Dept.
Institutional Management

                                      SAMUEL CHILOMBO       

                                     COUNCIL SECRETARY

          OFFICE OF THE COUNCIL SECRETARY 

                 ____________________________________________


     The Office of the Council Secretary stands at the core of Pemba Town Council’s leadership and service delivery structure. As the Chief Executive Officer (CEO) of the Local Authority, the Council Secretary is responsible for steering the institution toward its development vision through strategic leadership, policy direction, and oversight of daily operations. The office plays a critical role in translating council decisions into tangible services and developmental outcomes for the district.

The Council Secretary not only coordinates interdepartmental functions and ensures the smooth running of the Council’s activities but also directly supervises a number of key support units that play essential roles in governance, compliance, innovation, communication, and procurement. 

 

                        

                      Internal Audit Unit

                       ________________________________

 

This Unit functions as the council’s watchdog for financial integrity and
operational efficiency. Its core responsibilities include:

  • Conducting periodic audits of all departments and projects to assess risk, compliance, and accountability.
  • Reviewing financial records, expenditure reports, and internal controls to ensure transparency and prevent misuse of public funds.
  • Offering recommendations for improving systems and processes to enhance efficiency and minimize irregularities.
  • Providing independent assurance to management and stakeholders on the proper use of resources.

This unit plays a key role in promoting good governance and reinforcing public confidence in the
council’s operations. 

                           

                    Procurement Unit 

               ___________________________                           

 

This Unit is tasked with ensuring that all goods, services, and works procured by the
council follow transparent, fair, and cost-effective procedures. The unit’s duties include:

  • Coordinating all procurement activities in line with the Zambia Public Procurement Authority (ZPPA) regulations.
  • Preparing procurement plans, tender documents, and contract award notices.
  • Managing supplier relationships and maintaining a reliable supplier database.
  • Ensuring that all acquisitions support value for money and contribute to efficient service delivery.

The unit is crucial in maintaining integrity in spending and accelerating the implementation of
council projects and service

            

           

              Information Technology (IT) Unit

                    _______________________________________
 

 The IT Unit drives the council’s digital transformation agenda. It ensures that all departments are

technologically enabled to serve the public efficiently. The unit handles:

  • Installation, maintenance, and upgrading of the council’s hardware and software systems.
  • Administration of network infrastructure and internet services across departments.
  • Support for e-Governance platforms such as payroll systems, the Constituency Development Fund (CDF) tracking
    tools, and online service portals.
  • Data security, backup systems, and disaster recovery plans.
  • Technical support to users and training of staff in basic ICT skills.

With increasing demand for digital services, the IT Unit is instrumental in modernizing council
operations and enhancing public access to services.

 

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                     Public Relations Unit

                     _________________________________

 

 This Unit is the voice and face of the council. It handles all matters relating to
communication, public image, and media engagement. Its responsibilities
include:

  • Managing internal and external communication strategies to keep the public informed about council activities, programs, and services.
  • Coordinating with media houses, managing press statements, and organizing official events and community engagements.
  • Handling crisis communication and ensuring consistent messaging in all platforms.
  • Managing the council’s social media pages, website content, and other digital communication tools.
  • Promoting civic education and encouraging community participation in local governance.

This unit plays a pivotal role in strengthening the relationship between the council and the community it serves.

 

 

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