysis on parliamentary practice and procedure.
- Supervising preparation and management of chamber documents to guide the business of the plenary.
- Coordinating the committee functions.
- Offering technical and administrative services to the Committees of the County Assembly and the County Assembly Service Board.
- Ensuring general compliance to parliamentary procedure, practice and rules.
- Conducting Corruption Risk Analysis and advising Management on necessary interventions and ensure accurate and timely submission of Integrity returns in line with the approved format.
- Performing compliance checks to enhance adherence to Ethical Standards Procedures in all operating levels of the Assembly.
- Providing support in the designing and implementation of program evaluation and operations research studies, as appropriate.
- Planning for, designing, and participating in the implementation of Monitoring and Evaluation capacity-building initiatives for County Assembly staff.
- Developing Monitoring and Evaluation plans for County Assembly programs.
- Developing and implementing data quality assurance strategies in the respective County Assembly programs.
Brief Description of Department and Sections Mandates
The department consists of three sections whose mandates are, but not limited to the following;
1. Finance Section
- Preparation of planning and budget documents.
- Preparation of Section work plans.
- Sourcing of funds for the County Assembly.
- Advising on prioritization of programmes for resources allocation.
- Monitoring expenditures of the County Assembly through Vote book control.
2. Accounts Section
- Processing of payments.
- Preparation of section work plans.
- Preparation of monthly, quarterly and annual financial statements.
- Preparation and maintenance of the Fixed Assets Register.
- Preparation of Audit responses.
3. Procurement Section
- Procurement of goods, works and services.
- Preparation of consolidated annual procurement and disposal plan.
- Preparation of Monthly, quarterly and other statutory reports.
- Stores and Inventory Management.
- Advising the county Assembly on all matters relating to procurement.
- Maintain and safeguard procurement and disposal documents and records in accordance with the regulation.
- Interpretation, implementation and enforcement of public procurement.
The Mandate of the Department
The core mandate of ICT department is to enable Bungoma County Assembly to be efficient, results-oriented and citizen-centered institution through providing high-quality customer-focused information technology services. It’s also tasked with providing solutions to the County Assembly of Bungoma in the actualization of its legislative, oversight and representation mandate.
The following are its responsibilities:
- Coordinating the designing, development, testing and implementation of computer applications.
- Coordinating the customization, configuration and installation IT systems, network and telephone systems, computer applications, email systems and information security systems.
- Providing ICT solutions and support to departments.
- Coordinating software upgrades, documentation and maintenance of ICT systems.
- Coordinating implementation of ICT policies and standards.
- Training end users on Information Communication Technology matters.
- Preparing progress reports of the systems in place.
- Initiating departmental procurement process in line with the approved budget.
PUBLIC COMMUNICATION AND MEDIA RELATIONS SECTION
Public Communication section is an office responsible for enhancing public relations activities both within and outside of County Assembly. It’s tasked with developing an effective communication strategy. Actively engages the media and communicates on behalf of the County Assembly and sensitizes County Assembly Members on media and image management.
The section is also mandated to carry out the following task;
- Design, innovate and recommend corporate materials for building County Assembly’s brand and image.
- Strengthens avenues for public access to County Assembly information and engagement.
- Spearhead the County Assembly engagement in Corporate Social Responsibility (CSR) activities.
- Develops and updates the County Assembly website content.
- Provision of protocol services for the County Assembly.
- To enhance the involvement of the public in legislation and oversight.
- To strengthen County Assembly relations, partnerships and linkages.
- To enhance County Assembly outreach and promote ideals of County Assembly democracy.
- Identifying appropriate media to disseminate information on Assembly activities to the public.
- Initiating departmental procurement process according to the approved budget.
- Enhance the live broadcast of Hous proceedings.
- Facilitate the Speaker’s Office to enhance the public image of County Assembly.
Internal Audit is an independent, objective assurance and consulting activity designed to add value and improve an organization’s operations. It helps an organization to accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control and governance processes.
To be the trusted business advisor to the accounting officer and the Audit Committee of Bungoma County Assembly by striving to offer ways of enhancing and protecting organizational value.
The Mandate of the Department
Internal Audit is charged with the following responsibilities:
- Preparation of the internal audit charter for approval by the audit committee as well as periodic updates.
- Develop a flexible annual audit plan using an appropriate risk-based methodology, including any risks or control concerns identified by management, and submit that plan together with the budgetary provisions and staffing levels to the Audit committee for review and approval, as well as periodic updates.
- Implement the annual audit plan, as approved, including as appropriate any special tasks or projects requested by the management and the audit committee.
