OFFICE OF THE COUNCIL SECRETARY

Institutional Management carries out executive functions of the council including that of the Council Chairperson and the Council Secretary. Sections that report directly to the Council Secretary are as follows; Public Relations, Procurement, Internal Auditing and Legal Sections.

PUBLIC RELATIONS

Public Relations plays a vital role in managing and disseminating of information to the community. It is responsible for strategic communication processes that cultivate mutually beneficial relationships between the Local Authority and the public, serving as the primary mouth.

Public Relations oversees a variety of public functions and events, including the Anticipation, Analysis, and Interpretation of public opinion, perceptions, and attitudes towards the council. It develops strategies utilizing both free and paid media whether print or electronic to address information gaps and promote awareness of council initiatives and developmental projects.

Its Key responsibilities are distributing press releases, planning and executing public outreach events, and establishing a crisis communication strategy. The unit also manages the council’s social media presence and engages with public feedback on social media platforms.

Public Relations is essential in upholding the council’s positive reputation and fostering strategic relationships with the public.

PROCUREMENT SECTION

The Procurement Section serves as a vital component of the institution, tasked with the oversight and management of all procurement processes. This section ensures that the acquisition of goods and services adheres to established policies, legislation, and procedures that promote transparency, fairness, and cost-effectiveness. Regular compliance assessments are conducted to verify adherence to procurement guidelines and to identify opportunities for improvement.

INTERNAL AUDIT SECTION

The Internal Audit Section serves as a key mechanism for maintaining operational integrity within the Local Authority. The 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.

LEGAL SECTION

The Department of Legal Services is responsible for providing legal advice to the Council. Its core functions include ensuring that the local authority operates within the confines of laws that govern the local government system.

The section carries out the following functions; Drafting of 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.

ICT AND Digital Administration

The ICT unit provide support to modernize operations and enhance service delivery.

• System Management: Design and administration of computerized systems and networks.
• Security: Disaster recovery planning and hardware/software management.
• Development: Staff training, research, and official website administration.