A REPORT PRESENTED TO:

KENYA FOREST SERVICE

CONSULTANT:

Envag Associates (K) Ltd Karen Plains Arcade, Off Karen Road 3rd Floor, Wing C # 6 P. O. Box 56656 - 00200 Nairobi, Kenya Tel: +254 - 20-2392316 Cell: 0708743165 www.envagassociates.com Email: envagassociateskenya@gmail.com

E A K L

September 2013

WORK ENVIRONMENT SURVEY

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TABLE OF CONTENTS

LIST OF TABLES III LIST OF FIGURES ............................................................................................................. IV LIST OF ACRONYMS/ ABBREVIATIONS ...................................................................... V EXECUTIVE SUMMARY .................................................................................................. VI CHAPTER ONE: INTRODUCTION ................................................................................. 1 1.1 Background ................................................................................................................................................ 1 1.2 Objective of Satisfaction Survey ................................................................................................................... 2 1.2.1 Specific Objectives of Satisfaction Survey ................................................................................................ 2 1.3 Satisfaction Defined .................................................................................................................................... 2 1.4 Factors Affecting Satisfaction ...................................................................................................................... 3 1.5 Determining Satisfaction Levels ................................................................................................................... 3 1.6 Significance of Work Environment Survey ................................................................................................... 3 1.7 Rationale for the study ................................................................................................................................ 4 CHAPTER TWO: APPROACH AND METHODOLOGY ................................................. 5 2.1 Activity Schedule and Timelines................................................................................................................... 5 2.2 Sampling ............................................................................................................................................. 5 2.3 Sources of Information ............................................................................................................................... 6 2.4 Work plan for the survey ................................................................................................................. 6 2.5 Data Collection Tools ................................................................................................................................. 7 2.6 Data Collection, Coding, Entry and Analysis................................................................................................. 7 2.7 Deliverables ............................................................................................................................................... 8 CHAPTER THREE: SURVEY FINDINGS ....................................................................... 9 3.1 Introduction to Findings .................................................................................................................. 9 3.2 Category of Findings ......................................................................................................................... 9 3.2.1 WorkEnvironmentforNonUniformedStaff ............................................................................................. 10 3.2.1.1 Physical Work Environment ............................................................................................................ 11 3.2.1.2 Occupational Safety ......................................................................................................................... 12 3.2.1.3 Occupational Health ........................................................................................................................ 14 3.2.1.4 Staff Relationship ............................................................................................................................ 15 3.2.1.5 Work Load ...................................................................................................................................... 16 3.2.1.6 Right Technology ............................................................................................................................ 18 3.2.1.7 Disability Friendliness ...................................................................................................................... 19 3.2.2. Work Environment for Encom Staff ..................................................................................................... 21 3.2.3 Demographics...................................................................................................................................... 24 CHAPTER FOUR: ............................................................................................................... 26 COMMENTS AND SUGGESTIONS .................................................................................................... 26 APPENDIX 1: WORK ENVIRONMENT SURVEY QUESTIONNAIRE ................ 31 APPENDIX 2. WORKPLAN ......................................................................................... 38

iii

LIST OF TABLES

Table Description Page

Number

Table E1 Category of respondents and Respondents vii

Table E2 Summary of the Findings of Work Environment Satisfactions in KFS vii

Table 2.4 Time schedule for performance 6

Table 2.5 Structure of data collection tool 7

Table 3.1 Overall work environment index 9

Table 3.2 Non Uniformed staff work environment Score 10

Table 3.3 Physical Work Environment 11

Table 3.4 Occupational Safety 12

Table 3.5 Occupational Health 14

Table 3.6 Physical Environment 15

Table 3.7 Work load 16

Table 3.8 Right Technology 17

Table 3.9 Disability Friendliness 18

Table 3.10 Work environment for uniformed staff 19

Table 3.11 Sex 21

Table 3.12 Age 21

Table 3.13 Marital Status 21

Table 3.14 Extent to which things have changed at KFS 22

Table 3.15 Length of time one expects to continue working for KFS 22

Table 3.16 Length of time worked with KFS 23

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LIST OF FIGURES

Figure Description Page Number

Figure 3.1 Overall Work Environment Index 9

Figure 3.2 Non Uniformed Work Environment Index 10

Figure 3.3 Physical Work Environment 12

Figure 3.4 Occupational safety 13

Figure 3.5 Occupational Health 14

Figure 3.6 Staff Relationship 15

Figure 3.7 Work load 16

Figure 3.8 Right Technology 18

Figure 3.9 Disability Friendliness 19

v

LIST OF ACRONYMS/ ABBREVIATIONS

Abbreviation Description

CD ROM Compact Disk Read Only Memory

Eq Equation

FGD Focus Group Discussion

SI Satisfaction Index

SPSS Statistical Package for Social Scientists

KFS Kenya Forest Service

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EXECUTIVE SUMMARY

1. Background

Kenya Forest Service (KFS) is a State Corporation established in February 2007 under the Forest

Act 2005 to conserve,develop and sustainably manage forest resources for Kenya's social-

economic development.

The KFS management structure comprises 10 conservancies that are ecologically demarcated, 76

Zonal Forest Offices, 150 forest Stations, and 250 divisional forest extension offices located

countrywide, and critical in forest management and surveillance.

To participate in forest management, forest adjacent communities have formed registered groups

and are currently working with KFS to sustainably manage forest resources. In total, there are 325

community forest associations.

MANDATE

To conserve, develop and sustainably manage forestry resources.

VISION

To be the leading organization of excellence in sustainable forest management and conservation

globally.

MISSION

Enhance conservation and sustainable management of forests and allied resources for

environmental stability and social-economic development.

CORE FUNCTIONS

1. Sustainably manage natural forests for social, economic and environmental benefits.

2. Increase productivity of industrial forest plantations and enhance efficiency in wood

utilization.

3. Promote farm forestry and commercial tree farming.

4. Promote efficient utilization and marketing of forest products.

5. Promote sustainable management of forests in the dry-lands.

6. Protect forestry resources and KFS properties.

7. Develop and maintain essential infrastructure for effective forest management and

protection.

This report therefore presents the findings of the study conducted by Envag Associates Limited (the

Consultant) with respect to satisfaction levels of work environment at KFS.

vii

2. Objectives

The main objective was to assess the perceived level of satisfaction of the services offered by KFS

to its employees and get their views on the challenges encountered in search of these services. It

also includes respondents’ suggestions on how service delivery could be improved.

The specific objectives that are expected to be met by the surveys are indicated below.

Health and safety issues in the work environment.

How the work environment can be improved to enhance wellness of the employees.

State of equipment used in day to day activities.

State of recreational facilities in KFS.

3. Scope

The following Table indicates the categories of employees sampled during these surveys.

Table E1: Category of Respondents and Response Rates

Category Population Targeted Achieved Response (%)

Encom staff 2500 750 508 67.74

Non Encom staff 3000 900 795 88.29

Total 5500 1650 1303 78.97

4. Methodology

Work Environment questionnaire captured responses of employees’ satisfaction with the working

environment at KFS.

Data coding and entry was done concurrently with data collection in the field. After which the

consultant embarked on analysis of the data, comments and observations obtained from field visits

and secondary sources. The consultant carried out data coding, framework development for data

entry and analysis of data using Ms Excel Platforms and SPSS.

After data analysis, satisfaction index (SI) was obtained, which was a single number that measured

the extent to which the respondents were satisfied. It was a weighted composite index that had

values ranging from 0 to 100. It was used to measure the responses to one or more questions

(factors) asked about the same idea.

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5. Survey Findings

The Table below shows the summary of the survey findings.

Table E2: Summary of the Findings of Work Environment Satisfactions at KFS

No. Conservancy Area Non ENCOM ENCOM Average

1. North Eastern 45.24 43.57 44.41

2. Ewaso North 46.80 46.38 46.59

3. North Rift 55.34 51.56 53.45

4. Eastern 59.56 53.51 56.54

5. Western 67.79 57.79 62.79

6. Mau 64.87 62.85 63.86

7. Nyanza 69.19 58.81 64.00

8. Coast 69.61 59.04 64.33

9. Central 70.58 67.67 69.13

10. Nairobi 75.83 68.71 72.27

Average 62.48 56.99 59.74

6) Conclusions and Recommendations

Conclusions

From the survey carried out in the month of September it was established that the employees of

KFS were somewhat satisfied at an average index of 72.99% between the two broad categories

that were targeted for the survey. The Non- Encom Personnel were more satisfied at 62.48%

while their Encom Counterparts were satisfied at 56.74%. The deviation between the two was

5.49. In terms of conservancy Nairobi and Central were considered to be drivers due to the high

indexes posted at 72.27% and 69.13%. When the Non – Encom respondents were evaluated

“Occupational Health”, “Staff Relationship” and “Occupational Safety” had high scores at

72.23%, 69.76% and 66.60% respectively. Among the Encom Personnel “Awareness to the forest

Act”, Provision Under KFS armed wing” and Service standing orders” were the drivers at 82.71%,

80.00% and 76.22% respectively.

