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PUBLIC SERVICE COMMISSION

PROFICIENCY EXAMINATION FOR CLERICAL OFFICERS

AUGUST, 2014

PAPER CODE: 101

COMMUNICATION SKILLS

DATE: TUESDAY 19.111 AUGUST, 2014

TIME: 9.00A.M. — 11.00 A.M. (2 HOURS)

INSTRUCTIONS TO CANDIDATES

1. This paper consists of three sections: A, B and C. 2. Section A consists of two compulsory questions carrying 30 marks. 3. Section B consists of eleven compulsory questions derived from a passage

carrying 30 marks. 4. Section C consists of three questions carrying 20 marks each. Answer any

two questions. 5. Answer all questions on the answer booklet provided.

1

SECTION A: (COMPULSORY)

1. The Public Service Commission has released the time table for this year's Proficiency

Examination for Clerical Officers. Being a candidate, write a memo to your head of

department informing him/her about the examination, and request permission to be away

during that period. (15 marks)

2. The head of department has noted with concern that the organization is spending a lot on office stationery. He has asked you to carry out investigations and write a report. Assuming you are through

with the investigations, write the report. (15 marks)

SECTION B: (COMPULSORY)

3 Read the following passage and answer the questions that follow

Ours are really exciting times. Almost everything is possible and available at the touch of a button. Mobile phones have become such an integral part of our lives that it is hard to imagine how we can survive without them. The modern mobile phone handset, in its full glory, is an awesome assembly of technological convenience. Of course, you can talk on it, send and receive messages, text, email and fax messages, as well as store thousands of addresses and other pieces of information in its memory. But that is hardly all. The phone is equipped with a powerful, multi-band radio receiver. It is also a work and play station at which you can search the worldwide web, do your online shopping, access your distance education lessons, listen to music, or watch movies at your will. An in-built digital camera will enable

you to take still and moving pictures instantly and transmit them to any destination around the globe.

The use of mobile phones has however brought in a number of negative effects. Today many people, especially the youth, are wasting most of their precious time on the mobile phone while chatting, laughing, gossiping, playing and passing time doing nothing. It has considerably reduced people's

efficiency in study, work and other activities.

In the past, manners ruled society with an iron fist, but these have gone out of the window in the modern world of mobile phones. The ringing of the phone in places of worship like churches and mosques is not only annoying and distracting, but also against the sanctity of such holy places. It is also in appropriate to use mobile phones in hospitals and in airplanes because such usage may interfere with the proper

functioning of vital electronic devices.

People must understand that excess of anything is bad. There is considerable evidence that heavy mobile phone users develop electronic hypersensitivity in which individuals experience a variety of ill health symptoms like fatigue, dizziness, brain disorders and digestive problems.

(a) State the meaning of the following words as used in the passage

(i) Integral Transmit

(iii) Precious (iv) Distracting (4 marks)

2

(b) According to the passage, state three ways through which the youth are wasting their precious time on the mobile phones. (3 marks)

(c) According to the passage, state two reasons why allowing one's phone to ring in a church or a mosque is lack of manners. (2 marks)

(d) According to the passage, list four ill health symptoms associated with excessive use of mobile phones. (4 marks)

(e) According to the passage, state two other places, apart from churches and mosques, where the use of mobile phones is inappropriate. (2 marks)

(f) In about 80 words and according to passage, summarize the uses of mobile phones. (10 marks)

(g) Answer the following questions according to the instructions for each: (i) Almost everything is possible and available at the touch of a button. (Begin the sentence with

— At the .) (1 mark)

(ii) "It is hard to imagine how we can survive without mobile phones," the narrator said. (write in indirect speech) (1 mark)

(iii) In the past, manners ruled society. (rewrite in future tense) (1 mark)

(iv) Ours are really exciting times. (add a question tag). (1 mark)

(v) Use of mobile phones has considerably reduced peoples efficiency in study and work. (Punctuate the sentence correctly). (1 mark)

4 (a) Explain five ways in which one can overcome presenter-related barriers to effective

communication during a training workshop for clerical officers. (10 marks)

(b) Mr. Hamisi, the head of your department has constantly encouraged clerical officers to

share official information freely. Explain five reasons for encouraging this pattern of

communication. (10 marks)

5 (a) You have been elected chairperson to the welfare committee at your place of work. Outline

five roles you would play during a forthcoming meeting to make it a success.

(10marks)

3

(b) There are instances when a clerical officer may repeat information during a face to face

conversation with customers. Explain five such instances. (10 marks)

6 (a) In a meeting, all participants are expected to listen attentively to the speaker. Suggest five ways

clerical officers can show that they are listening attentively in a departmental meeting.

