The Office of the Council Secretary.

The office of the Council Secretary has the overall charge of overseeing and managing the operations of the Council in order to ensure effective delivery of quality services to the community. From the overall responsibilities of the Council Secretary’s office, it is by design that the strategic objectives thereof are largely based on operational excellence and good governance.

Procurement Section

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.

Public Relations Section

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.

Internal Auditor Unit

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.

Information Communications Technology Unit

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:
  • Design and Administration of Computerized Systems.
  • Provide Training to staff.
  • Research and Development.

Human Resources

Is responsible for human resources management and development, conditions of services, Industrial relations, records management and Leave days management.

General Administration

This unit is responsible for the general administration and running of the day-to-day office operations. The following are some of the functions/services:
  • Facilitate the solemnizing of marriages
  • Procure of office furniture and equipment.
  • Promote staff health and safety in the council. Identify the number of sick people as well as visit the visit. Identify prone risk areas.
  • Transport Management. Manages effectively the availability of transport to facilitate staff mobility and transportation of materials and equipment.
  • Licensing and insuring. Facilitate the licensing and insurance of all vehicles for Mwandi Town Council.
  • Office accommodation. Provide timely provision of office space for officers to create a conducive work environment.
  • Management of clerical services.
  • General maintenance of office spaces and surrounding.

Council Police

The unit is responsible for Community police, Maintain Security, and Law and order. Facilitate for Security measures, Law, and order in the Council.

Committee Section 

The committee section plays the role of secretariate in all council meetings. Their role is to document and minute all meetings a from Management meeting, various committees and the full council meeting.

Registry section

Responsible for records management and filling of council records and correspondences.
The Planning Department holds the authority for both Rural and Urban Planning and Development control, as outlined by The Urban and Regional Planning Act. Under the supervision of the Director of Planning, the department is tasked with establishing a clear developmental framework and roadmap for the district. To accomplish these developmental goals, the department operates through its seven units.
Town Planning
The Town Planning Section executes town planning strategies to achieve a harmonious and acceptable urban environment. The key responsibilities under this section include:
  • Design of local Area plans.
  • Numbering of Plots
  • Forward Planning.
  • Coordination of transport routes and bus stations to optimize city planning.
Building Inspections
This section holds the responsibility for development control. The primary duties of this unit include the following tasks:
  • Building Inspections.
  • Identify illegal structures and unauthorized development.
  • Enforce compliance.
Social Economic Planning
The section is mandated to undertake socio-economic planning to enhance the implementation of Council developmental plans and programs. Key responsibilities include:
  • Development Planning.
  • Capacity building.
  • Project Proposals.
  • Coordinate Constituency Development Fund (CDF) activities
  • Monitoring and Evaluation.
  • Research.
Rural water and sanitation section
Responsible for water supply and behavioral change.
Environmental Planning
The section is mandated to with the responsibility of mainstreaming environmental concerns in development plans and programs to enhance sustainability. Key responsibilities include:
  • Preparation of Environmental Assessment Reports.
  • Environmental Profiling.
  • Preparation of Environmental Briefs.
  • Conduct Environmental Education.
  • Monitoring and Evaluation.
Survey Section
The section is responsible for guiding land boundary limits. Some of the major tasks are:
  • Placement and Re-Establishing of property boundaries.
  • Road marking.
  • Preparation of survey diagrams.
  • Preparation of survey reports.
  • Management of Geographical Information Systems (GIS)

DEPARTMENTAL STRUCTURE

The department is headed by the Director Engineering Services and supported by the Assistant Director Engineering Services. 

ENGINEERING SECTION

This section oversees all infrastructure and utility-related operations. It is divided into the following units:

Maintenance and Electrical Engineering Unit

  • Manages the installation and maintenance of electrical systems, street lights, and traffic lighting.
  • Oversees maintenance of public buildings and ensures their serviceability.

Quantity Surveying Unit

  • Prepares Bills of Quantities, tender documentation, and cost estimates.
  • Administers construction contracts to ensure value for money.

Architectural Unit

  • Develops architectural designs and working drawings.
  • Supervises and manages contracts for the construction of public buildings.

Roads and Drainage Unit

  • Designs, constructs, and maintains roads and drainage systems.
  • Ensures safe and efficient transportation within the district.

Mechanical Services Unit

  • Maintains and repairs council vehicles and heavy-duty equipment.
  • Ensures functionality of machinery and mechanical systems.

