INSTITUTIONAL MANAGEMENT

FRED MUNONGO -COUNCIL SECRETARY

The Office of the Council Secretary serves as the executive office of the Town Council, with the Council Secretary functioning as the Chief Executive Officer (CEO). The office is responsible for providing strategic leadership, oversight, and coordination of all Council operations, ensuring alignment with national development goals, the Local Government Act, and the National Decentralisation Policy.

Core Responsibilities

The Office shall perform the following specific functions:

  • a)Provide overall policy guidance, administrative leadership, and coordination of all Council operations to ensure efficient service delivery.
  • b)Interpret and translate Government policies, legislation, and development frameworks into implementable Council programs and projects.
  • c)Ensure effective inter-departmental coordination to promote efficiency, minimize duplication, and enhance operational synergy.
  • d)Oversee the implementation and monitoring of Council projects and programs, ensuring alignment with strategic goals.
  • e)Coordinate planning and budgeting processes to ensure that resources are allocated in accordance with Council priorities.
  • f)Ensure compliance with legal, financial, and governance frameworks to promote transparency and accountability.
  • g)Foster stakeholder engagement with the community, Central Government, Cooperating Partners, and the private sector.
  • h)Serve as the primary liaison between the Council and external stakeholders, including Government ministries and development agencies.
  • i)Provide technical and secretarial support to Council Committees and facilitate the implementation of Council resolutions.
  • j)Spearhead risk and crisis management efforts within the Council’s jurisdiction.
  • k)Promote institutional integrity, staff performance, and professional standards across all departments.
  1. Public Relations Unit

The Public Relations Unit shall operate under the Office of the Council Secretary and is responsible for promoting the image of the Council and ensuring effective communication with the public and stakeholders.

The Public Relations Unit shall be headed by a Public Relations Officer  assisted by one (1) Assistant Public Relations Officer  

Specific Functions

The Unit shall perform the following specific functions:

  • a)Coordinate press releases and media communications to keep the public informed on Council operations and developments.
  • b)Prepare responses to press and public queries to support transparency and informed decision-making.
  • c)Coordinate the production of brochures, newsletters, magazines, radio, and television programs to disseminate Council information.
  • d)Manage digital media platforms (including websites and social media) to enhance public engagement and accessibility.
  • e)Coordinate the organization and hosting of Council functions, events, and public outreach programs.
    1. ICT UNIT

    The ICT Unit supports digital transformation and manages council information systems to ensure efficient access to planning data and services.

    The Unit shall be headed by a System Analyst and assisted by two (2) programmers  

    Core Functions:

    • Develop and maintain management information systems (MIS).
    • Align ICT systems with user needs and technical standards.
    • Manage website and digital content for the Council.
    1. Legal Services Unit

    The Legal Services Unit is responsible for providing legal counsel to the Council, representing it in legal proceedings, and ensuring that all Council activities are conducted within the framework of the law. The Unit plays a central role in safeguarding the legal and financial interests of the Council.

    The Legal Services Unit shall be headed by a Council Advocate and supported by two (2) Senior Legal Assistants.

    Key Functions

    The Unit shall perform the following specific functions:

    1. a) Legal Representation:
      Represent the Council in all legal matters before the courts of law to protect and defend the interests of the Council.
    2. b) Litigation Management:
      Prepare and manage litigation documents relating to cases involving the Council to ensure proper handling of legal proceedings and safeguard Council resources.
    3. c) Legal Advisory Services:
      Provide legal advice to the Council and its departments to support lawful and informed decision-making processes.
    4. d) Land Administration Support:
      Process land applications to support fair allocation and sustainable land development within the Council’s jurisdiction.
    5. e) Prosecution Services:
      Prosecute offences under the Local Government Draft, review, and execute contracts to support effective contract management and minimize legal risk to the Council.
    6. i) Legal Drafting Coordination:
      Coordinate the drafting and vetting of contracts and agreements prior to submission to the Attorney General, ensuring legal sufficiency and clarity.
  1. ) Land Administration Support:
    Process land applications to support fair allocation and sustainable land development within the Council’s jurisdiction.
  2. e) Prosecution Services:
    Prosecute offences under the Local Government Act and related legislation to enforce compliance with Council by-laws and statutory obligations.
  3. f) Deeds Register Maintenance:
    Maintain an accurate and up-to-date Deeds Register to support transparency and accountability in property ownership.
  4. g) Licensing:
    Issue various business licences as provided for under the law, to regulate economic activity and ensure legal compliance.
  5. h) Contract Management:
    Draft, review, and execute contracts to support effective contract management and minimize legal risk to the Council.
  6. i) Legal Drafting Coordination:
    Coordinate the drafting and vetting of contracts and agreements prior to submission to the Attorney General, ensuring legal sufficiency and clarity