(10 marks)

(b) It is important for a clerical officer to take down telephone messages during a

telephone conversation. Explain five reasons for this practice. (10 marks)

4



AUGUST, 2014

PAPER CODE: 201

ORGANIZATION AND FUNCTIONS OF GOVERNMENT

WEDNESDAY 20TH AUGUST, 2014

TIME: 2.00 P.M. — 4.00 P.M. (2 HOURS)


1. This paper consists of two Sections, A and B. 2. Section A consists of twelve compulsory questions carrying a total of 40

marks. 3. Section B consists of three compulsory questions each carrying 20 marks. 4. Answer all questions on the answer booklet provided.

I

SECTION A: COMPULSORY

1. State whether the following members are elected or nominated in office. (3 marks)

(i). 16 women representatives (ii).47 members of the county (iii). Members representing the youth

2. Identify three areas under the muslim law that a Kadhis' Court is mandated to hear and determine. (3 marks)

3. Identify two superior courts of the judiciary in Kenya. (2 marks)

4. Highlight two functions of the Controller of Budget. (4 marks)

5. List four ways in which a Clerical Officer can ensure economic use of stationery. (4 marks)

6. State the Composition of the National Executive. (4 marks)

7. State whether the following statements are true or false. (4 marks)

(i). A county governor can hold office for more than two terms. (ii).A deputy governor cannot be arbitrarily sacked by the governor. (iii). The County Executive implements county legislation. (iv). The legislative authority of a county is exercised by the county judiciary.

8. Name three persons who may preside over the sittings of a County Assembly. (3 marks)

9. State three grounds that may hinder an officer serving in the County Government from being re-designated. (3 marks)

10. Identify four types of taxes collected by Kenya Revenue Authority. (4 marks)

11. Name four state officers elected at the general elections to serve in the National Government. (4 marks)

12. Identify the Parent Ministry of the following State Corporations. (i) Kenya Airports Authority (ii) Kenya National Library Services

(2 marks)

2

SECTION B: COMPULSORY 13(a) Explain five ways through which the Government may reduce crime rate in a

town. (10 marks)

(b) Explain five circumstances which may lead to the office of the Speaker of the National Assembly to fall vacant. (10 marks)

14(a) Explain five challenges that a Principal Secretary in a State Department is likely to encounter while disciplining a public officer. (10 marks)

(b) Explain five factors that the County Assembly should consider when approving nominations for appointment to County Executive Committee.

(10 marks)

15(a) Highlight five ways through which the Public Service Commission exercises impartiality in recruitment into the civil service. (10 marks)

(b) Explain five ways in which NACADA may contain the problem of illicit brews. (10 marks)

3



AUGUST, 2014

PAPER CODE: 301

PUBLIC RELATIONS

DATE: WEDNESDAY 20 2014

TIME: 11.00 A.M. — 12.00 NOON (1 HOUR)


1. This paper consists of two Sections, A and B

2. Section A consists of ten compulsory questions carrying a total of 30 marks.

3. Section B consists of two compulsory questions carrying 10 marks each.

4. Answer all questions on the answer booklet provided.

1


1. State three ways through which a clerical officer may enhance good relations with the

internal publics in a State Department. (3 marks)

2. A Government Department intends to use television as a public relations

communication tool. List three advantages that the department may achieve from using

this tool. (3 marks)

3. State three ways in which a Clerical Officer may maintain personal hygiene.

(3 marks)

4. List three external publics that a Clerical Officer may interact with during service

delivery. (3 marks)

5. State three ways in which a Clerical Officer may enhance positive image of his/her

organization while serving customers. (3 marks)

6. Highlight three challenges that a Government Department may face when fulfilling the

commitments provided for in its Service Charter. (3 marks)

7. The Ministry of Mazuri has recently established a public relations unit. State two

reasons for this move. (2 marks)

8. List three types of in-house publications that may be produced by a Government Department. (3 marks)

9. Highlight three benefits that a Government Ministry may derive from involvement in

Corporate Social Responsibility activity. (3 marks)

10. List four indicators of customer dissatisfaction with services offered in a State

Department. (4 marks)

SECTION B: COMPULSORY 11. Outline five limitations that the Government may encounter by using internet to

popularize its national programmes. (10 marks)

12. Explain five advantages that a Government Department may derive from offering satisfactory services to its customers. (10 marks)

2



AUGUST, 2014

PAPER CODE: 401

GOVERNANCE AND CIVIL SERVICE REGULATIONS

DATE: TUESDAY 19TH AUGUST, 2014

TIME: 2.00 P.M. - 4.30 P.M. (2 HOURS 30 MINUTES)


1. This paper consists of two Sections, A and B.

2. Section A consists of twelve compulsory questions carrying a total of 40

marks.

