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HUMAN HUMAN HUMAN HUMAN CAPITALCAPITALCAPITALCAPITAL POLICPOLICPOLICPOLICYYYY

ANDANDANDAND MANUALMANUALMANUALMANUAL

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TABLE OF CONTENTS

1. POLICY TITLE: Human Capital policy & manual ............................................................ 7

2. POLICY NO: KFS/ ............................................................................................................ 7

3. RESPONSIBILITIES AND APPROVALS ........................................................................... 7

6. PURPOSE AND SCOPE ....................................................................................................... 8

7. APPLICABILITY .................................................................................................................. 8

8 DEFINITION OF TERMS ..................................................................................................... 8

9. RESPONSIBILITIES ........................................................................................................... 11

10. RELATED SERVICE POLICIES ........................................................................................ 11

11 RELEVANT LEGISLATION .............................................................................................. 11

SECTION 1:GENERAL ................................................................................................................ 14

1.1 Authorities and Application ....................................................................................... 14

1.2 Objectives of the Human Capital Policy & Manual .................................................. 14

1.3 Responsibility ............................................................................................................ 15

1.4 Interpretation .............................................................................................................. 15

1.5 Amendments .............................................................................................................. 15

1.6 Delegation .................................................................................................................. 15

1.7 Powers of the Director ............................................................................................... 15

SECTION 2:APPOINTMENTS .................................................................................................... 17

2.1 Policy Statement ........................................................................................................ 17

2.2 Categories of Appointment ........................................................................................ 17

2.3 Permanent and Pensionable Appointment ................................................................. 17

2.4 Appointment on Fixed Term Contract ....................................................................... 18

2.5 Temporary Appointment ............................................................................................ 18

2.6 Attachments/Internship .............................................................................................. 18

2.7 Secondment ................................................................................................................ 18

2.8 Volunteer services ...................................................................................................... 19

2.9 Power to Make Appointments ................................................................................... 19

2.10 Recruitment Procedure .............................................................................................. 20

2.11 Due diligence ............................................................................................................. 20

2.12 Letter of Appointment ............................................................................................... 20

2.13 Probationary Period ................................................................................................... 20

2.14 Date of Appointment ................................................................................................. 21

2.15 Medical Examination ................................................................................................. 21

2.16 Personal Details ......................................................................................................... 21

2.17 Particulars of Next-Of-Kin ........................................................................................ 22

2.18 Staff Identification ..................................................................................................... 22

2.19 Induction .................................................................................................................... 22

2.20 Duties ......................................................................................................................... 23

2.21 Transfers and Redeployment ..................................................................................... 23

2.22 Promotions ................................................................................................................. 23

2.23 Transfer of Service ..................................................................................................... 24

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2.24 Departure ................................................................................................................... 24

2.25 Clearance Certificate .................................................................................................. 24

2.26 Certificate of Service ................................................................................................. 24

2.27 Oaths and Statutory Declarations ............................................................................... 25

SECTION 3:STAFF REMUNERATION ..................................................................................... 27


3.2 Application................................................................................................................. 28

3.3 Salary Scales .............................................................................................................. 38

3.4 Payment of Salary ...................................................................................................... 38

3.5 Salary Increments ...................................................................................................... 38

3.6 Performance Rewards ................................................................................................ 39

3.7 Determination of salary on promotion or upgrading ................................................. 39

3.8 Payment of Salary on First Appointment ................................................................... 40

3.9 Salary Advance .......................................................................................................... 40

3.10 Eligibility for Advance .............................................................................................. 40

3.11 Salary in Advance ...................................................................................................... 41

3.12 Loans .......................................................................................................................... 41

SECTION 4:ALLOWANCES ....................................................................................................... 43

4.1 House Allowance ....................................................................................................... 43

4.2 Acting Allowance ...................................................................................................... 43

4.3 Special Duty Allowance ............................................................................................ 44

4.4 Accommodation Allowance in Kenya ....................................................................... 45

4.6 Subsistence Allowance when traveling on duty outside Kenya................................. 45

4.7 Entertainment Allowance........................................................................................... 46

4.8 Field Allowance ......................................................................................................... 46

4.9 Extraneous Allowance ............................................................................................... 46

4.10 Leave Allowance ....................................................................................................... 46

4.11 Provision for Airtime/Fax/Direct Line/Residential Line ........................................... 47

4.12 Non-Practice Allowance ............................................................................................ 47

4.13 Hardship Allowance .................................................................................................. 47

4.14 Transfer Allowance .................................................................................................... 47

4.15 House to office (commuter) allowance ...................................................................... 48

4.16 Workshops, Seminars & Retreats allowances............................................................ 48

4.17 Risk allowances ......................................................................................................... 48

SECTION 5: LEAVE .................................................................................................................... 50


5.2 Categories of Leave ................................................................................................... 50

5.3 Annual Leave ............................................................................................................. 50

5.5 Maternity/Paternity Leave ......................................................................................... 52

5.6 Unpaid Leave ............................................................................................................. 52

5.7 Study Leave ............................................................................................................... 53

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5.8 Special Leave for Sportsmen/Women ....................................................................... 53

5.9 Sick/Convalescent Leave ........................................................................................... 53

5.10 Rates of Sick Leave/Convalescent Leave .................................................................. 54

5.11 Compassionate Leave ................................................................................................ 54

5.12 Leave for temporary employees ................................................................................. 55

5.13 Terminal leave ........................................................................................................... 55

SECTION 6: HEALTH & WELFARE BENEFITS ...................................................................... 56

6.1 Medical Scheme ......................................................................................................... 57

6.2 Group Personal Accident Insurance Cover ................................................................ 57

6.3 Group Life Cover ....................................................................................................... 57

6.4 Club Subscription ...................................................................................................... 57

6.5 Death of an Employee ................................................................................................ 58

6.5.1 Upon the death of an employee the KFS shall provide; only .................................... 58

SECTION : 7 TRANSPORT ........................................................................................................ 60

7.1 Traveling in Own Car on Official Duty ..................................................................... 60

7.2 Traveling by Air ......................................................................................................... 60

7.3 Traveling by Taxi ....................................................................................................... 60

7.4 Traveling by Train ..................................................................................................... 61

SECTION 8:THE PERFORMANCE APPRAISAL SYSTEM ..................................................... 63


8.2 Performance Appraisal Process ................................................................................. 64

8.3 Recognition and Commendation ................................................................................ 66

SECTION 9: HUMAN RESOURCE DEVELOPMENT .............................................................. 67


9.2 Induction .................................................................................................................... 68

9.3 Job Rotation and Mentoring....................................................................................... 68

9.4 Sponsorship for Educational and Professional Training ............................................ 69

9.5 Training and Development Committee ...................................................................... 69

9.6 Training for staff in disciplined wing ........................................................................ 69

9.7 Conditions Applicable to Employees on Training ..................................................... 69

9.8 Allowances................................................................................................................. 70

9.9 Leave .......................................................................................................................... 70

9.10 Expenses to be met by the Kenya Forest Service ...................................................... 70

9.11 Resumption of Duty ................................................................................................... 71

9.12 Expenses to be met by the Employee ........................................................................ 71

9.13 Refund of Training Expenses Incurred by the Kenya Forest Service ........................ 71

9.14 Self Sponsored Courses ............................................................................................. 71

9.15 Progress Reports ........................................................................................................ 72

9.16 Training Reports ........................................................................................................ 72

9.17 Resumption of Duty ................................................................................................... 72

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9.18 Examination Grants ................................................................................................... 72

9.19 Conference and Seminars .......................................................................................... 72

9.20 Service Bond .............................................................................................................. 73

9.21 Training Projections ................................................................................................... 73

SECTION 10: EMPLOYEE CONDUCT ...................................................................................... 75


10.2 Disciplinary proceedings ........................................................................................... 75

10.3 Deployment ................................................................................................................ 75

10.4 Office Hours .............................................................................................................. 75

10.5 Attendance ................................................................................................................. 76

10.6 Conflict of Interest ..................................................................................................... 76

10.7 Declaration of Income, Assets and Liabilities ........................................................... 76

10.8 Public and Political Responsibilities; Newspapers and Publications ............................ 76

10.9 Interviews................................................................................................................... 77

10.10 Political Views ........................................................................................................... 77

10.11 Opinion on Foreign Powers ....................................................................................... 77

10.12 Disclosure of Information .......................................................................................... 77

10.13 Official Secrets Act Declaration/ confidentiality agreement ..................................... 77

10.14 Uniforms .................................................................................................................... 77

10.15 Mandatory Wearing of Uniforms ............................................................................... 78

10.16 Absence from Duty .................................................................................................... 78

10.17 Employees Appearing in Court .................................................................................. 78

10.18 Private Civil Cases ..................................................................................................... 78

10.19 Legal Proceedings By and Against Employees ......................................................... 78

10.20 Separation from the Service ....................................................................................... 79

10.21 Clearance ................................................................................................................... 84

10.22 Certificate of Service ................................................................................................. 84

10.23 Handing-Over Reports ............................................................................................... 84

10.24 Recommendation Letter ............................................................................................. 84

10.25 Exit Interview ............................................................................................................ 84

10.26 Disciplinary Code for Disciplined Officers ............................................................... 85

10.27 Employee Grievance .................................................................................................. 85

10.28 Employee Health and Safety ...................................................................................... 85

10.29 Equal Opportunity ...................................................................................................... 85

10.30 Harassment and Bullying ........................................................................................... 86

10.31 HIV/AIDS at the Workplace ...................................................................................... 86

10.32 Gender Mainstreaming .............................................................................................. 86

10.33 Disability Mainstreaming .......................................................................................... 86

10.34 Alcohol and Substance Abuse ................................................................................... 87

SECTION 11: SUPERANNUATION SCHEME ......................................................................... 89

11.1 Pension Scheme ......................................................................................................... 89

11.2 Dismissal .................................................................................................................... 89

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SECTION 13 ............................................................................................................................. 90

Quality assurance ...................................................................................................................... 90

Records management ................................................................................................................ 90

Disclaimer ................................................................................................................................. 90

INTER-RELATED POLICIES...................................................................................................... 91

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1. POLICY TITLE: POLICY TITLE: POLICY TITLE: POLICY TITLE: Human Human Human Human CapitalCapitalCapitalCapital policy & manualpolicy & manualpolicy & manualpolicy & manual

2.2.2.2. POLICYPOLICYPOLICYPOLICY NO: NO: NO: NO: KFS/KFS/KFS/KFS/

3.3.3.3. RESPONSIBILITIES AND APPROVALSRESPONSIBILITIES AND APPROVALSRESPONSIBILITIES AND APPROVALSRESPONSIBILITIES AND APPROVALS

3.1 Policy Contact Officer:3.1 Policy Contact Officer:3.1 Policy Contact Officer:3.1 Policy Contact Officer: Deputy Director Human Resource and

Administration

3.2 Policy Manager:3.2 Policy Manager:3.2 Policy Manager:3.2 Policy Manager: Senior Deputy Director Finance &

Administration

3.3 Approving Authority:3.3 Approving Authority:3.3 Approving Authority:3.3 Approving Authority: Board of Directors

3.43.43.43.4 Policy Level:Policy Level:Policy Level:Policy Level: Policy & Operational

3.5 Policy Version:3.5 Policy Version:3.5 Policy Version:3.5 Policy Version: Approved version 1

3.6 Policy Revision date:3.6 Policy Revision date:3.6 Policy Revision date:3.6 Policy Revision date: November 2012

3.7 Policy Category:3.7 Policy Category:3.7 Policy Category:3.7 Policy Category: Human Resources

3.8 Approval Date: November 2012

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4.4.4.4. DISTRIBUTION LISTDISTRIBUTION LISTDISTRIBUTION LISTDISTRIBUTION LIST

As per approved staff establishment

5.5.5.5. ENABLING LEGISLATIONENABLING LEGISLATIONENABLING LEGISLATIONENABLING LEGISLATION In exercise of the powers conferred by the Forests Act, the Director with the

approval of the Board of Directors of the KFS issues the following Human Capital

policy & manual

6.6.6.6. PURPOSE AND SCOPEPURPOSE AND SCOPEPURPOSE AND SCOPEPURPOSE AND SCOPE

To set out the terms & conditions governing of Service. Unless otherwise expressly

provided in an Act of Parliament or Statutes, all employees of the Service shall be

required to observe the provisions of this policy.

7777.... APPLICABILITYAPPLICABILITYAPPLICABILITYAPPLICABILITY

The Human Capital policy, procedures & manual apply to all employees of the

Service. This policy and as amended from time to time, forms part of the employee

Terms and Conditions of Service.

8888 DEFINITION OF TERMSDEFINITION OF TERMSDEFINITION OF TERMSDEFINITION OF TERMS

In this manual the following definitions apply:

(i) Act - Means the Forests Act, 2005

(ii) Basic Salary - Means salary excluding all other allowances

(iii) Board - Refers to the Board of Directors as established under the

Forests Act, 2005.

(iv) Child - Means the biological offspring or a legally adopted child

aged twenty-two (22) years and below who is wholly

dependent on the employee and is not married and in

exceptional circumstances those who are in school or

have permanent total disability, all dependants children

must be declared at the time of appointment or at the

time of birth or adoption if it occurs during employment

with Kenya Forest Service. Copies of birth certificates or

legal adoption papers of dependants will be required.

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(v) Calendar Year - Means the period from 1st January to 31

st December,

both days inclusive.

(vi) Director - Means the Chief Executive Officer Of KFS appointed by

the Minister in accordance with the provisions of the Act

& State Corporations Act.

(vii) Disciplined

Officers

- Includes the following officers:

Commandant, Deputy Commandant, Assistant

Commandant, Senior Superintendent Forest Guard,

Superintendent Forest Guard, Chief Inspector Forest

Guard, Inspector Forest Guard, Sergeant Forest Guard,

Corporal Forest Guard, Constable Forest Guard and

Forest Guard Recruit

(viii) Employee - Means a person employed by KFS on permanent and

pensionable, contract or temporary terms of service,

unless otherwise stated.

(ix) Family - Means the employee’s spouse and up to four (4)

children aged 22 years and below (or up to 25 years

where prior approval is given) who are still attending

school or are unmarried, living with and wholly

dependent on the employee or have permanent

disability.

(x) Financial Year - Means the period from 1st July to 30

th June of the

following year.

(xi) Gross Salary - Means pay of an employee including all allowances.

(xii) Head of

Department

Division

Conservancy

- Means any person for the time being performing the

duties of heading any of the designated Departments /

Division / Conservancy.

(xiii) Immediate Family

- Includes the employee, spouse, children and employee’s

parents.

(xiv) Leave Year Means the period from 1st January to 31

st December.

(xv) Management - Includes the Director and employees in Grade KFS2 to

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KFS5.

(xvi) Minister - Means the Minister for the time being responsible for

matters relating to Forests.

(xvii) Nuclear Family - Includes the employee, spouse and children.

(xviii) Officer - Means the employee unless otherwise stated or implied.

(xix) Pensionable

Terms

- Has the meaning assigned to it in the KFS Pensions

Scheme (hereinafter called “The Pensions Scheme”) and

as amended from time to time.

(xx) Daily subsistence

Allowance (DSA)

- Has the meaning of the allowance paid to employees

performing duties outside the duty station.

(xxi) Public Service - Has the meaning assigned to it in the Pensions Scheme.

(xxii) Salary - Means the gross monthly pay of an employee, excluding

overtime, subsistence, mileage, or any other extra

allowance or benefit.

(xxiii) Service - Means Kenya Forest Service

(xxiv) Spouse - Means the legally marriage partner of an employee as

specified under the Marriage Act, African Christian

Marriage & Divorce Act, Mohammedan Marriage &

Divorce Registration Act, Hindu Marriage & Divorce Act

or in accordance with the relevant customary law.

(xxv) Union - Means any staff union or association registered under the

Trade Unions Act recognized by the Board of Directors

as representing a section of staff of KFS.

(xxxvii) Board means KFS Board of Directors

(xxxviii) Commandant means the commander of the officers, Rangers &

disciplined cadre in the Enforcement &

compliance division of KFS.

(xxxviiii) Forest Officer means officer of the service.

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(xxxviiv) Forest Ranger refers to the Forest Guard and means a non –

ranked member below the rank of corporal.

