ST.

PAUL’S UNIVERSITY

NAIROBI CAMPUS

UNIT CODE : UCC 102

UNIT TITLE: ACADEMIC WRITING

STUDENT: NDABIA JAMES MWANGI

REG NO. BACSNRB288920

COURSE: BACHELORS OF ARTS IN COMMUNICATION

EVENING CLASS

LECTURER: MADAM UKAIKO OJIAMBO

YEAR 1 SEM 1 2019

DUE DATE : 6TH Nov 2019

ASSIGNMENT: CASE STUDY OF AN ORGANIZATION
Methodology

To conduct this research, Case Study method has been employed to explore challenges
confronting the organizational structure of the Kenyatta International convention Centre.
Time span of this longitudinal study is two weeks. During the period it is studied ways in
which the corporation overcome these challenges. The relevant authorities were contacted
and gathered the information on challenges faced by the state corporation.

Research Objectives

This objective of research is to explore various challenges that the Kenyatta International
Convention Centre faces in the wake of managerial structure. This consideration may leads to
the following research questions.

• What are the mission and Vision of KICC?

• What are the co-activities of KICC?
• What is the organizational structure?
• What are the problems/challenges facing KICC?
• What are the strategies used by the organization to overcome the challenges?
CHAPTER ONE: INTRODUCTION

1.1 Background of the Study

Kenyatta International Convention Centre (KICC) is a State Corporation established under

the Tourism Act 2011 whose objective and purpose is to promote the business of Meetings,
Incentives travel, Conferences and Exhibitions also known as MICE. KICC is the largest
Convention Centre in Eastern Africa with the capacity to hold a large number of delegates.
Our largest room, The Tsavo ballroom has the capacity to host over 4000 delegates. KICC
boasts of state of the art all round facilities such as simultaneous interpretation Equipment
(SIE) with the capability of translating upto 7 languages, a modern business center, banking
facility, Expansive grounds, ample and secure parking. The center has been revamped and
refurbished over the years. The renovations at the center have seen the rebranding of meeting
rooms and a large percentage of the facility to reflect the great diversity of Kenya’s tourist
attractions. The center is PAD friendly with ramps that go throughout the center making it
accessible to all our guests.
Vision
To be a World renowned Business Events Destination.

Mission
Innovatively and Sustainably Deliver World Class Services in Business Events.

The KICC core functions include:

• Develop and implement the National Meetings, Incentives for Conventions and
Exhibitions strategy.
• Perform any other functions that are ancillary to the objective and purpose for which
the Convention Centre is established.
• Organize and host meetings and provide incentives for conventions and exhibitions at
the Convention Centre

What KICC offers:

• Facilities for Meetings, Incentives, Conferences & Exhibitions

• Office space
• Catering through our prequalified caterers
• View Tower
• Parking facilities
Image attachment for the KICC Quality Policy
ORGANIZATIONAL STRUCTURE

KENYATTA INTERNATIONAL CONVENTION CENTRE ORGANIZATIONAL

STRUCTURE

CEO

DIRECTOR
DIRECTOR BUSINESS
CORPORATE DIRECTOR FINANCE DIRECTOR EVENTS DIRECTOR LEGAL
SERVICES
SERVICES

DIGITAL
COMMUNICATION &
COMMUNICATION MARKETING DEPT.
P.R DEPT.
DEPT.

Fig (a) Sample illustration of the KICC organization Structure, where the organization is
made of the CEO and followed by directorates that consist of directors who in turn manage
departments that are led by Managers and officers follow down the structure.

SAMPLE ORGANIZATION STRUCTURE

The general activities and mandate of the departments as a sample for the organization
structure are described below.

Human Resource Department

This department is under the Corporate service directorate. Its mandate is to:
• Formulate and implement policies and
services that contribute to attainment of
the corporates policy.
• Hiring tiring and replacing of staff
• Communicating any change to the
organization.
• Come up with sensitization programs
that may be of help to the staff
• Coming up with remuneration package
of all the staff

Finance Department
The mandate of the finance department is:

• Settle the organizations depts.

• Prepare the payroll system for the staff
• Maintain proper books of accounts.
• Prepare financial reports and advice the management on matters of accounts
Digital communication Department
In line with the departments mission statement which is to provide superior, and reliable
digital communication solutions using the latest technology and best class tools and
equipment in environmental fairness and honestly towards our clients, staff, vendors and
society at large
• Provide reliable, updated website and social media platforms to clients
• Serve clients equally without favor and
discrimination
• Provide pictures to different departments
when needed for specific functions
• Provide footage if needed to mainstream
media for a specific event at the Centre.

ICT Department

The department has the following roles:

• Ensure the Organization is connected through internet for Email purpose and
telephone lines for easy communication
• Ensure the audio-visual equipment are in order and operational for clients usage
• Ensure the website is up and running
• Information security mandate
• Staff sensitization on IT related information
Problems facing the organization

Top Leadership Commitment

“When we initialize a project, example what we’re currently proposing a QR Code tour
project, top leadership was committed to implement the QR Code, capital cost is provided by
the organization to implement the project. At the moment top leadership is reluctant to
provide finance to do the project now; a number of projects are delayed due to bureaucratic
procedures. Some time we faced problem to get finance to service equipment” (Digital
Communication Manager)

Leadership commitment is directly linked with the availability of financial resources. In such
a scenario when commitment isn’t forthcoming the funds budgeted for usually end up going
back to treasury. This will lead to a question of why were the funds not utilized, noting that
they were justified for used by the budgetary committee and top management in initial stages

Collaboration

“Collaboration is necessary for the state corporation to achieve full integration of our core
responsibilities across administrative boundaries, we are lacking in collaboration with some
department e.g. website updates can’t be achieved if the ICT department hasn’t ensured that
the website is up online with the web hosting provider.

