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The services offered by Machakos University are detailed in the following service delivery matrix.

The Heads of the various departments will execute the responsibilities attached to their respective departments. 

  1. FINANCE
S/No. Activity/Service Offered Time Line Responsible Officer
1. Collection and accounting for all revenue due to the University Daily DVC (APF) and Chief Finance Officer.
2. Payments for services and goods used by the University 30 Days upon receipt of all relevant documents
3. Preparation of Management accounts Weekly
4. Preparation of the annual budget Annually
5. Submission of the annual budget 31st January yearly
6. Implementation of the approved budget Continuous
7. Updating of asset register of the University Continuous
8. Preparing of quarterly financial statements 15th of every quarter Chief Finance Officer, Deputy Chief Finance Officer
9. Preparing and submitting Annual report and financial statements Annually by 30th September every year Chief Finance Officer, Deputy Chief Finance Officer
10. Release of salaries By 5th of subsequent  month Chief Finance Officer, Deputy Chief Finance Officer
11. Payment of benefits 1 week after receipt of authority to pay

 

 

 

  1. PERFORMANCE CONTRACTING AND QUALITY MANAGEMENT SYSTEMS (PC & QMS)
S/No. Activity/Service Offered Time Line Responsible Officer
1. Submission of Performance contract quarterly reports By 30th day of subsequent month after the quarter DVC (APF) and PC & QMS Director
2. Submission of Performance contract annual reports Annually
4. Coordinating QMS Audits Thrice for internal Audits and twice for external Audits

 
5. Holding Management Review Meetings (MRMs) 3 times (Once per semester)
6. Preparation of University Performance contract for signing By June 30th yearly
11. Issue of notice seeking/requiring corrective or preventive action Within 2 weeks after Audit
12. Initiation of staff performance Contracting process By May 30th

 

 

 

 

 

 

 

 

 

 

 

  1. HUMAN RESOURCE
S/No. Activity/Service Offered Time Line Responsible Officer
1. Short-listing and invitation for interviews Within ten (10) weeks after closing dates for application DVC (APF), Registrar (AP) and Head of Human Resource
2. Appointment of newly recruited staff The first week after Interviews. DVC (APF).
3. Processing of leave Application Within two (2) days upon receipt of request Registrar (AP) and Head of Human Resource
4. Handling of Junior Staff Discipline cases Within ninety (90) days DVC (APF) and Registrar (AP)
5. Handling of Staff welfare matters Continuous Registrar (AP) and Head of Human Resource
8. Handling of staff retirement on attainment of mandatory retirement age Nine (9) months before retirement date for retirees Registrar (AP)
9. Handling of staff exits:- resignations, on health grounds and demise Within the first month upon receipt of communication DVC (APF), Registrar (AP) and Head of Human Resource

 

  1. PROCUREMENT
S/No. Activity/Service Offered Time Line Responsible Officer
1. Ordering of goods and Services Within one month upon request DVC (APF) and Procurement Officer
2. Receiving goods and processing of goods received note and forwarding of invoices for payment Seven (7) days after receiving the goods & invoices
3. Issuance of goods/ materials Immediate depending on availability of stock
4. Ledger updating Continuous
5. Stock- taking Done quarterly and annually
6 Submission of weekly progressive reports Weekly
7. Submission of monthly progressive reports 1st week of every month
8. Preparation of Procurement plan By 30th June yearly
9. Submission of 30% of the annual Procurement plan to Public Procurement Regulatory Authority By 30th August yearly. DVC (APF) and Procurement Officer
10 Submission of quarterly reports to Public Procurement Regulatory Authority By the 14th day of the first month of the subsequent quarter DVC (APF) and Procurement Officer

 

  1. ESTATES
S/No. Activity/Service Offered Time Line Responsible Officer
1. Receipt and acknowledgement of works orders Continuous  

 

 

DVC (APF),

Head of Planning / Head of Estates and

Clerk of Works

 

 
2. Preparation of work estimates/BQs As per the plan/contracts
3. Forwarding Estimates for approval Continuous
4. Inspection of Materials received Immediately upon delivery
5. Implementation of works As per repair and maintenance schedule
6. Allocation of working and learning Space Continuous DVC (APF) and

Head of Planning

 

 

 

 

  1. CENTRAL SERVICES

 

S/No. Activity/Service Offered Time Line Responsible Officer
1. Overseeing general cleanliness of University environment Continuous Registrar (AP) and Head of Planning

 

  1. MANAGEMENT OF UNIVERSITY VEHICLES

 

S/No. Activity/Service Offered Time Line Responsible Officer
1. Acquisition and Replenishing of fuel cards Continuous DVC (APF)
2. Servicing and repair of University vehicles Continuous DVC (APF)
3. Fleet Management Continuous DVC (APF)
4. Procurement of Insurance of Vehicles Continuous DVC (APF)
5. Procurement of new Vehicles Continuous DVC (APF)
6. Disposal of unserviceable vehicles When necessary DVC (APF)