3. Section B consists of four questions carrying 20 marks each. Answer any

three questions.


1

SECTION A: (COMPULSORY)

1 State three national days as stipulated in the Constitution of Kenya, 2010. (3 marks)

2. According to the Constitution of Kenya 2010, sovereign power is vested in the people of

Kenya. This power has been delegated to various state organs in the National and County

Governments. Identify four such organs. (4 marks)

3. State four ways in which a Clerical Officer may exercise freedom of expression as

outlined in the Constitution of Kenya, 2010. (4 marks)

4. State four rights that a person with disability is entitled to as per the Constitution of

Kenya, 2010. (4 marks)

5. Mr. Mwei is deployed in the Secret Registry in a State Department. He is required to

dispatch a discipline letter of his friend. State four unethical acts that he may commit

while sending the letter through the post office. (4 marks)

6. State two actions which a Clerical Officer whose personal interests conflict with his/her

official duties must take in accordance with the Public Officer Ethics Act, 2003.

(2 marks)

7. In a performance appraisal evaluation, an officer may exceed the set performance targets.

State four reasons that may lead to such a situation. (4 marks)

8. State four instances when a public officer may be provided with official transport as per

the Code of Regulations (2006). (4 marks).

9. Mrs. Kalua has been invited for an interview in a County office for the post of a Clerical

Officer. State three original records that she must present during the interview.

(3 marks)

2

10. Mrs. Musomi, a Clerical Officer deployed at the Accounts Unit has on her own initiative

undertaken and passed a CPA I course on a part-time basis. She has applied for a refund

equivalent to 50% of the tuition and examination expenses she had incurred. State three

conditions which Mrs. Musomi should satisfy in order to qualify for the refund.

(3 marks)

11. State the body which exercises oversight role in public procurement. (2 marks)

12. State three parliamentary committees that exercise authority and control over public

funds. (3 marks)

SECTION B: (ANSWER ANY THREE QUESTIONS)

13 (a) Public participation is a key element in good governance. Explain six ways in which

County Governments can promote public participation in running the affairs of the

Counties. (12 marks)

(b) Ms. Patience was dismissed instantly after being accused of negligence of duty. Explain

to her four rights that she was deprived off. (8 marks)

14 (a) Mr. Gawa, a Clerical Officer has been assigned a task of extracting personal data for

applicants who have applied for posts of Clerical Officers in a State Department in

preparation for short listing. Explain five unethical actions which Mr. Gawa may engage

in while undertaking this task. (10 marks)

(b) You have been invited for an interview for the post of a Clerical Officer by an

Independent Commission. During the interview, you were asked about the benefits

which may accrue to an officer as a result of performance evaluation at the end of the

year. Explain five such benefits. (10 marks)

15 (a) It is a Government policy that access to classified documents in the registry should be

restricted. Explain five reasons for this directive. (10 marks)

3

(b) Kevin will retire in a month's time after attaining 60 years. Advise him on five documents

that he must submit to the Authorized Officer to process his pension.

(10 marks)

16 (a) Outline five methods that may be used in disposal of unserviceable, obsolete or surplus

stores in a State Department. (10 marks)

(b) Mr. Ali was granted an imprest of Ksh.300, 000 as allowance for resource persons during

a non-residential training for newly recruited Clerical Officers outside his duty station.

He refueled the official vehicle he was travelling in on the way to the venue. Outline five

documents he will require to surrender the imprest. (10 marks)

4



AUGUST, 2014

PAPER CODE: 501

OFFICE PRACTICE

DATE: THURSDAY 21 AUGUST, 2014

TIME: 9.00 A.M. — 11.00 A.M. (TWO HOURS)


1. This paper consists of two sections, A and B. 2. Section A consists of twelve compulsory questions carrying 40 marks. 3. Section B consists of four questions each carrying 20 marks. Answer any

three questions. 4. Answer all questions on the answer booklet provided.

