Administration & Support Services

The Administration and Support Services is headed by Secretary Administration and is a non-technical directorate within the State Department for Energy. It is made up of various Departments/Units and sections that provide specialized support services for optimum operations of the technical directorates.  It also provides centralized services concerned with co-ordination, organization and management of administrative services within the State Department

Division/Sections/Units include:

Administration Division

• Provides centralized services concerned with co-ordination, organization and management of administrative services at the State Department.
• Co-ordination and stewardship of Government business and responding to emerging policy and development initiatives;
• Promotion of statehood and nationhood;
• Policy formulation, analysis and general administration;
• Office management; management of staff in areas of deployment;
• Responding to parliamentary business;
• Co-ordination of official and state functions; preparation of reports, speeches and briefs;
• Arbitration of disputes;
• Customer care;
• Responding to emerging issues and initiatives such as the Kenya Vision 2030 and Sustainable development goals;
• Implementation and follow ups of Presidential directives with respective sectors; inter-ministerial liaison;
• Promotion of ethics and integrity;
• Management of public resources and assets;
• Promotion of the Government image; and
• Promotion of good governance.

Responsible for the management and coordination of Human Resource Management and Development function.

• Planning for the human resource requirements of the State Department;
• Management of recruitment, compensation, maintenance and separation of human resources;
• Implementation of human resource management policies, rules and regulations;
• Coordination of development and review of Schemes of Service administered by the State Department;
• Implementation of performance management;
• Identification of skills requirements;
• Formulation and implementation of the human resource development plan;
• Coordinate the implementation of training programmes;
• Secretariat to Human Resource Management Advisory Committee;
• Secretariat to Employee Performance Management Committee;
• Coordination of internship and attachment programmes in the State Department; and
• Monitoring and evaluation of training programmes.

The mandate of the CPPMD is drawn from a Circular Letter by the former Cabinet Secretary, National Treasury and Planning Ref: TNTP/SDP/1/18/9 VOL. II/83 dated 4 th September, 2022 on Renaming and Elevation of Central Planning and Project Monitoring Units (CPPMUs) to CPPMDs.

The Department is headed by Director of Planning, with the following functions:

i. Coordinate the formulation, implementation and review of national and sectoral development plans, policies and strategies;
ii. Ensure linkage between the national and sectoral policies, plans and budgets;
iii. Monitor, evaluate and report progress on implementation of the national development Blueprints, policies, programmes and projects;
iv. Develop, coordinate implementation and report on the Ministry/State Department strategic plan and performance contract;
v. Uploading, updating information and generating Ministry/State Department projects/programme reports in the Electronic National Integrated Monitoring and Evaluation System (e-NIMES).
vi. Conduct sector-specific economic analysis and research on topical and emerging socio-economic issues to inform policy formulation and planning;
vii. Ensure conformity to norms and standards on economic development planning;
viii. Liaise with the National Planning Offices at the Counties in coordinating National Government economic planning function;
ix. Preparing periodic sector-specific progress reports;
x. Conduct impact assessment of MDA programmes and projects;
xi. Coordinate prefeasibility and feasibility studies in the MDA;
xii. Updating and maintaining a Knowledge Management Repository;
xiii. Collecting and analyzing data for public expenditure tracking surveys, programmes and projects evaluations;
xiv. Coordinate implementation of international commitments, regional integration issues and economic partnerships;
xv. Secretariat to Project Committees and enforcing compliance to Public Investment Management (PIM) Guidelines; and
xvi. Ensure prudent utilization and management of resources allocated to the CPPMDs in undertaking the above functions.

Responsible for the management and coordination of Finance and Budgeting function.

• Processing of estimates for the program budget;
• Prioritization of programs and activities for results-based allocation of resources;
• Issuance of Authority to Incur Expenditure;
• Expenditure and revenue forecasts;
• Monitoring of revenue and expenditure;
• Prioritization of projects and activities for the purpose of financial allocations in the budget.
• Oversight of commitment of funds and expenditure trends, in line with Treasury Circulars;
• Budget monitoring and reporting;
• Reallocations within Budgeted Heads and programs;
• The overall financial management and control of voted funds; and
• Offering strategic leadership on all matters pertaining to financial management.

Responsible for the management and coordination of accounting function.

Management and coordination of the ICT function in the State Department.

• Maintaining ICT standards within State Department;
• Spearheading e-Government initiatives in the Service delivery;
• ICT User support;
• Systems analysis and design;
• Provision of technical and operational support for systems and infrastructure including networks, websites, email systems, databases, and applications;
• Development and implementation of computerized information systems;
• ICT security Controls;
• Formulation, implementation, and coordination of ICT policies, strategies, and programs; and
• Provision of advisory services to the Ministry on all matters related to ICT.