The barriers to higher satisfaction were North Eastern and Ewaso North at 44.41% and 46.59%.

Among the Non- Encom Staff “Right technology and Physical environment had the lowest scores

at 53.23% and 53.93%. The Encom staff performed as follows “Adequacy in terms of Strength”,

“Provision of Transport”, “Effectiveness in Information Communication” and “Adequacy of

communication Equipment” had 37.72%, 41.09%, 41.15% and 41.67% respectively.

It is noteworthy mentionimg that the Work Environment has similar characteristics to Employee

satisfaction especially in terms of conservancy’s where Nairobi seemed to be the most satisfies

while North Eastern the least satisfied.

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Recommendations

Non-Encom

1. Right Technology

Right technology is ensuring that employees have the right working tools so as to be able to carry

out and perform their duties efficiently and effectively. In relation to this survey and in particular

the Non Encom KFS has strived to ensure that her employees are conversant with the kind of

equipment’s they are working with. However the respondents indicated that KFS needs to do

more in terms of providing them with these equipment’s. “Kindly ensure that offices have electricity and

computers for easy communication” –was obtained from a respondent inKapsabet while another from

Kiambu added saying “Buying more computers and replenishing chairs”- Kiambu, “building more offices,

equipments to the stations”-was obtained from Ijara. It is therefore recommended of KFS to carry out

furniture and equipments audit to ascertain what is the current need versus requirement in all

stations and all stations that have excess to give out to those that have a deficit.

2. Physical Environment

Physical environment can be described at the area in which an employee works or lives. It was

established during the survey that “Open plan office should be adopted” and KFS has already

began implementing the same especially from the headquarters. “It was also noted that work

station at KFS was comfortable”. However there is a need to increase the workspace at KFS by

ensuring that offices and work environment are comfortable. Comments obtained included

“building more offices”- was derived from a respondent in Maseno, “equipments to the stations”- a

Kisumu respondent said, “Build KFS head quarters –Modern store building to avoid risk of fire”

Headquaters, “Improve office/station facilities, adopt new technologies in field offices, continiusly sensitise the staff on

recent development” – was obtained fro a respondent in Marsabit and a respondent from Malindi

said“Dilapacteted office &staff accommodation”- Malindi. It would be imperative that KFS to ensure

maintenance of buildings is carried out periodicaly and as per the schedule. It is also critical that all

forest zones have a good working environment that includes an office or reception area for the

visitors.

3. Work Load

Workload is the amount of work that an individual carries out from day to day. In this case

workload was measured among the Non- Encom employees. The results indicate that workload

within KFS is reasonable, however in order to increase the satisfaction with KFS there is a need to

ensure that workload or work assigned is distributed uniformly across different cadres and

departments. A respondent from Kakamega said “To adopt the new technology for ease of operations” and

x

another from Marigat added saying, “Cascading of finding for the activities for the activities to the

implementers is not done”. KFS is encouraged to sensitize her staff especialy in areas to do with

allocation of jobs and duties and also establish other unallocated duties and find a way that they

should be addressed.

4. Disability friendliness

Disability friendliness is the way or means through which persons living with disability are assisted

whenever the come to seek services at KFS. Such persons may be KFS employees or customers.

In such cases people with disability hard some kind of difficulty in accessing services at KFS.

Some respondents had this to say “At the headquarters there are some offices upstairs, how do you expect

somebody to access them”- a Headquarter respondent said yet another from Gede added saying, “Its

difficult for somebody to access washrooms”, “ We need to have persons who can use sign language”. KFS is highly

encouraged to embrace people living with disability. This can be demonstrated though disability

sensitization and mainstreaming. It will also be important if KFS can consider restructuring some

of the offices such as the head quarter to have ramps for ease of access to the upper floors,

Though it was noted that New buildings at the head-quarter had taken into consideration Ramps

for ease of accesibility. In all stations of importance is to ensure that customers/ visitors with

disability and assisted promptly and efficiently.

5. Occupational Safety and Health

It was noted that in as much as KFS has tried to incorporate safety and health in its work

environment, much still needed to be done. It is imperative for KFS to note that in as much as the

employees were satisfied with the same they felt more still needed to be done especially in terms of

training and provision of staff tea. Some of the areas visited complained and lamented that they do

not have tea yet they are aware that the same should be provided this was with the exception of

Kwale which expressed it satisfaction with the arrangement. Respondnet from the geadquarter

said“We all need to be trained on safety”,and another from Ijara said“why can’t one person from all zones be

trained on safety and sensitize the rest on it”. KFS is encouraged to ensure that all her staff are trained

periodically on the aspect of safety and how to react in case of emergency.

6. Staff Relationship

Staff relationship is basically how staff interacts and relate to each other within the work

environment- in this case KFS. It was established that there was little or no harassment/

bulldozing at KFS, however there is a need for improvement especially in areas to do with

customer care and relationship. “I am an employee of KFS yet when I visit some departments to seek services

im treated badly how about external customers”- was obtained from HQ, “ Zone managers are too much- they

don’t want to listen to us and the headquarters is too far we cannot access it”- lamented an employee from

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Isiono,yet the same sentiment was also echoed from Port Victoria “We need leaders and not

managers”- Port Victoria. KFS needs to sensitize her staff on the essence of working as a team

rather than in a team this way many goals and objectives will be realized and thus fostering greater

harmony within the service.

ENCOM RECOMENDATIONS

Welfare and Salary

It is imperative that KFS to consider and match the welfare of her employees to suit and match

the current market trends and the living condition- cost of living index. It was noted from the

survey that a number of the employees felt that their efforts were not being recognized when the

same was compared to other similar organizations. A respondent from Londianihad this to say “I

look forward to the day when KFS shall be like KFS where employees are taken care of- they are given many things

that we do not get” and another from Marsabit added to this when he commented. “The cost of living

has gone up yet its still the same as when I got employed.”

Uniforms and accessories

A respondent from Kwale indicated that “The service needs to supply us with uniforms and other accessories

such as boots” and the same was also echoed from KajiadoCental “Our Uniforms wear out fast because of

operational duties”.“Increase the frequency of supplying uniforms to at least twice a year”- was mentioned by a

respondent in Mwingi another from Kisumu said “Ceremonial uniforms for rangers to be provided” -.

KFS needs to ensure that her ENCOM staff are adequately facilitated and provided with uniforms

so as to be able to execute and discharge their mandate effectively. It will also be important that

KFS distributes uniforms equally across all conservancies and zones.

Staff Quarters

Staff housing is a motivating factor especially when employees that an organization cares for them.

In this case KFS has strived to provide her personnel with housing units however the same has

fallen short of their expectation and they request that more, better and decent housing units are

provided.

Transportation

There is need to ensure that more vehicles and two wheelers (Motorbikes) are dispatched to

various stations and zones to enhance operations. A respondent from Mt Elgon said “Let there

vehicles dedicated specifically for ENCOM in all stations” yet another from port Victoria said “We need

more vehicles if the strategy to combat illegal logging and destruction of the mangrove is to work”. Therefore KFS

is encouraged to ensure that Encom’s activities and strategies are successful by ensuring that there

are adequate vehicles and facilitation in terms of fuel is followed.

xii

Communication

Communication is the backbone of every organization. In this case KFS needs to ensure that

Communication is fast and reliable. This was brought about by respondents requesting among the

following a respondent from Isiolo said “If we cannot be given hand held radios then its better that we are

provided airtime for communication” another fromMombasa added “Let KFS be promp in sending

information” “Information sent should be in form of memo and not work of mouth-verbaly”. It will be of

importance if KFS ensure that forest stations are adequaly facilitated and provided for in terms of

communication.

Armoury

It will be critical for KFS to establish zones and offices that may not have sufficient security

especially in terms of armoury. “We need a better and well equipped armoury” – Rachuonyo.

Gender Compatibility

It was noted during the survey that Gender related issues were taken into consideration especially

when it came to deployment. As such it was noted that Gender balance had been taken into

consideration especilay in consideration to women officers who might not be able to work in

hostile enviromments especially when it comes to managing family and work.

Accesibility

It was noted that some roads needed to be repaired and where there were non-existent roads it

would be important to have roads. This was the case in forest zones and extension around central

conservancy.