- Coordinate and provide support and oversight of all external auditors and regulators. Consider the scope of work of the external auditors and regulators, as appropriate, for the purpose of providing optimal audit coverage to the County Assembly at a reasonable overall cost.
- Assist in the investigation of suspected irregularities or fraudulent activities impacting the County Assembly and provide necessary reporting to management and to the Audit committee.
- Provide reports to management and the Audit Committee on the final results of audits and reviews performed.
- Provide quarterly and annual status reports to the Audit committee and to management summarizing outstanding issues related to audit and review activities.
- Internal Audit has a professional responsibility to conduct reviews with an attitude of professional skepticism. Internal audit recognizes that the application of internal auditing procedures may produce evidence indicating the possibility of errors, irregularities, or fraud. However, internal audit cannot be solely responsible for the detection and prevention of all errors, irregularities or fraud which may occur. This is a responsibility shared by all members of County Assembly management.
The Mandate of the Department
- Drafting of bills.
- Drafting of Committee stage amendments reports to Bills proposed to the Assembly by any Member of County Assembly or any Committee of County Assembly.
- Advising the speaker, the Clerk, Hon. Members of the Assembly and members of staff on legal issues.
- Legal representation of County assembly and the CASB in court proceedings.
- Litigation management.
- Drafting of contacts, negotiation of contracts.
- Witnessing and attesting contracts between the assembly and suppliers.
- Liaising with legal officers in the office of the County Attorney on litigation matters involving the County Assembly.
- Drafting of motions and statements.
- Process petitions submitted to the County Assembly for further action.
- Review existing laws
- Champion for public participation and bunge mashinani.
- Review and examine claims, litigation, arbitration and prepare draft responses to the same.
- Undertaking legal research on matters before the Department.
- Drafting legal opinions on matters before or relating to County Assembly and giving legal advice on commercial matters.
Mandates and Functions
Research Services - Mandate
- Provision of non-partisan professional research assistance and analysis to Members, committees and staff of the County Assembly.
- Preparation of County Assembly reports, briefs, background and discussion papers and factsheets on various aspects of the County Assembly.
- Writing research papers and reports and facilitating their subsequent publications and dissemination.
- Provide backup to County Assembly Committees.
- Initiate and conduct anticipatory research and analysis on key policy issues.
- Provide expert interpretation, explanation and analysis; including assessing the strengths and weaknesses of policy options.
Library Services - Core functions
- To offer information services to the County Assembly fraternity.
- Provide access to information materials.
- Provide assistance in using the information resources.
- Support clients to enable them to develop the skills needed to fulfill their current and future information needs.
Who We Are
The County Assembly of Bungoma Budget Office mirrors, in its set up and functions, the National Parliament Budget Office (PBO) which was established under the Fiscal Management Act of 2009 and later entrenched in the PFM Act, 2012 (following the repeal of the Fiscal Management Act of 2009).
The rationale for the creation of this office was because for a long time, Parliament played a minimal visible role in the formulation, implementation, audit and oversight of the budget. Budget making was, for the most part, under the exclusive control of the Treasury and the Ministry of Finance officials. As a result, the budget was presented to the legislature only a few hours before the minister read his budget speech and tabled voluminous and complex documents in the House. Parliament did not have the capacity to analyze the policy documents and its involvement remained largely a formality, a “rubber stamp” to the Executive’s budget, which it did not really comprehend. The PBO was, therefore, established to address this weakness.
The new formation effectively shifted the role of the National Assembly from a “budget- approving” legislature to a budget-making one. At the onset of devolution, the 2010 Constitution led to the creation of Counties as another layer of Government with clearly defined roles. Article 185 provides that the legislative authority of a County is vested in and exercised by the County Assembly. This therefore implies that County Assemblies plays the same role as National Assembly in the Budget making process at the County level.
The County Assembly of Bungoma Budget Office (CABO) was established in 2013 at the onset of devolution. It is headed by a Principal Fiscal Analyst and the Officers working in this department are called Fiscal Analysts.
The Budget Office is a non-partisan professional office in the Assembly whose function is to provide professional non-partisan advice, conduct objective analysis in respect of the budget, finance, and the economy in a bid to help the members effectively execute their oversight role
Strategic objective is to strengthen the capacity of members in their oversight, representation and legislative role over public financial management.
Our Core Values
The CABO is committed to upholding the following core values:
The roles and functions of CABO are derived from the Public Finance Management Act of 2012. More specifically, section 10 of the act provides that CABO shall:
- Provide professional services in respect of budget, finance, and economic information to the committees of The County Assembly.