1


1. State two factors that may determine the type of office layout used in a Government office. (2 marks)

2. Clerical Officers are expected to take care and maintain electronic equipment in the office.

State four measures that may be put in place to ensure that such care and maintenance is

realized. (4 marks)

3. List three types of errors a Clerical Officer should avoid while capturing official data. (3 marks)

4. List three benefits of using a delivery book while issuing inter-departmental mail. (3 marks)

5. List four machines a Clerical Officer may use in the mail room. (4 marks)

6. State four factors that may influence the choice of a filing system in a Government office. (4 marks)

7. List two types of equipment that may be used while filing documents in a Government registry. (2 marks)

8. State four factors that may be considered when choosing a reprographic method for a

Government office. (4 marks)

9. List four details that an officer is expected to provide while filling a leave application form. (4 marks)

10. It's advisable to print forms for use in Government offices on both sides of the paper. State four reasons for this practice. (4 marks)

11. A fellow Clerical Officer has fainted while carrying files from the registry. List three first aid actions that you are likely to carry out to assist the officer. (3 marks)

12. List three indicators of gender mainstreaming in the Public Service. (3 marks)

2

SECTION B: ANSWER ANY THREE QUESTIONS

13(a). One of the functions of an office is to safeguard information. Highlight five challenges a Clerical Officer may face while fulfilling this function.

(10 marks)

(b) Explain five measures that may be put in place to improve performance among the clerical staff in the Government. (10 marks)

14(a). Outline the six steps to be followed when processing incoming mail. (12 marks)

(b) The Government does not condone any form of discrimination in service delivery. Explain four ways in which the Public Service may enhance equal treatment of clients from different ethnic backgrounds.

(8 marks)

15(a). Clerical Officers still maintain the filing of printed copies of documents in Government offices. Outline five reasons for this practice. (10 marks)

(b) Explain five disadvantages of using a photo-printer in a State Department. (10 marks)

16(a). A newly appointed supervisor has pointed out to you that some of the forms in use are faulty. Highlight five faults that the supervisor may have noticed in the forms to arrive at such a verdict. (10 marks)

(b) Explain the use of five items found in a First Aid Kit. (10 marks)

3

14. The table below shows the number of candidates, who have registered for the proficiency

examination for Clerical Officers in three centre's for elective subjects.

CENTRE

SUBJECT NAIROBI ELDORET EMBU

Accounts 70 50 60

Supply services 85 30 75

Human resource services

35 65 45

Records management 50 95 35

Required: Draw a Bar-graph to represent the number of candidates against the examination centres

(10 marks)

15. The information indicated below summarizes details used to prepare a payslip for the month of July, 2014 for a Clerical Officer working in Ministry XYZ.

Personal file number

Name Number of hours worked

Hourly Rate Advanced Pay

3217 Peter John 210 200 10,000

Additional information

(i) Normal working hours per month is 180. For extra hours 50% above normal hourly

rate is payable.

(ii) Pay as You Earn (P.A.Y.E) to be deducted at the rate of 10% of gross salary.

(iii) National Social Security Fund (N.S.S.F) to be deducted at Ksh.200.

(iv) National Hospital Insurance Fund (N.H.I.F) to be deducted at Ksh.320.

Design a payslip for Peter John. (10 marks)

4

10. A floor measures 4500cm by 3000cm. Tiles measuring 50cm by 50cm were to be

fixed. Calculate the number of tiles required to cover the floor. (3 marks)


11. Two Directors attended a seminar in South Africa. They were each paid per diem at a

rate of US$400 per day for 4 days.

Mr. Zawadi spent half of the money while in Johannesburg.

Mr. Safi spent 3/4 of the money while in Johannesburg.

Using the exchange rates: US$1=Ksh.87.8 and 1South African Rand=Ksh.8

Calculate

(i) Mr. Zawadi's balance in Kenya Shillings. (7 marks)

(ii) Mr. Safi's balance in South African Rands. (3 marks)

12, Mr. Yongo, a Clerical Officer deposits Ksh.4000 into an account that earns 5% interest

compounded annually. Calculate the balance that will be in his account after 4 years.

(10 marks)

13. XYZ Manufacturers Limited was awarded a tender to supply goods to a Ministry. The

tender was worth Ksh.650,000. The company supplied goods on the following

terms:-

(i) Trade discount 20%.

(ii) Cash discount 10% if paid in one month.

(iii) Cash discount 5% if paid in two months.

(iv) No discount after two months.

Compute the amount the Ministry will pay if the payment is made within:-

(a) One month. (5 marks)

(b) Two months. (3 marks)

(c) Five months. (2 marks)

3


1. Explain the meaning of the term "measure of central tendency. " (2 marks)

2. In the year 2013, a department had a total of 36 Clerical staff of which 27 were men.

At the beginning of the year 2014, 3 men and 3 women had resigned. Calculate the

ratio of men to women of the staff at the beginning of the year 2014. (2 marks)

3. A Clerical Officer working in a Parastatal contributes 6% of his basic pay towards his

Pension. Calculate the amount the officer would contribute in a year if his basic pay

is Ksh.30, 000 per month. (3 marks)

4. A Clerical Officer has earned an interest of Kshs.13,000 from an amount she

deposited in a Bank 10 years ago at a simple interest rate of 3.25% per annum.