(xxxviv) Forest Station means an administrative unit of the service

established by the Board

9.9.9.9. RESPONSIBILITIES RESPONSIBILITIES RESPONSIBILITIES RESPONSIBILITIES

9.19.19.19.1 The Director: The Director: The Director: The Director:

To enforce this policy, as he may consider necessary, subject to any instructions of

general nature as may be given by the Board acting in accordance within statutory

provisions.

9.29.29.29.2 The Heads of Division: The Heads of Division: The Heads of Division: The Heads of Division:

• To ensure conduct or performance that confirms to the terms & conditions of

service.

• Counsel employees on the processes, procedures, expected performance or

conduct.

9.39.39.39.3 Human Human Human Human CapitalCapitalCapitalCapital & Administration& Administration& Administration& Administration Division:Division:Division:Division:

• Responsibility for consulting and advising the management on issues related to the

terms & conditions of service of the process fairly, and consistently.

• Coordinating the process, ensuring that all parties are informed of the process and

that the process is completed within allocated time frames.

11110000.... RELATED SERVICE POLICIESRELATED SERVICE POLICIESRELATED SERVICE POLICIESRELATED SERVICE POLICIES

1. Government circulars & orders where not customized & adopted by the Service

2. Grievance Policy And Procedures

3. Ethics & Anti-corruption Policy

4. Standard operating procedures for disciplined staff

5. Disciplinary policy & manual

11111111 RELEVRELEVRELEVRELEVANT LEGISLATIONANT LEGISLATIONANT LEGISLATIONANT LEGISLATION

1. The Constitution of Kenya

2. The Forests Act 2005

3. The Employment Act, 2007

4. Labour Relations Act, 2007

5. Labour Institutions act, 2007

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6. Ethics & Anti-corruption Act, 2007

7. Public Officers’ Ethics Act, 2003

8. Economic Crimes & Act, 2007

9. Political Parties Act 2011

Note:Note:Note:Note:

Unless otherwise stated or implied, words in the masculine gender include the

feminine gender; words in the plural include the singular and words in the singular

include the plural.

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SECTION 1:SECTION 1:SECTION 1:SECTION 1: GENERALGENERALGENERALGENERAL

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SECTION 1:SECTION 1:SECTION 1:SECTION 1: GENERAL GENERAL GENERAL GENERAL

1.11.11.11.1 Authorities and ApplicationAuthorities and ApplicationAuthorities and ApplicationAuthorities and Application

1.1.1 The Human capital Manual has been developed in accordance with the Kenya Forest Act,

2005.

1.1.2 Unless otherwise expressly provided either in these Regulations or elsewhere, or unless the

context otherwise requires, all employees of KFS shall be required to observe the

provisions of the Terms & Conditions provided herein as may be amended from time to

time.

1.1.3 All employees of KFS will also be subject to relevant provisions of other circulars,

legislation, regulations and policies as may be issued by all competent authorities.

1.1.4 This policy & manual will act as a reference document for KFS employees. It therefore,

forms the basis upon which KFS working culture and working environment is based.

1.21.21.21.2 Objectives of the Objectives of the Objectives of the Objectives of the Human Human Human Human CCCCapitalapitalapitalapital Policy & Policy & Policy & Policy & ManualManualManualManual

1.2.1 The objectives of the Human Capital Manual is to summarize KFS policies, regulations,

procedures, and other administrative processes to enable those responsible for managing

KFS operations effect the human Capital management functions.

1.2.2 The Manual has been developed to ensure:-

(i) Adherence to the Act and Government guidelines.

(ii) That KFS incorporates all stakeholders including employees, its clients, the

Government and the public..

(iii) That human Capital policies are in tandem with the organizational structure with

individual roles & responsibilities incorporated into the Service’s operations to

meet KFS objectives are achieved efficiently, effectively and in a cost effective

manner.

(iv) Adherence to best practice, various professional codes of conduct/ethics, and

public expectations..

(v) A common understanding by KFS employees of stipulated organizational policies,

standards and procedures..

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1.31.31.31.3 ResponsibilityResponsibilityResponsibilityResponsibility

Each member of staff will be held personally responsible for any non-adherence to these

Regulations as may be amended by the Board of Directors from time to time. Supervisors

shall ensure that all staff under them are made aware of all the provisions of this Manual

which constitute the terms and conditions of service.

1.41.41.41.4 InterpretationInterpretationInterpretationInterpretation

1.4.1 The interpretation of this Manual shall rest with the Director. The Director may also seek

guidance from the Board or any competent authority on any matter that may not be

covered by these Regulations.

1.51.51.51.5 AmendmentsAmendmentsAmendmentsAmendments

The Staff Regulations may be amended by the Board of Directors from time to time and

such changes will be communicated to staff. All changes will be carried out in line with best

practice.

1.61.61.61.6 DelegationDelegationDelegationDelegation

The Board may delegate any of its functions and powers under the Human Capital manual

to a Committee of the Board and to the Director.

1.1.1.1.7777 Powers of the DirectorPowers of the DirectorPowers of the DirectorPowers of the Director

The Director shall enforce these regulations, as he/she may consider necessary, subject to

any instructions of general nature as may be given by the Board acting in accordance within

statutory provisions.

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SECTION 2: APPOINTMENTSSECTION 2: APPOINTMENTSSECTION 2: APPOINTMENTSSECTION 2: APPOINTMENTS

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SECTION 2:SECTION 2:SECTION 2:SECTION 2: APPOINTMENTSAPPOINTMENTSAPPOINTMENTSAPPOINTMENTS 2.12.12.12.1 Policy StatemPolicy StatemPolicy StatemPolicy Statementententent

2.1.1 KFS is an equal opportunity employer and shall not in its recruitment discriminate on the

basis of gender, age, race, and ethnicity or condone any form of discrimination.

2.1.2 The efficiency of KFS depends on the quality of employees it engages. It shall therefore,

be the policy of KFS to attract and recruit candidates with the best mix of academic

qualifications, professional skills & the requisite experience.

2.1.3 All appointments for grade 2-5 are to be made by the Board with grade 6-14 being carried

out by the director through universally acknowledged competitive process. .

2.1.4 The appointment letter and the relevant Terms of Service document will constitute the

contract between the employee and the Kenya Forest Service.

2.1.5 Appointments in all cases shall be made in accordance with existing job descriptions,

available vacancies and ability to pay for all cadres of staff. For the purposes of

appointment, the Career Progression Guidelines formulated for KFS shall form an integral

part of this policy & Manual.

2.22.22.22.2 Categories of AppointmentCategories of AppointmentCategories of AppointmentCategories of Appointment

An employee may be appointed to any of the following terms of service:-

(i) Permanent and Pensionable

(ii) Fixed term Contract

(iii) Temporary

(iv) Attachment/Internship

(v) Secondment

(vi) Voluntary service

2.32.32.32.3 Permanent and Pensionable AppointmentPermanent and Pensionable AppointmentPermanent and Pensionable AppointmentPermanent and Pensionable Appointment

2.3.1 An employee of the Service will be appointed to permanent and pensionable appointment.

The employment of such staff is deemed to be ongoing (permanent) unless otherwise

terminated by the Service, or the individual, per the provisions of the Employment Act or

Terms and Conditions of Service and the employment contract. Permanent and

pensionable appointment applies to employees who after successful completion of their

probationary period are confirmed & eligible to join the KFS Pension Scheme.

2.3.2 Appointment on permanent & pensionable shall be restricted to candidates below fifty (50)

years old.

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2.42.42.42.4 Appointment on Appointment on Appointment on Appointment on Fixed Term Fixed Term Fixed Term Fixed Term ContractContractContractContract

2.4.1 Appointment on contract terms shall apply to positions that cannot be filled on permanent

& pensionable terms or where suitable candidates can only be appointed on contract terms

of service.

2.4.2 Appointments on contract will normally be awarded for a maximum period of three (3)

years and may be renewed once at the discretion of the Board acting on the advice of the

Director up to a maximum period of three (3) years.

2.4.3. An employee serving on contract terms of service shall be subject to the KFS terms and

conditions of service and shall be eligible for payment of service gratuity on a pro-rata basis

at thirty one percentum (31%) or as the board may from time to time approve, of the

employee’s basic salary over the period worked.

2.4.4. An employee serving on contract terms of service and who may wish to have his contract

renewed, shall make a written application to the Director at least three (3) months before

and not more than six (6) months to the expiry of the contract.

2.52.52.52.5 Temporary AppointmentTemporary AppointmentTemporary AppointmentTemporary Appointment

2.5.1 Appointment on temporary terms will apply to cases where the services of any employee;

would normally be on a day-to-day basis, is paid wages at a daily rate at the end of each

day/week/month or in line with a pre-negotiated agreement and will not be required

beyond a period of three (3) months.

2.5.2 Appointments will be made by the Director, but shall be for a maximum period of three

(3) months renewable.

2.5.3 A temporary employee will be entitled to leave as per the provisions of the Employment

Act 2007 and shall not be entitled to service gratuity, medical or any other benefits.

2.6 2.6 2.6 2.6 Attachments/InternshipAttachments/InternshipAttachments/InternshipAttachments/Internship

The Service may offer attachments to students in specialized areas to gain practical

experience as per the provisions of the policy on internship.

2.72.72.72.7 SSSSecondmentecondmentecondmentecondment

2.7.1 Secondment of staff to and from the Service may be made in accordance with the existing

Government procedures and will be for a maximum period of three (3) years.

Secondment will be authorized only in cases where there are no reciprocate transfer

arrangements for pension purposes.

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2.7.2 Employees in Grade KFS 2 to KFS 7, serving on permanent and pensionable terms of

service may be seconded from the KFS to another public institution or the civil service for

a period not exceeding three (3) years subject to his having completed a minimum of five

(5) years uninterrupted service,.

2.7.3 Upon expiry of the period of secondment, the employee will revert to the service at the

terms & conditions he was previously employed on.

2.82.82.82.8 Volunteer servicesVolunteer servicesVolunteer servicesVolunteer services

As a way of giving back to society KFS encourages Kenyans to engage in socially sustainable

& responsible activities. Consequently it has provisions for volunteers who apply to donate

their skills, time, energy & resources. The service may appoint volunteers to assist it in the

course of its duties. The volunteers should have a humane heart, willing to reach out and

inspire hope where there might be none, someone with a niche to leave the world a better

place that he/she found it. This notwithstanding, a person shall not be employed on

voluntary basis as –

(a) A revenue collector

(b) An officer involved in any aspect of procurement;

(c) A cashier;

(d) A caretaker of any premises belonging to KFS;

(e) A security officer;

(f) A holder of any strategic office including any office

On engagement, every volunteer shall be issued with a letter to that effect. He will be

bound by the code of conduct, rules and regulations applicable to KFS & shall not be paid

any money out of KFS.

2.2.2.2.9999 Power to Make AppointmentsPower to Make AppointmentsPower to Make AppointmentsPower to Make Appointments

Appointments shall be made as follows:

(i) Appointments to posts in Grade KFS 2 to KFS 5 shall be made by the Board in

accordance with the approved procedures.

(ii) Appointments to Grade KFS 6 – 14 shall be made by the Director through

established committees.

(iii) The Director shall appoint employees on temporary, internship/attachment & on

voluntary basis.

(iv) For appointments on fixed term contracts this shall be done by the board through a

Committee of the board.

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2.102.102.102.10 Recruitment ProcedureRecruitment ProcedureRecruitment ProcedureRecruitment Procedure

Where a position falls vacant or the incumbent tenders his resignation, the Human Capital

& Administration division will notify the Director who will proceed to competitively

advertise the position through relevant appropriate media.

2.2.2.2.11111111 Due diligenceDue diligenceDue diligenceDue diligence

The Director through the Deputy Director in charge of Human Capital shall as part of the

recruitment process carry out due diligence which will inter alia include a recommendation

letter/certificate of service from the previous employer & referees.

2.12.12.12.12222 Letter of AppointmentLetter of AppointmentLetter of AppointmentLetter of Appointment

The letter of appointment to an employee on first appointment shall be issued in duplicate,

which must be acknowledged by the employee through his/her signature before the date of

engagement containing the following details:-

(i) Employee Bio-data

(ii) The position, remuneration details & salary grade to which the candidate is

appointed

(iii) The terms & conditions of appointment

(iv) Duties and responsibilities.

(v) Validity period of the offer

2.12.12.12.13333 Probationary PeriodProbationary PeriodProbationary PeriodProbationary Period

2.13.1 Unless otherwise specified, newly appointed employees of the Service will be required to

undergo a probationary period of six (6) months. During the probationary period, the

Head of Department shall submit monthly progress reports indicating the employee’s

performance. Based on the Head of Department’s recommendations, the deputy director

in charge of human resources will advise the Director whether; the employee should be

confirmed, the probationary period ought to be extended or the appointment terminated.

2.13.2 Where the period of probationary service has been unsatisfactory, it may be terminated or

may be extended once for a period of three (3) months.

2.13.3 Where the period is extended, the employee’s performance shall be reviewed again to

determine continued employment with the Service. If the probationary service is

unsatisfactory after the extended period, the employee will not be confirmed & the

appointment shall be terminated immediately.

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2.13.4 An employee on probationary appointment who has completed the normal or extended

period of probation satisfactorily shall be confirmed & incorporated into the pension

scheme with effect from the reporting date.

2.12.12.12.14444 Date of AppointmentDate of AppointmentDate of AppointmentDate of Appointment

An appointment made from within Kenya will take effect from the date of

assumption of duty. An appointment made from outside Kenya will take effect

from the date of reporting in Kenya.

2.12.12.12.15555 Medical ExaminationMedical ExaminationMedical ExaminationMedical Examination

Every candidate whom the Service proposes to employ shall be required to undergo a

medical examination conducted by a doctor recommended by the Service or any of the

prescribed Medical Practitioners set forth in the Service’s medical scheme. All offers are

conditional upon receipt of a medical report satisfactory to the Service on the health of the

appointee and his/her fitness to take up the post.

2.12.12.12.16666 Personal Personal Personal Personal DetailsDetailsDetailsDetails

An employee shall on first appointment upon reporting submit inter alia:

a) Certified academic and professional certificates;

b) Recommendation letter/certificate of service from previous employer

c) Completed Employment Form

d) Photocopy of National Identity Card

e) Colored passport size photographs

f) Signed declaration for the Official Secrets Act/confidentiality agreement

g) Completed Wealth declaration form within thirty (30) days of reporting

h) Receipt of KFS Terms & Conditions of Service

i) Next of Kin form

j) Receipt of Public Officers Ethics Act

k) Signed Declaration for the Higher Education Loans Board

l) Staff medical scheme application forms

m) Certificate of good conduct (where applicable)

n) Photocopy of valid driving license(for drivers) or relevant practicing/professional license

o) Ministry of Roads & public works certification (where applicable)

p) Bank, Bank account number & Branch

q) Personal Identification Number (PIN) number

r) National Health Insurance Fund (NHIF) number

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s) National Social Security Fund (NSSF) number

For employees in grade 1, 2 & 3 they will be required to provide in addition to the above

(i) Clearance from the Ethics & Anti-corruption Commission

(ii) Clearance from the Director of Public Prosecutions,

(iii) Credit report from a licensed credit reference bureau

The Service will also require employees handling confidential & classified information to undergo

vetting by the authorized government agencies.

2.12.12.12.17777 Particulars of NextParticulars of NextParticulars of NextParticulars of Next----OfOfOfOf----KinKinKinKin

An employee shall be required to complete a nomination form containing the particulars

of the next of kin as well as beneficiaries. The employee should notify the Human

Resource Office of any change in name and address of the next of kin or change in

beneficiary for purposes of updating of the records on an annual basis. In addition,

employees shall be required to declare the particulars of their nuclear family for purposes

of the staff medical scheme.

2.12.12.12.18888 Staff Staff Staff Staff IIIIdentificationdentificationdentificationdentification

Every employee shall be issued with the official job identification /employment card which

shall remain the property of the KFS and set up in the Enterprise Resource Planning

system as a user with specified access rights. In the event of loss of the identification, an

employee shall apply for a replacement upon payment of a specified fee. If the

replacement is as a result of change of designation or wear and tear no fee shall be charged.

On cessation of appointment, the employee shall be required to surrender his

employment card to the KFS.

