Institutional Management performs executive functions for the council, including roles associated with His Worship, the Council Chairperson, and the Council Secretary. Units or sections that report directly to the executive head, rather than through another directorate, include Information and Communications Technology(ICT), Public Relations, Procurement, and Internal Auditing Sections.
The Office of the Council Secretary
The Office of the Council Secretary, serving as the institution’s Chief Executive Officer (CEO), has oversight responsibility for the day-to-day operations of the Local Authority and leads the delivery of developmental programs within the district.
Internal Audit Unit
The Internal Audit Section is crucial for maintaining operational integrity within the Local Authority. This section is tasked with developing and implementing checks and controls, conducting risk assessments, and overseeing management procedures at both policy and operational levels. Regular audits are conducted to ensure compliance with existing legislation and enhance operational efficiency. The findings from these audits are compiled into comprehensive reports, which are presented to the executive head of the Local Authority and the Audit Committee for review and recommend action.
Procurement Unit
The Procurement Section, a critical component of the institution, oversees and manages all procurement processes. This section ensures that all purchases of goods and services comply with established policies, legislation, and procedures, promoting transparency, fairness, and cost-effectiveness. Regular compliance controls verify adherence to procurement guidelines and identify areas for improvement. The Procurement Section plays a vital role in supporting the institution’s operations and strategic objectives, particularly in the delivery of the CDF project procurement and delivery.
The Public Procurement Act No. 8 of 2020
Public Procurement Regulations 2022
Public Relations Unit
The Public Relations Unit serves as a cornerstone of the Local Authority’s engagement strategy, ensuring transparent, timely and strategic communication between the council and its citizens. As the official voice and representative of the institution, the unit is entrusted with fostering trust, accountability and collaboration through proactive relationship-building with diverse stakeholders.
Core Responsibilities
The unit spearheads the development and implementation of integrated communication strategies designed to inform, educate, and engage the public. This includes monitoring and analyzing public sentiment, perceptions and feedback to guide the council’s outreach initiatives. By leveraging both traditional and digital media platforms—spanning print, electronic and social channels—the unit addresses information gaps, promotes transparency, and drives awareness of the council’s policies, projects and operational priorities.
Key Functions
– Media Relations: Drafting press releases, coordinating press briefings, speech writing and managing media inquiries to ensure accurate and consistent messaging.
– Public Engagement: Planning and executing community outreach programs, town halls, community engagement meetings and stakeholder engagement meetings to amplify citizen participation.
– Crisis Communication: Developing robust contingency plans to mitigate reputational risks and deliver clear, timely information during emergencies.
– Digital Presence: Overseeing the council’s website and social media platforms, responding to public inquiries and addressing feedback to maintain an active, responsive online presence.
– Stakeholder Collaboration: Cultivating partnerships with investors, civic organizations, employees and residents to align priorities and foster inclusive development.
Strategic Impact
By bridging communication gaps and maintaining open dialogue, the Public Relations Unit reinforces the Local Authority’s credibility and strengthens its reputation as a responsive, forward-thinking institution. Through targeted campaigns and sustained engagement, the unit ensures stakeholders remain informed, heard and invested in the collective progress of the community.
In essence, Public Relations unit is pivotal in advancing the council’s mission, driving public trust and positioning the Local Authority as a reliable partner in district development.
Legal Services Unit
The Legal Services unit is responsible for providing legal advice 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 unit further executes various functions, inter alia: drafting commercial contracts, providing legal opinions, processing land applications, trading license applications, and processing Certificates of Title and occupancy licenses issued under the Urban and Regional Planning Act No. 3 of 2015 of the Laws of Zambia, among others. The Council Advocate has four (4) Sections:
Information Communications Technology (ICT) Unit
The section provides ICT support services to improve operations and service delivery for the Local Authority. Key responsibilities include:
Functions of the Department
The administration department is divided into three sections upon which its functions have been classified.
Committee Section
Production of minutes for both committee and council meetings; Facilitation of both council and committee meetings; Production of minute extracts; Production of action sheets
General Administration Section
Facilitation of mayoral elections; Secretarial services; Fleet management; Provision of security; Certification of documents; General maintenance of the council premises; Registry Services; Enforcement of bye laws (Council Police); Inventory of Council properties.
Human Resource Section
Catering for staff welfare; Recruitment (Division IV employees); Solemnization of marriages; Staff training / development; Interpretation of conditions of service; Staff appraisals
The department of fisheries and livestock plays a vital role in promoting the country’s fisheries and livestock sectors
GOALS AND OBJECTIVES
Food security: Enhance food security through sustainable fisheries and livestock development
Economic growth: contribute to economic growth by promoting a competitive and diversified fisheries and livestock sectors.