Calculate the amount she deposited. (2 marks)

5. A water tank has a diameter of 6m and a height of 8m. Calculate the volume of water

in the tank when it is half full in m3. Take m = -22 — 7

(4 marks)

6. A department printed 40 copies of a policy document in 6 hours using 4 printers.

Calculate the number of copies of the policy document that can be printed in 4 hours

using 10 printers. (3 marks)

7. At a bookshop, a toner was priced at Ksh.7,500 in January, 2014. If the price dropped

to Ksh.6,750 in May, 2014, calculate the percentage decrease in price. (3 marks)

8. Elizabeth bought a wrist watch at US dollars 359. Calculate the value of the watch in

Kenya Shillings. (Use the exchange rate 1US$=Ksh.85). (2 marks)

9. John, a Clerical Officer bought 95 toners. Each toner was sold at Ksh.120. If he was

given a 20 % discount for paying cash calculate the amount he paid. (3 marks)

2



AUGUST, 2014

PAPER CODE: 601

BUSINESS CALCULATIONS

WEDNESDAY, 20th AUGUST, 2014

TIME: 9.00 A.M. - 10.30 A.M. (1 HOUR 30 MINUTES)


1. This paper consists of two sections: A and B

2. Section A consists of ten compulsory questions carrying 30 marks.

3. Section B consists of five questions each carrying 10 marks. Answer any

three questions.

4. Calculators may be used.

5. Show all your workings.

6. Answer all the questions on the answer booklet provided.

1



AUGUST, 2014

PAPER CODE: 701

ACCOUNTS

THURSDAY 21st AUGUST, 2014

TIME: 2.00 P.M. — 4.00 P.M. (2 HOURS)


1. This paper consists of two sections, A and B

2. Section A consists of twelve compulsory questions carrying a total of 40 marks.

3. Section B consists of three compulsory questions of 20 marks each.


5. Calculators may be used.

1

SECTION A: COMPULSORY 1. State two circumstances under which a cash book acts as a book of original entry.

(2 marks)

2. Name four accountable documents that are used by the cashier. (4 marks)

3. The Government has adopted the use of Government Financial Standards Codes in the accounting process. State four reasons for this practice. (4 marks)

4. State two types of Government budget. (2 marks)

5. Explain the meaning of the term 'standing imprest' as used in Government accounting system. (2 marks)

6. State four physical control measures of securing revenue collection in the cash office (4 marks)

7. State four roles of an Authority to Incur Expenditure (AIE) holder. (4 marks)

8. Name four entries made in the cash book. (4 marks)

9. State four reasons for preparing a bank reconciliation statement in a Ministry. (4 marks)

10. A Clerical Officer working in the Accounts department has been directed to sort vouchers for filing in a Government department. Explain two ways in which the vouchers can be

sorted. (4 marks)

11. Name four types of suspense accounts. (4 marks)

12. Explain the meaning of the term 'Integrated Financial Management Information System' (IFMIS) as used in Government. (2 marks)

SECTION B: COMPULSORY

13 a) The Ministry of XYZ had the following officers paid salary advances in the year 2010/2011. i) Mr. Kamagambo was paid Kshs.24,000.00 on 1st July, 2010

ii) Mrs. Kairu was paid Kshs.36,000.00 on 1St January, 2011 iii) On 1St May, 2011 Mr. Nyundo was advanced Kshs.48, 000.00. On 1st June, 2011 he

partly paid cash Kshs.14,000.00 in addition to his monthly installments.

2

Required Prepare the Ministry's salary advance register (10 marks)

b) Mrs. Thomas, Job Group "J" P/No.2004001022 stationed in Nairobi travelled to Kisumu on 20th

August, 2012 for 3 days to attend a seminar. The per-diem due to her is Kshs.3, 500 per day.

She travelled to Kisumu by bus at a cost of Kshs.1,200 per trip and used a taxi within Kisumu at

a cost of Kshs.1,000.

Additional information

Vote is R 300,

Head is 750,

Sub head is 040,

Item is 2210302,

Station is 0101,

Suspense Account is No.0-630-8720-6760103.

Using the attached copy of FO 22, prepare the surrender of the imprest for processing.