2.12.12.12.19999 InductionInductionInductionInduction

2.19.1 New employees on the first appointment shall be received in the office of the deputy

director Human Resource and Administration and then directed to the designated officers

for detailed orientation within and around the designated work stations

2.19.2 Each new member of staff will be inducted within two (2) days upon reporting in line with

the Services induction & orientation process. This is intended to impact on the job skills,

widen his/her knowledge on the forestry value chain, instill the Service’s core values,

introduce him/her to the corporate culture, vision, mission and mandate; thus making new

employees to feel welcome and comfortable.

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2.19.3 The deputy director in charge of Human Capital shall for this purpose, prepare in

conjunction with other heads of department an induction programme that shall contain

details of the matters to be covered during the induction and also provide an induction

information pack of KFS policies, practices, processes, procedures, terms & conditions of

service.

2.2.2.2.20202020 DutiesDutiesDutiesDuties

The duties of an employee shall be as indicted in the appointment letter & job description

as may be amended from time to time by the director. All employees shall be given a job

description commensurate with the assigned duties.

2.212.212.212.21 TranTranTranTransfers and Redeploymentsfers and Redeploymentsfers and Redeploymentsfers and Redeployment

Employees of the Service subject to specific grades may be transferred or re-deployed to

any county in Kenya, or his job re-designated based on their skills, qualifications &

experience as the Director or other duly authorized officer may from time to time direct.

For employees based in field stations, they should be re-deployed to a different station in

another county or conservancy after a reasonable period of time or as circumstances may

dictate.

2.2.2.2.22222222 PromotionsPromotionsPromotionsPromotions

2.22.1 Serving (internal) candidates who meet the minimum requirements for a vacant post will be

accorded priority when competitively filling vacancies. In accordance with the provisions of

the career progression guidelines for each cadre.

2.22.2 Candidates who are eligible for promotion for grade 5-14, based on skills, academic

qualifications, past performance & experience will be assessed & evaluated in a transparent

competitive manner by the appointments & promotion committee reporting to the director

for approval & implementation.

2.22.3 Candidates who are eligible for promotion for grade 2-4, based on skills, academic

qualifications, past performance & experience will be assessed & evaluated in a transparent

competitive manner by the board or a committee of the board which shall advise the

director on implementation.

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2.22.22.22.23333 Transfer of ServiceTransfer of ServiceTransfer of ServiceTransfer of Service

2.23.1 If an employee serving on permanent and pensionable terms of service is offered

appointment in another organization in the Public Service, he will be required to apply for

transfer of service to the Director.

2.23.2 An employee can only be considered for a transfer of Service if he has completed a

minimum of five (5) years uninterrupted service, & if the other organization in which he

has applied for appointment has been declared to be a “Public Service” for the purpose of

the Pensions Act (Cap.189) where applicable.

2.23.4 An employee who is offered an appointment in an organization other than in accordance

with the procedures set out in this policy & Manual shall be required to resign his

appointment with the KFS if he wishes to take up the appointment.

2.23.5 An employee serving on non-pensionable terms of service will not be eligible to transfer his

services to another organization but will be required to resign if he wishes to take up

employment with another organization.

2.22.22.22.24444 DepartureDepartureDepartureDeparture

2.24.1 On exit, secondment or redeployment, an employee will prepare a comprehensive

handing over report under the supervision of the immediate supervisor and/or the Head of

Department. A copy of the report duly approved by the Supervisor will be submitted to

the Deputy Director in charge of human Capital for action & record purposes.

2.22.22.22.25555 Clearance CertificateClearance CertificateClearance CertificateClearance Certificate

2.25.1 An employee will be required to obtain a clearance certificate on resignation, dismissal,

termination of appointment or retirement from the Service.

2.22.22.22.26666 Certificate of ServiceCertificate of ServiceCertificate of ServiceCertificate of Service

A certificate of service will be issued to an employee on request upon retirement,

resignation, dismissal or termination of appointment. The certificate shall contain a fair

assessment of the employee and will be signed by the employee’s Head of Department and

countersigned by the Head, Human Capital.

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2.22.22.22.27777 Oaths and Statutory DeclarationsOaths and Statutory DeclarationsOaths and Statutory DeclarationsOaths and Statutory Declarations

2..27.1 Every employee shall be required to sign the Official Secrets Act form under the Official

Secrets Act Cap.187 on appointment or as dictated by the constitution.

2.27.2 Every employee shall be required to sign on appointment, a declaration to abide by the

Code of Conduct & Ethics for public Officers under the Public Officer Ethics Act, 2003.

2.27.3 Every employee shall be required to fill & forward to the Public Service Commission

within thirty (30) days of reporting a signed declaration of Wealth Form under the Public

Officer Ethics Act, 2003.

2.27.4 Every employee shall be required to sign a declaration of Loan Form under the Higher

Education Loans Board Act.

2.27.5 Every employee shall be required to sign a Confidentiality agreement on appointment &

subsequent termination/retirement.

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SECTION SECTION SECTION SECTION 3:3:3:3: REMUNERATIONREMUNERATIONREMUNERATIONREMUNERATION

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SECTION 3:SECTION 3:SECTION 3:SECTION 3: STAFF REMUNERATIONSTAFF REMUNERATIONSTAFF REMUNERATIONSTAFF REMUNERATION 3.13.13.13.1 Policy StatementPolicy StatementPolicy StatementPolicy Statement

It will be the policy of KFS to remunerate staff on such terms as to attract and retain the

services of qualified personnel with the right mix of skills, academic qualifications &

requisite experience to respond to the demands of the KFS while ensuring that its

remuneration is competitive subject to availability of financial resources and ability to pay.

All salary issues will be treated as highly confidential and personal to the respective

employee. The payment of salary is administered in accordance with the salary structure

that is in force at any given time. The salary grades that appear herein are progressive, with

the entry points varying depending on the level of professionalism, qualifications and

experience as guided by the relevant career progression systems in place at any given time.

To ensure a compensation structure for all employees that is externally competitive,

internally equitable, and which recognizes and rewards individual differences in

performance, it is imperative that the KFS periodically reviews and adjusts the

compensation policy in line with the market dynamics.

3.1.1 The KFS’s remuneration policy is based on the following principles:-

(i) Provide adequate pay differentials to compensate for responsibility, skills,

experience and performance as informed by the KFS strategic plan.

(ii) Achieve equity and transparency in the remuneration package.

(iii) Link remuneration to performance as a means of promoting a meritocratic culture

and motivating employees towards higher levels of achievement.

(iv) Provide adequate incentives for increased productivity, efficiency, improved

accountability and control.

(v) Attract and retain the key skills needed to achieve the corporate objectives.

(vi) Pay for performance: The pay rates are to be linked to individual employee’s

performance and the ability of KFS to pay. To strengthen the performance based

pay system, it is imperative that the performance appraisal system and its

management must be coherent, consistent and understood by both parties involved

(i.e. appraiser’s and appraisee’s). To support this, The KFS will put in place a

structured performance appraisal system with clear targets, objectives and specific

deliverables.

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(vii) Best Practice: The Kenya Forest Service’s remuneration arrangement endeavor’s to

reflect the best practice in the market.

(viii) Internal Equity: Individual pay rates for each employee relative to the others in The

KFS should be open, fair, consistent and explainable. This equity is achieved

through job evaluation and grading, which should be carried out periodically, at

least once in every three (3) years.

(ix) External Competitiveness: Rates of pay should be fair, relative to the market and

comparable organizations, and competitive in terms of size, industry, etc. In order

to achieve this principle, KFS will seek to participate in various salary surveys and

consult professionals as and when necessary. Functional heads will be involved in

the survey to select the comparable organizations, select benchmark jobs and assist

in job matching.

3.3.3.3.2222 ApplicaApplicaApplicaApplicationtiontiontion

This Policy & manual will apply to all staff. There shall be such grades as the Board may

from time to time determine. There shall be fourteen (14) grades for employees. The

Director will be at KFS Grade I, while grade KFS Grade II to Grade XIV will encompass

management, officers & support staff as indicated below:-

DesignationDesignationDesignationDesignation GradeGradeGradeGrade

Forest OfficersForest OfficersForest OfficersForest Officers

Director KFS 1

Senior Deputy Director KFS 2

Deputy Director KFS 3

Senior Assistant Director KFS 4

Assistant Director KFS 5

Senior Forest Officer KFS 6

Forest Officer I KFS 7

Forest Officer II KFS 8

ForestersForestersForestersForesters

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Chief Forester KFS 5

Assistant Chief Forester KFS 6

Senior Forester KFS 7

Forester I KFS 8

Forester II KFS 9

Forester III KFS 10

Enforcement and Compliance Enforcement and Compliance Enforcement and Compliance Enforcement and Compliance PersonnelPersonnelPersonnelPersonnel

Commandant KFS 3

Deputy Commandant KFS 4

Assistant Commandant KFS 5

Senior Superintendent Forest Guard KFS 6

Superintendent Forest Guard KFS 7

Chief Inspector Forest Guard KFS 8

Inspector Forest Guard KFS 9

Sergeant Forest Guard KFS 10

Corporal Forest Guard KFS 11

Constable Forest Guard KFS 12

Forest Guard Recruit KFS 13

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Internal AuditInternal AuditInternal AuditInternal Audit

Principal Internal Auditor KFS 4

Chief Internal Auditor KFS 5

Senior Internal Auditor KFS 6

Internal Auditor I KFS 7

Internal Auditor II KFS 8

Internal Auditor III KFS 9

Assistant Internal Auditor KFS 10

EngineersEngineersEngineersEngineers

Chief Superintending Engineer KFS 4

Senior Superintending Engineer KFS 5

Superintending Engineer KFS 6

Engineer KFS 7

Assistant Engineer KFS 8

Survey AssistantsSurvey AssistantsSurvey AssistantsSurvey Assistants

Principal Surveyor Assistant KFS 6

Chief Surveyor Assistant KFS 7

Senior Survey Assistant KFS 8

Survey Assistant II KFS 9

Survey Assistant III KFS 10

Cartographic AssistantsCartographic AssistantsCartographic AssistantsCartographic Assistants

Principal Cartographic Assistant KFS 6

Chief Cartographic Assistant KFS7

Senior Cartographic Assistant KFS 8

Cartographic Assistant II KFS 9

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Cartographic Assistant III KFS 10


Photolithographic AssistantsPhotolithographic AssistantsPhotolithographic AssistantsPhotolithographic Assistants

Principal Photolithographic Assistant KFS 6

Chief Photolithographic Assistant KFS7

Senior Photolithographic Assistant KFS 8

Photolithographic Assistant II KFS 9

Photolithographic Assistant III KFS 10

Photogrammetric AssistantsPhotogrammetric AssistantsPhotogrammetric AssistantsPhotogrammetric Assistants

Principal Photogrammetric Assistant KFS 6

Chief Photogrammetric Assistant KFS7

Senior Photogrammetric Assistant KFS 8

Photogrammetric Assistant II KFS 9

Photogrammetric Assistant III KFS 10

Legal ServicesLegal ServicesLegal ServicesLegal Services

Corporation Secretary KFS 3

Chief Legal Officer KFS 5

Senior Legal Officer KFS 6

Legal Officer I KFS 7

Legal Officer II KFS 8

Senior Legal Clerk KFS 9

Legal Clerk KFS 10

Public Communications OfficersPublic Communications OfficersPublic Communications OfficersPublic Communications Officers

Chief Public Communications Officer KFS 4

Senior Public Communications Officer KFS 6

Public Communications Officer I KFS 7

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Public Communications Officer II KFS 8

Public Communications Officer III KFS 9

Public Communications Assistant KFS 10

Wood TechnologistsWood TechnologistsWood TechnologistsWood Technologists

Chief Wood Technologist KFS 5

Senior Wood Technologist KFS 6

Wood Technologist I KFS 7

Wood Technologist II KFS 8

LecturersLecturersLecturersLecturers

Principal KFS 3

Deputy Principal KFS 4

Principal Lecturer KFS 5

Senior Lecturer KFS 6

Lecturer I KFS 7

Lecturer II KFS 8

Lecturer III KFS 9

InstructorsInstructorsInstructorsInstructors

Chief Instructor KFS 6

Senior Instructor KFS 7

Instructor I KFS 8

Instructor II KFS 9

Instructor III KFS 10

WaitersWaitersWaitersWaiters

Chief Waiter KFS 6

Senior Waiter KFS 7

Waiter I KFS 8

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Waiter II KFS 9

Assistant Waiter II KFS 10

Waiter Assistant I KFS 11

Waiter Assistant II KFS 12

Waiter Assistant III KFS 13

CooksCooksCooksCooks

Chief Chef KFS 6

Chef KFS 7

Head Cook KFS 8

Senior Cook KFS 9

Cook I KFS11

Cook II KFS 10

Assistant Cook KFS 11

Assistant Cook II KFS 12

Assistant Cook III KFS 13

Marketing OfficersMarketing OfficersMarketing OfficersMarketing Officers

Head of Marketing Services KFS 4

Investment Centre Manager KFS 5

Chief Marketing Officer KFS 6

Senior Marketing Officer KFS 7

Marketing Officer I KFS 8

Marketing Officer II KFS 9

Marketing Assistant KFS 10

AccountantsAccountantsAccountantsAccountants

Deputy Director Finance and Accounting KFS 3

Chief Accountant KFS 5

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Senior Accountant KFS 6

Accountant I KFS 7

Accountant II KFS 8

Accountant III KFS 9

Accounts Assistant KFS 10

Human Resources Human Resources Human Resources Human Resources Management OfficersManagement OfficersManagement OfficersManagement Officers

Deputy Director: Human Resource & Admin KFS 3

Chief Human Resources Management Officer KFS 5

Senior Human Resources Management Officer KFS 6

Human Resources Management Officer I KFS 7

Human Resources Management Officer II KFS 8

Human Resource Management Officer III KFS 9

Human Resources Management Assistant KFS 10

Supply Chain Management OfficersSupply Chain Management OfficersSupply Chain Management OfficersSupply Chain Management Officers

Head: Supply Chain Manager KFS 4

Chief Supply Chain Officer KFS 5

Senior Supply Chain Officer KFS 6

Supply Chain Officer I KFS 7

Supply Chain Officer II KFS 8

Supply Chain Officer III KFS 9

Supply Chain Assistant KFS 10

Senior Storeman KFS 11

Storeman I KFS 12

Store man II KFS 13

AdministrationAdministrationAdministrationAdministration

Chief Administrative Manager KFS 4

Senior Administrative Officer KFS 5

Administrative Officer KFS 6

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Administrative Officer I KFS 7

Administrative Officer II KFS 8

Administrative Officer III KFS 9

Administrative Assistant KFS 10

Records Management Officers (Registry)Records Management Officers (Registry)Records Management Officers (Registry)Records Management Officers (Registry)

Senior Records Management Assistant KFS 8

Records Management Assistant I KFS 9

Records Management Assistant II KFS 10

Records Management Assistant III KFS 11

LibrariansLibrariansLibrariansLibrarians

Chief Librarian KFS 5

Senior Librarian KFS 6

Librarian I KSF 7

Librarian II KSF 8

Librarian III KFS 9

Library AssistantsLibrary AssistantsLibrary AssistantsLibrary Assistants

Senior Library Assistant KFS 8

Library Assistant I KFS 9

Library Assistant II KFS 10

Library Assistant III KFS 11

Clinical OfficersClinical OfficersClinical OfficersClinical Officers

Chief Clinical Officer KFS 6

Senior Clinical Officer KFS 7

Clinical Officer I KFS 8

Clinical Officer II KFS 9

Clinical Officer III KFS 10

ArtisansArtisansArtisansArtisans

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Senior Artisan KFS 10

Artisan I KFS 11

Artisan II KFS 12

Artisan III KFS 13

SecretariesSecretariesSecretariesSecretaries

Executive Secretary KFS 7

Personal Secretary I KFS 8

Personal Secretary II KFS 9

Personal Secretary III KFS 10

Shorthand Typist/Senior Copy Typist KFS 11

Copy Typist KFS 12

Electrical/Mechanical TechniciansElectrical/Mechanical TechniciansElectrical/Mechanical TechniciansElectrical/Mechanical Technicians

Chief Superintendent Mechanic/Electrical KFS 6

Senior Superintendent Mechanic/Electrical KFS 7

Superintendent Electrical/Mechanical KFS 8

Senior Inspector Electrical/Mechanical KFS 9

Inspector Electrical/Mechanical KFS 10

Information and Communication Technology (ICT)Information and Communication Technology (ICT)Information and Communication Technology (ICT)Information and Communication Technology (ICT)

ICT Manager KFS 4

Chief ICT Officer KFS 5

Senior ICT Officer KFS 6

ICT Officer I KFS 7

ICT Officer II KFS 8

ICT Officer III KFS 9

ICT Assistant/ICT Technicians KFS 10

Planning and MonitoringPlanning and MonitoringPlanning and MonitoringPlanning and Monitoring

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Head: Planning and Monitoring KFS 4

Head: Planning and Evaluation KFS 5

Senior Economist/Planning Officer KFS 6

Economist I/Planning Officer I KFS 7

Economist II/Planning Officer II KFS 8

Statistical OfficeStatistical OfficeStatistical OfficeStatistical Officersrsrsrs

Chief Statistician KFS 4

Principal Statistician KFS 5

Senior Statistician KFS 6

Statistician I KFS 7

Statistician II KFS 8

Chief Statistician KFS 4

Drivers / Plant OperatorsDrivers / Plant OperatorsDrivers / Plant OperatorsDrivers / Plant Operators

Senior Driver/ Senior Plant Operator KFS 9/10

Driver I/ Plant Operator I KFS 11

Driver II / Plant Operator II KFS 12

Driver III / Plant Operator III KFS 13

Telephone OperatorsTelephone OperatorsTelephone OperatorsTelephone Operators

Senior Telephone Operator KFS 10

Telephone Operator I KFS 11

Telephone Operator II KFS 12

Telephone Operator III KFS 13

CoxswainCoxswainCoxswainCoxswain

Senior Coxswain KFS 10

Coxswain I KFS 11

Coxswain II KFS 12

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Coxswain III KFS 13

Support StaffSupport StaffSupport StaffSupport Staff

Subordinate Staff Supervisor KFS 11

Subordinate Staff I KFS 12

Subordinate Staff II KFS 13

Subordinate Staff III KFS 14

3.33.33.33.3 Salary Salary Salary Salary ScalesScalesScalesScales

3.3.1 Salary entry point on first appointment will be determined with due consideration of factors

such as the grade, prevailing salary scale, candidate’s qualification, current or immediate

previous salary scale. For each appointment, the point of entry to the salary scale will be the

minimum or as specified in the letter of appointment.