“Collaboration is necessary for the state corporation to achieve full integration of our core
responsibilities across administrative boundaries, we are lacking in collaboration with other
organizations to share information with each other, we have discussed the matter with other
organizations but they are not taking interest. I think collaboration is possible if the mother
ministry took initiative to establish collaborating governing body. Consider KTB and KICC
collaborating timely.( PR Communication)

Collaboration helps the organizations to share infrastructure, manpower, resources, and

knowledge with each other.

Resistance Handling

The Staff at KICC had a phobia with online presence with majority feeling that following the
organization official pages and top management social media handles could mean they are
being watched. Content creation from the digital department has been a challenge since most
refuse to be on camera or fear being quoted.

Poor cohesion

Identified issue amongst employees was rumormongers who would backbite others from
conversations. This is a major issue since it results in HR constant involvement with petty
issues rather than deal with major issues in their core mandate. As a result there is a great
deal of suspicion among NGOs, secrecy and lack of transparency
 Technology|Tech
nical Human
Resources

Design of
Organizational
Structure

Environmental
factors(political)

Fig (b) Illustration of the factors affecting the organizational Structure

Poor Communications: NGOs also recognize that there is very poor communication within
the sector. The majority of NGOs have little or no access to reliable email and internet
connections, they receive almost no literature on development issues and are generally out
of touch with issues of global, regional and national importance. There lack of
understanding of the difference between the Board and Council is just one example of the
knowledge gaps that exist.

Limited Capacity: KICC recognize that many of the departments are understaffed. This to
some extent result in delayed delivery on workplans.

Political Interference: In some instances political interference has been noted where a look
at the parliamentary committee oversite for the KICC were quoted at a news article
referring to the CEO Nana Gecaga as lacking discipline for attending a meeting in jeans.
Some major projects at the Centre have stalled because they have ton go to the parliament
for discussion.

Travel: A number of staff feel. Left out from the opportunity to travel abroad or locally. This
information was acquired from sources who preferred not to be quoted. They felt that some
have been at KICC for years yet not a single trip offered to them. Where this trip issue comes
with monetary value known as per di em.

Employees departure: Study showed that a significant number of staff has left the
organization from resignation. This might be due to wage level factor where they end moving
to greener pastures.
Recommendations

Political Interference :There should be a frame work in place to protect them from such
intimidation from political figures who stall projects or even have hidden interests in them.

Information, Communication and Technology (ICT): The world has moved into the
technological age. Get connected! Internet and email are fundamental to serious
organizations. Set up a simple website and start building your networks and your profile.
Share with others your staff, approaches and impact. Create more KICC ICT trainings for
staff.

KICC should use Volunteers: Kenya has a huge supply of idealistic, young, energetic and well
educated graduates who are unemployed or underemployed. Many of them are searching
for opportunities to serve their country and get work experience. There are also many older
experienced professionals willing to give their time to such a parastatal.

Local Resource Mobilization: KICC generates its own revenue, which in turn can be used to
do projects that the main government won’t fund or interfere with. To do this KICC must
have strong governance and accountability mechanisms, clear strategies and local
credibility.

Local Networking: provides opportunities for mutual learning, identifying appropriate

development initiatives, generating learning resources, improving coordination and
cooperation with local government, harmonizing approaches to development, and pursuing
effective local advocacy. Form networks to source funding from the donor community
(larger projects to access larger donors). Example the construction of a new KICC branch at
Mombasa which would surpass a billion Kenya shilling.

Human resource management practices also matter a great deal. The soft aspects of human
resource management, such as employee satisfaction and morale, are considered to be the
most important drivers of performance. While wages are still important for staff, non-
monetary incentives are also essential. Wages are also important for attracting and retaining
qualified staff, especially in case of skill shortages. Performance-related pay initiatives
appear to have a low impact on staff motivation.

In a nutshell:

These organizational Problems can be managed through 3 managerial instruments:

• Mission and strategy;

• Organizational structure
• Human resources management.

The change in organizations can be realized using the managerial instruments for the
harmonizing of the organization systems (technical, political and structural). Change
management implies technical, political and cultural decisions that in turn reflect on the of
the organization.
Conclusion

Kenyatta International Convention Centre is facing pressure to improve the quality of

services to clients. Quality of services can be improved through the successful
implementation the organizational structure. This implementations is a challenge for the
organizations and could be solved through external findings in all stages of the project i.e.
before, during and after implementation of the project.
Reference: http://kicc.co.ke/about/ourhistory

https://www.oecd.org/gov/budgeting/43412680.pdf

http://erepository.uonbi.ac.ke/bitstream/handle/11295/58670/Okoth_Strategy%20implementa
tion%20challenges%20in%20the%20developmental%20non-
government%20organizations%20in%20Kenya.pdf?sequence=3&isAllowed=y