In the discharge of its mandate as set out in Article 127 (6) of the Constitution, the Parliamentary Service Commission established the following offices in the Parliamentary Service for the smooth operations of the Senate:-
- The Clerk of the Senate - Jeremiah M. Nyegenye (MR);
- The Senior Deputy Clerk - Consolata Munga (MRS);
- The Director, Legal Services - Eunice Gichangi (MRS);
- The Director, Committee Services - Njuguna S N (MR);
- The Director, Legislative and Procedural Services - Kioko Serah (MRS);
- The Director, Speaker’s Office - Mohamed Ali (MR);
- The Chief Serjeant-at-Arms - Solomon Obange (MAJ RTD);
- The Hansard Editor - Gladys Ndeda (MRS).
The office of Clerk -of the Senate- is provided for in Article 128 of the Constitution. The Parliamentary Schemes of Service provide that the Clerk shall be:-
- The Administrative head of the Senate;
- Authorized Officer for the Senate;
- Secretary and Chief Executive Officer to the Parliamentary Service Commission;
- Responsible for all policy and organizational matters relating to the Senate;
- Responsible in enhancing public understanding and knowledge of the work of the Senate and increasing public accessibility;
- Responsible in dealing with external relations including international relations, inter-parliamentary relations conferences and protocol;
- The principal adviser on all Parliamentary procedures, practices, conventions and traditions to the Speaker of the Senate, the Deputy Speaker, other Presiding Officers and to all Honorable Senators;
- The Chairman, Senate Board of Management;
- The Chief advisor to the Speaker in the exercise of all powers and functions that belong to the Speaker and through him to the House. He acts under authority and takes decisions on admissibility of notices in the name of the Speaker. Orders passed by the Clerk are the orders in the name of the Speaker and the latter accepts full responsibility for those orders;
- Responsible in marshalling all legislative measures passed by the Senate;
- A Member, Constituency Development Fund Board.
- The Honorary Secretary - Commonwealth Parliamentary Association – Kenya Branch
- The Honorary Treasurer - Inter-Parliamentary Union – Kenya Group.
Senior Deputy Clerk
The Senior Deputy Clerk of the Senate is the principal deputy to the Clerk of the Senate. Besides this, the Senior Deputy Clerk also performs the following duties:-
- General supervision of all Directorates
- Promotes and oversees external relations including international, inter-parliamentary relations, conferences and protocol affairs
- Promote and enhancing public understanding and knowledge of the work of Parliament and increasing public accessibility and awareness and the operations
- Offering procedural advice to the Speaker, other Presiding officers and Senators as required and overseeing the proceedings of the House;
- Preparation and presentation of orientation programmes for newly elected Senators; and
- General management of parliamentary internship programmes.
The Director, Legal Services is the head of legal services function in the Senate. The Director/Deputy Clerk is responsible to the Senate for this service. The Director/Deputy Clerk supervises, guides, counsels, trains and develops all legal staff and co-ordinates administration and overall management of the legal services provided to the Senate which includes:-
- Formulation and dissemination of legal drafting policy in the Senate;
- Liaison with the Director, Litigation and Compliance and the Office of the Attorney General on litigation matters involving the Senate;
- Supervision of all Legal Counsel in the Directorate;
- Training of all Legal Counsel in the Directorate;
- Giving of legal opinions on matters before or relating to the Senate and Parliament and giving legal advice on commercial matters;
- Providing any other legal services that may be required by the Senate, its Committees, Parliament, the Speaker or the Clerk; and
- Carrying on legal research on matters before the Directorate.
The Director, Committee Services is the administrative services head to all Committees of the Senate. The activities of the Director pertain to budgeting for Committees, Committee meetings schedule, procedural advice to Chairmen of Committees and the Liaison Committee on parliamentary procedures and practices with regard to Committee business. Duties and responsibilities for the Director, Committee Services include:-
Coordination and supervision of the functions and operations of the Directorate of Committee Services of the Senate;
Responsible for Select Committees, Departmental Committees, and Ad hoc Committees of the Senate;
Facilitation of public participation and involvement in the activities of the Committees including Committees’ inquiries;
Keeping custody of records of the Senate Committees and responding to inquiries on the activities of the Committees from the public and other legislative bodies.
