Departments, Sections, and Units_draft

DIRECTORATE OF REGISTRATION AND FIELD SERVICES COORDINATION

The Directorate is headed by the Assistant Registrar of Political Parties, who is responsible to the Registrar for effective management of registration and field services functions. The specific functions of the directorate include;

  • Initiating and developing strategies on full registration, provisional registration, vetting of documents lodged for registration of a political party and issuance of certificates of registration.
  • Maintaining of political parties’ records, symbols, signatures and list of officials.
  • Coordination of name search, receiving, keying in information, analyzing and processing applications for provisional registration of new political parties.
  • Verification of political parties’ documents, records, constitutions and membership in accordance to laid down rules.
  • Coordinating assessment of written declarations of assets and expenditure of political parties and Gazettement. 
  • Provide advice to the Registrar on registration of Political Parties and areas for legal reform.
  • Overseeing opening and maintenance of registers of registered political parties and the updating of sub-registers.
  •  Maintenance of political parties’ records, continuous updating, retrieval and dissemination of information.
  • Coordinating, monitoring and evaluation of political parties’ activities and offices regional and county offices
  • Manage the interdependence between ORPP county offices and headquarters
  • Coordinating  the County Political Parties Liaison Committee (PPLC);
  • Establishing  effective systems for safeguarding security of political parties’ and office records
  • Ensure effective disposal of Political Parties records in accordance with the Records Retention and Disposal Act and other relevant laws.

The Directorate is further composed of one department and three Sections headed by Director and Assistant Director respectively as indicated below:

  • Idara ya Usajili na Huduma za shambani
  • Sehemu ya Usajili
  • Sehemu ya Huduma za shambani
  • Sehemu ya ICT

The ICT section reports directly to the Assistant Registrar, Registration and Field services coordination

Registration and Field Services Department

The Department is headed by Director Registration and Field Services, grade ORPP 3 who will be responsible to the Assistant Registrar, Registration and Field Services Coordination for registration of political parties, updating the membership register, maintenance and updating of records of registered political parties and coordinating the field services functions

The department is divided into two Sections namely:

  • Sehemu ya Usajili
  • Sehemu ya Huduma za shambani

Sehemu ya Usajili

The Section is headed by Assistant Director, Registration who is responsible to the Director, Registration and Field Services for the following functions:

  • Conducting name search on applications for registration new political parties;
  • Issue clearance for Registration of the names of new political parties;
  • Receiving, analyzing and processing applications for provisional registration of new political parties;
  • Verification of political parties’ constitutions and membership;
  • Recording changes, alterations in constitutions, rules and regulations, titles, name or addresses of any person or office;
  • Issuing  certificates of provisional registration (after being satisfied that the conditions set in the schedule have been met);
  • Receiving and processing applications for full registration of political parties
  • Issuing certificates of full registration;
  • Requesting for written declarations of assets and expenditure of political parties;
  • Gazzette the assets and expenditure in one daily that have a countrywide circulation;
  • Opening and maintaining a register of registered political parties including the updating of the following sub-registers:-
  • Registered political parties
  • Register of members
  • Register of officials
  • Register of founder members
  • Register of registered offices
  • Register of symbol/emblems
  • Register of assets and liabilities
  • Register of annual work-plans of registered political parties
  • Register of books of accounts relating to  Political Parties  funding
  • Receiving, verifying and keying in information submitted by political parties
  • Storage and continuous updating of information on political parties
  • Retrieval and dissemination of information to stakeholders
  • Issuance of official search from the records maintained.
  • Maintain and update various Registrars of Political Parties
  • Provide up-to-date information on political parties status and resignation

Sehemu ya Huduma za shambani

Article 6 of the Constitution provides that ‘a state organ shall ensure reasonable access to its services in all parts of the republic so far as it is appropriate to do so having regard to the nature of the service.  In this regard and to facilitate realization of political rights for all Kenyans as provided for in Article 38 of the Constitution, ORPP will devolve its services to Regions and Counties. The Field Services section will comprise of eight (8) regions and forty (47) County offices.  The Regional offices will comprise a cluster of counties as indicated in Appendix 2.

Functions of the Field Services Sections

The Field Services section is headed by Assistant Director, Filed Services who will be responsible to the Director, Registration and Field Services for the following functions:

  • Verify Political party membership at the County during provisional registration of Political Parties Enforcement  of the political parties Act;
  • Monitoring political parties compliance with the Act at the county Level;
  • Compilation and updating of political parties membership lists;
  • Monitoring political parties’ performance;
  • Maintenance and dissemination of information on political parties;
  • Capacity building of political parties in liaison with Political Parties capacity building section
  • Coordination of PPLC  and other stakeholder activities at the County level; and
  • Ensure that a party applying for registration has the required number of members at each county
  • Inspect party offices at the county level to ensure compliance with the Political Parties Act.