Others

1. Introduce schemes of services for the Encom personnel (Rangers)

2. Improve on night outs and allowances

3. Supply and provide clean drinking water

1

CHAPTER ONE: INTRODUCTION

1.1 Background

Kenya Forest Service (KFS) is a State Corporation established in February 2007 under the

Forest Act 2005 to conserve,develop and sustainably manage forest resources for Kenya's

social-economic development.

The KFS management structure comprises 10 conservancies that are ecologically

demarcated, 76 Zonal Forest Offices, 150 forest Stations, and 250 divisional forest extension

offices located countrywide, and critical in forest management and surveillance.

To participate in forest management, forest adjacent communities have formed registered

groups and are currently working with KFS to sustainably manage forest resources. In total,

there are 325 community forest associations.

MANDATE

To conserve, develop and sustainably manage forestry resources.

VISION

To be the leading organization of excellence in sustainable forest management and

conservation globally.

MISSION

Enhance conservation and sustainable management of forests and allied resources for

environmental stability and social-economic development.

CORE FUNCTIONS

1. Sustainably manage natural forests for social, economic and environmental benefits.

2. Increase productivity of industrial forest plantations and enhance efficiency in wood

utilization.

3. Promote farm forestry and commercial tree farming.

4. Promote efficient utilization and marketing of forest products.

5. Promote sustainable management of forests in the dry-lands.

6. Protect forestry resources and KFS properties.

7. Develop and maintain essential infrastructure for effective forest management and

protection.

This report therefore presents the findings of the study conducted by Envag Associates Limited

(the Consultant) with respect to satisfaction levels of work environment at KFS.

2

1.2 Objective of Satisfaction Survey

The main objective was to assess the perceived level of satisfaction of the services offered by

KFS to its employees and get their views on the challenges encountered in search of these

services. It also includes respondents’ suggestions on how service delivery could be

improved.

1.2.1 Specific Objectives of Satisfaction Survey

The specific objectives that are expected to be met by the surveys are indicated below.

Health and safety issues in the work environment.

How the work environment can be improved to enhance wellness of the employees.

State of equipment used in day to day activities.

State of recreational facilities in KFS.

1.3 Satisfaction Defined

Satisfaction refers to the attitudes and feelings that employees have towards an institution

that serves them or they serve, which in this case is KFS. It embodies a system of beliefs

that may not have been articulated. These beliefs themselves are based on certain values and

are the foundation upon which attitude and behaviour are also based. Satisfaction is derived

from the psychological contract and encompasses the actions employees believe are

expected of them and what response they expect from their engagement relationships.

Satisfaction is concerned with assumptions, expectations, promises and mutual obligations.

It creates attitudes and emotions that govern behaviour. It is also implicit and dynamic as it

develops over time with accumulation of experiences, changing engagement conditions and

re-evaluation of expectations. Thus satisfaction may provide some indications of the answers

to the two engagement relationship questions that individuals normally pose: “What can I

reasonably expect from the organization? And what should I reasonably be expected to

contribute in return?”

Satisfaction and engagement relationships are never quite fully understood by either party

that gives or provides the services. From the employee point of view, the engagement

relationship and the associated satisfaction may be based on:-

How they are treated in terms of fairness, equity and consistency,

Security of engagement,

3

Scope to demonstrate competence,

Career expectation and opportunity to develop skills,

Involvement and influence,

Trust in the management of the organization to keep their promises and

Safe working conditions

From the engaging institution perspective, satisfaction may cover aspects of the engagement

relationship such as: competence, effort, compliance, commitment and loyalty.

1.4 Factors Affecting Satisfaction

The level of satisfaction is affected by both intrinsic and extrinsic motivating factors, the

quality of supervision, and social relationship with the work groups and the degree to which

individuals succeed or fail in their work. The discretionary behaviour which helps the

organization to be successful is most likely to happen when employees and customers are

well motivated and feel committed to the organization and when the services give them high

level of satisfaction.

1.5 Determining Satisfaction Levels

The degree to which employees are satisfied can be measured by attitude surveys by

obtaining opinions on key matters about an organization. Such attitudes survey may be

conducted using any set or all of the following:

Structured questionnaires,

Open ended interpersonal interviews,

Combinations of questionnaires and interviews, and

Use of Focus Group Discussions.

1.6 Significance of Work Environment Survey

KFS has increasingly become aware that the opinions of their employees, in particular, make

the attainment of their goals more likely. It is noteworthy that through Performance

Contracting, organizations are required to state in advance what they tend to achieve in a

given year and they are evaluated on these set targets.

Organizations also use service charters to tell the public what they stand for and how they

will provide their services. The extent to which the service charter has been implemented

normally provides some perception about satisfaction levels. It must always be remembered

4

that room should be created for continuous improvement and the bases for these are the

independent feedback systems from stakeholder’s attitude surveys.

1.7 Rationale for the study

The KFS is actively participating in the implementation of the wider Government of Kenya

development policies that embrace, among other things, the Civil Service Reform

Programmes. In this regard therefore, KFS has set up internal structures to manage the

reform initiatives necessary for enhanced efficiency and effectiveness in management. KFS

has developed specific management tools, such as the strategic plan and service charter,

which enable it to specify the results it seeks to realize within given time frames and relevant

strategies to achieve these results. In its endeavour to be an effective and efficient

institution, KFS is desirous to know the current satisfaction levels of employees with the

work environment. It is in this light that a consultant (Envag Associates (K) Limited) was

contracted through a competitive tendering process to conduct the work environment

survey.

5

CHAPTER TWO: APPROACH AND METHODOLOGY

2.1 Activity Schedule and Timelines

The preliminary activities for the survey were undertaken in a logical sequence as shown

below:

1. Mobilization and planning which involved resource mobilization.

2. Familiarization with KFS and assignment kick off.

3. Determination of the level of participation of identified KFS staff.

4. Discussion and agreement on the scope and duration of work.

5. Confirmed understanding of the objectives of the assignment.

6. Agreeing on proposed approach and methodology.

7. Agreeing on documents to be reviewed by the consultant.

8. Agreeing on expected outputs and set deadlines for their submission.

9. Agreeing on the report timelines.

2.2 Sampling

The consultant used sampling frames which includedForeste and Stations and job categories

from which staff respondents were drawn. The intended sample size was to be 30% of the

total population. It also included targeted respondents lists obtained from KFS for the

survey. Table 2.1 below shows populationand targeted respondents.

Table 2.1: Sample Size

Category Population Targeted

Encom staff 2500 750

Non Encom staff 3000 900

Total 5500 1650

All the respondents were given equal opportunity to participate in the survey within the

survey data collection timeframe. In order to effectively capture the differences by category

from the study population, stratified random sampling technique was adopted in the survey

design. The benefit of stratification was that it allowed the sampler to control the stratum

and ensured a defined level of statistical precision and comparability.

6

2.3 Sources of Information

The consultant was aware that information on KFS services was of specific importance to

its Employees in terms of their work environment. Primary data were collected using

questionnaires and guideline/checklist attached in appendices and secondary data was

obtained from the following sources as a minimum:

KFS Current Strategic Plan

KFS Service Charter.

Focus Group Discussion/Direct Interview

Previous Report.

2.4 Work plan for the survey

The work plan used to carry out the survey is depicted in Table 2.2 below and Appendix 4

gives detailed itinerary of field work.

Table 2.2: Work plan

No MAIN ACTIVITY/STEP WEEKS

2 4 6

1. Preliminary Activities:

2 Literature Review

3 Developing Draft Survey Instruments

4. Initiation/Inception Report Preparation & submission

5. Incorporating Client’s comments and suggestions in

the Inception Report and Survey Instruments

6 Recruitment and training of enumerators, and pre-

testing survey instruments

7 Sampling and identification of actual respondents

8 Field Work and actual primary data collection

9 Data Analysis, interpretations and Reporting

10. Draft Survey Report

11 Final Report complete with comments/suggestions of

stakeholders & Consultants recommendations

12. Final Report submission

7

2.5 Data Collection Tools

The main tools for capturing primary data during the survey were questionnaires. The tools

are attached in Appendices and their description and content shown in Table 2.3.

Table 2.3: Structure of Data Collection Tools

No. Name of Tool Contents

2. Work Environment Survey questionnaire

Section A:Work Environment

Physical Work Environment

Occupational Safety

Occupational Health

Work Load

Staff Relationship

Right Technology

Disability Friendliness

Section B: Suggestions

Section C: Demography and Personal Information

The Work Environmentsurvey questionnaire captured employees’ satisfaction with their

working environment.

2.6 Data Collection, Coding, Entry and Analysis

Data coding and entry was done concurrently with data collection in the field. After which

the consultant embarked on analysis of the data, comments and observations obtained from

the field visits and secondary sources. The consultant carried out data coding, framework

development for data entry and analysis of data collected in Ms Excel Platforms and SPSS.