3.3.2 The Service, subject to the Board’s approval and with regard to government regulations,

may at its discretion include in any of the grades above, such other posts as it may designate

from time to time.

3.3.3.3.4444 Payment of SalaryPayment of SalaryPayment of SalaryPayment of Salary

3.3.1 An Employee on first appointment will be paid salary with effect from the date the

employee reports for duty on a monthly basis in arrears denominated and paid in Kenya

shillings unless otherwise stated

3.3.2 Statutory deductions such as PAYE, NSSF, NHIF, taxes, and other deductions including

judicial orders/attachment of earnings, will be recovered in advance & in full from the

gross pay before remittance to the employees account.

3.3.3 Voluntary deductions such as contributions to co-operatives, insurance firms, etc will be

effected provided upon the employee gives giving written authorization in writing.

3.3.4 On cessation of employment, terminal dues will be made upon production of a clearance

certificate & a duly signed discharge voucher.

3.53.53.53.5 Salary IncrementsSalary IncrementsSalary IncrementsSalary Increments

Employees will be granted annual performance based increment based on positive

performance appraisal reports in line with rates/scale as the board may from time to time

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decide. Employees will be sanctioned if the performance is found to be unsatisfactory or

below the specified standard.

3.63.63.63.6 Performance RewardsPerformance RewardsPerformance RewardsPerformance Rewards

There shall be performance based rewards as approved by the Board of Directors as

specified by the Recognition, rewards and Sanction Policy.

3.73.73.73.7 Determination of salary on promotion or upgradingDetermination of salary on promotion or upgradingDetermination of salary on promotion or upgradingDetermination of salary on promotion or upgrading

3.7.1 Where an employee is promoted from one grade to another and his salary on the effective

date of promotion is less than the minimum of the salary scale attached to the new grade he

will receive the minimum of the salary scale attached to his new grade on the effective date

of his promotion.

3.7.2 Where the salary of an employee on the day preceding the effective date of his promotion

is one point immediately below the minimum of the salary scale attached to his new grade

he will receive the minimum of the salary scale attached to his new grade on the effective

date of his promotion.

3.7.3 Where the salary of an employee on the day preceding the effective date of his promotion

corresponds to or is higher than the minimum of the salary scale attached to the grade to

which he is promoted, his salary on promotion will be determined in accordance with the

rules set out below:-

(i) Where on the day preceding the effective date of his promotion he had attained the

maximum point of the salary scale attached to his previous grade and his service at

that salary amounted to less than one (1) year, he will enter the salary scale attached

to his new grade from the effective date of his promotion at the next point above his

salary.

(ii) Where on the day preceding the effective date of his promotion he had attained the


that salary amounted to one year or more but less than three (3) years, he will enter

the salary scale attached to his new grade from the effective date of his promotion at

the next point above his salary.

(iii) Where on the day preceding the effective date of his promotion he had attained the


that salary amounted to three (3) years or more, he will initially be awarded the due

annual increment for that period and thereafter, enter the salary scale attached to

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his new grade from the effective date of his promotion at one point higher than the

next point above his salary in the new grade.

(iv) Where on the day preceding the effective date of his promotion he had not

attained the maximum point of the salary scale attached to his former grade, he will

enter the salary scale attached to his new grade from the effective date of his

promotion at the next point above his salary.

3.7.4 The above rules will not apply in the determination of salaries on promotion of employees

whose emoluments are not directly related to the salary structure applicable to employees

of the regular and pensionable establishment but are receiving fixed salaries determined on

ad hoc basis.

3.3.3.3.8888 Payment of Salary on First AppointmentPayment of Salary on First AppointmentPayment of Salary on First AppointmentPayment of Salary on First Appointment

An employee on first appointment will be paid salary with effect from the date of

assumption of duty.

3.9 3.9 3.9 3.9 Salary AdvanceSalary AdvanceSalary AdvanceSalary Advance

3.9.1 An advance of not more than one (1) month’s salary may be granted by the Director when

an employee owing to circumstances beyond his control, is placed in a difficult financial

position requiring assistance from the Kenya Forest Service.

3.9.2 In applying for the advance an employee should explain in detail the circumstances leading

to the situation and such an advance;

3.9.3 Will only be granted once in a calendar year and in line with the one third (1/3) rule. It shall

be recoverable within a maximum period of three (3) months.

3.9.4 In very exceptional circumstances, the Director may grant an advance of not more than two

(2) months’ salary in situations similar to those in clause 3.9.1 if he is satisfied that the

employee needs assistance in excess of one (1) month’s salary advance.

3.103.103.103.10 Eligibility for AdvanceEligibility for AdvanceEligibility for AdvanceEligibility for Advance

Advances of salary may be made to an employee on permanent & pensionable terms who

has served for more than six (6) months and has more than nine (9) months to serve before

retirement. Advance of salary may be made to an employee serving on contract terms who

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has served for more than one (1) year and has more than nine (9) months to serve before

the end of the contract period.

3333....11111111 Salary in AdvanceSalary in AdvanceSalary in AdvanceSalary in Advance

An employee proceeding on annual leave may, when he utilizes not less than one-half (1/2)

of his/her annual leave, be paid his salary for the month which he proceeds on leave

three (3) days before departure from his station. This arrangement does not constitute an

advance of salary. Salary in advance of one (1) month’s salary may also be granted in

special circumstances at the discretion of the Director but not more than two (2) times in

a year.

3.123.123.123.12 LoansLoansLoansLoans

3.12.1 An employee of the KFS may apply for a loan with any financial institution through the

Kenya Forest Service’s check off scheme.

3.12.2 The KFS will however, limit its role to guaranteeing recovery and remittance of such loans

for the duration that the employee remains in the employment of the Kenya Forest Service

3.12.3 The recoveries of loans granted by the financial institutions shall not exceed the one third

(1/3) rule.

3.12.4 An employee of the Service will be eligible to join the staff mortgage scheme where

available as provided for by the KFS staff mortgage scheme policy & regulations.

3.12.5 An employee of the Service will be eligible to join the staff car loan where available as

provided for by the KFS staff car loan scheme policy & regulations.

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SECTION 4. ALLOWANCESSECTION 4. ALLOWANCESSECTION 4. ALLOWANCESSECTION 4. ALLOWANCES

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SECTION 4:SECTION 4:SECTION 4:SECTION 4: ALLOWANCESALLOWANCESALLOWANCESALLOWANCES

Employees of the KFS will be entitled to allowances as appropriate and at such rates as will be

determined by the Board.

4.14.14.14.1 House AllowanceHouse AllowanceHouse AllowanceHouse Allowance

The Service will endeavour to provide housing for its field staff i.e. forest rangers, foresters

in the field where appropriate. However, where no suitable housing can be obtained,

employees will be paid a house allowance at rates as will be determined by the Board from

time to time. Employees of the KFS will be entitled to a house allowance according to their

grades and the prevailing rate of the house allowance payable will be as provided by the

KFS and approved by the Board from time to time.

4.24.24.24.2 Acting AllowanceActing AllowanceActing AllowanceActing Allowance

4.2.1 Acting allowance will be payable to an employee who on the recommendation of the

appointments & promotion committee & head of Department for grade 3-14 and approval

by the Director is formally appointed to act in a higher post. For grade 2 the

recommendation will be by the Director & with the approval by a committee of the board

in charge of Human Capital.

4.2.2 For a member of staff to qualify for an acting position he/she must meet the minimum

requirements for that position. When an employee is qualified to undertake the duties of a

higher post which has been temporarily or permanently vacated for a minimum period of

thirty (30) days, an acting allowance will be paid to the employee at the rate of the full

difference between the employee’s salary and the minimum salary of the salary grade

assigned to the higher post, or in the case where an officer has attained the minimum salary

assigned to the higher post, the full difference between his/her basic salary and the salary

point at which the employee would have entered the higher post had the employee been

promoted.

4.2.3 When an employee following recommendation by the Board of Directors and with the

approval of the Permanent/Cabinet Secretary of the Ministry for the time being in charge

of Forests is appointed to act in the position of Director, the employee will be paid at the

rate of the full difference between the employee’s salary and the current salary of the salary

grade assigned to the position of Director. The employee will also be entitled to all the

other benefits assigned to the position of Director.

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4.2.4 Acting appointments will be made where the period involved is thirty (30) days or more.

An employee who is appointed on an acting capacity will be eligible during the tenure of

his acting appointment for traveling privileges and other related allowances such as

accommodation allowance payable to the higher post but not leave or house allowance.

The allowances will be determined at the rates applicable to the current salary of the salary

scale assigned to the higher post.

4.2.5 Recommendations for appointment to acting capacity will be submitted by the Head of

Department/Division to the Director as soon as an employee assumes the duties of the

higher post. The respective advisory Committee will deliberate on the recommendations,

and advise the Director accordingly.

4.2.6 Acting appointment will be granted for a period not exceeding six (6) months with the

exception of the Director’s position.

4.2.7 Employees who shall be eligible for acting allowance are those in Grade 2 to 9.

4.34.34.34.3 Special Duty AllowanceSpecial Duty AllowanceSpecial Duty AllowanceSpecial Duty Allowance

4.3.1 Where an employee does not possess all the necessary qualifications and cannot be

appointed to act in a higher post, but is competent to perform the duties, the employee

may be called upon to undertake the duties of the higher post upon which a Special Duty

Allowance shall be paid to a member of staff.

4.3.2 Special duty allowance is payable to an employee who is formally appointed on special duty

on the recommendation of the appointments & promotion committee, head of

Department for grade 3-9 and approval by the Director is formally appointed to act in a

higher post. For grade 2 the recommendation will be by the Director & with approval by a

committee of the board in charge of Human Capital.

4.3.3 Special Duty Allowance will be paid to an employee performing the duties of the next

position above his substantive appointment and not beyond.

4.3.4 Employees who will be eligible for special duty allowance are those in Grade 2 to 9.

4.3.5 Recommendations for payment of special duty allowance will be submitted by the Head of

Department to the Director as soon as an employee assumes the duties of the higher post.

Authority for payment of special duty allowance will not be granted to take effect from a

date earlier than three (3) months prior to the date on which a recommendation shall be

submitted to the Director.

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4.3.6 Special Duty Allowance will be granted to an employee on the advice of the advisory

Committee for a period not exceeding six (6) months.

4.3.7 Special Duty Allowance will be assessed at the rate of two-thirds (⅔) of the difference

between an employee’s substantive basic salary and the basic salary of the higher post or at

the rates approved by the board from time to time which in each case will be assessed .

4.44.44.44.4 Accommodation Allowance in KenyaAccommodation Allowance in KenyaAccommodation Allowance in KenyaAccommodation Allowance in Kenya

4.4.1 An employee who travels outside his duty station on official duties and is required to stay

overnight and makes his/her own arrangements for boarding and lodging, will be paid an

accountable allowance as will be approved by the Board of Directors from time to time.

4.4.2 When accommodation has been provided for either in kind or in cash, an officer will be

entitled to quarter (¼) per diem as out of pocket allowance. In cases where the sponsor

does not meet the expenses directly but pays an allowance and such allowance is less than

the standard rate of subsistence allowance, the employee may claim the difference from the

KFS.

4.4.3 The quarter per diem allowance shall be paid for a maximum continuous period of up to

fifteen (15) days

4.54.54.54.5 Meal AllowanceMeal AllowanceMeal AllowanceMeal Allowance

4.5.1 When an employee traveling on duty is not required to spend a night away from his/her

permanent station, the employee shall be eligible for an allowance for lunch, dinner and

breakfast at such a rate as the Board of Directors may from time to time approve.

4.5.2 When an employee is requested to be on duty at his/her permanent station over lunch

break or before 8.00 a.m. or after 5.00 p.m., the employee shall be eligible for an

allowance for lunch, dinner and breakfast at such a rate as the Board of Trustee may

from time to time approve. This applies to very special circumstances dictated by duty

demands and is subject to approval by the Director through the Head of Department.

However this does not apply to staff required to work over & above normal hours

including field officers & forest rangers.

4.64.64.64.6 SubsisteSubsisteSubsisteSubsistence Allowance when traveling on duty outside Kenyance Allowance when traveling on duty outside Kenyance Allowance when traveling on duty outside Kenyance Allowance when traveling on duty outside Kenya

An employee who is required to travel on duty outside Kenya will be granted subsistence

allowance at the daily rates set out by the Board of Directors from time to time. When an

employee travels internationally and accommodation costs as well as incidental expenses

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are met in full by the Kenya Government, or any other organization, a residual allowance

equivalent to a quarter (1/4) per diem or as may be determined by the Board of Directors

from time to time will be paid. However, when only accommodation is provided free of

charge, a residual allowance equivalent to three quarters (3/4) per diem or as may be

determined by the Board of Directors from time to time will be paid.

4.74.74.74.7 Entertainment AllowanceEntertainment AllowanceEntertainment AllowanceEntertainment Allowance

Owing to the nature of their duties, members of staff in grade 2-4 shall be eligible for an

entertainment allowance. The rate of the allowance shall be as determined by the Board

from time to time. Owing to the nature of their duties, heads of conservancies/county co-

coordinators may be called upon to provide hospitality and entertainment on behalf of

KFS in the course of duty. They shall be eligible for an entertainment expense

account/float. The rate of the allowance shall be as determined by the Board from time to

time.

4.84.84.84.8 Field AllowanceField AllowanceField AllowanceField Allowance

Employees whose duties entail continuous fieldwork and who live in movable

accommodation (i.e. huts, tents or canvas) and issued with food rations, may be granted a

field allowance. The rate of the allowance shall be as determined by the Board from time

to time. Field allowance will not be paid for any night for which the employee draws

accommodation allowance, e.g. when visiting head office, or for any night spent at the

station where the officer is based.

4.9 4.9 4.9 4.9 Extraneous AllowanceExtraneous AllowanceExtraneous AllowanceExtraneous Allowance

4.9.2 In exceptional circumstances where an employee is engaged in special duties extraneous

to his/her duties and of which the employee is required beyond working hours e.g. as a

member of a taskforce, preparation of cabinet papers, policy setting etc. he is eligible for

an extraneous allowances determined by the Board of Directors.

