INTERNSHIP & ATTACHMENT POLICY FOR THE COUNTY PUBLIC SERVICE COUNTY GOVERNMENT OF MACHAKOS A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS 2025 www.machakos.go.ke EXECUTIVE SUMMARY............................................................................................iii CHAPTER ONE: INTRODUCTION........................................................................1 1.0 Principles of the Policy ..........................................................................1 1.1 Policy Statement .......................................................................................1 1.2 Legal and Policy Framework................................................................1 CHAPTER TWO: POLICY PROVISIONS AND REQUIREMENTS...........2 2.0 Objective of the Internship Policy...................................................2 2.1 Declaration of Internship and Attachment Opportunities...2 2.2 Eligibility and Duration of Internship.............................................2 2.3 Eligibility and Duration of Attachment.........................................3 2.4 Selection Procedures.............................................................................3 2.5 Payment of Stipend to Interns..........................................................3 2.6 Insurance.....................................................................................................3 2.7 Security/Vetting .....................................................................................4 2.8. Interns Entitlements............................................................................4 2.9. Discontinuation/Termination of Internship..............................4 CHAPTER THREE: INSTITUTIONAL FRAMEWORK..................................5 3.0 Institutions/Agencies for Management and Implementation of the Policy..............................................................................................5 3.1 Public Service Board..............................................................................5 3.2 Departments and Agencies...............................................................5 3.3 Regulatory Bodies..................................................................................6 3.4 The County Treasury.............................................................................6 TABLE OF CONTENTS A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOSi 2025 | www.machakos.go.ke 4 3 2 1 MACHAKOS COUNTY | THE PLACE TO INVEST 2025 CHAPTER FOUR: MONITORING AND EVALUATION................................7 4.0. Monitoring and Evaluation of Internship Program................7 4.1. Framework for Monitoring and Evaluation of the Internship Program........................................................................................................7 CHAPTER FIVE: VOLUNTEER SERVICE.........................................................8 5.1 Security/Vetting.........................................................................................8 5.2. Review of the Policy...............................................................................8 5 A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS ii 2025 | www.machakos.go.ke 6 MACHAKOS COUNTY | THE PLACE TO INVEST 2025 EXECUTIVE SUMMARY A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS iii 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 The Internship and Attachment Policy is designed to provide students and graduates with opportunities to gain practical work experience within the Machakos County Public Service. Recognizing the importance of bridging the gap between academic knowledge and practical skills, the policy outlines the eligibility criteria, selection process, and duration of internships and industrial attachments. It defines the roles and responsibilities of both interns and county departments in ensuring a structured and beneficial experience. The policy also highlights mentorship and supervision expectations, stipulating that interns should be exposed to meaningful tasks that align with their academic background. Additionally, it provides guidance on stipends, allowances, and the evaluation process to assess the impact of the internship program. Through this initiative, the county aims to empower youth, enhance their employability, and contribute to national capacity-building efforts by equipping young professionals with the necessary skills to enter the job market. CHAPTER ONE: INTRODUCTION 1.0 PRINCIPLES OF THE POLICY The objectives of this Policy are to: Ensure a well-structured and coordinated internship program. Provide a framework and standards applicable to all interns and attachés; Ensure effectiveness and efficiency in implementation and management of this program; Provide a framework for monitoring, evaluating and reporting for improvement and sustainability of internship and attachment program and; Promotion of equity and fairness selection of interns and attaches. 1.1 POLICY STATEMENT Machakos County Government is committed to providing opportunities to the youth who have completed or continuing with their courses to acquire workplace experience so as to enhance their employability and registration with respective bodies. 