(10 marks)

14 (a) The Accounts Clerk in Amani County Government received the department's bank statement as at 30th June, 2014 that did not agree with his cash book balance of Kshs.600, 000. Upon investigations he discovered the following:

i) Standing orders were paid by the bank worth Kshs.550,000/=.

ii) Bank charges are worth Kshs.20,000/=.

iii) The paymaster general had credited the County Government account without informing the department with Kshs.900,000/=.

iv) Cheques not presented for payment by the suppliers amounted to Kshs.235,000/=.

v) The clerk had entered one of the payment of Kshs.500,000/ as Kshs.50,000/=.

vi) Cheques recorded in the cashbook but not credited amounted to Kshs.95,000/=.

vii)A cheque of Kshs.320,000/= had been entered in the cashbook but paid into the bank after the bank statement had been collected from the bank.

Required Prepare a bank reconciliation statement as at 30th June, 2014. (12 marks)

3

b) Mary, a Clerical Officer in the data entry section has received the following credit transactions incurred by the Procurement department on 18th April, 2014 relating to Abu

it's office.

Invoice " no:

Transactions

001 Bought beverages from Kamu Suppliers worth Kshs.20,000

012 _ Bought pencils and ink pen from Yoru Suppliers worth Kshs.18,000

002 Bought snacks for county staff meeting from Kamu Suppliers worth Kshs.30,000

104 Purchased office furniture from furniture palace worth Kshs.800,000

005 Bought office shredder machine from Wawe Electronics worth Kshs.500,000

006 Bought office printer from Zame Electronics worth Kshs.300,000

Required

Post the above transactions in a purchase day book

(8 marks)

15 a) Your Ministry has accountable documents that need to be disposed. Describe the procedure to be followed in disposing the documents. (8 marks)

b) Describe the procedure of examining an imprest warrant in a Ministry. (12 marks)

4

REPUBLIC OF KENYA F.O. 22 (Revised)

CLAIM FOR TRAVEL AND SUBSISTENCE ALLOWANCE

(VOTED PROVISION)

Name and address

J/ G ' P/No

Amount claimed (in words) Sh. NIL

I HEREBY CERTIFY THAT:

1. The journeys for which travel allowances is claimed were undertaken whilst on

AMOUNT

Sh. Cts

official duty in my own motor vehicle, Reg, No , Make of c.c.;

2. The number of kilometres claimed by me since 1st July, 20 exclusive of this claim totals

3. The amount claimed for subsistence allowances are in accordance with and at the rates prescribed by existing Regulations.

Signature of claimant Designation Date

EXAMINATION Internal Audit

Voucher Examined by

Date

AIE HOLDER CERTIFICATE

VBC CERTIFICATE

I certify that the expenditure has been entered in the

Vote Book and that adequate funds to cover it are

available against the chargeable Item as shown below.

I certify that the expenditure detailed above has been

incurred for the authorized purpose and should be

charged to the Item as shown below.

5

CASH BOOK

Vch. No.

Date

Approved Estimates/

Signature

Designation of AIE

Holder Item No. Ksh.

Date

Less: Total expenditure plus commitments Ksh.

—Balance Ks-h. AUTHORIZATION I certify that the rate/price charged is/are according to

Less: This ENTRY- V rcrreEulation/contract, fair and reasonable, that the

expenditure has been incurred on proper authority and

should be charged as under. Where appropriate a No. Ksh

certificate overleaf has been completed. I hereby

AUTHORIZE payment of the amount shown above without Balance Sign6gre

Accountina Officer/District Accountant*

D.ate.

Accountant i/c VBC Signature

Date

Vote Head Sub-Head Item

A.I.E. No. Account No. Dept.Vch.

No.

Station AMOUNT

Sh. Cts

1

*Delete inapplicable title

F.O. 22 Page 2

6

TRAVEL

Date of

Journey

Description of Journey Reason for Journey Km. Rate Amount

Sh. cts.

TOTAL

SUBSISTENCE

Dates Names of Stations Hotels, Clubs, Restaurants, etc No. Rate Amount

7

TOTAL

CASH RECEIPT

Received the amount of this claim as stated above and on the face hereof Sh...... ...... cts......

Date Witness Signature

GPK (L)

8



AUGUST, 2014

PAPER CODE: 702

SUPPLY SERVICES

DATE: THURSDAY 21ST AUGUST, 2014

TIME: 2.00 P.M. — 4.00 P.M. (2 HOURS)


1. This paper consists of two Sections, A and B. 2. Section A consists of twelve compulsory questions carrying a total of 40 marks

3. Section B consists of four questions each carrying 20 marks. Answer any three

questions. 4. Answer all the questions on the answer booklet provided.