After analysis the consultant came up with an overall satisfaction index (SI), which is a single

figure that measures the extent to which the respondents are satisfied. It is a weighted

composite index that has values ranging from 0 to 100. It is used to measure the responses

to one or more questions (factors) that ask about the same idea.

The index is obtained by SPSS using the principle of weighted average method as follows:

The frequencies (tallies) for different agreement levels are obtained and then multiplied by

the respective weights for every factor under investigation. The sum of the product obtained

is divided by the sum of tallies for every factor to obtain a mean score within a Likert scale

of 1-5. This mean score is then multiplied by index interval; in this case 20 for arrange of 0

to 100 to enable presentation of results in percentages. Note: SPSS is used to do all these in

one step.

8

The mean score itself is stable and not affected when various subgroups of a composite

interest groups have varying population, so long as the method for picking sample size is

consistent across the subgroups. Therefore, the weighted composite index derived as

average of mean scores from different subgroups will be the same as an index obtained

directly without subdividing the subgroups so long as the same respondents are retained in

the analysis. The main reason for reporting within subgroups is therefore to get a clearer

picture of their contribution to the composite index.

Focus group discussions were used as a form of qualitative data collection where

respondents within an interest group were asked about their perceptions, opinions, beliefs

and attitudes towards services they receive from KFS. The discussions were done in an

interactive group setting to acquire feedback, with a minimum of 4 respondents (mini focus

group model) where participants were free to talk with other group members.

The discussions were conducted in an unstructured and natural way where respondents were

free to give views from any aspect. These views were recorded by the consultant and formed

part of the survey report. During the discussions, the Consultant acted as the moderator to

ensure that the session progressed smoothly. The FGD effectively applied to both Encom

and Non-Encom since it was easy to assemble them in mini groups of four.

The open ended questions were tested for inter-rater reliability before being recorded. This

together with information delivered from quantitative data also formed the basis of

suggestions for improvement in this report.

2.7 Deliverables

The consultant then presenteda report to the client on the results of the entire survey

exercise and submitted agreed bound hard copies, a soft copy in CD ROM in MS

word/Excel (and PDF) format of report.

9

CHAPTER THREE: SURVEY FINDINGS

3.1 Introduction to Findings

This section contains responses on Work Environment Survey as captured by the questionnaire.

3.2 Category of Findings

The survey findings were categorized into two major survey groups (Non Encom and Encom

Staff). The overall score was 73.00%. The Non Encom staff scored the highest (76.35%), while

Encom staff scored 69.64%. Table 3.1 below shows the Satisfaction Index for work environment

Table 3.1: Overall work environment index

No. Conservancy Area Non ENCOM ENCOM Average

1. North Eastern 45.24 43.57 44.41

2. Ewaso North 46.80 46.38 46.59

3. North Rift 55.34 51.56 53.45

4. Eastern 59.56 53.51 56.54

5. Western 67.79 57.79 62.79

6. Mau 64.87 62.85 63.86

7. Nyanza 69.19 58.81 64.00

8. Coast 69.61 59.04 64.33

9. Central 70.58 67.67 69.13

10. Nairobi 75.83 68.71 72.27

Average 62.48 56.99 59.74

Figure 3.1 below shows the graphical work environment index.

Figure 3.1 shows the overall work environment index

0.00

20.00

40.00

60.00

80.00

100.00

Non-ENCOM ENCOM Average

62.48 56.99 59.74

Ind

ice

s

Categories

Overall Work Environment Index

10

3.2.1 WorkEnvironmentforNonENCOMStaff

Table 3.2 shows the scores for work environment for different parameters under Non ENCOM staff.

Table 3.2 Non Uniformed staff work environment Score

Key Factors Index (%)

Right Technology 53.23

Physical Environment 53.93

Workload 57.23

Disability friendliness 64.41

Occupational Safety 66.60

Staff Relationship 69.76

Occupational Health 72.23

Average 62.48

The Mean score for work environment Scorefor non uniformed staff was 62.48%. The highest

score was “Occupational Health” followed by “Staff Relationship” (69.76%), “Occupational

safety” (66.60%). “Disability Friendliness” (64.41%), “Workload” with (57.23%), ,“Physical

Environment” with (53.93%), and finally “Right Technology” (53.230%). Figure 3.2 below

shows the summary of the scores on a graph.

Figure 3.2 shows the Non ENCOM overall work environment index

020406080

100

Rig

ht T

ech

no

logy

Ph

ysic

al

Envi

ron

men

t

Wo

rklo

ad

Dis

abili

ty

frie

nd

lines

s

Occ

up

atio

nal

Saf

ety

Staf

f Rel

atio

nsh

ip

Occ

up

atio

nal

Hea

lth

Ave

rage

53.2

3

53

.93

57.2

3

64.4

1

66

.6

69

.76

72

.23

62.4

8

Ind

ex (%

)

Parameters

Non -Encom Staff

11

3.2.1.1 Physical Work Environment

The physical working environmenthas a direct impact on the productivity, health and safety,

comfort, concentration, job satisfaction and morale of the people within it.

It is agreed that physical working environment should be to acceptable standards as stipulated in

various national and international policies. It was recognized during evaluation of parameters

that influence physical working environment at KFS that physical factors limiting performance

of employees’ may vary individually from one employee to another.. Table 3.3 below shows

scores of Key indicators on Physical Working Environment.

Table 3.3 Physical Work Environment

Key Factors Index (%)

Open office arrangement system with work station be adopted 78.92

Work Station is comfortable 57.26

Waste disposal is good at KFS 55.45

Current office arrangement system is satisfactory 49.59

Furniture is repaired on time at KFS 43.23

KFS has enough quality workplace for staff 34.92

Average 53.23

The overall score for Physical Work Environmentfor non Encom staff was 53.23%. The highest

score was “Open office arrangement system with work stations be adopted“with (78.92%),

followed by “Work Station is Comfortable” (57.26%), “Waste disposal is good at KFS”

(55.45%), “Current enclosed office arrangement is satisfactory” (49.59%) ,“Furniture is Repaired

on time at KFS” with (43.23%)and finally “KFS has enough quality workplace for staff”

(34.23%). Figure 3.3 below shows the summary of the scores on a graph.

12

Figure 3.3 shows the non Encomphysicalwork environment index

3.2.1.2 Occupational Safety

Occupational safety at the workplace is the act/concern of protecting the health and welfare of

employees, customers, and many others who might be affected by the workplace environment.It

is evident thatKFS has a duty to care and to ensure that employees and any other persons who

are within its premises remain safe at all times. Table 3.4 shows key indicators under

Occupational Safety that were considered when carrying out the survey.

Table 3.4 Occupational Safety

Key Factors Index (%)

Staff at KFS know where to take cases of emergency 71.84

Safety of Documents is guaranteed at KFS 63.34

At KFS Security alarms are operational 57.09

There are no cases of theft at KFS 55.71

At KFS Emergency exits are permanently locked 54.04

KFS has a safety committee 50.98

KFS staff are confident to perform first aid 46.91

I have seen First Aid kit around KFS 45.71

0

20

40

60

80

100

Op

en o

ffic

e ar

ran

gem

ent

sys

tem

w

ith

wo

rk s

tati

on

be

ado

pte

d

Wo

rk S

tati

on

is c

om

fort

able

Was

te d

isp

osa

l is

goo

d a

t K

FS

Cu

rren

t o

ffic

e ar

ran

gem

ent

syst

em is

sat

isfa

cto

ry

Furn

itu

re is

rep

aire

d o

n t

ime

at

KFS

KFS

has

en

ou

gh q

ual

ity

wo

rkp

lace

fo

r st

aff

Ave

rage

78.9

2

57.2

6

55.4

5

49.5

9

43.2

3

34.9

2 53.2

3

Ind

ex

Factors

Physical Environment

13

Staff at KFS have adequate safety training 39.78

Average 53.93

The overall score for Occupational Safety for non uniformed staff was 53.93%. The highest

score was “Staff at KFS know where to take cases of emergency“with (71.84%), followed by

“Safety of Documents is guaranteed at KFS” (63.34%), “At KFS Security alarms are operational”

(57.09%), “There are no cases of theft at KFS” (55.71%) ,“At KFS Emergency exits are

permanently locked” with (54.04%), “KFS has a safety committee” (50.98%) ,“KFS staff are

confident to perform first aid” with (46.91%), “I have seen First Aid kit around KFS” (45.71%)

and finally “Staff at KFS have adequate safety training” (39.78%). Figure 3.4 below shows the

summary of the scores on a graph.

