Office of the Town Clerk – Mufulira Municipal Council

The Office of the Town Clerk

The office of a Town Clerk is established under Article 152(4) of the Constitution of Zambia, which stipulates that: “there shall be a Town Clerk or Council Secretary for each local authority and other staff of the local authority, as prescribed.” The Town Clerk is the Principal Officer in charge of management of a Local Authority. All correspondence should be made through the Town Clerk’s Office.

Roles of the Town Clerk

Managing institutionalisation of strategic and performance management in the local authority;
Overseeing the initiation and implementation of human resource management and development policies, functions and programmes;
Provision of advice, technical assistance and secretarial services to the council and its committees;
Overseeing provision of administrative and logistical support services;
Overseeing public relations functions;
Overseeing the initiation and provision of public services;
Overseeing the implementation of financial management and resource mobilization systems and strategies;
Overseeing the election of deputy mayors and chiefs to the council; and
Conducting statutory functions delegated to the office under the various pieces of legislation.

Units Reporting Directly to Office of the Town Clerk

1. Audit Unit

The Audit Unit is responsible for managing the internal audit function in the Council in order to enhance oversight in the management of public resources. The Unit performs the following specific functions:

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;
Monitor the implementation of internal and external audit recommendations in order to inform decision making;
Maintain 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

2. Information Communication Technology

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

Develop and maintain an up-to-date management information system in order to disseminate and make information available to end users;
Coordinate collection, compilation, analysis and dissemination of ICT statistical data in order to facilitate effective policy and programme formulation;
Coordinate the operations of the documentation centre in order to ensure storage and easy retrieval of relevant documents, provide online referencing and online training to staff;
Coordinate and align systems and hardware specifications with user requirements in order to ensure conformity to policies and standards; and
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).

3. Public Relations Unit

The Unit is responsible for performing public relations functions in the Council in order to inform the public and enhance the image of the Council. The Unit performs 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.

4. Procuremnet Unit

The Unit is 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 performs the following specific functions:

Prepare and implement 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.

Mufulira Municipal Council