RURAL WATER AND SANITATION UNIT

Led by the Water and Sanitation Engineer, this unit is responsible for water and sanitation services in underserved areas. Key functions include:

  • Designing and coordinating water supply and sanitation infrastructure.
  • Supporting community-based water supply and sanitation initiatives.
  • Monitoring and maintaining water and sanitation systems in rural and peri-urban areas.
  • Regulating private sanitation providers to ensure public health and environmental protection.

The Finance Department is responsible for revenue mobilization, accounting and management of financial resources, investment and valuation of property within the council area. It has four sections as follows:

  1. Revenue: The section is responsible for effective and efficient collection of revenue due to the council for easy operation of the council.
  2. Accountancy: this section is responsible for, management of budget preparations process and maintenance of books of accounts for prudent utilization of resources and timely production of financial reports for both internal and external users in order to facilitate decision making
  3. Technical: Coordinating the timely production of financial reports for both internal and external users in order to facilitate decision making and effective management and maintenance of the assets register in order to determine the value of and safeguard council assets.
  4. Expenditure: This section is responsible for; effective monitoring of expenditure in order to ensure compliance with the council’s budget and effective management of the payroll in order to ensure that expenditure on personal emoluments is contained within the budget limits. Departmental objectives:

The Department wishes to accomplish its functions through the following Departmental objectives:

To record and report all financial transactions in compliance with statutory and regulatory requirements, as well as professional standards and council policies and procedures.

 To ensure all revenue due to the council are billed and collected timely.

The Department of Legal Services was established to provide legal services to the council in order to ensure that it operates within the legal framework. The department manages and undertakes timely presentation of court matters in order to safeguard council interests. It also has the responsibility of conducting timely prosecution of criminal offences pursuant to the local government act and other related legislation in order to enhance compliance. The department oversees estate management by the timely processing of land applications in order to facilitate allocation and sustainable development as well as effectively maintaining the deeds register in order to facilitate storage and retrieval of information. It also regulates conduct of businesses through the timely and effective issuance of licenses. Lastly, the department oversees the preparation of all contractual arrangements and execution in order to enhance contract management. Sections include Estates, Deeds, Licensing

DEPARTMENTAL STRUCTURE

Health Services Section
Manage general nursing, clinical care, medications, medical equipment, and a variety of healthcare facilities in addition to coordinating the delivery of preventive and curative health services.

Section of Health Services Units:

a) Diagnostic Services and Clinical Care Unit
oversees outreach, pharmacological, clinical, and diagnostic services.
offers both inpatient and outpatient curative therapy.
oversees nutrition, child, adolescent, neonatal, and maternity services.
oversees biomedical, funerary, rehabilitative, and surgical services.
guarantees clinical care research and quality assurance.
b) The Unit for Nursing and Midwifery Services
Organizes the provision of nursing and midwifery services. Carries out nursing standards, guidelines, and procedures
offers nursing staff training and technical assistance.
works together with Zambia's Nursing and Midwifery Council (NMCZ).
carries out quality evaluations and research in nursing practice.
Facilities for Health under this Section:

Comprehensive clinical, diagnostic, pharmacological, surgical, and maternity care services are offered by district hospitals.

Little Hospitals
Provide primary and some secondary care services, such as basic diagnostics, maternity and child health, and minor surgery.

iv. Health Centers by Zone

act as Health Post referral hubs and offer public health initiatives, health education, and outpatient treatments.

In urban settings, urban health centers provide pharmaceutical, diagnostic, maternity, and outpatient services.

Health Centers in Rural Areas
In rural areas, offer basic curative and preventive treatment as well as other critical health services.

Section of Public Health Services:

Prevent disease and control initiatives, solid waste management, health education, and surveillance systems to enhance population health and extend life.

Units in the Section of Public Health Services:

Public health programs are implemented by the Public Health Unit.
carries out community health research and disease surveillance; offers technical assistance and health education; and oversees sanitation, medical waste, and food and medication safety.
Organizes the response and preparation for disease outbreaks
carries out sanitation and hygiene initiatives
Public health inspections are carried out by the Health Inspectorate Unit.
guarantees adherence to public health regulations, workplace health, and food safety d) Health Promotions Unit
carries out programs for behavioral change and health education
Works together with stakeholders and the media
carries out community and school health outreach
e) The Cleaning and Pest Control Unit oversees the cleaning of public spaces and streets.
regulates vectors and pests.

