This department is led by the principal officer, who holds the position of the Council Secretary. The Council Secretary has a broad and overarching responsibility for overseeing the operations of the entire council, going beyond the confines of the Institutional Management department.

Let’s break down the components of the Institutional Management department:

  1. Council Secretary (CS):

    • The Council Secretary is the principal officer and head of the Institutional Management department.
    • Responsibilities include providing strategic leadership, coordinating activities across departments, and ensuring adherence to policies and regulations.
    • The CS acts as a liaison between the council and external stakeholders, representing the organization in various capacities.

  2. Procurement Section:

    • This section is responsible for managing the procurement process within the council.
    • Duties include sourcing goods and services, negotiating contracts, and ensuring compliance with procurement policies and regulations.
    • The procurement section plays a critical role in obtaining quality resources at the best value for the council.

  3. Audit Section:

    • The audit section is tasked with conducting internal audits to assess the council’s financial and operational processes.
    • Auditors review financial records, assess risk management practices, and ensure compliance with relevant laws and regulations.
    • The audit section helps identify areas for improvement, strengthen internal controls, and enhance overall organizational efficiency.

  4. Public Relations Office:

    • This office is responsible for managing the council’s public image and communication strategies.
    • Public Relations (PR) professionals work to build positive relationships with the public, media, and other stakeholders.
    • They handle media inquiries, create press releases, and develop communication plans to keep the public informed about the council’s activities and initiatives.

In essence, the Institutional Management department, under the leadership of the Council Secretary, serves as the nerve center of the council, coordinating essential functions such as procurement, audit, and public relations. The integration of these sections within Institutional Management ensures a holistic approach to organizational governance, transparency, and effective communication with both internal and external stakeholders. The Council Secretary, with a comprehensive oversight role, plays a crucial part in aligning these functions with the broader goals and objectives of the council.

The Planning Department plays a multifaceted and crucial role in shaping the development and well-being of the district. Its responsibilities encompass various aspects of urban planning, community development, and public health. 

  1. Urban Layout and Upgrading:

    • Develop comprehensive plans for the overall layout of the district, considering factors such as residential, commercial, and recreational zones.
    • Oversee the upgrading of shanty areas to modern standards, ensuring improved living conditions and infrastructure.

  2. Township Boundaries:

    • Establish and define township boundaries, providing clarity on the jurisdiction of different areas within the district.
    • Collaborate with relevant stakeholders to address boundary-related issues and disputes.

  3. Standard Building Plans:

    • Develop and enforce standardized building plans to promote uniformity and compliance with safety regulations.
    • Ensure that all construction activities adhere to the approved building plans, contributing to the overall safety and aesthetics of the district.

  4. Land Distribution and Title Deeds Processing:

    • Manage the equitable distribution of land, taking into account factors such as population growth, economic development, and infrastructure needs.
    • Facilitate the processing of title deeds, providing legal documentation to property owners and promoting land tenure security.

  5. Sensitization Programs:

    • Conduct awareness programs on HIV/AIDS, gender equality, and human rights, fostering a more informed and inclusive community.
    • Implement targeted initiatives to address social issues, empower marginalized groups, and promote a culture of respect and equality.

  6. Community Development Activities:

    • Initiate and oversee community development projects aimed at improving the quality of life for residents.
    • Collaborate with community leaders and organizations to identify and address local needs, fostering sustainable development.

  7. Public Health and Environmental Management:

    • Work through the public health section to ensure a clean, healthy, and green environment within the district.
    • Implement policies and programs to manage waste, promote sanitation, and enhance overall public health standards.

In summary, the Planning Department serves as a catalyst for positive change within the district, addressing not only physical planning aspects but also social and health-related challenges. By integrating urban planning with community development and public health initiatives, the department plays a vital role in creating a well-organized, inclusive, and thriving environment for all residents.

 
 
 

The department responsible for facilitating engineering services plays a critical role in the development and maintenance of essential infrastructure within the community. 

The works Department are in charge of:

  1. Feeder Roads Development:

    • Plan, design, and oversee the construction and maintenance of feeder roads to enhance accessibility and connectivity within the community.
    • Implement road improvement projects to support economic activities and ease transportation for residents.

  2. Borehole Drilling:

    • Conduct feasibility studies and oversee the drilling of boreholes to ensure a sustainable and safe water supply.
    • Implement water resource management strategies to address the community's water needs.