1


1. State three functions of the Supply Chain Management unit in a State Department. (3 marks)

2. State four disadvantages to a County which has its staff colluding with suppliers in the tendering process. (4 marks)

3. Outline three advantages to a public organization that verifies goods delivered by suppliers before acceptance. (3 marks)

4. Outline three purposes of maintaining a Goods Receipt Register in an organization. (3 marks)

5. Physical verification of each stock item is done at least once in a year and book balances tallied with physical balances in many Government organizations. State four tasks that a stores clerk may carry out during this exercise. (4 marks)

6. A signed issuance document should be used as an authority to issue stock. Outline three reasons that may account for this practice. (3 marks)

7. State three advantages to a public organization of using pallets as a storage method. (3 marks)

8. The diagram below illustrates a rack used to hold stock items in a storehouse. Identify the areas marked X, Y and Z. (3 marks)

► Z •

9. List three safety markings that may be found on stock items. (3 marks)

10. Stores security is essential for items held in stock. State four measures that a stores clerk may take to enhance security of such items. (4 marks)

11. State three tasks that may be assigned to a stores clerk during a disposal exercise. (3 marks)

12. Auctioning is one method that a public organization may use to dispose off unwanted goods. Outline three limitations of using this method of disposal.

(3 marks)

2


13 (a). A certain public organization is in the process of acquiring cleaning services for its buildings. Highlight five characteristics of such services. (10 marks)

b) Highlight five types of costs that may be associated with holding stock in a public organization. (10 marks)

14 (a) Stores clerks are expected to maintain accurate issuing records in their operations.

Explain five reasons that may account for this practice. (10 marks)

(b) Employees in an organization are responsible for fire safety and compliance with

regulations. Explain five fire safety measures that a store clerks should enforce.

(10 marks) 15 (a) Highlight five reasons for conducting a preliminary evaluation of open tenders.

(10 marks) (b) A public organization has completed disposal of its boarded vehicles using the tender

method. Highlight five activities that may be carried out at the post disposal stage. (10 marks)

16 (a) A stores clerk in charge of the receiving section has discovered defective goods in a consignment delivered by a supplier. Explain five circumstances that may influence the clerk to accept such a consignment. (10 marks)

(b).Explain five factors that a stores clerk may consider while storing goods in a storehouse. (10 marks)

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AUGUST, 2014

PAPER CODE: 703

HUMAN RESOURCE SERVICES

DATE: THURSDAY 21ST AUGUST, 2014

TIME: 2.00 P.M. — 4.00 P.M. (2 HOURS)


1. This paper consists of two sections, A and B.

2. Section A consists of twelve compulsory questions carrying 40 marks.

3. Section B consists of four questions each carrying 20 marks. Answer any

three questions.

4. Answer all the questions on the answer booklet provided.

1


1. State two effects of dismissal from the service to a Civil Servant as per Code of Regulations 2006. (2 marks)

2. List four types of advances that a Civil Servant is entitled to while in the service. (4 marks)

3. List three powers of appointment that have been delegated to Authorized Officers by the Public Service Commission. (3 marks)

4. Highlight four benefits that the National Social Security Fund (NSSF) offers to its members. (4 marks)

5. State three circumstances under which an applicant may be appointed on temporary terms in the Civil Service. (3 marks)

6. State four economic benefits that may accrue to a Clerical Officer on joining a Savings and Credit Co-operative Society (SACCO). (4 marks)

7. State two conditions that must be fulfilled before an officer is granted annual leave. (2 marks)

8. State four statutory deductions that may be effected through the Integrated Personnel Payroll Data (IPPD) system. (4 marks)

9. State three benefits that may accrue to a Clerical Officer for undergoing a training programme. (3 marks)

10. As a Clerical Officer working in the pension section, list four documents that are required for processing of death gratuity. (4 marks)

11. Identify four members of the Ministerial Training Committee (MTC). (4 marks)

12. Highlight three conditions to be fulfilled for a Public Officer to retire on medical grounds. (3 marks)


13. (a) As a Clerical Officer deployed in the Human Resource Department, you have been requested to draft an indent for a vacant position. Outline six features of the indent.

(12 marks) b) Outline four conditions that must be met for a public officer to be eligible for

acting allowance. (8 marks)

2

14. (a) As a Clerical Officer deployed in the Human Resource Registry, you have observed several challenges in updating human resource records. Highlight five such challenges.

(10 marks)

b) It is a policy that an Aids Control Unit be established in all Ministries. Outline five activities that the unit may engage in. (10 marks)

15. (a) Mrs Masumbuko has been summarily dismissed from the Public Service. Explain five probable causes that may warrant such an action. (10 marks)

b) One of the functions of the training unit is to conduct induction to newly employed officers in a Ministry. Explain five benefits that an officer may derive from such induction. (10 marks)

16. (a) Ms. Sikio, a Civil Servant wishes to retire under the '50 Year rule' and has sought your advice. As a Clerical Officer, explain to her five conditions to be fulfilled before she can be allowed to proceed with her retirement. (10 marks)

b) One of the human resource records maintained in a personal file is the next of kin form (GP25). Explain five reasons to justify its importance. (10 marks)

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AUGUST 2014

PAPER CODE: 704

RECORDS MANAGEMENT

DATE: THURSDAY 21STAUGUST, 2014

TIME: 2.00 P.M. - 4.00 P.M. (2 HOURS)





questions.