Information and Communications Technology Section

The Section will be headed by manager, Information Communication and Technology who will be responsible to the Assistant Registrar, Registration and Field Services for the following functions:

  • Development and implementation of ICT policies and strategies;
  • Provision of advice on ICT matters;
  • Training of users on ICT applications;
  • Management, maintenance and upgrading of ICT systems and infrastructure;
  • Management of the Office of Registrar’s website and ICT networks;
  • Ensuring compliance to information security controls;
  • Provision of ICT services;
  • Development and monitoring of technical specifications for procurement of ICT goods and services;

The following is staff establishment for the ICT Section: –

KURUGENZI YA UDHIBITI NA UFUATILIAJI 

The Directorate will be headed by Assistant Registrar of Political Parties who will be responsible to the Registrar for enforcing adherence to provisions of the Political Parties’ Act.

The Directorate will be responsible for the following functions:-

  • Receiving and verifying declarations of assets, liabilities and expenditures from political parties within sixty (60) days after issuance of certificate of full registration and within ninety (90) days before and an election;
  • Verifying information submitted by political parties to facilitate maintenance of up to date records;
  • Receiving from political parties notice of Intention to change or amend its constitution; rules and regulations; title, name, address or any person or office; its name, emblem, slogan or colour;
  • Interpreting political parties’ constitutions and ensuring that registered parties conform to their stated objectives;
  • Ensuring that parties maintain permanent records of register of members; particulars of any contribution; particulars of any property belonging to the party and mode of acquisition; and statements of accounts (including sources of funds);
  • Ensure that political parties conform to the rules and regulations guiding political parties as stipulated in the Political Parties Act;
  • Ensuring that political parties comply with the provision of the law;
  • Development and implementation of strategies, policies, procedures and manuals for capacity building of political parties

Regulation and Compliance Directorate

Kurugenzi inajumuisha Idara moja na Sehemu tatu (3) kama inavyoonyeshwa hapa chini:

  1. Idara ya Uzingatiaji na Udhibiti
  2. Sehemu ya Kuzingatia 
  3. Sehemu ya Kujenga Uwezo wa Vyama vya Siasa
  4. Sehemu ya Usimamizi wa Rekodi

Regulation and Compliance Department

The Department is headed by Director Compliance and Regulation who will be responsible to the Assistant Registrar, Regulation and Compliance and Political party’s capacity building for the following functions:

  • Oversee publication of political parties of structures of funds and all statutory documents
  • Develop guidelines for investigation of offences under the Act
  • Develop and issue guidelines on sanctions for non-compliance to political parties
  • Liaise with other agencies to ensure adherence to the law by political parties
  • Coordinate dialogue under Political Parties Liaison Committee (PPLC) framework
  • Monitor political party nominations and campaigns to ensure adherence to PPA and other relevant laws
  • Spearhead development of regulations for better implementation of PPA
  • Development and implementation of strategies, policies, procedures and manuals for capacity building of political parties
  • Coordination of sensitization and Training programmes for political parties
  • Sensitize the public on political education in democracy

Sehemu ya Kuzingatia

This section will be headed by a Assistant Director Compliance, who will be responsible to the director for compliance and regulation for the following functions

  • Implementation of strategies, policies and regulations for compliance and regulation of political parties
  • Monitoring and implementing compliance of Political Parties with the Political Parties Act

Political Parties Capacity Building

The Section will be headed by Assistant Director, compliance (Political Parties Capacity Building) who will be responsible to the Director Compliance and Regulation for the following functions.

The following is the staff establishment for Regulation, Compliance and Political Parties Fund and Capacity Building Directorate

Sehemu ya Usimamizi wa Rekodi

The functions of the Section will be:

  • development and implementation of records management policies, standards, manuals, guidelines and procedures on records keeping;
  • maintenance and update of various registers of political parties;
  • provision of up-to date information on political parties’ membership status and resignations;
  • creation, maintenance, usage and disposal of records in accordance with the Records Retention and Disposal Act and other relevant laws;
  • ensuring security and safe custody of ORPP records;
  • identification and communication of potential risks pertaining to records management; and
  • Ensuring efficient and effective management of registry services.