  3. Building Inspection and Standardization:

    • Scrutinize building plans to ensure compliance with construction standards and regulations.
    • Conduct regular inspections of buildings during construction to guarantee structural integrity and safety.

  4. Burial Site Provision:

    • Identify and designate suitable areas for burial sites, ensuring they meet environmental and regulatory standards.
    • Manage and maintain burial sites to provide dignified and organized resting places for the deceased.

  5. Fire Brigade Services:

    • Establish and manage a fire brigade service to respond promptly to fire emergencies within the community.
    • Conduct fire safety inspections and implement awareness programs to prevent fire incidents.

  6. Maintenance of Plant and Machinery:

    • Establish a maintenance program for plant and machinery used in various community services.
    • Ensure regular inspections, repairs, and upgrades to extend the lifespan and efficiency of equipment.

  7. Infrastructure Planning and Development:

    • Develop comprehensive plans for the community's infrastructure needs, considering factors such as population growth and economic development.
    • Implement infrastructure projects, including roads, bridges, and public facilities, to enhance the overall quality of life for residents.

In summary, the department facilitating engineering services is instrumental in ensuring the provision of essential infrastructure and services that contribute to the well-being and development of the community. By overseeing road construction, water supply, building safety, burial sites, fire services, and machinery maintenance, this department plays a key role in creating a safe, accessible, and sustainable living environment for the community.

Welcome to our Finance Department, where precision meets proficiency. Our dedicated team is committed to ensuring the financial health and compliance of our organization through meticulous processes and strategic expertise.

Key Functions:

  1. Collection of Revenue: Our Finance Department is at the forefront of revenue collection, employing robust strategies to optimize income streams. We leverage cutting-edge technology and efficient methodologies to ensure a seamless and transparent revenue collection process.

  2. Preparation of Statutory Obligations: Compliance is our cornerstone. The Finance Department diligently prepares and fulfills all statutory obligations, keeping our organization in alignment with legal and regulatory requirements. From tax filings to other mandatory reports, we navigate the complex landscape of regulations with accuracy and timeliness.

  3. Preparation of Books of Accounts: The meticulous preparation of books of accounts is the bedrock of financial transparency. Our team employs industry best practices to maintain accurate and up-to-date financial records. From ledger entries to financial statements, we ensure that our books tell a clear and comprehensive story of our financial journey

The role of the Human Resource Department are :

    • Staff Establishment: The HR department is responsible for determining the appropriate number of staff required for various roles within the organization. This involves analyzing workload, identifying skill gaps, and establishing the optimal organizational structure.
    • Management of Assets: HR plays a crucial role in managing human assets. This includes ensuring that employees are assigned to roles that align with their skills and competencies, and that they are utilized effectively for the overall benefit of the organization.
    • Records Keeping: The HR department is responsible for maintaining accurate and up-to-date records of employees. This includes personal information, employment history, performance records, and any relevant certifications or training.
    • Training and Development: HR is tasked with identifying training needs, organizing training programs, and overseeing the professional development of employees. This ensures that the staff remains skilled and updated in their respective fields.
    • Recruitment: HR manages the recruitment process, from creating job descriptions to conducting interviews. They play a vital role in attracting and selecting the right talent for the organization.
    • Staff Appraisals: The HR department facilitates performance appraisals, providing a structured process for evaluating employee performance, setting goals, and addressing any areas that may need improvement.
    • Discipline: HR establishes and enforces disciplinary policies and procedures. They may be involved in investigating and resolving workplace conflicts and taking appropriate actions when employees violate organizational policies.
    • Explanation of Conditions of Service: HR communicates the terms and conditions of employment to staff. This includes salary structures, benefits, working hours, and any other relevant policies or regulations.

  2. Minutes and Report Writing Department:

    • This department is responsible for documenting and maintaining records of official meetings, discussions, and decisions within the organization.
    • They ensure that accurate minutes are taken during meetings and that these minutes are distributed to relevant parties in a timely manner.
    • Report writing involves preparing comprehensive reports on various aspects of the organization's activities, such as financial performance, project updates, and overall progress.

In summary, these departments collectively contribute to the effective functioning of Chadiza Town Council by managing its human resources, documenting important information, and ensuring compliance with policies and regulations. Each department plays a unique role in maintaining organizational efficiency, transparency, and accountability.

 
 
 

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