Figure 3.4 shows the summary of the occupational safety scores on a graph.

0

20

40

60

80

100

Staf

f at

KFS

kn

ow

wh

ere

to t

ake

case

s o

f e

me

rge

ncy

Safe

ty o

f D

ocu

men

ts is

gu

aran

teed

at

KFS

At

KFS

Sec

uri

ty a

larm

s ar

e o

per

atio

nal

Ther

e ar

e n

o c

ases

of

thef

t at

KFS

At

KFS

Em

erge

ncy

exi

ts a

re

per

man

entl

y lo

cked

KFS

has

a s

afe

ty c

om

mit

tee

KFS

sta

ff a

re c

on

fid

ent

to p

erfo

rm

firs

t aid

I hav

e se

en

Fir

st A

id k

it a

rou

nd

KFS

Staf

f at

KFS

hav

e ad

equ

ate

safe

ty

trai

nin

g

Ave

rage

71.8

4

63.3

4

57.0

9

55.7

1

54.0

4

50.9

8

46.9

1

45.7

1

39.7

8 53.9

3

Ind

ex (%

)

Factors

Occupational Safety

14

3.2.1.3 Occupational Health

Occupational Health at workplace is a key issue for employers and employees. Everyone has a

responsibility to ensure that theirwork environment is condusive for their health.Workmen

Injury Benefit Act 236 of 2007 and the Occupational Safety and Health Act Regulation have

associated measures of occupational health and KFShas put in efforts intergrate occupational

helth into its work place as outline in its strategic plan. While doing the survey several factors

were considered under Occupatational Health as presented in Table 3.5 below.

Table 3.5 Occupational Health

Key Factors Index (%)

I have not heard of work related illness at KFS in last one year 72.66

general cleanliness of work environment is satisfactory 63.37

washrooms are clean 59.73

KFS offices are well ventilated 55.35

Provision of drinking water at KFS work station is adequate 51.27

I am Satisfied with current arrangement by KFS for provision of staff tea 41.01

Average 57.23

The overall score for Occupational Health for non uniformed staff was 57.23%. The highest

score was “I have not heard of work related illness at KFS in last one year“ with (72.66%),

followed by “General cleanliness of work environment at KFS is satisfactory” (63.37%),

“washrooms are clean” (59.73%), “KFS offices/stations are well ventilated” (55.35%) “Provision

of drinking water at KFS work station is adequate” with (51.27%), and finally “I am Satisfied

with current arrangement by KFS for provision of staff” (41.01%). Figure 3.5 below shows the

summary of the scores on a graph.

15

Figure 3.5 shows the summary of the occupational health scores on a graph.

3.2.1.4 Staff Relationship

Staff Relationship refers to communicationsamongemployeesconcerningworkplacedecisions,

grievances, conflicts, problemresolutions, unions, and issues of collective bargaining.For the KFS

to perform better it is important that the employees are comfortable with each other, share a

good rapport and work in close coordination towards a common objective.

We acknowledge that at KFS People feel responsible and motivated to do good work and enjoy

their work rather than taking it as a burden.While doing the Work Envorinment Survey factors

considered under this parameter were, “KFS customer service is good”, “At KFS staff gossip

never interferes with work” and “Harrassment and bulldozing is not at KFS” and results were

presented in Table 3.6 below.

0

20

40

60

80

100

I hav

e n

ot

hea

rd o

f w

ork

re

late

d il

lnes

s at

KFS

in la

st o

ne

year

gen

eral

cle

anlin

ess

of

wo

rk

envi

ron

men

t is

sati

sfac

tory

was

hro

om

s ar

e cl

ean

KFS

off

ices

are

wel

l ven

tila

ted

Pro

visi

on

of

dri

nki

ng

wat

er a

t K

FS w

ork

sta

tio

n is

ad

equ

ate

I am

Sat

isfi

ed w

ith

cu

rren

t ar

ran

gem

ent b

y K

FS f

or

pro

visi

on

of

staf

f te

a

Ave

rage

72.6

6

63.3

7

59.7

3

55.3

5

51.2

7

41.0

1 57.2

3

Ind

ex

Factors

Occupational Health

16

Table 3.6 Staff relationship

Key Factors Index (%)

Harassment and bulldozing is not at KFS 72.65

At KFS staff gossip never interferes with work 62.03

KFS customer service is good 58.54

Average 64.41

The mean score for staff relationship for non uniformed staff was 64.41%. The highest score

was “Harassment and bulldozing is not at KFS” with (72.65%), followed by “At KFS staff

gossip never interferes with work” (62.02%) and finally “KFS customer service is good”

(58.54%). Figure 3.6below shows the summary of the scores on a graph.

Figure 3.6 shows the summary of the staff relationship scores on a graph.

3.2.1.5 Work Load

Workload can be defined as employees’ perceptions of the work demands placed on them in a

given time. Employee perceptions of high daily workloads occur when they feel that they have

0

20

40

60

80

100

Harassment and bulldozing

is not at KFS

At KFS staff gossip never

interferes with work

KFS customer service is good

Average

72.6

5

62.0

3

58.5

4

64.4

1

Ind

ex (%

)

Factor

Staff Relationship

17

been given more work in a given day than they can effectively complete. Perceptions of a high

daily workload can negatively impact employee well-being.

Reasonable workload and early assignment & completion of work are some of supportive work

performance norms that are utilized by KFS management. It is essential to mention “Cullen

(2007) believes that proper management of perception on workload leads to visible outcomes in

terms of higher performance and work life integration”. Table 3.7 shows the key indicators

under on workload.

Table 3.7 Work load

Key Factors Index (%)

Workload at KFS is reasonable 77.70

There is no unnecessary last minute rush to do jobs at KFS 66.36

There is enough staff at KFS to handle current workload 55.74

Average 66.60

The mean score for work load for non uniformed staff was 66.60%. The highest score was

“Workload at KFS is reasonable” with (77.70%), followed by “There is no unnecessary last

minute rush to do jobs at KFS” (66.36%) and finally “There are enough staff at KFS to handle

current workload” (55.74%). Figure 3.7 below shows the summary of the scores on a graph.

Figure 3.7 shows the summary of the work load scores on a graph.

0

20

40

60

80

100

Wo

rklo

ad a

t K

FS is

re

aso

nab

le

Ther

e is

no

un

nec

ess

ary

last

min

ute

ru

sh t

o d

o jo

bs

at K

FS

Ther

e is

en

ou

gh s

taff

at

KFS

to

han

dle

cu

rren

t w

ork

load

Ave

rage

77.

70

66

.36

55.7

4

66.

60

Ind

ex (%

)

Factors

Workload

18

3.2.1.6 Right Technology

Use of right technology in the work place is important for a developing and already developed

institution such as KFS. Technology enhances speed of work and increases output to meet set

targets.

KFS has become aware that use of the right technology in terms of infrastructure development

and force modernisation enhances work efficiency. KFS has put in place measures such as

establishment of an ICT help desk, capacity building by training KFS staffs to be adequately

equipped to use technology.Table 3.8 shows the key indicators on the Right Technology.

Table 3.8 Right Technology

Key Factors Index (%)

I have no difficulty in using my work tools & equipment at KFS 78.02

At KFS there is desire to improve internal operating efficiency of staff 67.80

Records Management system at KFS is good 67.51

I am provided withn necessary work materials, tools & equipment 65.70

Average 69.76

The mean score for Right Technology for non uniformed staff was 69.76%. The highest score

was “I have no difficulty in using my work tools and equipment at KFS” with (78.02%),

followed by “At KFS there is a desire to improve internal operating efficiency of staff” (67.80%),

“Records management system at KFS is good” (67.51%) and finally “I am provided with the

necessary work materials, tools and equipment” (65.70%). Figure 3.8 below shows the summary

of the scores on a graph.

19

Figure 3.8 shows the summary of the right technology scores on a graph.

3.2.1.7 Disability Friendliness

Disability Friendliness is the act of puting in place creative developmental and communication

tools of promoting the social integration of people living with disabilities. Organization that have

includes disability issues in corporate policies have enriched and enhanced workplace benefits

such as diverse leadership, innovation, increase in overall morale and the ability to cast a wider

recruiting net in the new economy. Table 3.9 belows shows results of the indicators that were

used to gauge Disability Friendliness at KFS when doing the suyvey.