- Prepare reports on budgetary projections and economic forecasts and make proposals to the committees of The County Assembly responsible for budgetary matters.
- Prepare analyses of specific issues, including financial risks posed by government policies and activities to guide The County Assembly.
- Consider budget proposals and economic trends and make recommendations to the relevant committees of The County Assembly with respect to those proposals and trends.
- Establish and foster relationships with the National Treasury, County Treasury and other national and international organizations with an interest in budgetary and socio-economic matters it considers appropriate for the efficient and effective performance of its functions.
- Subject to Article 35 of the Constitution, ensure that all reports and other documents produced by the County Assembly Budget Office are prepared, published and publicized not later than 14days after production.
- Report to the relevant committees on any Bill (Money Bill) that is submitted to County Assembly that has an economic and financial impact, making reference to the fiscal responsibility principles and to the financial objectives set out in the relevant County Fiscal Strategy Paper.
- Analyzing specific fiscal documents that are submitted in the County Assembly by the Executive wing, Controller of Budget and the Auditor General in order to share with members of the sectoral Committees for simple understanding during interrogations as per their oversight role.
Budget Office shall provide high quality services to our clients. In this regard, our valued clients are-
- The People of Bungoma County
- Hon. Members of the County Assembly
- The County Executive Arm of Bungoma County Government
- Hon. Members of the National Assembly and the Senate
- The National Government
- County Governments
- Constitutional Bodies and Independent Institutions
- The Media
- International Parliamentary Bodies and Associations and Global Partners
- Research Institutions and the Academia
- The Private Sector
- Non-Governmental Organizations and Community Based Organizations
- Development Partners
- Staff of the County Assembly
The Human Resource and Administration function entails the overall running of the human capital of the County Assembly. The department’s span of control is geared towards formulation, interpretation, implementation and review of appropriate Human Resource Management Policies, Rules, Regulations and Procedures for effective and efficient service delivery. The department participates in the end-to-end Human Resource cycle of talent acquisition, management and separation. The Administration section deals with the overall operation of the assembly secretarial work, transport management, records management and messengerial work. This indeed makes the department be backdrop on which the Assembly thrives by having a dedicated workforce.
Achievements of The HR Department
Since the establishment of the County Assembly, the department has helped the County Assembly Service Board in bringing on board competent members of staff that have helped the County Assembly fulfill its constitutional mandate of Legislation, Oversight and Representation. The department, with the help of the Board, is in the process of introducing a Performance Management framework that will ensure the measurement of work done by Assembly staff.
Records Management Section
A section within the Human Resource and Administration department mandated with ensuring the security of information and records, storage and maintenance of files, receipt and dispatch of mail and correspondences among others. Our mission is to provide quality Records Management service for the County Assembly fraternity and to ensure proper training and maintenance of standards through efficient creation, maintenance, preservation, transmission and utilization of information for knowledge.
The Mandate of The Section
Overall responsibilities of the records management section in the Assembly:
- Interpret and implement record management policies and procedures.
- Develop records management systems for the storage of assembly documents.
- Liaising with relevant departments and professional agencies on the management of the records in the Assembly.
- Training and career development of the records management staff.
- Coordinating and preparation for disposal schedule of records and documents in liaison with relevant government agencies.
- Coordinating the procurement process as per the approved procurement plan.
- Coordinating and Identifying the unit’s training needs based on performance appraisal reports.
- Mentoring and coaching staff in Records Management.
- Ensure that file movement records are updated and maintained.
- Responsible for efficient and effective management of registry services.
- Determine and prepare a disposal schedule of records and documents in liaison with relevant government agencies.
- Preparation and submission of budget estimates for registry services.
Works is a Support Section within the Bungoma county assembly of organizational structure. It is charged with infrastructure development and general maintenance of building structures, electrical and mechanical works. The section works in collaboration with other departments for the common goal of the County assembly which is legislation, oversight and representation of the people.
The Mandate of the Department
Its core mandates among others are as follows:-
- Planning, design and preparation of building contract documents.
- General repair and maintenance work in the Assembly.
- Supervision of works accordingly.
- Rehabilitation and maintenance work.
- Inspection, Commissioning and Testing of Electrical and Mechanical safety of buildings.
- Vehicle and machines maintenance.
- Suspension of construction and implementation of all un-procedural works at the Assembly.
- Projects management duties where external consultants are involved in both New Project developments and rehabilitations including all related specialized services.
- General repair and maintenance of furniture in the Assembly.