INSTITUTIONAL MANAGEMENT

Benson Bweenje

Council Secretary

OFFICE OF THE COUNCIL SECRETARY

The Council Secretary shall be the Chief Executive Officer responsible for overseeing the operations of the Town Council.

The Office shall provide overall policy guidance and an oversight role while the functional heads shall be responsible for executing the technical and administrative aspects of the Council.

It shall also interpret Government policies into implementable programmes and projects in the context of the National Decentralisation Policy.

In addition, the Office of the Council Secretary will ensure that there are effective linkages among and within the Departments/Units in order to strengthen internal systems and improve communication for effective performance of the Council.

Internal Audit Section

The Unit shall be responsible for managing the internal audit function in the Council in order to enhance oversight in the management of public resources. The Unit shall perform the following specific functions among them conduct audit assignments in order to provide assurance on internal controls and governance systems, review risk management processes in the council in order to ascertain their effectiveness, provide secretariat services to the audit committee in order to facilitate their operations and monitor the implementation of internal and external audit recommendations in order to inform decision making.

Other functions are maintaining an internal audit database for easy retrieval of information, prepare and consolidate monthly, quarterly and annual reports for decision making, provide advisory services to management and other stakeholders for informed decision making and conduct the verification of stock and assets in order to provide checks and balances in the management of public stores.

Procurement Section

The Unit shall be responsible for the procurement of works, goods and services in order to ensure attainment of value for money and efficient utilization of the Council’s resources. The Unit shall perform the following specific functions among them preparation and implementation of the procurement plan, procure goods and services in order to ensure smooth operations of the council, prepare solicitation contract documents, manage contracts to ensure delivery of goods and services, provide advice on procurement and contractual (goods/services) related matters, prepare reports on procurement activities and provide secretarial services to the procurement committee.

Public Relations Section

The Unit shall be responsible for performing public relations functions in the Council in order to inform the public and enhance the image of the Council. The Unit shall perform the following specific functions:

Coordinate press releases in order to update the public on the operations of the Council;
Prepare responses to press and public queries in order to facilitate decision making;
Coordinate production of brochures, magazines, newsletters, radio and television programmes in order to disseminate information about the Council;
Manage digital media content in order to interact with the Public and stakeholders; and
Coordinate the hosting of Council functions and events.

The Unit shall be headed by a Public Relations Officer and assisted by an Assistant Public Relations Officer.

Information Technology Section

The Unit shall be responsible for providing ICT services, management and maintenance of the Management Information Systems (MIS) in order to make information available to end users. The Unit shall perform the following specific functions:

Develop and maintain an up-to-date management information system in order to make information available to end users;
Coordinate and align systems and hardware specifications with user requirements in order to ensure conformity to policies and standards; and
Coordinate the management of content on Council website(s) and portal(s).

The Unit shall be headed by a System Analyst and assisted by two (2) programmers.

Civic Centre, Off Lusaka - Chirundu road

chirundutowncouncil@gmail.com