Table 3.9 Disability Friendliness

Key Factors Index (%)

KFS staff provides assistance to people with disability 87.44

At KFS people with disability can access facilities easily 57.02

Average 72.23

The average score for Disability Friendliness for non uniformed staff was 72.23%. The highest

score was “KFS staff provides assistance to people with disability” with (87.44%) and finally “At

0

20

40

60

80

100

Wo

rklo

ad a

t K

FS is

rea

son

able

The

re is

no

un

ne

cess

ary

last

m

inu

te r

ush

to

do

job

s at

KFS

Ther

e is

en

ou

gh s

taff

at

KFS

to

h

and

le c

urr

ent

wo

rklo

ad

Ave

rage

77.7

0

66.3

6

55.7

4

66.6

0

Ind

ex (%

)

Factors

Workload

20

KFS people with disability can access facilities easily” (57.02%). Figure 3.9 below shows the

summary of the scores on a graph.

Figure 3.9shows the summary of the Disability Friendlinessscores on a graph.

0

20

40

60

80

100

KFS staff provides assistance to people with

disability

At KFS people with disability can

access facilities easily

Average

87.44

57.02

72.23

Ind

ex (%

)

Factors

Disability friendliness

21

3.2.2. Work Environment for Encom Staff

It is important to mention that due to diverse function of employees at KFS, the survey tools

were structured to capture the different categories. Table 3.10 below shows the scores for the

different parameters under Work environment for uniformed staff

Table 3.10 Work environment for uniformed staff

Key Factors Index (%)

I am aware of forest act that governs my work 82.71

am aware of provision under the KFS armed wing 80.00

Awareness of Service standing orders 76.22

There is good oversight of flora and fauna conservation at KFS 66.12

Relationship between KFS and other law enforcement agencies is

good

65.56

Understanding of position with regards to KFS organisation& rank

structure

65.00

Awareness of KFS strategic Plan 61.67

KFS staff provides assistance with people with disability 60.56

KFS response to forest resource is satisfactory 58.38

KFS system is sharing information on forest treat is effective 57.30

At KFS people with disability can access facilities easily 56.76

Awareness of KFS recruitment/promotion procedures 56.12

Provided with appropiate uniform by KFS 53.52

KFS strategy in combating logging is effective 52.23

There is no forest destruction within KFS environment 51.18

Provision of working tools/ equipments by KFS like firearms, GPS is

adequate

48.89

KFS has effective emergency response system 42.95

Equipment used for communicating information is sufficient 41.67

The system of communication of information is effective 41.15

Provision / facilitation of transport for operational duties 41.09

The current staff strenght at KFS is adequate 37.72

Average 56.99

The overall score for Encom staff was 56.99%. The highest score was “I am aware of forest act

that governs my work“ with (82.71%), followed by “am aware of provision under the KFS

armed wing” (80.00%), “Awareness of Service standing orders” (76.22%), “There is good

oversight of flora and fauna conservation at KFS” (76.22%),“Relationship between KFS and

22

other law enforcement agencies is good” with (66.12%), “Understanding of position with regards

to KFS organisation& rank structure” (65.56%) ,“Awareness of KFS strategic Plan” with

(65.99%) , “KFS staff provides assistance with people with disability” (61.67%), “KFS response

to forest resource is satisfactory” (60.56%), “KFS system is sharing information on forest treat is

effective” (58.38%), “At KFS people with disability can access facilities easily”

(57.30%),“Awareness of KFS recruitment/promotion procedures” with (56.76%), “Provided

with appropiate uniform by KFS” (56.12%) ,“KFS strategy in combating logging is effective”

with (53.52%) , “There is no forest destruction within KFS environment” (52.23%),“Provision

of working tools/ equipments by KFS like firearms, GPS is adequate” with (51.18%), “KFS has

effective emergency response system” (48.89%) ,“Equipment used for communicating

information is sufficient” with (42.95%) , “The system of communication of information is

effective” (41.67%), “Provision / facilitation of transport for operational duties” (41.09%), and

finally “The current staff strenght at KFS is adequate” (37.76%).

23

0.00 20.00 40.00 60.00 80.00 100.00

I am aware of forest act that governs my work

am aware of provision under the KFS armed wing

Awareness of Service standing orders

There is good oversight of flora and fauna …

Relationship between KFS and other law …

Understanding of position with regards to KFS …

Awareness of KFS strategic Plan

KFS staff provides assistance with people with …

KFS response to forest resource is satisfactory

KFS system is sharing information on forest …

At KFS people with disability can access …

Awareness of KFS recruitment/promotion …

Provided with appropiate uniform by KFS

KFS strategy in combating logging is effective

There is no forest destruction within KFS …

Provision of working tools/ equipments by KFS …

KFS has effective emergency response system

Equipment used for communicating …

The system of communication of information is …

Provision / facilitation of transport for …

The current staff strenght at KFS is adequate

Average

82.71

80.00

76.22

66.12

65.56

65.00

61.67

60.56

58.38

57.30

56.76

56.12

53.52

52.23

51.18

48.89

42.95

41.67

41.15

41.09

37.72

56.99

Index (%)

Fact

ors

Work Environment- Encom

24

3.2.3 Demographics

Table 3.11 below depicts the the demographics segregate as per the gender.

Table 3.11 Sex

No. Gender Percent

1. Female 35

2. Male 65

Total 100

Table 3.12 below depicts the age group attained from the survey spread across different grades.

Table 3.12 Age

No. Age Percent (%)

1. 18-24 2.5

2. 25-34 37.5

3. 35-44 15

4. 45-54 37.5

5. 55 years and over 7.5

Total 100

Table 3.13 potraysthe marital status of the employees Table 3.13 Marital Status

No. Percent (%)

1. Single 12.5

2. Married 85

3. Other 2.5

Total 100

The extent of change has been captured in table Table 3.14 below.

25

Table 3.14 Extent to which things have changed at KFS

No. Percent (%)

1. Better 30.77

2. Slightly bettter 57.49

3. Not changed 6.44

4. Slightly Worse 1.45

5. Worse 3.85

Total 100.00

The length of change for different cadres has been captured in Table 3.15 below.

Table 3.15 Length of time one expects to continue working for KFS

No. Length of time Percent

1. Until retirement 73.08

2. more than 10 years 7.69

3. Between 5 - 10 years 5.47

4. Less than 5 years 4.22

5. None of the above 9.54

Total 100.00

Table 3.16 below depicts the length of time that one has spent working at KFS.

Table 3.16 Length of time worked for KFS

No Length of time worked for KFS Total (%)

a Less than 10 Yrs 46.97

b 10- 19 Yrs 23.53

c 20-29 Yrs 19.76

d 30 Yrs and Above 5.20

e Did not indicate 4.54

Total 100.00

26

CHAPTER FOUR: COMMENTS AND SUGGESTIONS

4.0 Conclusions and Recommendations

4.1 Conclussion

From the survey carried out in the month of September it was established that the employees of

KFS were somewhat satisfied at an average index of 72.99% between the two broad categories

that were targeted for the survey. The Non- Encom Personnel were more satisfied at 62.48%

while their Encom Counterparts were satisfied at 56.74%. The deviation between the two was

5.49. In terms of conservancy Nairobi and Central were considered to be drivers due to the high

indexes posted at 72.27% and 69.13%. When the Non – Encom respondents were evaluated

“Occupational Health”, “Staff Relationship” and “Occupational Safety” had high scores at

72.23%, 69.76% and 66.60% respectively. Among the Encom Personnel “Awareness to the

forest Act”, Provision Under KFS armed wing” and Service standing orders” were the drivers at

82.71%, 80.00% and 76.22% respectively.

The barriers to higher satisfaction were North Eastern and Ewaso North at 44.41% and 46.59%.

Among the Non- Encom Staff “Right technology and Physical environment had the lowest

scores at 53.23% and 53.93%. The Encom staff performed as follows “Adequacy in terms of

Strength”, “Provision of Transport”, “Effectiveness in Information Communication” and

“Adequacy of communication Equipment” had 37.72%, 41.09%, 41.15% and 41.67%

respectively.

It is noteworthy to mention that the Work Environment has similar characteristics to Employee

satisfaction especially in terms of conservancy’s where Nairobi seemed to be the most satisfied

while North Eastern the least satisfies.

4.1 Recommendations

Non-Encom

1. Right Technology

Right technology is ensuring that employees have the right working tools so as to be able to carry

out and perform their duties efficiently and effectively. In relation to this survey and in particular

the Non Encom KFS has strived to ensure that her employees are conversant with the kind of

equipment’s they are working with. However the respondents indicated that KFS needs to do

more in terms of providing them with these equipment’s. “Kindly ensure that offices have electricity and

computers for easy communication” –was obtained from a respondent inKapsabet while another from

27

Kiambu added saying “Buying more computers and replenishing chairs”- Kiambu, “building more offices,

equipments to the stations”-was obtained from Ijara. It is therefore recommended of KFS to carry

out furniture and equipments audit to ascertain what is the current need versus requirement in all

stations and all stations that have excess to give out to those that have a deficit.

