Public Trustee (Administrator General)

• Data entry into the Public Trustee Business Process Management System;
• Drawing of Cheque Orders;
• Filing of pleadings in court;
• Opening of files;
• Maintaining a cardex;
• Filing away correspondence and documents;
• Receiving, sending and delivery of mail;
• Booking files in and out;
• Maintenance of a wills register;
• Maintaining a weekly file tracking list;
• Perusal of files and booking to action officers for bring up;
• Receiving clients and referring them to action officers.

The Constitution identifies children as a vulnerable group and obligates all state organs and public officers to address their needs as a matter of priority.  The Public Trustee discharges this constitutional mandate by administering trusts for minors. In this regard the office establishes and administers trusts under the Trustee Act for the advancement of education and welfare of minors taking cognisance of the social, economic and cultural realities affecting children in Kenya. These trusts are terminated when the minors attain the age of majority.

The Section also administers trusts for persons living with mental disability, charitable trusts and acts as a custodian trustee on appointment by the court under Section 20 of the Public Trustee Act. The Section is also responsible for custodianship of enemy property and property owned by schools, colleges and other public institutions.

The Section is responsible for:

• Receipt of trust property;
• Drawing trust instruments;
• Advancing trust funds to beneficiaries for advancement of their education and to cater for their immediate needs pending the termination of the trust estates;
• Attending to clients;
• Correspondence;
• Filing correspondence and documents;
• Authentication of documents;
• Preparing legal opinions;
• Drawing annual statements of trust accounts and dispatching them to the beneficiaries;
• Drawing final trust accounts upon termination of trusts;
• Drawing pleadings and attending court in respect of disputes involving trusts managed by the Public Trustee;
• Collecting Revenue.

The section is responsible for:

• Drawing pleadings;
• Conducting research;
• Attending Court for confirmation of grants, hearings in contentious matters and as authorities on succession matters at the request of the court;
• Attending and advising clients on legal issues;
• Obtaining consents on the mode of distribution;
• Obtaining consents for Confirmation of grants;
• Advertisement for objections in the Government Press;
• Mediating family disputes on inheritance;
• Preparing legal opinions.

The Section is responsible for:

• Drawing transfer of land instruments;
• Mediating family disputes on inheritance;
• Drawing instruments for transfer of shares and other stocks;
• Facilitating payment of stamp duty;
• Attending clients;
• Facilitating subdivision of property for purposes of transmission;
• Maintenance of a property register;
• Keeping custody of original title documents;
• Preparing legal opinions;
• Attending court in respect of conveyance related disputes.

The Section is responsible for:

• Identification and taking up management of income generating properties;
• Prequalification of estate agents;
• Instructing prequalified estate agents to collect rent on behalf of Public Trustee;
• Monitoring rent collection;
• Payment of land rent and rates;
• Insuring the properties;
• Facilitating renewal of leases;
• Conducting regular inspections to ensure that the properties are in a good state of repair;
• Facilitating repairs through the procurement process;
• Attending court in respect of disputes relating to property management;
• Mediating family disputes;
• Pursuing claims against rent defaulters;
• Attending clients;
• Preparing legal opinions;
• Conducting searches at the lands office;
• Collecting rent.

The Section is responsible for:

• Writing receipts;
• Posting payments and receipts to cash books;
• Extracting ledger balances to facilitate payment;
• Posting payments and receipts to respective ledger cards;
• Updating Controls;
• Examination of cheque orders;
• Preparation of Bank Reconciliations;
• Examination of interim accounts for scrutiny by beneficiaries or the court on request and for use in the Office;
• Preparation of Annual Accounts to fulfill a  statutory obligation under the Public Trustee Act and the Exchequer and Audit Act;
• Management of investments portfolio;
• Calculation and posting of Annual Interest for every ledger card;
• Writing and dispatch of cheques;
• Preparation of cheque payment schedules and their transmission to the banks;
• Maintaining incoming and outgoing cheque registers;
• Examining and confirming entries in the cash Book;
• Processing payments through M-Pesa;
• Attending clients.

The Section is responsible for:

• Preparation of interim accounts for scrutiny by beneficiaries or the court on request and for use in the Office;
• Correspondence;
• Preparation of final accounts;
• Preparing discharges and certificates for execution by the beneficiaries;
• Preparation of Cheque Orders;
• Preparing schedules for payment of income;
• Maintaining a register for unclaimed estates;
• Maintaining a file tracking record;
• Preparing quarterly reports for performance contracting;
• Preparing a list of unclaimed estates for advertisement in the press;
• Maintaining a register for finalized files;
• Attending clients;
• Collecting Revenue.

The Section is responsible for:

• Coordinating regional services at the County level which includes:
  • Cascading information from head office to the County offices;
  • Calling for and compiling monthly and performance contracting reports for discussion at the regional heads meetings and onward transmission to the CCPMU;
  • Receiving, responding to and following up on complaints from the regions, the head office and the Commission on Administrative Justice;
  • Coordinating the performance appraisal system (PAS) in the head office and regional offices;
  • Handling staff matters and training needs in the regional offices,
  • Overseeing decentralization.