(j) Revenue Legal Support:
Provide legal support on matters concerning levies, tariffs, tolls, and licences to ensure alignment with applicable laws and policies.

  1. k) Tax Law Advisory:
    Offer legal opinions on tax-related matters to support the Attorney General’s decisions and enhance fiscal policy compliance.
  2. Procurement and Supplies Unit

The Procurement and Supplies Unit is responsible for managing the acquisition of works, goods, and services to support the Council’s operations. The Unit ensures that all procurement activities are conducted transparently, efficiently, and in accordance with relevant laws and regulations, while achieving value for money.

The Procurement and Supplies Unit shall be headed by a Chief Procurement and Supplies Officer and assisted by one (1) Senior Procurement and Supplies Officer.

Key Functions

The Unit shall perform the following specific functions:

  1. a) Procurement Planning:
    Prepare and implement the Council’s annual Procurement Plan to guide the timely and cost-effective acquisition of goods, services, and works.
  2. b) Procurement Execution:
    Undertake procurement of goods, services, and works in line with approved plans and budget allocations to ensure uninterrupted Council operations.
  3. c) Contract Documentation:
    Prepare solicitation documents (e.g., Requests for Quotations, Invitations to Tender) and draft contract agreements to support fair and competitive procurement processes.
  4. d) Contract Management:
    Monitor and manage procurement contracts to ensure compliance with terms and conditions, timely delivery, and quality assurance.
  5. e) Procurement Advisory Services:
    Provide expert advice to the Council on procurement laws, best practices, and contract-related matters to promote compliance and informed decision-making.
  6. f) Reporting:
    Prepare and submit procurement activity reports to ensure accountability, transparency, and audit readiness.
  7. g) Committee Support:
    Serve as the Secretariat to the Procurement Committee, ensuring proper documentation of meetings, decisions, and approvals.
  8. Internal Audit Unit

The Internal Audit Unit is responsible for providing independent, objective assurance and consulting services designed to add value and improve the Council’s operations. It supports the Council in achieving its objectives by systematically evaluating and improving the effectiveness of risk management, internal control, and governance processes.

The Internal Audit Unit shall be headed by a Chief Internal Auditor and assisted by one (1) Senior Internal Auditor.

Key Functions

The Internal Audit Unit shall perform the following specific functions:

  1. a) Audit Assignments:
    Conduct financial, operational, and compliance audits to assess the effectiveness of internal controls, risk management, and governance systems.
  2. b) Risk Management Review:
    Evaluate and monitor the Council’s risk management processes to determine their adequacy and effectiveness in safeguarding resources.
  3. c) Secretariat Support:
    Provide Secretariat services to the Audit Committee, including preparing agendas, recording minutes, and following up on action points.
  4. d) Audit Recommendations Monitoring:
    Track the implementation of both internal and external audit recommendations and report on progress to facilitate evidence-based decision-making.
  5. e) Audit Information Management:
    Maintain an internal audit database and documentation system for secure, efficient retrieval and reference of audit reports and working papers.
  6. f) Reporting:
    Prepare and consolidate monthly, quarterly, and annual internal audit reports for submission to management and oversight bodies to support transparency and accountability.
  7. g) Advisory Services:
    Offer advisory support to management and departments on risk management, controls, and compliance to promote efficient operations and ethical practices.
  8. h) Verification Exercises:
    Carry out periodic verification of stores, assets, and inventories to ensure accuracy, accountability, and proper asset management.

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