2. Physical Environment

Physical environment can be described at the area in which an employee works or lives. It was

established during the survey that “Open plan office should be adopted” and KFS has already

began implementing the same especially from the headquarters. “It was also noted that work

station at KFS was comfortable”. However there is a need to increase the workspace at KFS by

ensuring that offices and work environment are comfortable. Comments obtained included

“building more offices”- was derived from a respondent in Maseno, “equipments to the stations”- a

Kisumu respondent said, “Build KFS head quarters –Modern store building to avoid risk of fire”

Headquaters, “Improve office/station facilities, adopt new technologies in field offices, continiusly sensitise the staff

on recent development” – was obtained fro a respondent in Marsabit and a respondent from Malindi

said“Dilapacteted office &staff accommodation”- Malindi. It would be imperative that KFS to ensure

maintenance of buildings is carried out periodicaly and as per the schedule. It is also critical that

all forest zones have a good working environment that includes an office or reception area for

the visitors.

3. Work Load

Workload is the amount of work that an individual carries out from day to day. In this case

workload was measured among the Non- Encom employees. The results indicate that workload

within KFS is reasonable, however in order to increase the satisfaction with KFS there is a need

to ensure that workload or work assigned is distributed uniformly across different cadres and

departments. A respondent from Kakamega said “To adopt the new technology for ease of operations”

and another from Marigat added saying, “Cascading of finding for the activities for the activities to the

implementers is not done”. KFS is encouraged to sensitize her staff especialy in areas to do with

allocation of jobs and duties and also establish other unallocated duties and find a way that they

should be addressed.

4. Disability friendliness

Disability friendliness is the way or means through which persons living with disability are

assisted whenever the come to seek services at KFS. Such persons may be KFS employees or

customers. In such cases people with disability hard some kind of difficulty in accessing services

28

at KFS. Some respondents had this to say “At the headquarters there are some offices upstairs, how do you

expect somebody to access them”- a Headquarter respondent said yet another from Gedeaddes saying,

“Its difficult for somebody to access washrooms”, “ We need to have persons who can use sign language”. KFS is

highly encouraged to embrace people living with disability. This can be demonstrated though

disability sensitization and mainstreaming. It will also be important if KFS can consider

restructuring some of the offices such as the head quarter to have ramps for ease of access to the

upper floors. In all stations of importance is to ensure that customers/ visitors with disability

and assisted promptly and efficiently.

5. Occupational Safety and Health

It was noted that in as much as KFS has tried to incorporate safety and health in its work

environment, much still needed to be done. It is imperative for KFS to note that in as much as

the employees were satisfied with the same they felt more still needed to be done especially in

terms of training and provision of staff tea. Some of the areas visited complained and lamented

that they do not have tea yet they are aware that the same should be provided this was with the

exception of Kwale which expressed it satisfaction with the arrangement. Respondnet from the

geadquarter said“We all need to be trained on safety”,and another from Ijara said“why can’t one person

from all zones be trained on safety and sensitize the rest on it”. KFS is encouraged to ensure that all her

staff are trained periodically on the aspect of safety and how to react in case of emergency.

6. Staff Relationship

Staff relationship is basically how staff interacts and relate to each other within the work

environment- in this case KFS. It was established that there was little or no harassment/

bulldozing at KFS, however there is a need for improvement especially in areas to do with

customer care and relationship. “I am an employee of KFS yet when I visit some departments to seek services

im treated badly how about external customers”- was obtained from HQ, “ Zone managers are too much-

they don’t want to listen to us and the headquarters is too far we cannot access it”- lamented an employee

from Isiono,yet the same sentiment was also echoed from Port Victoria “We need leaders and not

managers”- Port Victoria. KFS needs to sensitize her staff on the essence of working as a team

rather than in a team this way many goals and objectives will be realized and thus fostering

greater harmony within the service.

29

ENCOM RECOMENDATIONS

Welfare and Salary

It is imperative that KFS to consider and match the welfare of her employees to suit and match

the current market trends and the living condition- cost of living index. It was noted from the

survey that a number of the employees felt that their efforts were not being recognized when the

same was compared to other similar organizations. A respondent from Londianihad this to say “I

look forward to the day when KFS shall be like KFS where employees are taken care of- they are given many

things that we do not get” and another from Marsabit added to this when he commented. “The cost of

living has gone up yet its still the same as when I got employed.”

Uniforms and accessories

A respondent from Kwale indicated that “The service needs to supply us with uniforms and other

accessories such as boots” and the same was also echoed from KajiadoCental “Our Uniforms wear out

fast because of operational duties”.“Increase the frequency of supplying uniforms to at least twice a year”- was

mentioned by a respondent in Mwingi another from Kisumu said “Ceremonial uniforms for rangers to

be provided” -. KFS needs to ensure that her ENCOM staff are adequately facilitated and provided

with uniforms so as to be able to execute and discharge their mandate effectively. It will also be

important that KFS distributes uniforms equally across all conservancies and zones.

Staff Quarters

Staff housing is a motivating factor especially when employees that an organization cares for

them. In this case KFS has strived to provide her personnel with housing units however the

same has fallen short of their expectation and they request that more, better and decent housing

units are provided.

Transportation

There is need to ensure that more vehicles and two wheelers (Motorbikes) are dispatched to

various stations and zones to enhance operations. A respondent from Mt Elgon said “Let there

vehicles dedicated specifically for ENCOM in all stations” yet another from port Victoria said “We need

more vehicles if the strategy to combat illegal logging and destruction of the mangrove is to work”. Therefore

KFS is encouraged to ensure that Encom’s activities and strategies are successful by ensuring

that there are adequate vehicles and facilitation in terms of fuel is followed.

30

Communication

Communication is the backbone of every organization. In this case KFS needs to ensure that

Communication is fast and reliable. This was brought about by respondents requesting among

the following a respondent from Isiolo said “If we cannot be given hand held radios then its better that we

are provided airtime for communication” another fromMombasa added “Let KFS be promp in sending

information” “Information sent should be in form of memo and not work of mouth-verbaly”. It will be of

importance if KFS ensure that forest stations are adequaly facilitated and provided for in terms

of communication.

Armoury

It will be critical for KFS to establish zones and offices that may not have sufficient security

especially in terms of armoury. “We need a better and well equipped armoury” – Rachuonyo.

Gender Compatibility

It was noted during the survey that Gender related issues were taken into consideration

especially when it came to deployment. As such it was noted that Gender balance had been taken

into consideration especilay in consideration to women officers who might not be able to work

in hostile enviromments especially when it comes to managing family and work.

Accesibility

It was noted that some roads needed to be repaired and where there were non-existent roads it

would be important to have roads. This was the case in forest zones and extension around

central conservancy.

Others

1. Introduce schemes of services for the Encom personnel (Rangers)

2. Improve on night outs and allowances

3. Supply and provide clean drinking water

31

APPENDIX 1: WORK ENVIRONMENT SURVEY QUESTIONNAIRE

NON-ENCOM OFFICERS

WORK ENVIRONMENTQUESTIONNAIRE No _______________

Introduction Kenya Forest Service (KFS) has contracted Envag Associates Ltd to carry out Work Environment Survey. The purpose of this survey is to find out the

impact of implementation of previous results, establish any gaps and recommend suggestions for improvement in the work environment since the

last survey. We are therefore kindly requesting you to fill this questionnaire and return it to Envag Associate Officer, who will also be available for any

assistance. All questions should have only one answer. Do not indicate your name. Please note further that your response will be treated confidentially.

Please indicate the extent to which you agree with the following statements about KFS, on a five point scale (1-5).

No

Please indicate the extent to which you are agree with Kenya Forest Service as per the following statements about KFS, on a five point likert scale (1-5), where 1 = strongly disagree and 5 = strongly agree

Reason for your answer

PARAMETERS

Str

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1. PHYSICAL ENVIRONMENT 1 2 3 4 5

a. Work station/area at KFS is comfortable

b. KFS has enough quality work place furniture for its staff

c. At KFS Broken furniture & equipment are repaired on time

32

No

Please indicate the extent to which you are agree with Kenya Forest Service as per the following statements about KFS, on a five point likert scale (1-5), where 1 = strongly disagree and 5 = strongly agree

Reason for your answer PARAMETERS

Str

on

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Dis

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Dis

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Neit

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Ag

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d. Current enclosed office arrangement system is satisfactory

e. Open office arrangement system with work stations be adopted

f. Waste disposal is good at KFS

2. OCCUPATIONAL SAFETY 1 2 3 4 5

a. At KFS emergency doors are permanently locked

b. Staff at KFS knows where to take cases of emergency

c. There is a safety committee at KFS

d. At KFS’ security gadgets (e.g. alarm) are operational

e. There are no cases of theft at KFS

f. I have seen First Aid kit around KFS

g. Safety of documents is guaranteed at KFS

h. KFS staff are confident to perform a first aid

i. Staff at KFS have adequate safety training

3. OCCUPATIONAL HEALTH 1 2 3 4 5

a. I am satisfied with the current arrangement by KFS for provision of staff tea

b. KFS Offices/ stations are well ventilated

c. Provision of clean drinking water at KFS work stations is adequate

d. General cleanliness of work environment at KFS is satisfactory

e. Washrooms at KFS are clean

33

No

Please indicate the extent to which you are agree with Kenya Forest Service as per the following statements about KFS, on a five point likert scale (1-5), where 1 = strongly disagree and 5 = strongly agree

Reason for your answer PARAMETERS

Str

on

gly

Dis

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ree

Dis

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Neit

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Ag

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Str

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f. I have not heard of work related illnesses at KFS in the last one year.