Poverty reduction: support poverty reduction efforts by providing opportunities for employment and income generation in the fisheries and livestock sectors
FISHERIES
This department plays a critical role in managing the country’s fisheries sector
KEY ROLES AND RESPONSIBILITIES
Development of livestock development aims to contribute to poverty reduction and economic growth through a productive, competitive, diversified and sustainable livestock sub-sector.
KEY RESPONSIBILITIES
Livestock production: streamlining livestock production and extension activities to promote a thriving industry.
Poverty Reduction: Contributing to poverty reduction through sustainable livestock development
Economic growth: supporting economic growth by promoting a competitive and diversified livestock sub-sector
GOALS AND OBJECTIVES
Productivity: increase productivity and competiveness in the livestock industry
Sustainability: Promote sustainable livestock development practice
Diversification: Encourage diversification in the livestock and contribution to the economy
VETERINARY SERVICES
KEY RESPONSIBILITIES
Animal Health and Advisory services: providing animal health extension and pest prevention and control, animal vaccinations and animal movement control
Veterinary public health: ensuring consumers safety and product quality in animal- derived products through certifications for human consumption
Laboratory disease screening and conformation: conducting laboratory confirmatory diagnosis of disease pathogens and pests.
Tsetse control and surveillance: monitoring tsetse vector presence and applying effective control measures
Animal traceability: responsible for animal traceability issues through the animal traceability unit
Finance Department Functions
To prepare and maintenance of books of accounts
Preparation of management and annual accounts
To source and collect revenue and control receipts thereof
To control external debtors
Provide internal audit services
Coordinate the preparation of the annual council budgets and undertake regular budget performance reviews
To manage the payroll
To maintain a fixed asset register
To maintain a register of all accountable documents
To Maintain an investment register
To ensure efficient and effective stores management
Filing of accountable documents
To process payments and keep up to records
Production of monthly and quarterly financial reports to standing committees
Provide financial advice to the Council
The Department of Social Welfare in Zambia, under the Ministry of Community Development and Social Services, plays a vital role in promoting social protection and uplifting vulnerable populations across the country. Here’s a structured overview of what they do and the services they offer:
Core Mandate
The department is responsible for the provision and promotion of quality social welfare services aimed at:
Functions of The Engineering Department
Specific Objectives of the Department
The Ministry of Agriculture derives its mandate from the Government Gazette Notice No. 836 of 2016.
Its portfolio functions are as follows
In Zimba district Agriculture plays a key role of supporting small scale farmers who generally do the production of the required raw materials for industries at national level, producing exportable agricultural goods, generating employment particularly in rural areas, as well as providing food stuffs essential for the sustenance of acceptable nutrition standards and levels.
To achieve the Government’s role, the ministry of Agriculture in Zimba has the following objectives
The Agricultural Department is considered the primary provider of the agricultural extension service. The overall focus for the department is to enable the farmers make informed decisions to increase their production and productivity.
The Department is responsible for provision of extension, advisory and technical services to farmers on various aspects of crop production, irrigation development, agricultural mechanisation and land husbandry. The Department provides a key interface with the farmers through the extension staff who are present at district and community levels (agricultural blocks and camps).
The main functions of the Department include: –
The Technical Services Branch is responsible for providing irrigation services, land husbandry and agricultural mechanisation so as to contribute to increased food production through the application of economically sustainable technologies as well as enhancing sustained use of agricultural land resource base.
The Branch is responsible for the provision of Crop Production Technologies in the following areas:
The Crops Production Branch serve as an interface between agricultural research and extension services to the lowest level of contact with the farmers, as well as with other relevant organisations, institutions and key stakeholders on crop production matters.
The Agricultural Advisory Services Branch facilitate timely dissemination of relevant agricultural extension information relating to activities such as crops production, farm management, extension methodology, food and nutrition to enable farmers make enlightened agricultural decisions. In addition, the Branch will facilitate the provision of technical services and guidance to the farming community to increase production and productivity
The Food and Nutrition Section facilitates the provision of technical services and guidance to the farming community especially women in areas of nutrition and food nutritive value, food utilisation, household food processing, preservation and storage in order to improve knowledge and skills.
The Agribusiness & Marketing Section, under the Department of Agriculture revitalizes agricultural marketing and supports socio-economic recovery through:
The Department main responsibility is to develop and implement information programmes at the district to inform and educate the public. The main activities the department undertake are as follows:
The department provides a key interface with the small-scale farmers in the district through the extension staff who are present at district and community levels (agricultural blocks and camps). This enables government’s agricultural developmental agenda, driven through the local authority, to be taken closer to the people. Through various interventions such as trainings, provision of improved inputs, and agricultural advisories by the department of agriculture, farmers will be able to enhance their agricultural knowledge and have access to improved technological advancements that will ultimately lead to increased production and productivity of their crops. That way food, nutrition and income security at household level will be guaranteed.
