DEPARTMENTS , SECTIONS & FUNCTIONS

HUMAN RESOURCE AND ADMINISTRATION

The Director of Administration and Human Resource is the head of the department. The Department of Human Resources and Administration currently manages and develops human resources, offering administrative and logistical support services to enhance the Council’s performance and ensure smooth operations. The department also provides secretarial services to the council committees. Its specific functions include:

• Managing the human resource function to boost staff morale and optimise the utilisation of human resources.
• Providing administrative and logistical support services to ensure the council’s smooth operations.
• Disseminating human resource and administrative policies to inform decision-making and create awareness.
• Interpreting terms and conditions of service, the code of ethics, and government policy on training to enhance adherence and ensure compliance with the national training policy.
• Conducting training needs assessments in the Council to facilitate the preparation of training programmes.
• Maintaining buildings and surroundings to promote a conducive working environment.
• Providing registry services to contribute to the efficient operation of the Council.
• Formulating and implementing staff wellness programmes.
• Providing secretariat services to the council committees.
• Providing security services to safeguard Council property.
• Coordinating the operationalization of the integrity committee to create general awareness of the dangers and effects of corruption and unethical conduct.

The department operates under the leadership of a Director of Human Resources and Administration, with a proposed establishment of various staff members to fulfil these functions effectively.

Human Resource Section

The Human Resource Management and Development Section currently manages the human resource functions to improve performance and ensure smooth operations of the Council. This section is responsible for the following specific functions:

• Manage human resources to enhance productivity and optimise their utilisation.
• Coordinate wellness and safety programmes to enhance staff well-being and mitigate the impact of HIV/AIDS and other ailments.
• Coordinate staff welfare programmes to motivate staff and enhance productivity.
• Interpret and disseminate labour laws and terms and conditions of service to create awareness and promote fairness in their application.
• Maintain staff discipline and coordinate grievance handling to uphold professionalism.
• Manage payroll to facilitate the payment of salaries and other allowances.
• Coordinate the implementation of performance management systems to monitor and evaluate performance.
• Facilitate the recruitment, promotion, placement, retention, and separation of staff.
• Plan and implement staff training and development programmes to build capacity.

The HR department is led by a Chief Human Resource Officer and supported by an HR Officer. This leadership ensures the effective execution of the unit’s functions.

Committee and Administration Unit

The Committee and Administration Section currently provides essential administrative and logistical support services to enhance the smooth operations of the Council. This section also serves as the secretariat for the council committees, ensuring accurate documentation of council resolutions. The section performs the following specific functions:

• Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
• Maintaining infrastructure and surroundings to promote a conducive working environment.
• Managing assets to ensure they are in good working condition and appropriately placed.
• Facilitating the maintenance of vehicles and other equipment to prolong their usability.
• Spearheading national event commemorations.
• Providing records management services to ensure easy access and retrieval of information.
• Receiving and distributing correspondence to facilitate the easy flow of information.
• Archiving records to secure information and provide easy access.
• Providing secretarial services to council standing committees.
• Preparing and circulating the council calendar of meetings.
• Collecting and reviewing reports for accuracy and presentation.
• Circulating reports to committee members.
• Recording minutes and resolutions.
• Filing reports and minutes.
• Producing minutes for the Council and Council Committees.

The Section is led by a Chief Committee & Administrative Officer, assisted by an Administrative Officer, Committee Clerk, and a Registry Supervisor. This leadership structure ensures the efficient execution of the unit’s functions.

Administration Section 

The Administration Unit currently plays a crucial role in providing administrative and logistical support services to enhance the smooth operations of the Council. The unit, under the leadership of an administrative officer, performs the following specific functions:

• Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
• Maintaining infrastructure and surroundings to promote a conducive working environment.
• Managing assets to ensure they are in good working condition and appropriately placed.
• Facilitating the maintenance of vehicles and other equipment to prolong their usability.
• Spearheading national event commemorations.

Under the leadership of the Administrative Officer, the Unit ensures that these functions are carried out efficiently, contributing to the overall effectiveness of the Council’s operations.

The Committee Unit 

The Committee and Administration Section currently provides essential administrative and logistical support services to enhance the smooth operations of the Council. This section also serves as the secretariat for the council committees, ensuring accurate documentation of council resolutions. The section performs the following specific functions:

• Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
• Maintaining infrastructure and surroundings to promote a conducive working environment.
• Managing assets to ensure they are in good working condition and appropriately placed.
• Facilitating the maintenance of vehicles and other equipment to prolong their usability.
• Spearheading national event commemorations.
• Providing records management services to ensure easy access and retrieval of information.
• Receiving and distributing correspondence to facilitate the easy flow of information.
• Archiving records to secure information and provide easy access.
• Providing secretarial services to council standing committees.
• Preparing and circulating the council calendar of meetings.
• Collecting and reviewing reports for accuracy and presentation.
• Circulating reports to committee members.
• Recording minutes and resolutions.
• Filing reports and minutes.
• Producing minutes for the Council and Council Committees.