4. WORKLOAD 1 2 3 4 5

a. There are enough staff at KFS to handle current workload

b. There is no unnecessary last minute rush to do jobs at KFS

c. Workload at KFS is reasonable

5. STAFF RELATIONSHIP 1 2 3 4 5

a. Harassment and bulldozing is not at KFS

b. At KFS staff gossip never interferes with work

c. KFS customer service is good

6. RIGHT TECHNOLOGY 1 2 3 4 5

a. Records management system at KFS is good

b. I have no difficulty in using my work tools & equipment at KFS

c. At KFS, there is a desire to improve internal operating efficiency of staff

d. I am provided with the necessary work materials, tools & equipment

7. DISABILITY FRIENDLINESS 1 2 3 4 5

a. At KFS people with disability can access facilities easily

b. KFS staff provides assistance to people with disability

34

8. WORK ENVIRONMENT PRIORITY

Below are factors that are typically important in a work environment. Using numbers 1-6, please rank the following factors in their order of importance to you by indicating the ranking number besides the factor. Do not repeat the ranking numbers but order them [e.g. 6 is ranked highest/best and 1 is least].

S. no. Statement Rank

A. Physical work environment

B. Safety

C. Health

D. Workload

E. Work relationship

F. Latest technology

9. How long do you expect to continue working for KFS (tick appropriately) a) Until retirement [ ] b) More than 10 years [ ] c) Between 5-10 years [ ] d) None of the above [ ] 10. How and to what extent have things changed since you joined KFS (tick appropriately) a) Better [ ] b) Slightly better [ ] c) Not changed [ ] d) Slightly worse [ ] e) Very worse [ ] 11. In your opinion, what do you think can be done to make work environment at KFS the better? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 12. What are the things that discourage you most from working for KFS? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 13. How long have you worked at KFS? _____________

Thank you for taking time to fill this questionnaire

Name of Enumerator _________________Date of data collection______/______/_______

35

Work Environment Survey Questionnaire No___________ (ENCOM Officers)

Introduction The Kenya Forest Service has contracted Envag Associates Ltd to carry out work environment survey. KFS will use the findings of this study to effect changes that will help it to accomplish its mission. We are therefore kindly requesting you to fill this questionnaire and return it to Envag Associates Officer, who will also be available for any assistance. All questions should have only one answer. Do not indicate your name. Please note further that your response will be treated confidentially. 1. Sex a. Female [ ] b. Male [ ]

2. Age (Please tick appropriately below) a. 18 -24 years [ ] b 25 -34 years [ ] c. 35 -44 years [ ] d. 45 -54 years [ ] e. 55 years and over [ ] 3. Marital Status a. Single [ ] b. Married [ ] c. Other [...] Specify________________________________ 4. How long have you worked with KFS? ........................................... years

5. Kindly indicate your rank/position............................................. job grade____________

6. Kindly indicate your Conservation Area _______________________________________

7. Kindly indicate your Zonal Office and Forest Station ________________________________________

36

8. Please indicate the extent to which you agree with the following statements about KFS, on a five point scale (1-5).

No PARAMETERS

Str

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D

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Dis

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Neit

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A

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Reason for your answer

1 2 3 4 5

a. Am aware of the forest Act that governs my work

b. Am aware of the provisions under the KFS armed wing disciplinary code

c. Am aware of the Service Standing Orders

d. Am aware of the KFS recruitment/promotion procedure

e. Am aware of the KFS strategic plan

f. At KFS people with disability can access facilities easily

g. KFS staff provides assistance to people with disability

h. There is good oversight of Flora and Fauna conservation at KFS

i. KFS system of sharing information on forest threats is effective

j. KFS response to forest resource is satisfactory

k. Provided with appropriate uniform by KFS.

l. Provision of working tools/equipment by KFS, like firearms, GPS is adequate

m. I understand my position with regards to KFS organization & rank structure

n. Provision/ facilitation of transport for operational duties

37

No PARAMETERS

Str

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D

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Dis

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Neit

her

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Dis

ag

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Ag

ree

Str

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A

gre

e Reason for your answer

o. KFS has effective emergency response system

p. The current staff strength at KFS is adequate

q. Communication of Information system is effective

r. Communication of Information equipment are sufficient

s. Relationship between KFS and other Law enforcement Agencies is good

t. There is no forest habitat destruction within KFS environment

u. KFS strategy in combating logging is effective

9. In your opinion how can KFS improve your work environment? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ THANK YOU FOR TAKING TIME TO FILL IN THIS QUESTIONNAIRE FOR OFFICIAL USE ONLY

Name of Enumerator ___________________________________________ Date of data collection __________________________________________

s

38

APPENDIX 2. WORKPLAN

WORKPLAN FOR GROUP ‘A’

No. Conservancy Area County/ Forest Zones

Focal Point (e.g. Forest Station or extension offices)

1. North Eastern Garisa Garisa

Ijara Boni Forest Station

2. Ewaso North Isiolo Merti

Marsabit Mt. Kulal

3. Nairobi Nairobi Ngong hills

Head Quarters Head Quaters

4. Nyanza Migori Migori

Rachuonyo Wire

Kisumu Maseno

Kisii Suneka

Siaya Ramogi

5. Central Nyeri Nyeri

Laikipia Rumuruti

Kiambu Muguga

6. North Rift Baringo Marigat

Marakwet Cherangani

UasinGishu Kapsabet

7. Mau Nakuru Bahati

Kajiado Kajiado Central

Koibatek Majimazuri

8. Western Kakamega Kakamega

Lugari Lugari

Busia Port Victoria

Mount Elgon Kaboywa

9. Eastern Meru Central Meru

Embu Irangi

Mwingi Mumoni

Machakos Iveti

10. Coast Taita-Taveta TaitaTaveta

Malindi Gede

Mombasa Mombasa

39

Category Target areas

Employees Headquarters

Conservancies

Mombasa

Garissa

Isiolo

Embu

Nyeri

Nakuru

Kisumu

Kakamega

Eldoret

Kenya Forest College - Londiani

Customers & Suppliers As per guidelines

40

Date (Sept)

Group

KFS Centre Category Date (Sept)

Group

KFS Centre Category Date Sept

Group

KFS Centre Category

2/9/13

A Headquarters ESS/WES/ CPS

2/9/13

B Headquarters ESS/WES/ CPS

2/9/13

C Headquarters ESS/WES/ CPS 3/9/

13 Conservancies

Mombasa

3/9/13

Conservancies

Embu

3/9/13

Conservancies

Kisumu

4/9/13

Garissa

4/9/13

Nyeri

4/9/13

Kakamega

5/9/13

Isiolo 5/9/13

Nakuru

5/9/13

Eldoret

6/9/13

Kenya Forest College – Londiani

9-10/9/13

A Communities and land owners

CSS/CPS

9-10/9/13

B

Non Government Organizations

CSS/CPS

9-10/9/13

C Government agencies:

CSS/CPS

Private Sector Development partners

Community Based Organizations

11/9/13

Agro-based Industry 11/9/13

Research/Academic Institutions

11/9/13

Women Groups

Youth Groups The General public Civil Society Organizations

12/9/13

Suppliers

13/9/13

A Nairobi - HQ key informants

13/9/13

B Nyeri-Nyeri key informants

13/9/13

C Busia - Port Victoria key informants Baringo - Marigat

16/9/13

Nairobi - Ngong FGDs 16/9/13

Baringo - Marigat FGDs 16/9/13

Mombasa - Mombasa FGDs

17/9/13

Kajiado – Kajiado Central

18/9/13

UasinGishu-Kapsabet

18/9/13

Machakos - Iveti

20/9/13

Laikipia-Rumuruti

Total of 15 Days

41