Fredrick Owino Otieno

Attached to the Departmental Committee on Energy. Responsible for:

A. Managerial / Supervisory Responsibilities

i) Head of the Committee Secretariat that comprises of the following support Services:-

• Clerk Assistants III;
• Legal Officer;
• Research Officer;
• Media Relations Officer;
• Fiscal Analyst;
• Audio and Hansard Officers and
• Sergeant-At-Arms

ii) Oversees the operations of a Committee

ii) In charge of performance management of staff deployed to the Committee;

iv) Identifies the training needs for officers serving in the Committee;

B. Operational Responsibilities/Tasks

i) Principal procedural advisor to the Chairperson and members of the Committee;

ii) Guiding the Committee in decision making process;

iii) Organize and facilitate public participation in line with the provisions of Article 118 of the Constitution;

iv) Organize and facilitate Committee inquiries in fulfillment of the oversight function of parliament;

v) Carry out day to day control of Committee business affairs;

vi) Approval of draft minutes for consideration by the Committee;

vii) Preparation of Committee flyers;

viii) Review of draft report for consideration by the Committee;

ix) Custodian of Committee journals and reports;

x) Timely processing of Committee reports; Bills; Petitions; Questions/Statements in the House;

xi) Liaises with internal and external parties on matters pertaining to Committee operations;

xii) Preparation of invitations and summons to witnesses;

xiii) Formulation and establishment of Committee agenda in consultation with the Chairperson;

xiv) Reviews draft Committee reports;

xv) Identifies and organizes for induction and capacity building of members of the Committee;

xvi) Ensuring the Committee is informed on current and emerging issues within the Mandate of the Committee;