1.2. LEGAL AND POLICY FRAMEWORK This policy is in compliance with the Constitution, International Conventions, legal, statutory and policy requirements. A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS1 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 CHAPTER TWO: POLICY PROVINSIONS AND REQUIREMENTS 2.0. OBJECTIVE OF THE INTERNSHIP POLICY The overall objective of the internship program is to provide the youth with opportunity to gain experience in the world of work. Specifically, the policy aims to: Enhance youth development and employability by creating clear linkages between education, training and work; Provide hands-on experience to build upon skills learned in the classroom; Fulfill the legal requirement for registration by professional bodies; Develop a culture of high quality life-long learning, positive work habits and attitudes Establish a supply pipeline of skills to the public and private sector. 2.1. DECLARATION OF INTERNSHIP AND ATTACHMENT OPPORTUNITIES All internship and Attachment opportunities in the County public service shall be declared to the County Public Service Board. 2.2. ELIGIBILITY AND DURATION OF INTERNSHIP The internship program is open to:- Unemployed graduates from training institutions who have completed their courses and have not been exposed to work experience related to their area of study. Graduates for whom internship is a requirement for registration by their respective professional bodies. The internship program shall be undertaken only once. The internship period shall be between three (3) and (12) twelve months; or the duration prescribed by the institution/professional body that regulates the profession in which the intern seeks registration. A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS 2 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS3 2025 | www.machakos.go.ke 2.3 ELIGIBILITY AND DURATION OF ATTACHMENT The Attachment program is open to: - Students from training institutions who have not been exposed to work experience related to their area of study. The attachments program shall be taken for only three (3) months. Students should have a valid personal accident cover during covering the attachment period. The Attachment program is open to: - Students from training institutions who have not been exposed to work experience related to their area of study. The attachments program shall be taken for only three (3) months. Students should have a valid personal accident cover during the attachment period. 2.4 SELECTION PROCEDURES Selection of interns and attaches shall be done through a competitive process by the Public Service Board in liaison with the Department of Public Service and Performance Management. The county public service board shall co-ordinate and advertises internship vacancies. 2.5 PAYMENT OF STIPEND TO INTERNS Internship shall be non-remunerative. However, interns will be paid a stipend as may be determined by the Public Service Board from time to time. Departments will be expected to make budgetary allocation for the stipend on annual basis. All interns and attaches in the public service shall be required to have a personal accident insurance to cover for personal risks during the internship/attachment period. 2.6 INSURANCE MACHAKOS COUNTY | THE PLACE TO INVEST 2025 2.7 SECURITY/VETTING To ensure confidentiality of government information and safety of equipment, the interns will be subjected to government vetting and sign a prescribed security declaration form. In this regard, the intern shall be required to: Acquire a valid certificate of good conduct; Submit a copy of National Identity Card (ID) or copy of Passport and a copy of Kenya revenue authority (KRA) Tax PIN certificate; Two (2) colored passport size photographs; and Sign for tools/equipment issued to them. 2.8. INTERNS ENTITLEMENTS An intern will be entitled to the following: Sick leave as applicable in the prevailing regulations; Annual leave on pro-rata; Maternity/Paternity leave Compassionate leave; Stipend; and Subsistence allowance when out of station at a rate to be determined by the County Public Service Board from time to time. 2.9. DISCONTINUATION/TERMINATION OF INTERNSHIP (a) An intern will be expected to observe all regulation governing the conduct of public servants at all-time failure to which the appropriate disciplinary action will be taken against him/her (b) An intern may terminate the contract by: Submitting a written letter of resignation/termination of the contract to the Chief Officer of the host department through the supervisor by giving a one month’s notice. Giving a two weeks’ notice before taking up employment offered to him/her before the expiry of the agreed internship period. (c) Machakos County Government reserves the right to terminate a contract with an intern at any point during the specified period. Notice for the termination of the contract will be as per the requirements set out in the contract. A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS 4 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS5 2025 | www.machakos.go.ke CHAPTER THREE: INSTITUTIONAL FRAMEWORK 3.0 INSTITUTIONS/AGENCIES FOR MANAGEMENT AND IMPLEMENTATION OF THE POLICY For proper management and effective implementation of the program, the following institutions/agencies will be involved: Public Service Board Departments/Agencies Regulatory bodies The County Treasury The College/University 