4.9.3 Officers working in the Director’s office the Senior Deputy Director’s office, who are

required to work over and above the normal working hours on a regular basis are eligible

for an extraneous allowance as determined by the Board of Directors. The employees

will be limited to the caretaker, office attendant, secretary, bodyguard & driver only.

4.104.104.104.10 LeaveLeaveLeaveLeave AllowanceAllowanceAllowanceAllowance

Leave Allowance shall be payable to all employees of the KFS once a year provided that

the employee proceeds for more than half (1/2) of his/her annual leave entitlement.

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Employees shall be paid a Leave allowance equivalent to a third (1/3) of one’s basic salary

subject to a maximum as determined by the Board of Directors from time to time.

4.114.114.114.11 Provision for Airtime/Fax/Direct Line/Residential LineProvision for Airtime/Fax/Direct Line/Residential LineProvision for Airtime/Fax/Direct Line/Residential LineProvision for Airtime/Fax/Direct Line/Residential Line

4.11.1 Provision will be made for telephone/communication facilities for all employees in the

Kenya Forest Service. The entitlements will be according to the respective salary grades

and they will be as determined by the board of directors from time to time.

4.11.2 Employees whose grades do not entitle them to telephone allowances may be considered

for the telephone allowance depending on the demands placed on them by their duties

on a case by case basis as determined by the nature of their work at the Kenya Forest

Service.

4.11.3 The telephone policy shall apply to all employees in so far as using the Kenya Forest

Service’s telephone facilities are concerned. The Director, Senior Deputy Directors,

Deputy Directors & Heads of divisions will be provided with airtime, at set limits as

determined by the Board from time to time.

4.12 4.12 4.12 4.12 NonNonNonNon----Practice AllowancePractice AllowancePractice AllowancePractice Allowance

All legal Officers will be eligible for a non-practice allowance whose rates will be

determined by the board from time to time.

4.134.134.134.13 Hardship AllowanceHardship AllowanceHardship AllowanceHardship Allowance

Employees stationed in areas designated as hardship areas will be eligible for payment of

hardship allowance. The rate of hardship allowance will be as provided by the Board from

time to time. Hardship allowance will not be paid for any continuous period of absence

from specified areas in excess of thirty (30) days. .

4444.14.14.14.14 Transfer AllowanceTransfer AllowanceTransfer AllowanceTransfer Allowance

4.14.1 When an employee is posted from one county to another county in a different

conservancy except on disciplinary grounds, he/she will be eligible for payment of

transfer allowance equivalent to one (1) months basic salary prior to departure to the new

office subject to confirmation by the immediate supervisor that he/she has reported to the

new station.

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4.14.2 Transfer allowance will not be paid:

(a) Where the new station is in the same county unless in exceptional circumstances.

(b) To officers who are posted on temporary basis (i.e. on relief duty) for a period not

exceeding three (3) months.

(c) To officers who are transferred on their own request or on disciplinary grounds.

4.154.154.154.15 House to office (commuter) allowanceHouse to office (commuter) allowanceHouse to office (commuter) allowanceHouse to office (commuter) allowance

A commuter allowance will be paid to staff in grade 3 - 14 at the prevailing rate as

approved by the Board from time to time. Any employee who is paid house to office

allowance will not be eligible for an official car for purposes of transporting him from

home to office. Staff provided with housing by the Service are not eligible for commuter

allowance. The Director & Senior Deputy Directors will be entitled to house to office

transport.

4.16 4.16 4.16 4.16 WorkshopsWorkshopsWorkshopsWorkshops, Seminars & Retreats allowances, Seminars & Retreats allowances, Seminars & Retreats allowances, Seminars & Retreats allowances

The KFS will fully cater for the accommodation, meals and transport of workshop or

seminar participants and resource persons. Thus only officers called upon to participate in

retreats for special assignments which are meant to review, develop and produce policy

documents are eligible for allowances at the prevailing rates as determined by the Board of

Directors

4.174.174.174.17 RiskRiskRiskRisk allowancesallowancesallowancesallowances

All medical staff will be eligible for a risk allowance whose rates will be determined by the

board from time to time.

The board may from time to time amend the existing allowances & approve additional

allowances as need may arise.

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SECTION 5:SECTION 5:SECTION 5:SECTION 5: LEAVELEAVELEAVELEAVE

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SECTION 5:SECTION 5:SECTION 5:SECTION 5: LEAVELEAVELEAVELEAVE

5.15.15.15.1 Policy StatementPolicy StatementPolicy StatementPolicy Statement

5.1.1 It is the policy of KFS to create a work/life balance for its staff so as to give their best to the

organization. In conformity with provisions of the Employment Act, annual leave is granted

subject to the exigencies of work for recuperative purposes to enable an employee to renew

his energies and improve efficiency. Annual leave is therefore, not normally commuted for

cash nor is leave allowance payable to dependants or to the estate of the deceased in the

event of an employee’s death.

5.1.2 KFS will prepare leave schedules at the beginning of each calendar year and release

employees to proceed on leave to ensure that its mandate is not compromised.

5.1.3 Each Head of Department will circulate a leave schedule in January, for employees to

provide anticipated leave dates in order to allow proper planning and deployment of the

human Capital.

5.25.25.25.2 Categories of LeaveCategories of LeaveCategories of LeaveCategories of Leave

Leave falls into any of the following categories:-

(i) Annual Leave

(ii) Maternity/paternity Leave

(iii) Unpaid Leave

(iv) Special Leave for sportsmen/women

(v) Sick/Convalescent Leave

(vi) Compassionate Leave

(vii) Leave for Special Purposes

(viii) Terminal leave

(ix) Leave for Temporary Employees

(x) Study leave

5.35.35.35.3 Annual LeaveAnnual LeaveAnnual LeaveAnnual Leave

5.3.1 In conformity with provisions of the Employment Act, annual leave is granted subject to

the exigencies of work for recuperative purposes to enable an employee to renew his/her

energies and improve efficiency. Annual leave will, therefore, not be commuted for cash

nor is leave allowance payable to beneficiaries/dependants or to the estate in the event of

an employee’s death.

5.3.2 Annual leave shall be earned in a calendar year i.e. January 1st to December 31

st or such

portions thereof on a pro-rata basis a member of staff shall have been in the Kenya Forest

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Service. All employees will be entitled to thirty (30) days annual leave. The annual leave

will exclude Saturdays, Sundays and Public Holidays. Employees will be entitled to

gazetted public holidays with full pay

5.3.3 An employee will be eligible for annual leave at the commencement of a “leave year”

except in the case of a newly appointed employee who will be required to complete a

minimum of six (6) months’ service & be confirmed before being granted annual leave.

Annual leave which excludes Saturdays, Sundays and public holidays will be thirty (30) days

per employee per year.

5.3.4 Annual leave shall not be accumulated and any leave not taken in any year shall be

automatically forfeited unless prior permission (in very exceptional circumstances) to

accumulate has been given by the Director. Any such accumulated leave shall be taken in

entirety in the following year or otherwise forfeited. Not more than half (1/2) of the leave

entitlement subject to a maximum of fifteen (15) days should be carried forward to a

succeeding year.

5.3.5 Leave may be taken at any time during the leave year on the recommendation of the Head

of department and with approval of the Director. This condition does not, however, apply

to an employee who resigns from the KFS at the end of a calendar year after having utilized

of his annual leave.

5.3.6 Leave will be calculated as per calendar year and accrual will be based on the number of

months worked within the current calendar year. However for ease of administration, the

entire annual leave entitlement shall be credited to the employee at the beginning of the

calendar year.

5.3.7 An employee may utilize his annual leave at any time during the “leave year”, but shall not

be eligible for such annual leave if he is not returning for further service for a minimum

period of three (3) months. This condition does not, however, apply to an employee who

resigns from the KFS at the end of a calendar year after having utilized his annual leave.

5.3.8 An employee in a designated hardship area will be granted, in addition to his leave,

traveling time of two (2) days each way.

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5.55.55.55.5 MaternityMaternityMaternityMaternity/Paternity/Paternity/Paternity/Paternity LeaveLeaveLeaveLeave

5.5.1 An expectant female member of staff who is required to be absent from duty on account of

confinement will be granted maternity leave with full pay for a period of ninety (90)

calendar days. The ninety (90) days period is exclusive of the annual leave for the year in

which the maternity leave is granted.

5.5.2 An employee wishing to extend maternity leave beyond the prescribed period of three (3)

months will be required to produce documentary evidence from a Medical Officer that the

extension is necessary for the mother’s recuperation purposes or the health of the infant

and shall be subject to regulations on sick leave & convascelence leave

5.5.3 An application for maternity leave, together with a medical certificate signed by a qualified

medical practitioner in the staff medical scheme indicating the expected date of delivery,

shall be submitted to the Head, Human Capital, through the respective Head of

Department/Division, approximately one (1) month before the expected date of delivery.

5.5.4 A male employee will be eligible for paternity leave once a leave year for fourteen (14)

calendar days. For this purpose, leave year will commence on 1st January and end on 31

st

December of every year.

5.5.5 Paternity leave will be granted on written confirmation of the birth of the child. The name

of the child’s parents must correspond with the name of the employee & spouse as

indicated in the employee’s records

5.5.6 Paternity leave cannot be deferred neither can it be commuted in cash nor can the

employee qualify for payment of leave allowance.

5.5.7 A newly appointed employee will be eligible for maternity/paternity leave on completion of

four (4) months of service & confirmation.

5.65.65.65.6 Unpaid LeaveUnpaid LeaveUnpaid LeaveUnpaid Leave

5.6.1 An employee on permanent and pensionable terms of service may be granted unpaid leave

on the grounds of urgent private reasons or proven cases of exceptional hardships as

determined by the director.

5.6.2 For an employee to qualify for unpaid leave, s/he will be required to have served for at least

three (3) years.

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5.6.3 Unpaid leave when granted shall not exceed thirty (30) days.

5.6.4 Unless it is specifically stated to the contrary, unpaid leave shall be treated for pension

purposes as leave granted not on grounds of public policy and the period involved shall

accordingly not be pension earning.

5.6.5 An employee on unpaid leave shall continue to discharge his liabilities to the KFS in

respect of any financial advances during the period of absence.

5.75.75.75.7 Study LeaveStudy LeaveStudy LeaveStudy Leave

5.7.1 The KFS shall have absolute discretion to accept or reject an application for study leave.

Study leave shall be granted on the basis of competency needs assessment by the KFS and

subject to such conditions as may be laid down.

5.7.2 An employee identified to undertake a professional or academic course for a duration

exceeding six (6) months will be deemed to be on study leave.

5.7.3 The study leave shall be for the period of the course subject to a maximum period of two

(2) years & shall not be extended more than once for a maximum period of six (6)

months.

5.7.4 The applicant will be bonded on completion of studies to serve the Service for a period

equivalent to the duration of the study leave, or pay the Service an equivalent of all

emoluments earned &/or costs incurred on him/her during the period of study.

5.7.5 Study leave will be in two categories for self sponsored & staff sponsored by the service.

5.85.85.85.8 Special Leave for Sportsmen/WomenSpecial Leave for Sportsmen/WomenSpecial Leave for Sportsmen/WomenSpecial Leave for Sportsmen/Women

The Director may grant an employee, who is selected to the national team to represent

Kenya in national, regional or international fixtures, special leave with full pay for the

necessary period of training and subsequent participation in sports. This special leave shall

not be counted against the employee’s annual leave entitlement.

5.95.95.95.9 Sick/Convalescent LeaveSick/Convalescent LeaveSick/Convalescent LeaveSick/Convalescent Leave

5.9.1 Sick leave is defined as an approved absence of an employee from duty on account of

illness. Sick leave must be granted by a duly authorized medical officer as listed in the staff

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medical scheme & registered with the Kenya Medical Association and the medical

certificate duly signed and submitted to the Head, Human Capital through the head of

department or immediate supervisor within forty eight (48) hours of absence for permanent

staff or on contractual terms

5.9.2 Convalescent leave means a period of absence of an employee granted on

recommendation of a qualified medical officer listed in the staff medical scheme &

registered with the Kenya Medical Association for the employee’s recuperative purposes

immediately following an illness.

5.105.105.105.10 Rates Rates Rates Rates of Sick Leave/Convalescent Leaveof Sick Leave/Convalescent Leaveof Sick Leave/Convalescent Leaveof Sick Leave/Convalescent Leave

5.10.1 Any absence of an employee from duty on account of illness shall be supported by a

medical certificate given by a medical practitioner listed in the staff medical scheme &

registered with the Kenya Medical Association.

5.10.2 An employee may also be granted convalescent leave, by an approved medical practitioner

listed in the staff medical scheme & registered with the Kenya Medical Association for

recuperative purposes immediately following an illness. The medical certificate shall

indicate the convalescent leave days, which will be given according to calendar days.

5.10.3 Each medical certificate will be given for a maximum period of seven (7) days. Upon expiry

of the seven (7) days, subsequent sick offs will be on the basis of medical reviews and

certificates every seven (7) days till recovery subject to a maximum period of three (3)

months.

5.10.4 sick leave for staff on permanent terms of service shall be three (3) months on full pay and

another three (3) months on half pay while for employees on probation it will be two (2)

months on full pay and another two (2) months half pay.

5.10.5 In cases of continued period of ill health beyond the specified periods in 5.10 above, an

employee shall be examined by a Medical panel to determine such an employee’s fitness to

continue in the employment of the Kenya Forest Service. All cases of this nature shall be

referred to the Board for ratification.

5.115.115.115.11 Compassionate LeaveCompassionate LeaveCompassionate LeaveCompassionate Leave

On compassionate grounds such as terminal illness or death of an immediate family

member. Compassionate leave will be seven (7) calendar days for loss of a spouse or child.

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The affected staff must notify the head Human Resources in writing with supporting

documents, immediately upon the death of a family member occurs.

5.125.125.125.12 Leave for temporary employeesLeave for temporary employeesLeave for temporary employeesLeave for temporary employees

All temporary employees on a minimum one (1) year fixed term contract will be eligible

for a twenty one (21) days annual leave exclusive of Saturday, Sunday and public holidays

earned on a monthly basis of one and three-quarter (1¾) days as provided for by the

Employment Act.

5.135.135.135.13 Terminal leaveTerminal leaveTerminal leaveTerminal leave

As far as the maintenance of essential services allow an employee on permanent and

pensionable terms who is due for retirement will also be entitled, in addition to his annual

leave, thirty (30) days leave pending retirement. This leave must be taken in the month

preceding retirement and will neither be commuted for cash nor will the employee be

eligible for additional leave allowance.

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SECTION 6: SECTION 6: SECTION 6: SECTION 6: HEALTH HEALTH HEALTH HEALTH &&&& WELFARE WELFARE WELFARE WELFARE

BENEFITSBENEFITSBENEFITSBENEFITS

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6.16.16.16.1 MMMMedical Schemeedical Schemeedical Schemeedical Scheme

6.1.1 Medical privileges are intended to assist an employee and his/her family in maintaining

good health since a healthy employee is an asset to the Kenya Forest Service.

6.1.2 All employees and their families will be eligible to join the Kenya Forest Service’s medical

scheme upon reporting and will be entitled to both outpatient and inpatient medical

benefits as outlined in the Kenya Forest Service’s medical scheme. On first appointment,

an employee will be required to undergo a thorough medical examination by a Medical

Officer listed in the staff medical scheme who will provide a report. Employees on contract

terms will, however, be medically examined before their contracts are approved/renewed

6.1.3 The rules and regulations of the medical scheme as well as the National Hospital Insurance

Fund (NHIF) shall apply to all employees of the Kenya Forest Service.

6666.2.2.2.2 Group Personal Accident Insurance CoverGroup Personal Accident Insurance CoverGroup Personal Accident Insurance CoverGroup Personal Accident Insurance Cover

Employees of the KFS shall be eligible for membership to the Kenya Forest Service’s

Group Personal Accident cover. Under this insurance scheme, the KFS will cover all

employees against accidents which may occur as outlined in the cover.

6666.3.3.3.3 Group Life CoverGroup Life CoverGroup Life CoverGroup Life Cover

All employees will be eligible to join the Group Life Cover of the KFS upon reporting.