• 17. Admission and administration of Oath to witnesses arraigned before the Committee;
• 18. Prepare and submit weekly updates of Committee business to the Senior Clerk Assistant;
• 19. Ensuring Committee compliance with Constitution, relevant laws and procedures of the House;
• 20. Is responsible for the preparation of all official committee publications and documents, including reports on legislation or special studies, and including assisting in the preparation and providing advice on amendments, for consideration by the committee and presentation to the House along with appropriate scripts;
• 21. Follows-up of action/response to Committee and House resolutions;
• 22. Provides non-partisan administrative, logistical and procedural support and expertise to various associations and exchanges with foreign and other parliamentary bodies or groups;
• 23. Plans, coordinates and organizes official meetings and briefings;
• 24. Reviews and implements committee work plans, timetables and provides advice to assist a committee, association or parliamentary delegation in meeting its objectives;
• 25. Reviews and manages Committee budgets including the certification of all invoices after activities;
• 26. Coordinates the preparation, translation, production and distribution of all documents including notices of meetings, agendas, briefing material and reports (including Speakers’ courtesy calls);
• 27. Coordinates the appearance of committee witnesses;
• 28. Supervises the filing of all official committee documents;
• 29. Plans and arranges the necessary logistics for travel including transportation, accommodation and meetings, and accompanies committee, association and/or parliamentary delegation when business is conducted beyond the parliamentary precincts;
• 30. Inputs and updates relevant data for shared applications used for the Parliamentary Internet;
• 31. Drafts documents, publications, manuals, speaking notes, etc. and responds to inquiries from a variety of sources by researching and preparing documents such as correspondence, briefing notes and responses to requests for information on a full range of parliamentary and inter-parliamentary matters;
• 32. Arranges for and coordinates the preparation of press releases, provision of sign language and other disability friendly facilities during committee meetings;
• 33. Participates in working groups within their Directorate and in cooperation with other Directorates;
• 34. Can be called upon from time to time to replace or assist in Committee work on short notice for variable periods of time;
• 35. Maintains accurate, current, complete and accessible records of pertinent information, with regard to the work of committees such as: schedule of meetings and list of committees’ memberships;
• 36. Searches for and assembles information or documentation and prepares responses to inquiries from Members of parliament, other directorates, government departments, the media and the public;
• 37. Organizes meetings; prepares and coordinates distribution of notices of meetings, agendas, prepares folders for chairperson and interpreters; maintains a list of witnesses and contact persons and confirms attendance of Members to Committee meetings;
• 38. Coordinates the translation, photocopying and distribution via Internal mail/e-mail of documents to members of the Committee, translation and interpretation services and Members in preparation for upcoming meetings. Ensures that Committee members have relevant documents and material for each Committee meeting;
• 39. Verifies meeting information for generating notices and agendas; ensures that notices of meetings forwarded to members of the Committee; and upon termination of meeting, confirms attendance of both Members and witnesses in their respective attendance registers;
• 40. Gathers, verifies, produces and prepares the necessary documentation for the printing of proceedings of committees and conveys these documents to all concerned services;
• 41. Maintains and updates a contact database, including witnesses, and ensures timely mail-outs of different types of documents i.e. reports, transcripts and issues;
• 42. Updates and maintains collections such as reference materials, House publications (Debates, Minutes of Proceedings), correspondence book, various operational manuals, committee telephone lists, and committee members’ lists;
• 43. Prepares information for posting on the Parliamentary Internet, House, and committees web sites;
• 44. Develops and maintains good working relationships with other sectors such as the Parliamentary Distribution Office, Printing, Messenger Services and the Translation Bureau. The incumbent may need to persuade working partners such as translation services, catering and printing services to deliver the required services within very short time frames due to the nature of committee business;
• 45. Co-ordinates the production of committee reports, both administrative and substantive, and script for tabling or presenting in the House, no background notes. Works jointly with other officers forming the Secretariat on the production, formatting and distribution of committee reports within the deadline set by the Committee. When reports are prepared within the Directorate, the incumbent is ultimately responsible, upon approval of the Senior Clerk Assistant, to format and prepare preliminary pages of the report, i.e. cover page, list of members, table of contents, list of witnesses, list of briefs, summary of recommendations. Ensures basic concordance of English text and coordinates the translation and printing of reports and news releases. Also responsible to ensure the distribution of hard copies of reports to members of the Committee, to pre-authorized services, request from the public and to the Press Gallery and to ensure that the Web version of reports are made available to the public;
• 46. Supervises the maintenance of a registry for correspondence and official committee files;
• 47. Coordinates the logistics for committee travel, including for public hearings and fact-finding, such as transportation and accommodation, including coordinating the requisition of goods and services;
• 48. Organize and facilitate County and foreign visits; Conferences; Workshops; and Retreats;
• 49. Undertakes special administrative and procedural projects under the direction of the Deputy Director These may be short-term projects, such as conducting procedural research for a Speaker’s Ruling, or long-term, complex projects of significant importance to the Directorate (e.g., managing the Directorate Intranet site);
• C. Financial responsibilities
• 1. Manage the preparation and implementation of procurement plan within the Committee in accordance with the provisions of the Public Procurement and Asset Disposal Act 2015;
• 2. Implementation and management of the Budget plan of the Directorate;
• 3. Responsible for ensuring fiscal prudence and compliance with the PFM Act and regulations within the Committee;
• 4. Review the budget and procurement plans for the Committee;
• 5. Prepare Committee work plans and procurement plans
• 6. Management of Committee budget and resources.
• A. Approval of Committee expenditure;
• B. Tracking of Committee expenditure;
• C. management of a committee budget(s) and may assist in the verification of expenditures, contracts and other financial documents
• Coordinated and scheduled meetings and appointments.
• Informed and supported business leaders through consistent communication and administrative support duties.
• Fostered operational efficiency and compliance with company policies through effective coordination of office activities.
• Assisted with onboarding of new employees.
• Processed incoming and outgoing mail and packages according to established procedures.
• Edited documents to keep company materials free of grammar errors.
• Monitored and tracked budgets and expenses.
• Supported staff on special assignments and ad hoc projects.
• Utilized office management software to record and track customer information.
• Edited and proofread documents for accuracy and completeness.
• Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
• Created and maintained detailed records of all office activities.
• Compiled and analyzed data to produce reports.
• Promptly received and forwarded incoming communications, such as phone calls, emails, and letters, to appropriate staff.
• Input data into spreadsheets and databases.
• Reviewed files, records and other documents to obtain information to respond to requests.
• Boosted departmental collaboration by coordinating schedules and facilitating communication between teams.
• Maintained confidentiality of sensitive information, adhering strictly to privacy policies.
• Reduced errors in data entry through rigorous attention to detail and double-checking work.
• Streamlined document retrieval, meticulously filing documents both physically and electronically.
• Enhanced customer service with timely and accurate information when handling inquiries.
• Ensured compliance with all regulatory requirements by conducting regular audits of office procedures.
• Fostered culture of continuous improvement by suggesting and implementing process enhancements.
• Streamlined meeting logistics, coordinating schedules and preparing meeting materials to enhance focus and productivity.
• Improved response times to customer inquiries, implementing new filing system for quicker access to information.
• Improved office efficiency by digitizing paper files and organizing digital records.
• Enhanced team morale, organizing staff events and fostering positive work environment.
• Maintained a professional atmosphere within the office setting through effective communication skills and polished presentation abilities.
• Processed mail accurately and efficiently, ensuring that all correspondence was distributed to the correct recipients in a timely manner.
• Ensured confidentiality of sensitive documents through proper storage methods and restricted access control implementation.
• Improved customer satisfaction by promptly answering inquiries and providing accurate information.
• Managed incoming calls professionally, directing callers to appropriate personnel or taking detailed messages when necessary.
• Supported administrative staff with timely completion of daily tasks, ensuring smooth office operations.
• Utilized strong multitasking skills to manage multiple priorities and tasks, ensuring timely completion of each assignment.