The Section is led by a Chief Committee & Administrative Officer, assisted by an Administrative Officer, Committee Clerk, and a Registry Supervisor. This leadership structure ensures the efficient execution of the unit’s functions.

Registry Section

The Registry Unit currently oversees the maintenance and security of records, aiming to facilitate accessibility, security, and efficient retrieval of information. Led by a dedicated registry supervisor, the unit diligently carries out the following specific functions:

• Provides records management services to ensure easy access and retrieval of information.
• Receives and distributes correspondence to facilitate the smooth flow of information.
• Archives records to secure information and provide easy access.

The Unit’s efficient operation, supported by Registry Clerks, contributes to the seamless organization and accessibility of crucial information within the Council.

Security Section

The Security Section currently takes charge of enforcing law and order within Council premises, markets, and bus stations. Under the leadership of a dedicated Senior Security Officer, the Section diligently carries out the following specific functions:

• Provide security at Council premises, markets, and bus stations to maintain law and order.
• Conduct investigations into irregularities and thefts occurring at council premises, markets, and bus stations.
• Arrest offenders in accordance with the law.
• Provide security to Council VIP officers.
• Enforces council by-laws to ensure compliance.

Supported by a team of skilled security officers, the Section plays a crucial role in maintaining a secure and orderly environment within the Council.

DEPARTMENT OF FINANCE

The Department of Finance mandate is to generate and manage financial resources to facilitate the effective implementation of various programmes.

Additionally, the department plays a crucial role in overseeing commercial and business development services, as well as managing stores. The department is committed to the following specific functions:

1. Prepares and submits financial management reports to ensure compliance with financial regulations and facilitate informed decision-making.
2. Develop and implement internal controls to enhance transparency and accountability in the utilisation of financial and material resources.
3. Collects and accounts for Levies, Fees and Charges and other revenues to safeguard public resources and support the budget.
4. Maintains expenditure and commitment ledgers to ensure that public funds are appropriately utilised.
5. Conducts research to explore and establish new business ventures.
6. Manages the provision of hospitality and other business services.
7. Accounts for assets to safeguard public property.
8. Prepares and submits annual audited accounts to facilitate decision-making.
9. Manages stores efficiently.
10. Manages risks effectively to mitigate losses.
11. Handles payroll management.

The department is headed by Director of Finance, ensuring effective financial management and strategic decision-making.

DEPARTMENT OF  PLANNING

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:

• Design of local Area plans.
• Numbering of Plots
• Forward Planning.
• Coordination of transport routes and bus stations to optimize city planning.

Buildings Inspection Section

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.

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)

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:

• Development Planning.
• Capacity building.
• Project Proposals.
• Coordinate Constituency Development Fund (CDF) activities
• Monitoring and Evaluation.
•  

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:

• Preparation of Environmental Assessment Reports.
• Environmental Profiling.
• Preparation of Environmental Briefs.
• Conduct Environmental Education.
• Monitoring and Evaluation.

Department of Engineering

The Department of Engineering is currently responsible for providing engineering services, fire and rescue services, managing parks and gardens, and maintaining motor vehicles, plants, and equipment. Additionally, it oversees the provision of electricity services and inspects vehicles.

Department of Engineering

The department carries out specific functions that include:

• Constructing and maintaining local roads, drainage systems, and buildings.
• Facilitating the provision of electricity services.
• Supervising the construction and maintenance of roads, drainage systems, district airports, aerodromes, and airstrips.
• Conducting motor vehicle inspections for registration and licence issuance.
• Preparing bills of quantity and forms of tender to quantify construction works.
• Providing architectural services for public infrastructure design to ensure compliance with standards.
• Installing and maintaining street and traffic lights for improved road security.
• Managing the mechanical workshop to ensure the repair and maintenance of the council’s vehicles and machinery.
• Providing dredging and pontoon crossing services (where applicable).
• Managing parks, gardens, and open spaces to maintain a green environment.
• Offering fire and rescue services to safeguard lives and property.
• Facilitating rural water supply and sanitation services for improved hygiene.
• Implementing CDF projects related to infrastructure development.

The department is led by the Director of Engineering and assisted by the Assistant Director of Engineering and a Divisional Fire Officer. It comprises two units: engineering and fire and rescue services.