MFUKO WA VYAMA VYA SIASA, KURUGENZI YA USHIRIKA NA MIKAKATI

The Directorate will be headed by Assistant Registrar, Political Parties Fund, Partnerships & Strategy who will be responsible to the Registrar for effective management of the Political Parties Fund, Finance and Accounts, Planning, Research and Partnerships functions  

The office of the Assistant Registrar, Political Parties Fund, Partnerships and Strategy will be staffed as follows:

The Directorate will comprise of two Departments and two Sections as follows:

  • Idara ya Fedha na Hesabu
  • Planning, Research & Innovation Section;
  • Partnerships and Linkages Section;

Idara ya Fedha na Hesabu

The Department will be headed by Director, Finance and Accounts, Grade RPP 3 who is responsible to the Assistant Registrar, Political Parties Fund, Partnership and Strategy for following functions:

  • Development and implementation of financial management policies, standards, systems, strategies and procedures;
  • Management of the financial resources of the Office of Registrar of Political Parties;
  • Provision of advisory services with regard to financial matters;
  • Overseeing accounting activities for improvement and enforcement of internal controls;
  • Co-ordination of budgeting for the Office of Registrar of Political Parties; and
  • Overseeing the preparation of financial statements and accounts.

The Finance and Accounts Department will be divided into the following two sections:

  • Finance Section
  • Accounts Section

Finance Section

The functions of the section will include:

  1. Interpretation and implementation of financial management policies, standards, systems, strategies and procedures
  2. Provide strategic financial management advice to the office and political parties to facilitate effective and efficient delivery of the institution’s mandate;
  3. Liaise with the National Treasury, National Assembly and the Office of the Controller of Budget and the Auditor General and other stakeholders on issues relating to public financial management;
  4. Spearhead the process of budget planning, preparation and implementation;

Accounts Section

The functions of the Section will include:

  • To examine the correctness of payment requests, completeness of documentation and certify requisition or, transactions for payment;
  • To verify receipts, match and undertake on-line reconciliation of invoices and Local Purchase Orders for goods and services procured prior to effecting payments;
  • To maintain financial records and up-to-date books of account;
  • To prepare financial statements and accounts.
  • To prepare periodic reconciliations of financial statements and carry out monthly cash book reconciliations to bank statements
  • Oversee the collection of Appropriation in Aid (AIA) and preparation of reports to relevant authorities
  • Requisition of exchequer from the National Treasury
  • Effect internal controls to ensure expenditure is within the voted budget allocations
  •  Disbursement of The Political Parties Fund

 Political Parties Fund Section

The section will be headed by Assistant Director, Finance (Political Parties Fund), scale ORPP 4 who will be responsible to the Director Finance & Accounts for administration of Political Parties Fund

The specific functions of the Section will include:

  • Distribution of funds as provided for in the Political Parties Act, 2011;
  • Advice registered political parties on the preparation, implementation and revision of work plans;
  • Receive and analyze applications for funds, workplans and reports from political parties;
  • Liaise with stakeholders and partner organizations on issues related to political parties Distribution of funds as provided for in the Political Parties Act,2011
  • Receive audited accounts of political parties from the Auditor General and table to the National Assembly; and

Planning, Research and Innovation Section:

The Section will be headed by Assistant Director, Planning & Research, Grade 4 who will be responsible to the Assistant Registrar Political Parties Fund, Partnerships and Strategy for the following functions:

  • Co-ordination of implementation and development of strategic plan;
  • Development, coordination and implementation of work plans
  • Formulation of Policies on monitoring and evaluation
  • Co-ordination of development and implementation of performance management systems
  • Monitoring and evaluation of programmes and projects:
  • Development of research and innovation strategies and policies;
  • Research on the best practices on registration, regulation, funding and capacity building of political parties; and
  • Management of library and information resources and services
  • Management of the Resource Centre.

Partnership and Linkages Section

The Section will be headed by the Assistant Director, Partnerships and Linkages, grade ORPP 4 who will report to the Assistant Registrar, Political Parties Fund, Partnerships and Strategy.

The functions of the section will entail:

  • Analysis of the Partnership and collaboration needs of the office;
  • Identifying potential partners and networks to contribute to the achievements of ORPP mandates
  • Development of Partnership frameworks and criteria for collaborations
  • Develop resource mobilization strategies and advise management on complementary funding opportunities;
  • Advise ORPP on innovative strategies for partnership and promotion of democracy
  • Coordination of national, regional and international partnership activities
  • Coordinate the signing of partnership agreements/MoUs between ORPP and partnerships
  • Monitor compliance of the agreements internally and with partners
  • Conduct Partnership and stakeholder mapping and update database of
  • Assist in documenting and negotiating agreements, protocols and contracts with external partners
  • Write progress reports on partnerships to Registrar

Idara ya Usimamizi na Utawala wa Rasilimali Watu

The Department will be headed by a Director, Human Resource Management and Administration grade ORPP 3 who will be responsible to the Register of Political Parties for overall management and co-ordination of the human resource and administrative service functions.