1

SECTION A : COMPULSORY

1. List three stages in the life cycle of a record. (3 marks)

2. State four duties carried out by a mail Office Clerk when handling outgoing mail. (4 marks)

3. State four reasons for folio numbering all filed correspondence. (4 marks)

4. State four advantages of using a filing cabinet for storage of records. (4 marks)

5. State three reasons that would warrant removal of a file from the registry by a clerical officer. (3 marks)

6. State four advantages of using lamination as a method to protect records. (4 marks)

7. Maingi, a Clerical Officer at the mail office opened an envelope and found an envelope stamped "Confidential" Inside. State the action he should take to ensure confidentiality of the document is maintained. (2 marks)

8. List three types of personnel records which are considered to be vital records in a public organization. (3 marks)

9. State three actions that a Registry Clerk may take to ensure records are safe from floods. (4 marks)

10. State two tasks that a clerical officer may perform once a records survey report has been compiled. (2 marks)

11. List four incidences that are likely to cause a fire in a registry. (4 marks)

12. State three considerations taken into account when selecting records for destruction. (3 marks)

2

SECTION B: ANSWER ANY THREE QUESTIONS 13(a). Explain five advantages of establishing a registry in a public organization. (10 marks)

(b) Wooden storage equipment are not commonly being used in most public offices. Explain five reasons for this trend. (10 marks)

14(a).Rodents are agents of records destruction in public registries. Explain six measures that can be put in place to prevent rodents from accessing registries. (12 marks)

(b). Outline four reasons why a clerical officer should compile a list of records for destruction during records appraisal. (8 marks)

15(a). State five reasons for registering all incoming mail in a public office before distribution

to action officers. (10 marks)

(b). Explain five disadvantages of using interview as a method of records survey. (10 marks)

16(a). Highlight five advantages of recycling as a method of records destruction.(10 marks)

(b). Highlight five housekeeping procedures that will ensure healthy environment for the

registry staff. (10 marks)

3



AUGUST 2014

PAPER CODE: 704

RECORDS MANAGEMENT

DATE: THURSDAY 21STAUGUST, 2014

TIME: 2.00 P.M. — 4.00 P.M. (2 HOURS)





questions.


1

SECTION A : COMPULSORY

1. List three stages in the life cycle of a record. (3 marks)

2. State four duties carried out by a mail Office Clerk when handling outgoing mail. (4 marks)

3. State four reasons for folio numbering all filed correspondence. (4 marks)

4. State four advantages of using a filing cabinet for storage of records. (4 marks)

5. State three reasons that would warrant removal of a file from the registry by a clerical officer. (3 marks)

6. State four advantages of using lamination as a method to protect records. (4 marks)

7. Maingi, a Clerical Officer at the mail office opened an envelope and found an envelope stamped "Confidential" Inside. State the action he should take to ensure confidentiality of the document is maintained. (2 marks)

8. List three types of personnel records which are considered to be vital records in a public organization. (3 marks)

9. State three actions that a Registry Clerk may take to ensure records are safe from floods. (4 marks)

10. State two tasks that a clerical officer may perform once a records survey report has been compiled. (2 marks)

11. List four incidences that are likely to cause a fire in a registry. (4 marks)

12. State three considerations taken into account when selecting records for destruction. (3 marks)

2

SECTION B: ANSWER ANY THREE QUESTIONS 13(a). Explain five advantages of establishing a registry in a public organization. (10 marks)

(b) Wooden storage equipment are not commonly being used in most public offices. Explain five reasons for this trend. (10 marks)

14(a).Rodents are agents of records destruction in public registries. Explain six measures that can be put in place to prevent rodents from accessing registries. (12 marks)

(b). Outline four reasons why a clerical officer should compile a list of records for destruction during records appraisal. (8 marks)

15(a). State five reasons for registering all incoming mail in a public office before distribution

to action officers. (10 marks)

(b). Explain five disadvantages of using interview as a method of records survey. (10 marks)

16(a). Highlight five advantages of recycling as a method of records destruction.(10 marks)

(b). Highlight five housekeeping procedures that will ensure healthy environment for the

registry staff. (10 marks)

3

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