This cover provides benefits in the event of death of an employee while in the employment

of the Kenya Forest Service. In the unfortunate event of death, the cover benefits will only

be paid out to the nominated beneficiaries subject to a duly completed next of kin and

clearance form. The benefits will be as per the terms and conditions of the policy cover.

6.46.46.46.4 Club SubscriptionClub SubscriptionClub SubscriptionClub Subscription

The KFS staff may be eligible to membership to professional associations & members

clubs as provided for in the membership policy or as may be approved by the Board of

Directors from time to time decide.

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6666.5.5.5.5 Death of an Employee Death of an Employee Death of an Employee Death of an Employee

6.5.1 Upon the death of an employee the KFS shall provide; only

a) Last expense cover that is expected to cater for the funeral expenses in case of an

employee’s death up to a maximum of one hundred thousand shillings (Kshs

100,000/-) or as the board of directors may determine from time to time;

b) One obituary each in two (2) national media for staff in grade 1-4;

c) Facilitation for KFS representatives

d) For Forest officers & forest rangers - eight (8) pall bearers of similar rank except

for senior officers;

e) For Forest officers & forest rangers – the parade leader

f) For Forest officers & forest rangers - One bugler

g) For Forest officers & forest rangers - Nine (9 ) members of the firing party

h) For Forest officers & forest rangers - Four (4) members of the fatigue party;

6.5.2 The Service shall provide a subsistence allowance for the KFS representatives for an

appropriate period as may be determined by the Director. The representatives of the

Service during the funerals must be approved by the Director.

6.5.3 Any other person wishing to attend the funeral in un-official capacity may be allowed to use

the Service availed transport but will not be provided with subsistence allowance.

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SECTION 7:SECTION 7:SECTION 7:SECTION 7: TRANSPORTTRANSPORTTRANSPORTTRANSPORT

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SECTIONSECTIONSECTIONSECTION 7777:::: TRANSPORTTRANSPORTTRANSPORTTRANSPORT

7777.1.1.1.1 Traveling in Own Car on Official DutyTraveling in Own Car on Official DutyTraveling in Own Car on Official DutyTraveling in Own Car on Official Duty

7.1.1 The KFS will, where possible, provide its employees with transport when traveling on

official duty. In the absence of a more cost effective means, an employee may use a private

vehicle for official duty with prior approval of the Director.

7.1.2 Where such permission is granted, the employee will be entitled to a mileage allowance at

the prevailing Automobile Association of Kenya (AA) rates. The vehicle capacity will be

limited to up to 1800 c.c. for petrol and 2500 c.c. for diesel propelled engines.

7.1.3 The mileage rates payable in respect of any motor vehicle, are based on the cost of running

such vehicles fully loaded and no additional allowances shall be payable for the conveyance

of passengers in such a vehicle.

7.1.4 The allowances are inclusive and no payments shall be made for spares or labour used on

any motor vehicle renewals, breakdowns, depreciation or any other charges in connection

with such motor vehicles.

7.1.5 Employees using their own motorcycles shall be granted the allowances at the approved

rates in accordance to Regulation 7.1.2 and subject to prior approval of the Director.

7.7.7.7.2222 Traveling by AirTraveling by AirTraveling by AirTraveling by Air

7.2.1 The Director, Board members and staff will be eligible to travel by air travelling

internationally & locally only when it is deemed to be economical or where saving of time

shall be paramount and shall require prior approval by the Director.

7.2.2 An employee traveling on duty by air shall not be granted any luggage allowance in addition

to the free allowance on the air ticket, unless excess is required for official purposes in

which case reimbursement for excess luggage shall be considered by the Director.

7.7.7.7.3333 Traveling by TaxiTraveling by TaxiTraveling by TaxiTraveling by Taxi

An employee who is compelled to travel on duly authorized official duty, subject to

approval by the Head of Administration/conservancy/commandant may make use of a taxi

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service and claim reimbursement of the cost of taxi fares at standard rates, provided that no

official transport is available, or use of public transport is deemed to be inconvenient.

7.7.7.7.4444 Traveling by TrainTraveling by TrainTraveling by TrainTraveling by Train

An employee may travel by train & claim reimbursement of the fare paid or may be issued

with a railway warrant/prepaid card. This will be subject to such terms & conditions as set

by the board of directors from time to time. An employee will be eligible for refund of the

cost of any meals or beddings supplied to him at full rates on production of the Railway

Catering Receipts.

7777.5.5.5.5 Traveling by other Public MeansTraveling by other Public MeansTraveling by other Public MeansTraveling by other Public Means

If an employee has to travel on official duty and no official vehicle is available for him to

use, the employee may use other public means of transport such as Buses, Matatu etc upon

prior approval from the Director. In such cases the employee shall be provided with the

bus fare which shall be accountable.

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SECTION 8: PERFORMANCE SECTION 8: PERFORMANCE SECTION 8: PERFORMANCE SECTION 8: PERFORMANCE

APPRAISAL APPRAISAL APPRAISAL APPRAISAL

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SECTION 8:SECTION 8:SECTION 8:SECTION 8: THE PERFORMANCE APPRAISAL SYSTEMTHE PERFORMANCE APPRAISAL SYSTEMTHE PERFORMANCE APPRAISAL SYSTEMTHE PERFORMANCE APPRAISAL SYSTEM


8.1.1 It is the policy of the KFS to carry out performance appraisals both at the Corporate &

individual level for the Board of Directors & employees, as a useful management tool

with the view to yielding maximum motivation of the individual employee and all the

employees as a team for better levels of performance.

8.1.2 It is also the policy of the KFS that annual increments, promotions, merit awards, training

and related personnel actions shall be based on positive periodic appraisals of the

employee’s performance.

8.1.3 It is also the policy of the KFS that staff evaluation is participatory and open, involving

both the employee being evaluated and those evaluating him/her. These joint review

opportunities shall be used to define and refine the employee’s role, develop a greater

understanding of the departmental and corporate objectives and establish agreed key

performance indicators, targets and standards.

8.1.4 The Performance Appraisal System (PAS) is a critical component of the overall human

Capital function in KFS. It is predicated upon the principle of work planning, setting of

agreed performance targets, feedback and reporting. It is linked to other human Capital

systems and processes including recruitment, staff development, career progression,

placement, incentives and sanctions.

8.1.5 The specific objectives of PAS are to:-

(i) Link individual performance with organizational performance;

(ii) Enable Supervisors and Appraisees to continuously assess work progress;

(iii) Assess on timely basis the learning/development needs of staff;

(iv) Promote accountability in KFS;

(v) Promote communication and encourage continuous feedback between Appraisee

and Supervisor;

(vi) Set the basis on which an employee’s performance is monitored and evaluated as

stipulated in the individual work plan;

(vii) Improve the quality of work through better planning, on–going discussions and fair

participatory appraisal; and

(viii) Provide information for decision making on administrative and human Capital

issues such as renewal of contract, promotion, delegation, training, deployment,

reward and sanctions.

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8.28.28.28.2 Performance Appraisal ProcessPerformance Appraisal ProcessPerformance Appraisal ProcessPerformance Appraisal Process

8.2.1 Work planning/Setting of performance targets

(i) Prior to the beginning of the performance period, the departments will prepare a

departmental work plan based on the strategic plan. Supervisors will meet with staff

under their direct supervision to discuss and ensure that the objectives and

performance targets of the department are understood and annual individual work

plans are drawn. The Departmental Work Plan should include the departmental

priority objectives from which individual performance targets will be derived.

(ii) The individual work plan briefly describes the performance targets of expected

results on specific assignment and activities for which the staff member is

responsible during the performance year. The expected results may include

completion of projects/assignments during the period of assessment. For each

assignment there should be an indication of how success will be determined.

(iii) The Appraise will hold discussions with the immediate Supervisor to agree on the

work plan. As part of the Staff Training and Development Plan every staff member

will indicate at least one professional development goal to be achieved in the

reporting period. This may include special assignment, continuing education, on

the job training, seminars, conferences and study tours.

(i) Every employee shall be formally appraised after the probationary period of

employment and thereafter quarterly each year. The main purpose of the is

to accord both the Supervisor and Appraise the opportunity to jointly

review the progress made by the Appraise in accomplishing the tasks and

assignments agreed on at the beginning of the appraisal period.

(ii) A mid-year Performance Review should be carried out. The review which

should be in the form of discussions should be centered on what has been

achieved; any constraints experienced and whether there is need to vary the

initial assignments in order to accommodate any unforeseen circumstances.

Any changes, additions or removal of performance targets should however

only be made in the event that there have been significant changes in the

nature of functions carried out by the Appraise and which may necessitate

revision of performance targets.

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(iii) The Supervisor should, after discussions with the Appraise at mid-year

performance, comment on the Appraise’s performance.

8.2.2 In the event that the Supervisor leaves the department, he should be able to appraise the

performance of the Appraisee(s) up to that point in time.

8.2.3 At the end of the review, those employees whose performance will be appraised

satisfactorily will be granted a performance increment. An employee whose performance

shall be appraised as unsatisfactory or below the required standard shall be sanctioned.

8.2.4 Self appraisal by the appraisee shall be included in the appraisal instrument before the

appraiser’s comments.

8.2.5 After the appraiser’s comments, an appraisal interview shall be held with the supervisor

to discuss the report and develop the next performance agreement. Any disagreements

shall be recorded before they both sign the report and have it forwarded to the counter-

signing officer.

8.2.6 Supervisors shall submit the duly completed appraisal forms to the counter-signing officer

who shall summarize and submit them to the Head of Human Resources where they will

be collated & analyzed.

8.2.7 The Head of Human Resources shall then submit key issues in the appraisal reports to

the relevant Committee.

8.2.8 The Committee shall review in detail the submissions concerning each staff appraisal in

detail, and make specific recommendations such as the grant of meritorious

awards/bonuses, annual increments, promotions, training required, disciplinary measures

or sanctions.

8.2.9 The Head of Human Resources shall take appropriate action and communicate to the

respective categories of staff the results and implications of the previous appraisal reports.

8.2.10 In the event of an employee not being satisfied with the assessment made by his

supervisor, he shall have the right to appeal or file a grievance according to the Kenya

Forest Service’s Rewards, recognition and Sanctions Policy.

8.2.11 The decision of the Committee in all appeal cases shall be final.

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8.2.12 Two copies of the Appraisal Form will be completed; one copy of the report shall be

kept in the employee’s confidential file, while the remaining copy shall be retained by the

employee.

8.38.38.38.3 Recognition and CommendationRecognition and CommendationRecognition and CommendationRecognition and Commendation

8.3.1 The Performance Appraisal System is primarily meant to manage the performance of an

individual for the improvement of the performance of KFS. The process of PAS will

therefore, assist the management to make decisions in the following areas:

(i) Reward and sanction in relation to performance;

(ii) Identification of job related staff development needs; and

(iii) Inform placement, promotion and mobility of staff in KFS

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SECTION 9:SECTION 9:SECTION 9:SECTION 9: HUMAN RESOURCE DEVELOPMENTHUMAN RESOURCE DEVELOPMENTHUMAN RESOURCE DEVELOPMENTHUMAN RESOURCE DEVELOPMENT

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KFS recognizes the need for training and development of all its employees. It shall

therefore, offer training opportunities to all its employees in order to improve their work

performance and personal development. The training and development of employees shall

be directed towards achieving the following objectives:-

(i) enhance the organizational performance by helping all employees to improve on

their efficiency and effectiveness;

(ii) assisting each employee to gain competence and skills in preparation for more

responsible positions within KFS and to help each employee prepare for changes as

KFS develops to meet changing needs;

(iii) ensure that sufficient trained human Capital is available to meet KFS requirements

in future by identifying those requirements and providing appropriate training and

development opportunities for all its employees; and

(iv) Ensure that every employee undergoes training for at least five (5) days per year in

accordance with the recruitment and training policy for the Kenya Forest Service.

9.29.29.29.2 InductionInductionInductionInduction

All newly appointed employees will undergo induction as provided in Regulation 2.17 of

this Manual.

9.39.39.39.3 Job Rotation and MentoringJob Rotation and MentoringJob Rotation and MentoringJob Rotation and Mentoring

9.3.1 Newly appointed employees shall be required to rotate in various Departments/Sections

within their divisions for a period of one (1) to two (2) weeks. This will ensure that every

employee is familiar with the work of all the Departments/Sections and allows Supervisors

to temporarily fill positions that lack staff due to leave and training.

9.3.2 The assignment of mentors is an integral part of KFS on-the-job training. Supervisors will

assign a mentor for each new employee. The mentor should be a peer (same position) and

be based in the same office. The mentor shall provide guidance to the new employee for a

period of four (4) months and shall ensure that the new employee is properly integrated

into the Service.

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9.4 9.4 9.4 9.4 Sponsorship for Educational and Professional TrainingSponsorship for Educational and Professional TrainingSponsorship for Educational and Professional TrainingSponsorship for Educational and Professional Training

9.4.1 The KFS shall endeavor to undertake training needs assessment and prepare annual

training projections for all its employees.

9.4.2 The KFS shall not; sponsor employees, for overseas training unless for specialized areas

where comparable programmes are not available locally, or for undergraduate degree

courses and parallel degree programmes.

9.4.3 All employees shall be considered for sponsorship of short term courses less than four (4)

weeks provided that they have rendered satisfactory service for a minimum period of one

(1) year. All employees shall be considered for sponsorship of long term courses provided

that they have rendered satisfactory service for a minimum period of three (3) years

9.4.4 An employee selected and sponsored to attend a local or overseas course lasting for more

than four (4) weeks will be recovered a training levy of twenty percentum (20%) of his basic

salary for the full duration of the training. The recovered amount will be the employee’s

contribution towards the cost of his training.

9.59.59.59.5 Training and Development CommitteeTraining and Development CommitteeTraining and Development CommitteeTraining and Development Committee

The Training and Development Committee shall be responsible for selection of suitable

employees, based on the training projections for various training courses. The Committee

shall be chaired by a Senior Deputy Director while the Head of Human Capital shall be

the Secretary.

9.6 9.6 9.6 9.6 Training for staff in disciplined wingTraining for staff in disciplined wingTraining for staff in disciplined wingTraining for staff in disciplined wing

All staff in disciplined wing will be required to undergo paramilitary/relevant training as

spelt out in the career guidelines for promotion purposes.

9.79.79.79.7 Conditions Applicable to Employees on TrainingConditions Applicable to Employees on TrainingConditions Applicable to Employees on TrainingConditions Applicable to Employees on Training

(i) An employee attending a course approved by the KFS will be deemed to be on duty

and all regulations pertaining to his/her employment will be applicable.

(ii) Provided that his study reports and conduct are satisfactory, an employee shall be

eligible for consideration of promotion when due and receive increments.

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9.89.89.89.8 Allowances Allowances Allowances Allowances

An employee travelling to attend a course approved by the KFS outside his duty station

shall be deemed to be travelling on duty and shall be reimbursed any travelling and

subsistence expenses incurred. An allowance to purchase books, training instruments, and

apparatus, etc, shall be paid to the sponsored employee on the basis of the

recommendation provided by the head of the institution where the course is held. Payment

of house allowance shall continue during the training period.

9.99.99.99.9 LeaveLeaveLeaveLeave

9.9.1 Attendance at a course which has no provision for vacations will count as duty for the

purpose of an employee’s eligibility for annual leave

9.9.2 An employee following fulltime course of study at an academic institution will normally be

granted the student’s vacation, but will be required to resume duty during vacation

provided that he enjoys a minimum of one (1) month’s vacation in a year. Such an

employee will not be eligible for any additional leave in respect of the period of the course.

9.9.3 An employee attending a course outside the country will be eligible for his/her normal

annual leave due only for the year he/she returns back to the country.

9.109.109.109.10 Expenses to be met by the Kenya ForExpenses to be met by the Kenya ForExpenses to be met by the Kenya ForExpenses to be met by the Kenya Forest Serviceest Serviceest Serviceest Service

The KFS shall meet the following expenses incurred by the employee relating to the

training programme:

9.10.1 All course fees including registration, admission, tuition, hostel, examination, and other

similar fees as demanded by the institution in question if the same are not met by the

sponsor, .

9.10.2 All necessary transport, subsistence and travelling in connection with the training other than

commuting between hostels and place of study.