Engineering Section

This section is responsible for planning and implementing engineering services, constructing parks and gardens, maintaining motor vehicles and equipment. The section is headed the Assistant Director – Engineering  and assisted by various professionals in seven units:

1. Maintenance and Electrical Engineering
2. Quantity Surveying
3. Architecture
4. Parks and Gardens
5. Rural Water and Sanitation
6. Roads and Drainages
7. Mechanical Services

Fire and Rescue Services Unit

The Fire and Rescue Services Unit is currently responsible for providing fire and rescue services to safeguard lives and property. The unit performs the following specific functions:

• Provides firefighting and rescue services.
• Conducts training on firefighting and rescue services to build capacity.
• Conducts research on fire and rescue services.
• Inspects premises and provides advice on fire prevention.
• Collaborates with relevant stakeholders on infrastructure design for fire safety.
• Facilitates the repair and maintenance of firefighting vehicles and machinery.

The unit is headed by the Divisional Fire Officer.

Rural Water and Sanitation Unit

The Rural Water and Sanitation Unit currently coordinates the provision of water supply in rural areas to make it available to consumers. Additionally, it oversees the provision of sanitation services in peri-urban and rural areas to safeguard the health of communities and the environment. The unit performs the following specific functions:

1. Coordinates the designs for water supply and onsite sanitation facilities to ensure compliance with guidelines and national standards.
2. Coordinates the provision of water supply services in rural areas to ensure safe and clean water.
3. Coordinates the operations of onsite sanitation services and private sanitation providers in rural and peri-urban areas to safeguard the health of communities and the environment.
4. Facilitates the maintenance of equipment and infrastructure for the provision of water supply and sanitation services in peri-urban and rural areas to ensure smooth operations.

The unit is managed by the Water and Sanitation Coordinator.

LEGAL SERVICES

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:

1. Litigation
2. Estates
3. Licensing
4. Contracts

Litigation

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.

Estates

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;

1.     a) State Land
2.     b) Housing (Statutory and Improvements) Area

Procedure for allocation of land

1. Land identification
2. Approval of plan by Council
3. Advertisement placed in the newspaper for applications
4. All applications reported to the Plans, Works and Development Committee, and full Council Offer letters and demands.

Licensing

The section processes applications for various trading licenses relevant for conducting business in Mongu 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.

Contract

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; 

1. Construction/Building Contracts
2. Contracts for Supply and Delivery of Services
3. Contracts for Supply of Goods
4. Contracts of sale
5. Lease agreements in respect of Council properties; and
6. Employment Contracts

DEPARTMENT OF HEALTH SERVICES

The Department of Health Services is responsible for the provision of preventive and curative healthcare services through general nursing care, clinical care, provision of medical equipment, and pharmaceutical services.

Our focus is on promoting health, prolonging life, and preventing diseases across the district. The department leads programmes that address critical health issues such as maternal and child health, nutrition, communicable diseases, environmental health, and community-based healthcare outreach.

This department operates through two core sections: Health Services and Public Health Services, each supported by specialised units and professional staff who work tirelessly to ensure quality and equitable healthcare for all residents both in the peri-urban and rural centres.

Responsibilities

• Deliver general clinical care and nursing services.

• Provide pharmaceutical and diagnostic services, including imaging and laboratory testing.

• Implement vaccination campaigns and child health programmes.

• Coordinate maternal health and family planning services.

• Monitor and manage communicable and neglected tropical diseases.

• Provide nutrition counselling and services.

• Manage health education and disease surveillance programmes.

• Ensure availability and maintenance of medical equipment in health facilities.

• Manage ambulance and emergency referral services.

HEALTH SERVICES SECTION

This section is responsible for coordinating the provision of preventive and curative health services through general nursing care, clinical care, medical equipment, and pharmaceutical services. The section is also responsible for District Hospitals, Mini Hospitals, Zonal Health Centres, Health Centres and Health Posts.

Units under this section include:

Clinical Care and Diagnostic Services Unit
Coordinates outpatient and inpatient care, diagnostics, pharmacy services, and biomedical support.
Functions include:

• • Clinical and pharmaceutical care
  • Maternal, neonatal, adolescent, and nutritional services
  • Imaging, laboratory, and rehabilitative services
  • Quality assurance and outreach health programmes
  • Management of mortuary and emergency referral services

Nursing and Midwifery Services Unit
Oversees general and specialised nursing care, including maternal and adolescent health.
Functions include:

• • Coordinating nursing and midwifery services in all health facilities
  • Implementing national policies, protocols, and standards for nursing care
  • Providing technical support and supervision to nurses and midwives
  • Monitoring nursing care quality and patient satisfaction
  • Collaborating with the Nursing and Midwifery Council of Zambia (NMCZ)
  • Supporting research in nursing standards and practices

PUBLIC HEALTH SERVICES SECTION

This Section is responsible for implementing programmes and projects aimed at preventing, controlling and eliminating diseases in order to promote health and prolong life. The Section is also responsible for solid waste management and provision of public health education programmes.
Units under this section include:

Public Health Unit
Implements health surveillance, education, and response programmes.