The specific functions of the Department will entail:

  • Development and implementation of policies, standards and guidelines for the management of Human Resources and Admirative functions;

The Department will comprise of the following two sections each headed by an Assistant Director, Grade ORPP 4

  • Human Resource Management Section;
  • Administration Section. 

Human Resource Management Section

The section will be headed by Assistant Director, Human Resource Management, who will report to the Director Human Resource and Administration. The functions of the section will include:

  1. Development and implementation of policies, standards and guidelines for the management of Human Resources,
  2. Coordinate the recruitment, and placement, of staff
  3. Co-ordinate staff training and development and career management;
  4. Management of employee compensation and benefits
  5. Coordination of Staff performance management;
  6. Management of employee relations;
  7. Handling staff welfare and discipline;

Administration Section

  • Develop and implement administrative strategies, policies, manuals, standards and procedures;
  • Co-ordinate the provision of telephone, water and sewerage, electricity, office space,
  • Responsible for fleet management (fuelling, repairs and maintenance) and coordinating office transport activities and requests
  • Ensure the office Assets are maintained and are under good repairs
  • Ensuring proper Security of the Office
  • Create conducive and secure working environment through Development and application of appropriate Occupational Health and Safety Policies;
  • Initiate the process of Payment of office Utilities and Services;

VITENGO HURU

There will be four independent units Headed by Assistant Director, grade ORPP 4 who will report directly to the Registrar. The independent units are

  • Kitengo cha Mawasiliano ya Biashara
  • Kitengo cha Huduma za Sheria
  • Supply Chain Management unit
  • Kitengo cha Ukaguzi wa Ndani

Corporate Communication Unit

The Unit will be headed Assistant Director, Corporate Communication who will be responsible to the Registrar for coordination of information, education and communication activities. Specific functions of the unit will include:

  1. Initiation and development of communication policy and media strategies;
  2. Designing and development of techniques for data gathering, analysis and  dissemination of information on programmes and significant issues concerning political parties that impact on customers;
  3. Designing, development and dissemination of Information Education Communication (IEC) materials to stakeholders and the public on political parties regulations, funding and operations;
  4. Development of content-oriented information management systems as well as harnessing the existing ones;
  5. Preparation and editing of various educational and topical issues for public consumption;
  6. Liaising with media practitioners and the public on issues of mutual concern pertaining to political parties;
  7. Management of assigned advocacy projects/programmes and events organization;
  8. Initiation and design of community mobilization and capacity building strategies and implementing them.
  9. Develop policy on communication and advice the office on communication strategy;
  10. Collection, analysis, dissemination and publication of information on political parties;
  11. Facilitation of procurement of both print and electronic library services;
  12. Disseminate relevant information as and when necessary to all stakeholders;
  13. Liaise with Media on sharing official information;
  14. Organize Stakeholders workshops and exchange of electronic information;
  15. Development of corporate affairs policies and strategies;
  16. Production of corporate publications, speeches, statement releases;
  17. Providing interface between the Office of Registrar and stakeholders;
  18. Management of media partnerships;
  19. Initiation and development of Corporate Social Responsibility programmes;
  20. Promotion and maintenance of positive corporate image of the Office of Registrar of Political Parties; and
  21. Coordination of organization of protocol functions and other social events.

Kitengo cha Huduma za Sheria

The Unit will be headed by Assistant Director, Legal Services, and Grade ORPP 4, who will be the principal legal advisor to the Registrar of Political Parties.

The functions of this Unit will entail:-

  1. Provide legal advisory services;
  2. Preparation of the Memoranda of understanding, coordination and collaboration agreements and contracts;
  3. Develop guidelines and procedures for management of disputes; and
  4. Oversee legal representation of the office.

The following is the staff establishment for this Unit:-

Kitengo cha Usimamizi wa Ugavi

The Unit will be headed by Assistant Director; Supply Chain Management who will be responsible to the Registrar. The functions of the unit will include:

  • Procurement and supply of equipment and materials;
  • Overseeing maintenance and keeping inventory of equipment, facilities, furnishing, fitting, fixtures, linen, vehicles and related machinery;
  • Preparation of annual tenders for procurement of equipment, materials and services;
  • Co-ordination of preparation of procurement plans;
  • Disposal of obsolete assets; and
  • Distribution of goods, equipment and services to user directorates.

Kitengo cha Ukaguzi wa Ndani

The Unit is headed by Assistant Director, Internal Audit who will be responsible for execution of the following functions:

  • Monitoring and evaluation of the Office systems and procedures
  • Co-ordination of audit and risk management activities
  • Development and implementation of audit policies, standards, guidelines and procedures
  • Enforcement of compliance with government and international auditing regulations, policies and
  • Providing advisory services to the Registrar with regard to sound management practices
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