9.10.3 Insurance costs where applicable.

9.10.4 Any other incidental expenses upon proof.

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9.119.119.119.11 Resumption of DutyResumption of DutyResumption of DutyResumption of Duty

The employees shall resume duty immediately upon the completion of the course or the

expiry of the period of training.

9.129.129.129.12 Expenses to be met by the EmployeeExpenses to be met by the EmployeeExpenses to be met by the EmployeeExpenses to be met by the Employee

The employee will meet the following expenses:-

(i) fares for daily journeys between his lodging and place of study;

(i) the purchase of all outfits and clothing including any academic dress required;

(ii) personal commitments including laundry, recreation, entertainment and voluntary

subscriptions; and

(iii) Any expenses of personal nature that may be incurred during both term-time,

vacation.

9.139.139.139.13 Refund of Training Expenses Incurred by the Kenya Forest ServiceRefund of Training Expenses Incurred by the Kenya Forest ServiceRefund of Training Expenses Incurred by the Kenya Forest ServiceRefund of Training Expenses Incurred by the Kenya Forest Service

An employee on training will be called upon to KFS any sums of money expended on him

under the following circumstances:-

• If through own acts of omission or commission, unsatisfactory conduct and general

indiscipline, the employee displays unsatisfactory progress and is consequently

discontinued from the course.

• Where the employee fails to return on duty at the expiry of the course without lawful

excuse.

9.149.149.149.14 Self Sponsored CoursesSelf Sponsored CoursesSelf Sponsored CoursesSelf Sponsored Courses

Employees undertaking part-time or full-time self sponsored courses will be exempted

from paying twenty percentum (20%) training levy. Such employee will be eligible for study

leave, full salary and benefits as long as the course is approved by the Training and

Development Committee, relevant and is undertaken in a recognized institution. In cases

where an employee had proceeded on a self-sponsored course approved by the Training

and Development Committee and in the course of training secures Service funding, the

remittance of twenty percentum (20%) training levy by the employee to Service will apply

only for that duration of the sponsorship. However, sponsorship will not cover any

outstanding fees prior to the scholarship.

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9.159.159.159.15 Progress ReportProgress ReportProgress ReportProgress Reportssss

The KFS shall require the training institutions to submit progress reports on sponsored

employees. The frequency of such reports shall be the end of each semester/term

depending on the individual courses undertaken. The responsibility for the submission of

these reports will be the sponsored employees. No additional sponsorship will be provided

before each preceding report is received by the service.

9.169.169.169.16 Training ReportsTraining ReportsTraining ReportsTraining Reports

All employees sponsored for training will be required to prepare a report on the training

attended. Special attention should be given as to how the skills acquired in the training can

be shared with other employees in order to maximize the impact of each training. Training

reports shall be submitted to the Head, Human Capital within two (2) weeks after the

completion of the training....

9.179.179.179.17 Resumption of DutyResumption of DutyResumption of DutyResumption of Duty

The employees shall resume duty immediately upon the completion of the course or the

expiry of the period of training.

9.189.189.189.18 Examination GrantsExamination GrantsExamination GrantsExamination Grants

An employee who, through his/her own initiative and in his/her own time, embarks on a

course relevant to his/her duties with the prior approval of the Training & Development

Committee, may be reimbursed up to thirty percent (30%) tuition and examination fees

(subject to availability of funds) respect of the course provided it is established that:-

(i) the course has been approved by the Director on the recommendation of the

Training and Development Committee;

(ii) the course is directly related to the nature of his substantive post or the post he

may occupy on completion of the course;

(iii) the course shall improve the employee’s work performance and also enhance his

potential for additional responsibilities;

(iv) the employee has completed the course registered for; and

(v) The employee had not been sponsored by the KFS for the same course before.

9.199.199.199.19 Conference and SeminarsConference and SeminarsConference and SeminarsConference and Seminars

Employees attending conference, seminars, workshops and study tours, whether locally or

abroad, usually of up to four (4) weeks duration, shall be regarded as traveling on duty

and shall receive appropriate allowances in accordance with Regulation 9.8 of this section.

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9.209.209.209.20 Service BondService BondService BondService Bond

Every serving employee who attends a training lasting more than four (4) months, will be

required to enter into a formal agreement binding him to serve KFS on terms &

conditions as specified from time to time.

9.219.219.219.21 Training ProjectionsTraining ProjectionsTraining ProjectionsTraining Projections

It is the responsibility of the Head of Human Resources and Administration Manager to

prepare the annual training program as well as training budget. The annual training

program shall be prepared in consultation with all the Divisions/ Departments. At the end

of each year, the Head of Human Resources and Administration Manager will prepare an

annual report on all the training activities carried out. The report should include an

assessment of the validity and cost-effectiveness of the different activities as well as

recommendations on training activities for the following year.

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SECTION 10SECTION 10SECTION 10SECTION 10: EMPLOYEE: EMPLOYEE: EMPLOYEE: EMPLOYEE

CONDUCTCONDUCTCONDUCTCONDUCT

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SECTION 10:SECTION 10:SECTION 10:SECTION 10: EMPLOYEE CONDUCT EMPLOYEE CONDUCT EMPLOYEE CONDUCT EMPLOYEE CONDUCT


Every employee is required to uphold the dignity of the public office to which the

employee is appointed. It should be borne in mind that each employee occupies a special

position within KFS and should be proud of that position to ensure that his conduct, both

in public and private, does not bring KFS into disrepute. It is, therefore, imperative that

every employee adheres to these rules and such other rules as may be promulgated from

time to time with scrupulous care.

10.210.210.210.2 Disciplinary Disciplinary Disciplinary Disciplinary proceedingsproceedingsproceedingsproceedings

There shall be Disciplinary proceedings which shall be in line with the disciplinary policy.

10.310.310.310.3 DeploymentDeploymentDeploymentDeployment

Employees shall be deployed by the Director to serve in those positions commensurate

with their recruitment and qualifications. An employee can be deployed to work in any

station in the country. The employees shall devote themselves entirely to the duties of their

post during the prescribed hours of duty. The employee shall devote himself entirely to the

duties of his/her post during the prescribed hours of duty at the Kenya Forest Service. The

services of an employee are not limited to work which may be specified in his/her terms

and conditions of employment, and may be called upon to perform any reasonable duty

for which he may be qualified.

11110000....4444 Office HoursOffice HoursOffice HoursOffice Hours

The office hours are as follows:-

Monday to FridayMonday to FridayMonday to FridayMonday to Friday

Morning: 8.00 a.m. to 1.00 p.m.

Afternoon: 2.00 p.m. to 5.00 p.m.

Counties in North eastern Counties in North eastern Counties in North eastern Counties in North eastern & coast conservancies& coast conservancies& coast conservancies& coast conservancies

Monday to FridayMonday to FridayMonday to FridayMonday to Friday

Morning: 7.45 a.m. to 12.45 p.m.

Afternoon: 2.00 p.m. to 4.30 p.m.

Though the general office hours are as stated in regulation above, the Director may request

employees to work outside those hours provided there is any cause requiring their

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services, either earlier or later. Where employees are required to work outside the general

office hours, for example in shifts, it should be ensured that an employee works for a total

duration of not less than forty (40) hours per week.

10.10.10.10.5555 AttendanceAttendanceAttendanceAttendance

An employee shall not absent himself from duty during working hours, leave his appointed

place of work, proceed to a place other than which he is usually employed or in case of

those working in shifts, exchange duty with any other employee without due permission of

his immediate supervisor.

10.10.10.10.6666 Conflict of InterestConflict of InterestConflict of InterestConflict of Interest

An employee will be required to declare to the Director his business interests where

companies or partnerships in which the employee holds interests, conflict in whatever

nature with KFS interests. Individual invitations to give technical advice or present papers

should be channeled through the Director.

10.10.10.10.7777 Declaration of Income, Assets and LiabilitiesDeclaration of Income, Assets and LiabilitiesDeclaration of Income, Assets and LiabilitiesDeclaration of Income, Assets and Liabilities

Every employee shall within thirty (30) days of reporting for the first appointment and bi-

annually thereafter submit a declaration of income, assets and liabilities of himself,

spouse(s) and dependent children less than eighteen (18) years to the Public Service

Commission of Kenya in accordance with the Public Officer Ethics Act, 2003.

10.10.10.10.8888 Public and PoPublic and PoPublic and PoPublic and Political litical litical litical Responsibilities;Responsibilities;Responsibilities;Responsibilities; Newspapers and PublicationsNewspapers and PublicationsNewspapers and PublicationsNewspapers and Publications

(i) An employee must not, except with the express permission of the Director, act as

an editor of any newspaper, or take part directly or indirectly in the management

thereof, nor publish in any manner anything which may reasonably be regarded as

being of a political or administrative nature, whether under his own name, under a

pseudonym or anonymously.

(ii) An employee may, however, publish in his own name, matters relating to subjects

of professional or general interests not involving public matters, politics, KFS or

Government affairs.

(iii) An employee who wishes to publish an article or deliver a speech, the substance of

which may subsequently be published, or the substance of which may reasonably be

regarded as being of political or administrative nature, shall seek permission to do

so from the Director and a draft of the proposed article or speech submitted for

approval.

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10.910.910.910.9 InterviewsInterviewsInterviewsInterviews

An employee, whether on duty or on leave, must not accept to be interviewed on issues

affecting KFS on matters of public policy. The spokesperson of KFS shall be the Director

or an officer duly authorized by him.

10.110.110.110.10000 Political ViewsPolitical ViewsPolitical ViewsPolitical Views

An employee is entitled to his personal views on political matters but is not permitted to;

(i) Express those views publicly or engage in the activities of any political party, or

candidate or act as an agent of a political party or a candidate in the election,

(ii) Engage in political campaigns or other political activities,

(iii) Use public resources to initiate new development projects in any constituency or

county three (3) months before an election in that county or constituency,

An employee who intends to contest an election shall resign from office at least seven (7)

months before the date of the election.

11110000....11111111 Opinion on Foreign PowersOpinion on Foreign PowersOpinion on Foreign PowersOpinion on Foreign Powers

While it is not the desire of KFS management to interfere with the liberty of free speech,

any lack of discretion on the part of any employee in expressing an opinion on the actions

of a friendly foreign power that may embarrass the Service, may precipitate disciplinary

proceedings being taken against the employee.

10.1210.1210.1210.12 DisclosureDisclosureDisclosureDisclosure of Informationof Informationof Informationof Information

An employee must not disclose any information concerning the affairs of KFS or its

employees, or show or release any official document to any person not connected with

KFS unless authorized by the Director.

10.1310.1310.1310.13 Official Secrets Act DeclarationOfficial Secrets Act DeclarationOfficial Secrets Act DeclarationOfficial Secrets Act Declaration//// confidentiality agreementconfidentiality agreementconfidentiality agreementconfidentiality agreement

All employees will be required to sign a declaration of secrecy/confidentiality agreement

under the Official Secrets Act, Cap.187 on joining the service.

10.110.110.110.14444 UniformsUniformsUniformsUniforms

Uniforms and protective clothing may be supplied to such employees of such grade, in

such quantities and at such intervals, as the Director may from time to time determine. An

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employee may be required at any time to produce for inspection the uniform or protective

clothing issued to him. Friday shall be designated the corporate day with staff eligible to

dress in branded corporate attire except for staff required to be in uniform or formal attire

due to exigencies of work.

10.110.110.110.15555 Mandatory Wearing of UniformsMandatory Wearing of UniformsMandatory Wearing of UniformsMandatory Wearing of Uniforms

Every employee who is supplied with a uniform and/or accessories shall, when on duty,

appear in such uniform neat and clean. An employee when in uniform may not enter

premises licensed to sell liquor, except when required to do so in the course of his duties.

10.110.110.110.16666 Absence from DutyAbsence from DutyAbsence from DutyAbsence from Duty

An employee who, without leave or reasonable cause, absents himself from duty for more

than forty eight (48) hours shall be regarded as having absconded from duty and will be

liable to disciplinary action &/or summary dismissal.

10.1710.1710.1710.17 Employees Appearing in CourtEmployees Appearing in CourtEmployees Appearing in CourtEmployees Appearing in Court

An employee who is summoned to court as a state witness in a criminal case, or as an

assessor or is summoned to court by a private individual as a witness on a case involving

KFS, will be regarded as traveling on duty and KFS will meet the relevant expenses. In

such cases, any expenses reimbursed by the court shall be credited to the revenue of KFS.

10.10.10.10.18181818 Private Civil CasesPrivate Civil CasesPrivate Civil CasesPrivate Civil Cases

An employee who is summoned to court at the request of a private individual, or in

connection with a civil case in which KFS has no interest, will make his own travel and

leave arrangements. The employee will, however, be expected to inform the Director of

the civil case.

10.10.10.10.19191919 Legal Proceedings By and Against EmployeesLegal Proceedings By and Against EmployeesLegal Proceedings By and Against EmployeesLegal Proceedings By and Against Employees

10.19.1 Where a criminal prosecution or civil suit is instituted against an employee as a result of

an act of commission or omission by the employee in the course of official duties, the

employee may apply to the Director to seek for legal representation immediately he is

arrested or served with court summons.

10.19.2 Where the Director is satisfied that the employee acted in good faith in the execution

of his official duties and that it is in the interest of KFS that the employee should be

defended, the Director may consider meeting expenses incidental to the case from

KFS funds. KFS may hire an advocate to defend the employee in the case. Where any

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fine or award of cost or compensation is ruled by the Court, KFS may meet the

expenses.

10.210.210.210.20000 SeparationSeparationSeparationSeparation from the Servicefrom the Servicefrom the Servicefrom the Service

10.210.210.210.20000.1.1.1.1 Due to Due to Due to Due to Resignation from serviceResignation from serviceResignation from serviceResignation from service

(i) An employee may terminate his or her employment by giving notice

according to the provisions of his/her employment terms. An employee

may resign his appointment by giving one (1) month notice or he shall pay

one month salary in lieu of such notice.

(ii) On resignation, an employee is required to refund any outstanding liabilities

to KFS. Any amount due to the employee may be withheld and applied

towards any sums due by him. If any liabilities are outstanding, the Service

may seek legal redress. The officer shall be entitled to all terminal benefits

in accordance with the –

(a) Terms and conditions of KFS or contained in the contract of

Service; or

(b) Provisions of law or policy governing resignation of public officers; or

(c) Provisions of employment law governing resignations generally

The Service shall not reject a resignation except on account of –

(a) Fraud or conspiracy whereby the concerned officer is innocent;

(b) Involuntary decision by the concerned officer by reason of infirmity of mind

arising from ill health or involuntary intoxication; or

(c) Resignation is aimed at avoiding anticipated or ongoing disciplinary case.

10.210.210.210.20000.2.2.2.2 Due to Due to Due to Due to Retirement Retirement Retirement Retirement

� Retirement from the service shall be on grounds of –

(a) attainment of the mandatory retirement age (currently 60/65 years old) or early

retirement (currently 50 years old) as prescribed in the relevant legislation with effect

from the birth date of attaining the mandatory retirement age or as agreed upon

between the officer and the relevant lawful authority;

(b) Ill health;

(c) Abolition of office;

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(d) Public interest;

(e) Special retirement scheme agreed between the officer and the service; and

(f) Voluntary retirement.

� Payment in lieu of notice shall not apply where termination is due to summary

dismissal. An employee’s appointment may also be terminated by dismissal, an action

that involves the due application of the Kenya Forest Service’s disciplinary procedures.

� Where “retirement” means separation of an officer from the service with full separation

benefits including pensions benefits as may be provided for in the applicable law or the

contract of service or a special retirement scheme agreed upon between the officer and

the Service.

� the service, through a committee of the board in charge of human Capital, shall not

extend the service of such retired public officer beyond the birth date of the mandatory

retirement age but may engage the officer for service after the retirement upon such

terms of contract if –

(i) The officer possesses rare knowledge, skills and competencies for the time being

required in the service;

(ii) The retired officer is willing to be so engaged on contract; and

(iii) The officer’s performance shall not in any way be impaired in view of the officer’s

age.

� The normal retirement age shall be sixty (60) years or as prescribed by legislation

from time to time. However for employees with disabilities as defined in section 2 of

the persons with disabilities Act, 2003 that are also registered with the National

Council of Persons with Disabilities the retirement age is sixty five (65) years old.