Responsible for the management and coordination of Supply Chain Management Services function.

• To maintain and continually update standing lists of registered suppliers for the procuring  entity  under sections  57 and 71 of the Act;

•   To prepare tender and Asset Disposal documents to facilitate fair competition;

• To prepare, publish and distribute procurement and disposal opportunities including invitations to tender, request for quotations and proposals, pre-qualification documents and Kenya Subsidiary Legislation, invitations for expressions of interest;

• Coordinate the receiving and opening of tender documents;

• To submit a list of registered or prequalified suppliers or contractors or consultants to the accounting officer for approval;

• To issue procurement and asset disposal documents to candidates in accordance with the Act and      Regulations;

• To propose the membership of relevant committees under the Act to the accounting officer for consideration and appointment;

• To coordinate the Evaluation of Tenders, Quotations and Proposals;

• To recommend for consideration of the negotiation of a procurement by the Evaluation committee where negotiations are allowed by the Act and these Regulations and participatein negotiations;

• To prepare and publish tender awards;

• To prepare contract documents in line with the award decision;

• To prepare and issue debriefing letters;

• To prepare contract variations and modifications documents;

• To maintain and archive procurement and Asset Disposal documents and records for the required period;

• To provide information, as required, for any petition or investigation to debar a tenderer or contractor or any investigation under review procedures;

• To implement the decisions of the accounting officer, including disposal committee and coordinating all procurement activities;

• To act as a secretariat to the evaluation, Inspection and Acceptance, and Disposal Committees;

• To liaise with the National Treasury or relevant County Treasury and the Authority on matters related to procurement and Asset Disposal;

• To prepare and submit to the National Treasury or relevant county treasury and the Authority reports required under the Act, these Regulations and guidelines of the Authority;

• To monitor contract management by user Departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts;

• To report any significant departures from the terms and conditions of the contract to the head of the procuring entity Kenya Subsidiary Legislation or accounting officer;

• To recommend for transfer of a Procurement or Asset Disposal responsibility to another procuring entity by the head of the procuring Entity when need arises;

• To prepare consolidated procurement and Asset Disposal plans

• To advise the procuring entity on aggregation of procurement to promote economies of scale;

• To co-ordinate internal monitoring and evaluation of the procurement and supply chain function;

• To carry out market surveys to inform the placing of orders or adjudication by the relevant awarding authority;

• To conduct periodic and annual stock taking;

• To certify the invoices and vouchers to facilitate the processing of payment to suppliers;

• To recommend extension of the tender validity period;

• To verify that the available stock levels warrant initiating a procurement process; and

•The unit ensures that all advertised tenders are posted on the Ministry website for all citizens to access and ensures competitive bidding.

Management and coordination of public communications and public relations functions.

• Improve and maintain a positive corporate image of the State Department for Energy (SDE);
• Building awareness and understanding on Ministry's programmes;
• Improve internal communication;
• Maintenance of external communication with sector stakeholders; and
• Enhance partnership with the media.

Development and implementation of the Gender Policy in the Energy Sector.

• Gender Policy Development and Implementation in the Sector;
• Building the capacity of officers in the Ministry on gender mainstreaming;
• Monitoring gender responsiveness in policies, projects and programs in the Energy Sector;
• Monitoring and reporting on Ministry's Compliance with the constitutional provisions on gender inclusivity and equity;
• Conduct periodic Gender impact assessments in projects in the Energy Sector;
• Establish Gender data management system;
• Development of Policies and Programs on Gender Based Violence; and
• Reporting to the National Gender and Equality Commission on the Ministry's
• compliance level on gender mainstreaming.

 Management and coordination of legal counsel services in the State Department including advising on all matters corporate governance, regulatory as well as managing litigations.

• Provision of legal services to the State Department;
• Coordination of development and implementation of legislations and policies; and
• Ensure compliance with the Constitution and other legislations.

Develops and implements internal audit programmes, plans, strategies and schedules.

• Receipt and custody of all records received from external and internal organizations;
• Develop/review of File classification and indexing;
• Dissemination and storage for information/records;
• Survey and appraisal of records for disposal, preservation or retention in collaboration with Kenya National Archives and
• Documentation Services (KNADS);
• Identification of proper storage equipment for records;
• Digitization of records; and
• Development of records management policy/procedure manual in line with the laid down regulations.

• Collection of information materials generated within the State Department and acquisition of new information materials from outside the organization;
• Provide users with access to information and dissemination of the same proactively (Selective Dissemination of Information);
• Facilitate research to users on various areas especially those related to petroleum issues;
• Planning and implementation of the library budget; and
• Maintenance and overall running of the daily operations of the library.