Objectives of the Planning Department
Specific Objectives of the Department
Health interacts with several pieces of legislations some of which are: –
MAIN FUNCTION
DESCRIPTION OF FUNCTIONS
OVERVIEW
The Department of Community Development in Zimba District is a vital component of the local authority, dedicated to empowering vulnerable but capable households through targeted social protection interventions. Our mission is to improve the livelihoods of individuals and communities, reducing poverty and promoting sustainable human development. By implementing a range of community development programs, we strive to create a more equitable and prosperous society for all citizens of Zimba District.
CORE FUNCTION
The primary role of the Department of Community Development is to facilitate socio-economic empowerment for vulnerable populations. This involves designing and implementing programs that promote self-sustainability, reduce poverty, and enhance the overall well-being of individuals and communities. Our core function is to enable communities to improve their livelihoods and quality of life, thereby contributing to the broader goals of the local authority.
KEY PROGRAMMES UNDERTAKEN
The department implements a range of key programs, including:
1. Food Security Pack Programme: This program has three components:
– Rainfed Cropping: Providing agricultural inputs, such as seeds and fertilizers, to poor and vulnerable farmers, enabling them to increase their crop yields and improve their food security.
– Wetlands Cropping: Supporting farmers in wetland areas with specialized inputs and training, helping them to optimize their use of these valuable resources.
– Alternative Livelihood Initiative (ALI): Introducing non-crop agricultural inputs, such as small livestock and poultry, to provide alternative sources of income and nutrition for vulnerable households.
2.Supporting Women’s Livelihoods (SWL) Initiative: This program provides opportunities for extremely poor women to increase their productivity and improve their livelihoods. Through targeted training and support, women are empowered to start and manage their own businesses, improving their economic stability and contributing to the well-being of their families.
3.Non-Formal Education/Adult Functional Literacy: This program imparts basic knowledge on reading, writing, arithmetic, and financial literacy to adults, enabling them to make informed decisions about their lives and improve their socio-economic status.
4.Community Self-Help Programme: the objective of this programme is to facilitate effective service delivery through support to community initiated projects.
PROGRAMMES IMPACT
Our programs have a significant impact on the lives of individuals and communities in Zimba District. For example:
– The Food Security Pack Programme has helped to increase crop yields and improve food security for thousands of vulnerable households.
– The Supporting Women’s Livelihoods Initiative has empowered women to start and manage their own businesses, improving their economic stability and contributing to the well-being of their families.
– The Non-Formal Education/Adult Functional Literacy program has enabled adults to acquire basic literacy and numeracy skills, improving their ability to make informed decisions about their lives.
ORGANISATIONAL STRUCTURE
The department has a hierarchical structure, with the District Community Development Officer overseeing the implementation of programs at the district level. The officer is supported by Community Development Officer, Four Assistant Community Development Officers and five Community Development Assistants who work directly with community members at the sub-center level. This structure enables the department to respond effectively to the needs of communities, while also ensuring that programs are implemented efficiently and effectively
DEPARTMENTAL GOALS AND OBJECTIVES
The Department of Community Development has several key goals and objectives, including:
– To empower vulnerable households through targeted social protection interventions.
– To promote sustainable human development and reduce poverty in Zimba District.
– To improve the livelihoods and quality of life for individuals and communities.
– To provide equitable social protection services to communities, with a focus on the most vulnerable populations.
CONTRIBUTION TO THE MANDATE OF THE LOCAL AUTHORITY
The Department of Community Development plays a critical role in achieving the mandate of the local authority. By empowering vulnerable populations and promoting self-sustainability, we contribute to the broader goals of poverty reduction, economic growth, and improved well-being for all citizens of Zimba District. Our programs and activities are designed to complement the work of other departments and stakeholders, ensuring a coordinated and effective response to the needs of communities.
CHALLENGES AND OPPORTUNITIES
The department faces several challenges, including limited resources, inadequate infrastructure, and the need to reach more vulnerable populations. However, we also see opportunities for growth and development, particularly through partnerships with other stakeholders and the use of innovative technologies. By working together with communities, other departments, and external partners, we can leverage these opportunities to achieve greater impact and improve the lives of individuals and communities in Zimba District.
Future Plans
Looking ahead, the Department of Community Development plans to:
– Expand the reach and impact of our programs, particularly in far flung areas
– Strengthen our partnerships with other stakeholders, including community-based organizations and external donors
– Develop new and innovative programs to address emerging challenges and opportunities
– Continue to build the capacity of our staff and community members, ensuring that we have the skills and knowledge needed to achieve our goals and objectives.
By working together, we can build a brighter future for the people of Zimba District.
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