3.1. PUBLIC SERVICE BOARD The Public Service Board in collaboration with departments will oversee the management and implementation of the internship program. The Board will undertake the following: Issue policies and guidelines; Collect, collate and put in the public domain information on internship opportunities in the public service; Establish an appeals mechanism to hear appeals that may arise; Receive reports and maintain a database on internship; Monitor and evaluate the implementation of the internship program in the public service; and Undertake annual reviews and analyze performance of internship programs in the service Departments and Agencies will be responsible for the management and implementation of the internship program within their organizations. They will: Develop internship plans and budget for the programs; Implement the internship policy and guidelines; Generate and forward information on internship opportunities to the Public Service Board; Develop an internal database and submit quarterly reports on internship to the Public Service Board; Select and place interns; Liaise with The County Treasury on funding the internship program; and Monitor, evaluate and report on the internship program. 3.2. DEPARTMENTS AND AGENCIES MACHAKOS COUNTY | THE PLACE TO INVEST 2025 3.3. REGULATORY BODIES Regulatory bodies will: Develop program consistent with the fulfillment of the learning objectives of the internship program; Set and review the duration of internship program; Develop norms, standards and evaluation criteria for the internship program; Accredit internship institutions; Register and license professionals after successful completion of internship; and Disseminate code of professional conduct 3.4. THE COUNTY TREASURY Provide budgetary allocation for internship programs in the Departments. A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS 6 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS7 2025 | www.machakos.go.ke CHAPTER FOUR: MONITORING AND EVALUATION 4.0. MONITORING AND EVALUATION OF INTERNSHIP PROGRAMS Monitoring and evaluation of the programs shall be undertaken through the following mechanisms: Monitoring of internship uptake trends and patterns for forecasting and planning purposes; Determining the total number of interns who successfully complete the program, obtain a letter of completion of internship and secure employment after the completion of the program; Ascertaining the degree to which management of Departments are satisfied with the value of and contribution made by the interns; Preparing annual reports on the internship programs; and Reviewing the overall program for purposes of improvements and alignment with Departments’ strategic goals. Monitoring and evaluationf ramework will be designed to ensure adoption of a participatory approach in the implementation of the internship program in Machakos County Government. Coordination will be done by the County Public Service Board, Department of Public Service and the department offering the internship. Focus shall be on the following: Definition of the main objectives and targets; Selection of indicators to measure the efficiency and effectiveness of the internship activities; Identification of lessons learnt and the reapplication of best practices; and Involvement of Departments and stakeholders in the monitoring and evaluation of the internship program. 4.1. FRAMEWORK FOR MONITORING AND EVALUATION OF THE INTERNSHIP PROGRAM MACHAKOS COUNTY | THE PLACE TO INVEST 2025 CHAPTER 5: VOLUNTEER SERVICE The County Government of Machakos will accept volunteer service from individual applicants. Volunteer Service basis shall be non-remunerative and shall be government by the relevant rules and regulations. This programme is open to unemployed persons who have completed their courses and have been or not exposed to work experience related to their area of study. The volunteer-ship period shall not exceed (12) twelve months. To ensure confidentiality of government information and safety of equipment, the interns will be subjected to government vetting and sign a prescribed security declaration form. In this regard, the person shall be required to: Acquire a valid certificate of good conduct; Submit a copy of National Identity Card (ID) or copy of Passport and a copy of PIN certificate; Two (2) colored passport size photographs; and Sign for tools/equipment issued to them. 5.1 SECURITY/VETTING 5.2. REVIEW OF THE POLICY The policy will be reviewed every three years or as need arises in order to address emerging issues. A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS 8 2025 | www.machakos.go.ke MACHAKOS COUNTY | THE PLACE TO INVEST 2025 A PUBLICATION OF THE COUNTY GOVERNMENT OF MACHAKOS www.machakos.go.ke Department of Public Service and Performance Management COUNTY GOVERNMENT OF MACHAKOS All enquiries and feedback should be directed to: County Secretary County Government of Machakos County Headquarters-Ground Floor, off Ngei Road P. O. Box 1996-90100 Machakos, Kenya Email: countysecretary@machakos.go.ke Website: www.machakos.go.ke CONTACT INFORMATION 2025 https://machakos.go.ke/finance-ep-revenue-ict-2/ https://machakos.go.ke/finance-ep-revenue-ict-2/ mailto:countysecretary@machakosgovernment.co.ke http://www.machakosgovernment.co.ke/