10.210.210.210.20000.3.3.3.3 Due to Due to Due to Due to Termination of AppointmentTermination of AppointmentTermination of AppointmentTermination of Appointment

� An employee serving on permanent and pensionable terms, contract or temporary terms

may be terminated by the Director in accordance with the provisions of the employee’s

Letter of Appointment or by giving appropriate period of notice or salary in lieu of notice.

� Except in cases of voluntary retirement or retirement in accordance with contractual terms

and conditions, an officer shall not be retired under this paragraph unless the director or

other lawful authority has accorded the officer a reasonable opportunity to make relevant

representation in view of the intended retirement.

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� However, the termination of appointment for employees in Grade 2 to 4 shall be approved

by the Board.

10.210.210.210.20000.4.4.4.4 DueDueDueDue to abolition of officeto abolition of officeto abolition of officeto abolition of office

• Where an office or offices are abolished with the effect that less than ten (10) officers in

one cadre are affected, the Service shall not retire the officers on account of abolition of

office but shall re-deploy them or re-designate them to an appropriate office:

a. Provided that any such officer who opts to retire in view of abolition of the office shall

be retired.

b. Where an officer is to be retired on grounds of abolition of office, the authorized

officer shall inform the officer that the officer’s retirement is under consideration and

invite the officer within reasonable time, being not less than thirty (30) days, to make

representation thereon, if any.

c. Upon receipt of the representation or failure to receive any representation within the

prescribed time, the authorized officer shall forward the case to the committee of the

board with recommendation justifying the retirement of the officer together with the

officer’s representation, if any.

d. Unless the committee of the board considers that further justification is necessary, in

which case it shall issue directions to the authorized officer accordingly, it shall decide

forthwith whether the public officer should be called upon to retire on grounds of

abolition of office.

e. The director shall not retire any public officer on grounds of abolition of office unless

there is written evidence that the office in issue has been abolished. This will be in

accordance with provisions of the labour laws of Kenya & as per terms & conditions

prescribed by the board of directors.

10.210.210.210.20000.5.5.5.5 DueDueDueDue totototo ill Healthill Healthill Healthill Health

� An officer may retire from the on grounds of ill health if –

(a ) the director considers that the officer is incapable by reason of any infirmity of

body or mind of discharging the function of the office and therefore it is in the

best interest of the officer to retire; or

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(b) The officer requests to be retired on grounds of ill health, and in this case, the

director must initiate the process for the retirement in accordance with this

section.

� Where an officer is considered for retirement or has requested to be retired the director

shall call upon the officer to appear before a medical board constituted by the Director of

medical services with a view to it being ascertained whether or not the officer should be

retired on grounds of ill health

� After the officer has been examined in accordance with 6.3.2 and the finding is that the

officer should be so retired, the medical board shall forward the medical board’s records of

proceedings thereon to the director who shall –

(a) Request the officer to make any personal representation in view of the medical

Board’s record of proceedings;

(b) Make recommendation in view of the medical board’s findings on the officer

and the officer’s representation, if any;

Forward all the documents referred to in this sub-paragraph to the committee of the board.

� Where by reason of infirmity of mind arising from ill health, the concerned officer is

incapable of consciously following the procedural steps under this paragraph, the director

shall forward the case to the committee of the board together with relevant observations and

the committee of the board shall make appropriate decision which may include retiring the

officer on grounds of ill health.

� Unless the committee of the board considers that further inquiry is necessary, in which case

it shall issue directions to the director accordingly; it shall decide forthwith whether the

officer should be called upon to retire on grounds of ill health.

� Where an officer, being able to appear before the Medical Board, refuses to so appear, the

director shall forward the case together with the relevant background information to the

committee of the board and the committee of the board shall make an appropriate

decision including, if deemed appropriate, retiring the officer on grounds of ill health.

10.210.210.210.20000.6.6.6.6 DueDueDueDue to to to to Death in serviceDeath in serviceDeath in serviceDeath in service

The service of an employee who dies in service will automatically terminate. In the event of

such a case the Human Resource and Administration Department shall report the death in

writing to the Director and the necessary procedures followed to conclusion.

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10.210.210.210.20000.7.7.7.7 DueDueDueDue to public interestto public interestto public interestto public interest

� If the director, after having considered every available report with regard to a complaint

against an officer and it is apparent that it is desirable to retire the officer on grounds of

public interest, the director shall –

�

(a) Serve the officer with a letter setting out the particulars of the complaint as

reported and asking the officer to make representation within a reasonable time in

view of the intended retirement; and

(b)Upon receipt of the representation or if none is received within the prescribed

time, forward to the all the details of the case to the committee of the board

� Unless the committee of the board considers that further inquiry into the complaint is

necessary, in which case it shall issue directions to the director accordingly, it shall

decide forthwith whether the officer should be called upon to retire on grounds of

public interest.

� For a complaint or report to justify retirement on grounds of public interest, it must be

such that in view of the complaint or report, the officer has offended public policy as

protected in –

�

(a) Prescribed government policy;

(b) Provision of the constitution or legislation; or

(c) Binding decision made by a competent court of law.

� When in the opinion of the Director, there has been good cause as defined below, the

Director shall have power to suspend the appointment of an employee, and refer his

case to a committee the Board to terminate with good cause an employee’s services on

these terms.

� Where applicable the terms and period of notice shall be as stipulated in clause 35.1.1

� An employee whose appointment is terminated under this section shall retain his right of

appeal according to the Kenya Forest Service’s Disciplinary Policy and Procedures

� For purposes of this policy, “Good cause” means: Conduct which the Board shall deem

to be such as to constitute failure or inability of the employee concerned to continue to

perform his duties or comply with conditions of his appointment, or

i. Gross misconduct as set out in the KFS disciplinary policy & manual or

dismissal arising from action that involved application of disciplinary

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procedures. The disciplinary procedures and sanctions as outlined in the

Disciplinary Policy and Procedures of the KFS and the Employment Act

shall apply to all employees as appropriate. It is the responsibility of the

employees to acquaint themselves with these two (2) policies.

ii. Failure to pass an integrity test as recommended by the Ethics Anti-

Corruption Commission

iii. Any other reason as shall be stipulated in the Kenya Forest Service’s

Disciplinary Policy and Procedures.

iv. An employee may be terminated from service due to poor performance

based on appraisals carried out using the Kenya Forest Service’s

Performance management systems in line with the reward and sanction

policy.

11110.20.20.20.21111 Clearance Clearance Clearance Clearance

An employee will be required to obtain a Clearance Certificate on resignation, dismissal

or termination of appointment. In case of death, the next of kin shall obtain the

Clearance Certificate. Upon clearance, the officer will be entitled to his terminal benefits

after obtaining a duly approved discharge voucher.

10.210.210.210.22222 Certificate of ServiceCertificate of ServiceCertificate of ServiceCertificate of Service

A Certificate of Service will be issued to an employee on, resignation, dismissal or

termination of appointment. It will be signed by the Director.

10.210.210.210.23333 HandingHandingHandingHanding----Over ReportsOver ReportsOver ReportsOver Reports

All employees will compile a comprehensive report under the supervision of the

immediate supervisor and/or the Head of Department. A copy of the report duly

approved by the supervising officer will be submitted to the Director.

10.210.210.210.24444 Recommendation LetterRecommendation LetterRecommendation LetterRecommendation Letter

A recommendation letter may be issued to an employee on request upon retirement or

resignation but not on dismissal of appointment. The recommendation letter shall

contain a fair assessment of the employee and will be signed by the Director.

10.210.210.210.25555 Exit InterviewExit InterviewExit InterviewExit Interview

Exit interviews will be conducted for the purpose of obtaining feedback from departing

employees concerning working conditions, policies, supervision, organizational culture

and other matters related to their employment with the Kenya Forest Service. In addition

to information concerning the employee’s opinion of the Kenya Forest Service, other

matters to be covered include the return of company property. The Human Resource

and Administration Officer will facilitate the exit interviews.

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10.210.210.210.26666 Disciplinary Code for Disciplined OfficersDisciplinary Code for Disciplined OfficersDisciplinary Code for Disciplined OfficersDisciplinary Code for Disciplined Officers

In accordance with the Kenya Forests Act, 2005, a disciplinary code shall be developed

for disciplined officers to provide for the following matters:

(a) the investigation of disciplinary offences and the hearing and determination of

disciplinary proceedings,

(b) disciplinary penalties; and

(c) Any other related matters.

10101010.27.27.27.27 Employee Grievance Employee Grievance Employee Grievance Employee Grievance

The Kenya Forest Service’s Grievance Policy and Procedures in force as amended from

time to time, are designed to provide prompt and orderly resolution of complaints or

disputes arising in the course of employment. Any employee has the right to present to

the KFS any personal grievance regarding employment within thirty (30) days of an

occurrence and/or within thirty (30) days of the staff member having reasonable

knowledge of the occurrence and have it considered on its merits, except a grievance

involving suspension or termination which must be submitted according to the

Disciplinary procedure. Employee grievances will be processed according to the Kenya

Forest Service’s Grievance Policy and Procedures with regard to provisions stipulated in

the Employment Act, 2007 and other related Policies of the Kenya Forest Service.

10.10.10.10.28282828 Employee Health and SafetyEmployee Health and SafetyEmployee Health and SafetyEmployee Health and Safety

The KFS seeks to maintain a work environment in which physical and environmental

conditions are such that work-related accidents or illnesses are minimized. To help

maintain a safe environment as well as to evaluate and manage those health and safety

problems that arise, the Kenya Forest Service’s Health and Safety policy shall apply.

An employee with a specific concern about a possible health or safety problem should

discuss this concern with an immediate supervisor or head of department. Problems not

satisfactorily resolved in this manner should then be referred to the Human Resource

and Administration Officer.

10.10.10.10.29292929 Equal OpportunityEqual OpportunityEqual OpportunityEqual Opportunity

The KFS aims to provide an environment which respects and values the positive

contribution of all its employees by enabling them to achieve their full potential and to

gain benefit and enjoyment from their involvement in the activities of the Kenya Forest

Service. To achieve this aim, the KFS acknowledges the following basic rights for all its

employees and prospective employees:

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• To be treated with dignity and respect.

• To be treated fairly with regard to all procedures, assessments and choices.

10.310.310.310.30000 Harassment and BullyingHarassment and BullyingHarassment and BullyingHarassment and Bullying

The KFS is committed to providing a positive work environment. Through its Workplace

Harassment Policy, the KFS shall ensure that every employee is entitled to employment

that is free of sexual harassment, victimization and bullying. Any incidents of employee

harassment and bullying will lead to disciplinary action

10.310.310.310.31111 HIV/HIV/HIV/HIV/AIDS at theAIDS at theAIDS at theAIDS at the WorkplaceWorkplaceWorkplaceWorkplace

The KFS recognizes the seriousness of the HIV/AIDS epidemic and its significant impact

on the workplace and supports the Government’s national efforts to reduce the spread of

infection and minimize the impact of the disease. To this end, the KFS is committed to the

support of employees infected, affected or living with HIV/AIDS and does not

discriminate nor tolerate discrimination against employees on the grounds of their

HIV/AIDS status. The Kenya Forest Service’s HIV/AIDS Workplace Policy shall apply in

all matters relating to HIV/AIDS at the Kenya Forest Service.

10.310.310.310.32222 Gender MainstreamingGender MainstreamingGender MainstreamingGender Mainstreaming

The KFS is fully committed to channeling energy, effort and resources into processes that

create a society that values equity across genders. The KFS acknowledges that gender

empowerment and the recognition of gender rights are essential for sustainable

development are empowering for everyone. To this end the KFS shall practice a gender

policy that ensures a minimum of a third (1/3) of the staff complement is from either gender

at any given time as well as being gender neutral & gender redistributive.

10.310.310.310.33333 Disability MainstreamingDisability MainstreamingDisability MainstreamingDisability Mainstreaming

The KFS is fully committed to ensuring that KFS implements Disability mainstreaming

strategies through its Policies and Procedures to ensure that supports the Government’s

national efforts to provide equal opportunity for all. The Kenya Forest Service’s disability

policy in force and as amended from time to time, shall apply with regard to disability and

ensuring equity.

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10.310.310.310.34444 Alcohol aAlcohol aAlcohol aAlcohol and Substance Abusend Substance Abusend Substance Abusend Substance Abuse

Alcohol and drug abuse, in the workplace, has the potential to negatively affect the health,

safety, productivity and performance of employees, which results in low business output in

organizations. The Kenya Forest Service’s practices & processes will be in line with its

policies on and Substance Abuse geared towards maintaining employee confidence and

morale, reducing absenteeism and labor turnover, and offering support & medical care to

the affected & staff. The Kenya Forest Service’s alcohol & substance policy in force and as

amended from time to time shall apply in regard to alcohol substance abuse cases.

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SECTION 11SECTION 11SECTION 11SECTION 11

STAFFSTAFFSTAFFSTAFF SUPPERANNUATION SUPPERANNUATION SUPPERANNUATION SUPPERANNUATION

BENEFITSBENEFITSBENEFITSBENEFITS

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SECTION 11: SECTION 11: SECTION 11: SECTION 11: SUPERANNUATION SCHEMESUPERANNUATION SCHEMESUPERANNUATION SCHEMESUPERANNUATION SCHEME

11111111.1.1.1.1 Pension SchemePension SchemePension SchemePension Scheme

11.1.1 KFS shall establish under an irrevocable trust as an employee pension benefits scheme

for eligible employees in accordance with the Retirements Benefits Act (RBA). The

pension scheme will be contributory by both the employee and the employer.

11.1.2 The main purpose of the scheme is to provide for the payment of pensions and other

benefits to members upon their retirements at a specific age and relief for dependants

of deceased members as specified in the Trust Deed

11.1.3 The KFS will partner with relevant stakeholders in the retirement benefit industry and

ensure that its permanent and pensionable staff are enrolled in a Staff pension scheme

in line with the Retirement Benefits Authority guidelines.

11.1.3 To this end the KFS will sponsor a defined contribution scheme where it will

contribute fifteen percent (15%) of the basic salary with the employee contributing

seven & a half percent (7.5%). Membership, rights and benefits to the scheme will be

in line with the Trust Deed.

11111111....2222 DismissalDismissalDismissalDismissal

If a Member is summarily dismissed from the service for fraud dishonesty or serious

misconduct he shall forfeit all claims to the unvested benefits with exemptions as

provided for in the Retirement Benefits Authority Act.

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SECTION 1SECTION 1SECTION 1SECTION 13333

QQQQuality assuruality assuruality assuruality assuranceanceanceance

There will be an annual quality review of the policy by the board of Directors, through the

management. This policy is subject to revision after every three (3) years or as need arises.

While every care has been taken in preparing this policy to avoid errors, omissions inclusive, in the

event of any errors being discovered, an amendment shall be issued in that respect and no

employee shall be allowed to benefit from such error neither shall an employee lose any benefit to

which he should have been entitled were it not for the error. . . .

RRRRecords managementecords managementecords managementecords management

Records on relevant correspondence, procedures, grievances, benefits etc will be maintained by

the Human resources & administration office & copies filed in the employees personal file.

DDDDisclaimerisclaimerisclaimerisclaimer

The guidelines and procedures established in this policy are intended solely for the guidance of

employees of the Kenya Forest Service. They are not intended and cannot be relied upon to create

any rights, substantive or procedural, enforceable by any party in litigation with the Government of

Kenya. The KFS reserves the right to act at variance with this policy and procedures and to change

them at any time without public notice....

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INTERINTERINTERINTER----RELATED POLICIESRELATED POLICIESRELATED POLICIESRELATED POLICIES

i. Grievance policy

ii. Workplace Harassment & discrimination policy

iii. ISO policy & manuals

iv. Alcohol & drugs abuse policy

v. HIV/AIDS policy

vi. Training & development policy

vii. Gender policy

viii. Performance management policy

ix. Disability policy

x. Disciplinary policy

xi. Medical scheme deed

xii. Pension trust deed

xiii. Business continuity policy

xiv. Strategic plan

xv. Health & safety policy

xvi. Reward, Recognition & sanctions policy

xvii. Enforcement and compliance standard operating procedures (SOP) manual

human human capitalcapitalcapital ... human capital...page 8 of 91 4.44..4. distribution list as per...

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