Legislative and Procedural Services
The Director, Legislative and Procedural Services is the administrative services head for the procedure and business of the Senate. Duties and responsibilities for the Director include:-
- coordination and supervision of the functions and operations of the Directorate of Legislative and Procedural Services of the Senate; and
- responsible, to the Clerk of the Senate, for:
- the Table Office including marshalling of published Bills, Motions and Sessional Papers; and processing of weekly programme of Business and preparation and timely circulation of Order Papers and Votes and Proceedings of the Senate;
- The Journals Office including keeping custody of Senate Journals and records and archiving of those records;
- Matters connected to Parliamentary associations like CPA, IPU, and exchange programmes, Friendship Groups and International desks and Conferences; and
- Public Participation in Legislative process including responding to inquiries from Senators, the staff, the public and other legislative bodies.
The Director, Speaker’s Office is the administrative head of the affairs of the Office of the Speaker. The Director coordinates the activities of the Speaker’s Office and closely liaises with the Speaker and the Clerk on the management of affairs of the Senate. The Director also serves as the link between the political office and the technical offices for the proper management and functioning of the Senate. Key duties and responsibilities of the Director, Speaker’s Office include:-
- Responsible for the co-ordination of administrative activities in the Speaker’s Office;
- Acting as the liaison person between the Speaker’s Office and the rest of the parliamentary offices;
- Responsible for carrying out research, preparation of speeches and overseeing travel and protocol arrangements in the Speaker’s Office; and
- Responsible for preparation and review of correspondence and reports as directed by the Speaker.
The Chief Serjeant-at-Arms is an office in the Parliamentary Service charged with duties involving service to the Speaker, Senators, the Clerk and other staff of the Senate and performance of chamber and ceremonial duties. The Serjeant-at-Arms also perform a number of miscellaneous security and safety duties for he general welfare of Parliament. In performing these duties the Office of Serjeant-at-Arms perform the following duties:-
- Maintain custody of the mace;
- Ensure protective security for all persons and property and advises the Speaker and the Clerk on the same;
- Perform chamber and ceremonial duties;
- Provide interdepartmental and chamber support services;
- Enforce and implement the Speaker's orders and other directives;
- Allocate office accommodation to Senators and staff and conference rooms to Committees;
- Ensure fire prevention and safety of the facilities;
- Ensure compliance with occupational health requirements/standards;
- Access control management;
- Crowd management;
- Ensure desirable housekeeping standards;
- Maintain decorum within the precincts of parliament;
- Disaster preparedness and mitigation;
- Investigating incidents;
- Coordinate parliament police;
- Disseminates relevant information to members through notice boards;
- Carries out periodical security surveys; and
- Conducts institutional risk assessment;
The Hansard Editor is an office in the Parliamentary Service responsible for the records of proceedings of the Senate and its Committees. The Hansard Editor is also the official archivist for the Senate in charge of custody of all Journals, Reports, Papers, Magazines and Senate Proceedings. The duties and responsibilities of the Hansard Editor include:-
- Responsible for coordination and production of the Hansard (Official Record of the Senate);
- Editing transcribed records, processing manuscripts, preparing accurate drafts;
- Maintaining a consistent and accurate Hansard publishing format;
- Maintaining an accurate database of Hansard publication;
- Development and maintenance of policies, rules, standards and procedures governing Hansard production;
- Maintaining links with Government Ministries/Department, the public media, and other Commonwealth Editors’ Associations and Unions.
Other Staff in the Parliamentary Service
The Parliamentary Service Commission has established the Parliamentary Joint Service under the offices of the Director General to offer joint services for the Senate and the National Assembly. Offices in the Joint Services include:-
- Office of the Director General – Parliamentary Joint Services;
- The Directorate of Finance and Accounting Services;
- The Directorate of Litigation and Compliance;
- The Directorate of Administrative Services; and
- The Directorate of Information and Research Services.
- The Centre for Parliamentary Studies and Training (CPST) is a semi- autonomous entity established in 2009 by the Parliamentary Service Commission to offer relevant capacity building to Members of Parliament, staff of the Parliamentary Service, the County Assemblies, and other Parliaments in Africa on parliamentary practices and procedures, management and related courses.