Directorate Finance, Human resources and administration

Mandate:

  • To provide administrative support services, manage finance and human resources and account for utilization of resources to the Regional Council.

Core Functions:

  • Provide prudent financial management services to the council and
  • Provide policy guidance, planning, and advisory services on issues pertaining to human resources Management
  • Provide support services through information communication technology public relations; transport; registry services and all logistics and administrative support to the activities of the council and its constituencies
  • Ensure appropriate coordination with all stakeholders to mitigate disasters
  • impacts on vulnerable communities in our region

Human resource


We will:

  • Update Personal file as per your request within a day.
  • Update VIP system daily.
  • Ensure that delegated positions (vacant) are filled within two (2) months, and delegated within three (3) months.
  • Attend to request for leave credit days within a day.
  • Attend to misconduct cases within one month of their occurrence.
  • Respond to grievances within five (5) working days.
  • Process applications on medical aid, social security, Home loan, and GIPF within a day provided all required documents are attached.
  • Process employees benefit and Social Security claims within a day provided all documents are attached.
  • Process staff benefits upon termination of service within 10 working days provided all required documents are submitted.
  • Conduct wellness session on quarterly basis.
  • Terminate service within two working days upon receipt of notification.
  • Interpret policies on request by staff members right away or within two working days if we cannot provide an answer instantly.
  • Facilitate financial assistance within 15 working days after approval has been granted.

Finance


We will:

  • Compile and submit the Council Budget within the given deadline.
  • Monitor and control the Council expenditure on a daily basis.
  • Prepare monthly, quarterly and annual reports on budget execution.
  • Prepare monthly financial management reports within 5 working days after monthend.
  • Ensure adherence to financial legal frameworks at all times.
  • Pay Daily Subsistence Allowance (DSA) within two working days, after receipt.
  • Follow up on outstanding invoices issued to customers within 30 days.
  • Respond to audit queries within 15 working days.
  • Safe keep and bank revenue on a daily basis.
  • Request for the release of funds within 5 working days after month end.
  • Prepare and submit annual financial statements within 3 months after year-end.

Administration


Auxiliary Services


We will:

  • Avail transport and issue trip authority within one (1) day
  • Collect and distribute license disc within 5 working days after the expiring date
  • Forward request to bank for new and replacement of lost fuel cards within a day and provide a new card within 5 working days.
  • Prepare and deliver purchase order for servicing and repairs within 5 working after the request was received.
  • Scrutinize log book daily.
  • Verify and submit invoices to procurement within a day after receipt.
  • Inspect vehicles before and after handover

Constituency Support


We will:

  • Provide relevant information and referrals within a day upon receipt
  • Prepare logistic for community meetings three days prior to meeting date.
  • Render secretarial services at all times during meetings.
  • Monitor and report progress of community development programmes implementations on a monthly, quarterly and annual basis.
  • Assess and appraise all income generating projects two weeks before recommendation.
  • Submit developmental proposal to the council within three working days after CDC meeting.
  • Produce minutes three days after the meeting.

Settlements


We will:


  • Avail serviced land annually.
  • Continuously provide and maintain Municipal Services.
  • Bill customers for service rendered on a monthly basis.
  • Collect, safe keep and bank revenue daily.
  • Conduct Settlement Development Committee (SDC) and residentís meetings on quarterly basis.
  • Continuously promote settlement economic activities through various platforms.
  • Provide feedback on the status of building plan within 10 working days from the date of submission.
  • Continuously administer lease agreement contracts.
  • Conduct project inspection monthly.

Public relations and meetings


We will:

  • Produce quarterly newsletters.
  • Respond to media queries within a day.
  • Continuously update the council website.
  • Invite media to cover Council events when required.
  • Monitor media reports about the Council on a daily basis.
  • Attend all official engagements or meetings of the Regional Council at all times.
  • Distribute Council agenda 72 hours prior to the meeting date.
  • Render secretarial service during meetings.
  • Produce minutes five days after the meetings.
  • Submit ordinary Council and management committee minutes to the line Ministry within 2 days after approval

Information Technology


We will:

  • Provide adequate IT hardware/software and network infrastructure on the date of assumption of duty.
  • Handle all requests and inquiries within a day.
  • Carry out anti-virus health check daily.
  • Monitor network infrastructure daily.
  • attend to hardware failures/needs within 2 hours.
  • Replace damaged hardware components within 2 working days.
  • Create IT usage awareness to staff members when need arises.
  • Provide day to day help desk support.
  • Backup all servers daily.
  • Manage all licenses on a yearly basis and renew upon expiration.
  • Develop major system within two years, and minor system within 6 months when needs arises or upon request.
  • Assist staff members on new applications within a month from the date of implementation