• Attached to the Departmental Committee on Sports, Culture and Tourism. Responsible for:
• Drafting minutes of Committee meetings and Committee reports;
• Providing procedural advise to the Chairperson and Committee Members;
• Searching for and assembling information or documentation for use in preparation of responses to inquiries from Members of Parliament, other directorates, government departments, the media and the public;
• Scheduling witnesses, explaining to them the manner in which the Committee plans to proceed, what materials are required prior to their appearance, and the subject to be addressed. Advise witnesses of financial regulations and procedures as required; if the witness is appearing via videoconference, arranging necessary logistics for the videoconference;
• Drafting and dispatching Committee correspondences and maintaining a file for Committee correspondences;
• Production and distribution of notices of Committee meetings and agendas;
• Preparing Members’ payment schedule for payment of Members’ sitting allowances;
• Organizing and facilitating public participation in line with the provisions of Article 118 of the Constitution;
• Admission and administration of oath to witnesses arraigned before the Committee;
• Preparing information for posting on the Parliamentary website;
• Coordinating the logistics for Committee travel, including for public hearings and fact-finding, such as transportation and accommodation, including coordinating the requisition of goods and services;
• Drafting Committee work plans, budgets, timetables and providing advice to assist the Committee, association or parliamentary delegation in meeting its objectives.

• Attached to the Departmental Committees on Finance, Planning and Trade, Select Committee on Regional Integration, and Departmental Committee on Sports, Culture and Tourism. Responsible for:
• Drafting minutes of Committee meetings and Committee reports;
• Providing research services;
• Dispatching Committee correspondences;
• Distribution of notices of Committee meetings and agendas;
• Organizing and facilitating public participation in line with the provisions of Article 118 of the Constitution;
• Preparing information for posting on the Parliamentary website; and
• Coordinating the logistics for Committee travel, including for public hearings and fact-finding, such as transportation and accommodation, including coordinating the requisition of goods and services.

• Gather and monitor financial data (e.g. sales revenues and liabilities);
• Prepare monthly, quarterly and annual statements (balance sheets and income statements);
• Forecast costs and revenues;
• Manage tax payments;
• Organize internal audits;
• Prepare budgets (for the entire company and by department);
• Monitor and report on accounting discrepancies;
• Conduct detailed risk analyses to assess potential investments;
• Analyze financial trends; and
• Perform month-end and year-end close process.

• Monitoring daily communications and answering any queries;
• Preparing statutory accounts;
• Ensuring payments, amounts and records are correct;
• Working with spreadsheets, sales and purchase ledgers and journals;
• Recording and filing cash transactions;
• Controlling credit and chasing debt;
• Invoice processing and filing;
• Processing expense requests for the accountant to approve;
• Bank reconciliation;
• Liaising with third party providers, clients and suppliers; and
• Updating and maintaining procedural documentation.

• Monitoring emails and responding if required
• Answering phone calls
• Organising travel and itineraries
• Organising and planning meetings
• Conducting or preparing any research that the reporting manager may require
• Responding to diary requests and invites.
• Acknowledge/respond to enquiries from non-constituents.
• Creating and maintaining contact and other databases.
• Keeping filing systems up to date and organised. Carry out filing tasks