Departmental Structure

The Department is headed by a Director of Fisheries, Livestock and Veterinary Services and is supported by Assistant Directors overseeing four main sections:

  1. Fisheries and Aquaculture
  2. Livestock Development
  3. Veterinary Services
  4. Fisheries and Livestock Marketing
  5. Fisheries and Aquaculture Section

To implement and monitor fisheries programmes related to both capture fisheries and aquaculture development, while also providing regulation, education, and extension services at the district level.

Core Functions:

  • Conserve, manage, and develop fishery resources in a sustainable manner.
  • Prevent pollution and environmental threats to aquatic ecosystems.
  • Enforce the annual fishing ban to support fish breeding.
  • Provide fisheries and aquaculture extension services.
  • Inspect aquatic environments and fish handling practices.
  • Disseminate knowledge on fisheries and aquaculture.
  • Support training institutions on fisheries-related issues.
  1. Livestock Development Section

To promote livestock development programmes that enhance productivity and sustainability in livestock farming systems.

Core Functions:

  • Promote animal welfare and livestock production systems.
  • Encourage production of indigenous livestock breeds.
  • Manage pasturelands and water sources for livestock.
  • Enforce standards for livestock and related products.
  • Facilitate the transfer of livestock production technologies.
  • Maintain a district livestock database.
  • Coordinate with stakeholders in livestock management.
  1. Veterinary Services Section

To control zoonotic diseases, ensure food safety from animal-source products, reduce antimicrobial resistance, and promote animal welfare.

This section is subdivided into three units:

3.1. Veterinary Public Health Unit

Functions:

  • Implement zoonotic disease control measures.
  • Conduct disease surveillance (e.g., rabies, brucellosis, TB).
  • Enforce regulations for domestic animal management (e.g., dog control).
  • Promote public awareness of zoonotic diseases.

3.2. Veterinary Inspectorate Unit

Functions:

  • Monitor and enforce food safety in processing establishments.
  • Inspect production points and feed manufacturers.
  • Conduct meat inspections in abattoirs.
  • Monitor veterinary drug residues.
  • Enforce sanitary standards in animal product facilities.

3.3. Veterinary Extension Services Unit

Functions:

  • Provide animal health extension services to farmers.
  • Manage veterinary checkpoints and quarantine facilities.
  • Conduct training on animal husbandry and disease prevention.
  • Support establishment of disease-free zones to facilitate trade.

Fisheries and Livestock Marketing Unit

The Fisheries and Livestock Marketing Unit is mandated to spearhead the implementation of fisheries and livestock marketing initiatives at the district level. The Unit plays a key role in transforming fisheries and livestock production into viable commercial enterprises by improving market access, promoting value addition, and strengthening agribusiness capacities among producers.

Core Functions

The Unit shall perform the following specific functions:

  1. Strategy Development and Implementation
  • Formulate and operationalize fisheries and livestock marketing strategies to strengthen market systems and improve product competitiveness.
  1. Market Information Management
  • Collect, analyze, and disseminate timely and relevant market data on livestock and fish products and by-products to guide producers, processors, traders, and policymakers in making informed decisions.
  1. Capacity Building and Agribusiness Development
  • Coordinate and deliver training programs in agribusiness and marketing for fishers and livestock farmers to enhance entrepreneurial skills and promote market-driven production systems.
  1. Trade Facilitation (Domestic and Cross-Border)
  • Support and promote local and international trade of livestock and fishery products, particularly in border districts such as Sesheke and Kazungula, to expand markets and increase household incomes.
  1. Market Research and Analysis
  • Conduct research on consumer preferences, value chains, pricing trends, and demand-supply dynamics to inform market development policies and interventions.
  1. Marketing Infrastructure Development
  • Promote the establishment, upgrading, and maintenance of essential fisheries and livestock marketing infrastructure such as slaughter facilities, fish markets, cold storage units, and transportation systems to reduce post-harvest losses and enhance product quality.
  1. Stakeholder Engagement and Investment Promotion
  • Collaborate with public and private stakeholders, including cooperatives, traders, processors, and investors, to foster market linkages, innovation, and investments in the fisheries and livestock value chains.
  1. Nutrition Improvement through Market Access
  • Enhance access to and consumption of safe, diverse, and culturally acceptable animal-source foods to improve nutritional outcomes in both rural and urban communities.

Value Addition, Preservation, and Food Security

  • Promote diversified fisheries and livestock-based products through food processing, preservation, and storage techniques to increase shelf life, reduce food waste, and support household food and nutrition security.

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