Functions include:

• • Conducting health surveys and public health research
  • Enforcing public health standards and guidelines
  • Providing community health education
  • Supporting disease surveillance and epidemiological monitoring
  • Assessing the performance of public health programmes
  • Offering technical support for district-wide public health services

Environmental Health Unit
This unit focuses on environmental protection and public sanitation.

Functions include:

• • Manages waste disposal and sanitation infrastructure
  • Leads pest control and hygiene campaigns
  • Promotes climate-resilient health strategies
  • Promoting collaboration on environmental health
  • Managing healthcare waste and promoting safe habitats
  • Conducting hygiene campaigns and climate adaptation plans
  • Coordinating epidemic and disaster response
  • Overseeing solid waste collection, transportation, and disposal

Health Inspectorate Unit

The Health Inspectorate Unit ensures compliance with health standards through routine inspections.

Functions include:

• • Inspecting food premises, workplaces, and sanitation facilities
  • Monitoring occupational health and controlling public nuisances
  • Issuing certificates of compliance to ensure public safety

Health Promotions Unit

This unit leads community engagement and behaviour change initiatives.

Functions include:

• • Disseminating health promotion materials
  • Coordinating community and school health services
  • Implementing IEC and behaviour change communication programmes
  • Collaborating with media and other stakeholders
  • Evaluating the impact of public health campaigns

Cleansing and Pest Control Unit

This unit ensures environmental cleanliness and pest management.

Functions include:

• • Cleaning streets, markets, and public conveniences
  • Managing solid waste from collection to disposal
  • Coordinating pest control and spraying campaigns
  • Educating communities on pest prevention

Funeral Services Unit

This unit manages the safe and dignified disposal of human remains.

Functions include:

• • Administering cemeteries and burial permits
  • Managing mortuary facilities and records
  • Supervising grave digging and sanitary practices
  • Facilitating maintenance of funeral equipment

DEPARTMENT OF COMMUNITY SERVICES

The Department of Community Services plays a central role in enhancing the wellbeing of our residents through inclusive community development and social protection programmes.

This Department is also responsible for managing Council-owned properties, housing services, bus stations, and markets. In addition, it oversees public amenities that foster knowledge, culture, recreation, and youth empowerment across Kazungula District.

We operate through three distinct functional areas:

• Social Services Section
• Bus Stations, Markets, and Housing Section
• Tourism Unit

RESPONSIBILITIES 

• Coordinating and implementing social protection programmes aimed at supporting vulnerable groups and reducing inequality
• Registering community voluntary organisations to formalise their contribution to local development
• Managing Council properties and housing units, ensuring they are well-maintained and equitably distributed
• Coordinating the upgrading of unplanned settlements, to improve living conditions and urban planning compliance
• Administering and managing bus stations and markets, to ensure smooth operations, hygiene, safety, and consistent revenue collection
• Providing library services and access to public information
• Managing Archives to preserve and document the district’s
• history and institutional memory
• Overseeing sports and recreational activities, and promoting inclusive participation across all age groups
• Facilitating skills development programmes, particularly for youth, women, and community-based groups
• Supporting and developing cultural infrastructure and public spaces for arts, heritage, and creative expression
• Promoting cultural and creative industries, enabling local artists and artisans to contribute to the district economy
• Maintaining an updated inventory of cultural practices, tools, and assets across the district
• Mobilising communities to actively participate in cultural and heritage activities

Social Services Section

This section delivers social development services and is structured into five key units:

• Community Development Unit: Registers voluntary organisations, mobilises communities, and coordinates grassroots skills training
• Social Welfare Services Unit: Offers protection, support, and rehabilitation for vulnerable groups, manages juvenile services, and oversees care homes
• Sports Unit: Promotes sport and health clubs, school competitions, and maintains a sports development database
• Cultural Affairs Unit: Safeguards local folklore, supports cultural education, and organises entertainment for public functions
• Library and Archiving Services Unit: Provides reference services, digitises archives, and preserves public records for future access

Bus Stations, Markets, and Housing Section

This section ensures smooth management of physical infrastructure:

• Manages bus stations and markets to promote safe and hygienic trading
• Oversees Council housing services, including allocations and maintenance
• Administers Council property to enhance revenue generation and accountability

Tourism Unit

Dedicated to enhancing Luangwa tourism potential through:

• Implementing tourism development plans and investment strategies
• Conducting tourism research and developing local tourism products
• Building partnerships with local tourism stakehol