Institutional Management
Council Secretary
Mwiche Mudala
Institutional Management carries out executive functions of the council including that of His Worship of the Mayor and the Town Clerk. Units or sections that report directly to the executive head and not through another directorate are the Public Relations, Procurement, and Internal Auditing Sections.
The office of the Council Secretary serving as the institution’s Chief Executive Officer CEO assumes the oversight responsibility of the day-to-day operations of the Local Authority and spearheading the delivery of developmental programs within the district.
The Department of Legal Services is responsible for providing legal advise to the Council. Its core functions include ensuring that the local authority operates within the confines of established laws that govern the local government system.The Department further executes various functions inter alia; drafting commercial contracts, Provision of Legal opinions, processing land applications, trading licenses applications, processing of Certificates of Title and occupancy licenses issued under the Urban and Regional Planning Act No.3 of 2015 of the Laws of Zambia etc. The Directorate has four (4) Sections:
The litigation section is responsible for conducting research and timely litigation of matters on behalf of the Council, both as Plaintiff or Defendant in order to safeguard and preserve its interests. This Section is further mandated to prosecute offenders as provided by the Local Government Act No.2 of 2019 of the Laws of Zambia. Furthermore, the department handles cases that are referred to the Directorate from other Councils within Western Province or any other council that may need legal services.
The operation of this section is anchored on land administration and alienation pursuant to the Lands Act, Chapter 184 of the Laws of Zambia and the Lands and Deed Registry Act, Chapter 185 of the Laws of Zambia. By virtual of circular number 1 of 1985, the council is an agent and an applicant may apply through the local authority which has been delegated powers to receive applications for land from members of the public. The department prepares instrument documents such as invitations to treat, offer letters and all necessary documentation leading to the issuance Certificate of Title. Other documents prepared here include; Assignments, Mortgage Deeds, Discharge of Mortgage Deeds, change of ownership etc.
The Council has the authority to deal;
Procedure for allocation of land
The section processes applications for various trading licenses relevant for conducting business in Mongu district pursuant to the Trades Licensing Act, Chapter 393 of the Laws of Zambia and Liquor Licensing Act No. 20 of 2011 on behalf of the Liquor Licensing Board. The process of issuing various licenses includes filing in an application in a prescribed manner, assessment/inspection of the business premises before issuance of the respective license or trading permit.
In order to enhance compliance with laid down regulations and laws by license holders, the Licensing section together with Department of Human Resource and Administration (Council Police Unit) and Department of Public Health conduct inspection of various business ventures, and failure to comply with statutory requirement attracts a penalty and/or prosecution as prescribed by the Acts that govern the activities.
The section is responsible for the preparation of commercial contracts, Memorandum of Understanding (MoU), and Memorandum of Agreements (MoAs) concerning and relating to the Council. Common contracts under the Section include;
The Internal Audit Section serves as a pivotal mechanism for maintaining operational integrity within the Local Authority. This section is responsible for developing and implementing checks, and controls, conducting risk assessments, and overseeing management procedures both at policy level and operations. Regular audits are carried out to ensure compliance with existing legislation and enhance operational efficiency. The findings from these audits are compiled into comprehensive reports, which are then presented to the executive head of the Local Authority and the Audit Committee for review and recommended action.
The Procurement Section, as a critical component of the institution, is responsible for overseeing and managing all procurement processes. This section ensures that all purchases of goods and services are conducted per established policies, legislation, and procedures promoting transparency, fairness, and cost-effectiveness. Regular compliance controls are performed to verify adherence to procurement guidelines and to identify areas for improvement. The Procurement Section plays a vital role in supporting the institution’s operations and strategic objectives and in the delivery of the CDF project procurement and delivery.
The Public Relations Unit is crucial in managing and disseminating information to the citizens. The unit is responsible for the strategic communication processes that build mutually beneficial relationships with the public as the face and the mouthpiece of the Local Authority.
The Public Relations Unit handles various public functions and events for the LA including anticipating, analyzing, and interpreting public opinion, perceptions, and attitudes toward the council. It drafts strategies that use free or paid media, print or electronic to counteract information gaps and conduct sensitizations on council and developmental projects and operations.
Responsible for drafting and distributing press releases, planning and executing special public outreach and media relations events, and developing a crisis public relations strategy. It also handles the council’s social media presence and responds to public reviews on social media websites.
In essence, the Public Relations Unit is instrumental in maintaining a positive reputation of the council and fostering a strategic relationship with the public, prospective partners, investors, employees, and other stakeholders.
The section is responsible for providing support services to the operations of the Local Authority in the area of ICT services to enhance service delivery and optimize operations. Some of the key responsibilities are:
Nkeyema Town Council,
P.O. Box 940221,
Western Province,
Zambia.
M 9 Lusaka – Mongu Road