Ms. Sombo Kawilila
Town Clerk
Institutional Management carries out executive functions of the council including that of His Worship 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, Internal Audit and Information and Communications Technology (ICT) Sections.
The office of the Town Clerk 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 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 role of the Information and Communications Technology (ICT) Section is to ensure that the institution utilises technology effectively and efficiently. This includes providing technical support, managing infrastructure, developing and implementing ICT solutions, and fostering ICT literacy among staff.
Roles Overview
Technical Support and Infrastructure Management
Troubleshooting and Maintenance:
The ICT section provides technical support to users, addressing issues with hardware, software, and network connectivity.
Infrastructure Management:
They are responsible for maintaining and upgrading the department's ICT infrastructure, including servers, networks, and devices.
Software Support:
They manage and maintain software applications used by the department, ensuring compatibility and functionality.
ICT Solution Development and Implementation
Needs Assessment:
They assess the department's ICT needs and recommend solutions that align with organizational goals.
Solution Development:
They develop or implement ICT solutions to address specific departmental needs, such as automating processes or improving communication.
Training and Support:
They provide training to staff on how to use new ICT solutions effectively and offer ongoing support.
ICT Awareness and Capacity Building
Awareness Programs:
The ICT section conducts awareness programs to educate staff on the benefits of using ICT and to promote its responsible use.
Skill Development:
They may offer training programs to improve the ICT skills and competencies of staff.
Policy Development:
They contribute to the development of ICT policies and guidelines that ensure the safe and effective use of technology within the department.
Overall, the ICT Section acts as a facilitator, enabling the institution to leverage technology to improve efficiency, enhance communication, and achieve its goals. They bridge the gap between the institution's needs and the available technology, ensuring that ICT is used effectively as a strategic tool for success.
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 Section.
The Town Planning Section executes town planning strategies to achieve a harmonious and acceptable urban environment. The key responsibilities under this section include:
Buildings Inspection Section
This section holds the responsibility for development control. The primary duties of this unit include the following tasks:
Socio-Economic Planning Section
The section is mandated to undertake socio-economic planning to enhance the implementation of Council developmental plans and programs. Key responsibilities include:
Environmental Planning Section
The section is mandated to with the responsibility of mainstreaming environmental concerns in development plans and programs to enhance sustainability. Key responsibilities include:
The Directorate of Engineering Services is charged with the supervision and delivery of public works and engineering services in the district. The department also houses the Fire and Rescue Services under which the fire brigade falls.
SECTIONS UNDER ENGINEERING:
FIRE SECTION
Fire prevention,
Protect people’s property
Humanitarian services
ROADS AND DRAINAGES
Construction and maintenance of roads and drainages in order to facilitate movement of people and goods and increase lifespan of roads.
BUILDING MAINTENANCE
Oversees efficiently the maintenance of municipal buildings in order to ensure safety of buildings and prolong life span.
ELECTRICAL
Installation and maintenance of electrical systems in the municipal road network and general council infrastructure in order to facilitate the operations and safety of the public.
PARKS AND GARDENS
Coordinates efficiently the creation and maintenance of parks and gardens in order to provide recreational facilities beautify the town.
QUANTITY SURVEY
Quantifying and general procurement of projects in order to create value for money.
ARCHITECTURE
Provides architectural services in order to ensure adherence to architectural standards and design of municipal buildings.
RURAL WATER AND SANITATION
Provision of water and sanitation services in the district
David Silwimba
Director Finance
The department of finance is one of the departments under the council responsible for effective and efficient mobilization and prudent utilization of financial resources in order to enhance service delivery.
Objectives
The department is headed by a Director who is responsible for the sections/ units that fall under the department. The units that fall under the directorate are Human Resources, Central Administration, Registry, Committee, and Police.
The Unit is responsible for personnel and establishment management. It provides strategies for the acquisition, utilization, improvement, and retention of an enterprise’s human resources. Other responsibilities for the unit are:
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:
The unit is responsible for Community police, Maintain Security, and Law and order. Facilitate for Security measures, Law, and order in the Council.
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.
Responsible for records management and filling of council records and correspondences.
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;
a. State Land.
b. Housing (Statutory and Improvements) Area.
Procedure for allocation of land
The section processes applications for various trading licenses relevant for conducting business in Luanshya 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 Department of Public Health interacts with several pieces of legislations some of which are: -
MAIN FUNCTIONS:
DESCRIPTION OF FUNCTIONS
The Department is responsible for the provision of the following.
The department is headed by the DHSS who is responsible for five section heads as listed.
This Section is headed by the CDO and is responsible for the following main functions.
Luanshya Municipal Council
Civic Centre
Fourteenth Street
P.O BOX 90140
Email: luanshyamunicipal@gmail.com
LUANSHYA, COPPERBELT PROVINCE
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