SOWA TOWN COUNCIL

DEBEE GOREE / MOGOBE WA LETSWAI

The department is mandated to advise the Execution on acquisition and retention of manpower ,interpretation and application of statutes ,orders and custody of staff welfare.

Human Resources and Administration Department have the mandate to ensure that there is a sound administration and Human Resources Management within the Authority.

 

HUMAN RESOURCE & ADMINISTRATION

  • HUMAN RESOURCE
  • ADMINISTRATION
  • RECORDING UNIT
  • RECORDS MGT UNIT
  • SECRETARIAL SERVICES
  • RECORDS MANAGEMENT UNIT
  • IT
  • PUBLIC RELATIONS
 

HUMAN RESOURCE

The departments mandate through the Human Resource division is to provide broad human resources functions of

  • Employee resourcing
  • Employee training and development
  • Employee relations
  • Human resources administration
  • Advice the Town Clerk and Heads of Departments on all HR related issues
  • Design and implement policies and programmes that enhance human abilities and improve the organisation’s overall effectiveness.

ADMINISTRATION

  • The Administration division operates through several sections which are responsible for
  • Providing central administrative support to other council departments.
  • Attend to all general staff matters with regard to office management
  • Provide and maintain all furniture and equipment used by the Council Ensuring the is maintained in all Council offices
  • Preparing for VICP visits and Council meetings.

SECRETARIAL SERVICES

Secretaries are the front desk, Councillors and Head of Department. They are mandated with the following functions.

  • Provide Secretarial Services to all Sowa Town Councils departments and Councillors.
  • To receive and screen the incoming calls to the appropriate officers
  • To receive and handle the incoming and outgoing confidential correspondence.
  • Maintain diaries of the incumbents the serve
  • Typing letters, Savingrams, Reports and Memorandums using appropriate formats
  • Prepare for Management meetings and recordings of proceedings during the meetings.
  • Coordinate travel arrangement for the incumbent’s itinerary

RECORDING UNIT

The Recording Unit is mandated to perform the following duties

  • Preparation, recording and production of council meetings to the likes of Full Council meeting, Finance, Performance and Monitoring Committee, Education, Health and Social Services, SHHA and Physical Planning Committee and lastly Audit Committee.
  • Ensures safe keeping of minutes.
  • Prepares for internal and national visits that concern councilors.
  • Researches on questions, action items and motions raised by Councillors and presentation of answers.
  • Preparation for meeting by ensuring notices, agenda and all documents are submitted and communicated prior to the meeting.
  • Invites all stakeholders to address Full Council on policies and other related matters
  • Ensures that venue and equipment for meetings are in order at all times.

PUBLIC RELATIONS

  • Attend to customer complaints, queries and compliments
  • Disseminate information from council to the public and other stakeholders.
  • Creates rapport between the media and council
  • Responsible for the publication of the newsletter
  • Crisis and image management
  • Protocol office
 

INFORMATION TECHNOLOGY

The unit is responsible for the following;

  • For provision of Communication and Technology support to all departments
  • To implement Government Computer Bureau Information Technology standards
  • Provide and maintain computers to all council offices
  • Ensure connection of internet to all Council offices

All in all the Department’s major role is to provide administrative and Human Resources advice to various levels of management, as well as to establish, monitor and review the internal control and administration systems to achieve high standard of administration and Human Resources management.

RECORDS MANAGEMENT UNIT

Records Management Unit (RMU) traditionally known as Registry may be defined as a room within an organization where records are managed. It can also be described as the hard of the heart of an organisation since it is the place where records are received, stored, processed and disseminated.
Its functions include the following;

  • To receive open register and distribute incoming mail to action
  • Build up and control all officially registered files and other documentation in their care so that they can be produced quickly by means of effective classification scheme.
  • Locating all official files in their care and be able to retrieve them quickly by means of effective classification and tracking procedures.
  • Appraise and dispose all outdated files or other records in accordance with retention periods as agreed between the records and archives institution, the organization or department concerned and other relevant officials.