The role of the Budget and Rating Department is to provide technical leadership in the preparation and management of the budget in the Service.

It advises the Assembly on cost implications and financial decisions in the Local Government Service.

It coordinates the preparation of budgets, participates in the preparation of procurement plan and assists in fee-fixing resolutions.

The Central Administration serves as the coordinating hub of the Municipal Assembly, providing leadership, oversight, and administrative support to all departments. It ensures efficient governance through policy implementation, resource management, and facilitation of the Assembly’s core operations. The department plays a vital role in maintaining order, enhancing communication, and driving the overall development agenda of the municipality.

The Agricultural Department provides leadership for the development of agriculture and sustainability of the agro-environment in the Service. The department promotes policies, strategies and appropriate agricultural technologies necessary to improve agribusiness, agro processing and crop/animal/ fish production.

It also organizes agricultural field schools, workshops and seminars to assess farmers’ participation and the level of adoption of new farming technologies and practices

The District Planning Unit is responsible for providing leadership in the planning, implementation and evaluation of development projects and programs in the Assembly. The Unit provides lead support in the preparation of Annual Reports, Development Action Plans and Medium Term Development Plans. It also monitors and reports on all development projects that takes place within the Metropolis.

The Unit liaises with stakeholders to collect inputs necessary to aid in the formulation of public policies and programs and also plays the role of ensuring that the capabilities, skills and knowledge of staff are well developed to ensure their effectiveness and efficiency.

The Education Department is committed to promoting quality education at all levels within the municipality. It oversees the administration of schools, ensures effective teaching and learning, and implements educational policies in line with national standards. The department collaborates with stakeholders to improve infrastructure, enhance teacher development, and support student performance for sustainable human capital development.

The role of the Budget and Rating Department is to provide technical leadership in the preparation and management of the budget in the Service.

It advises the Assembly on cost implications and financial decisions in the Local Government Service.

It coordinates the preparation of budgets, participates in the preparation of procurement plan and assists in fee-fixing resolutions.

The role of the Budget and Rating Department is to provide technical leadership in the preparation and management of the budget in the Service.

It advises the Assembly on cost implications and financial decisions in the Local Government Service.

It coordinates the preparation of budgets, participates in the preparation of procurement plan and assists in fee-fixing resolutions.

The role of the Budget and Rating Department is to provide technical leadership in the preparation and management of the budget in the Service.

It advises the Assembly on cost implications and financial decisions in the Local Government Service.

It coordinates the preparation of budgets, participates in the preparation of procurement plan and assists in fee-fixing resolutions.

Human Resources        

The main objectives of the HR Department at the Miunicpal Assembly are, to develop and maintain a decentralized HR system and to manage effectively the HR capacity to improve the quality of service.

They also help to develop the Human Resources to implement effectively policies, programs and projects of Government, implement Performance Management scheme and ensure good employee/ labour relations. The department also helps to develop and maintain Human Resource Management Information System (HRMS).

he Municipal Information Services Department is responsible for disseminating government policies to people within the district. The Department is tasked with the responsibility of sensitizing and educating citizens on various activities (e.g: health screening exercises, street hawking, On-Street parking, revenue etc.) organized by the Assembly.

The Department also reports on the Assembly’s monthly activities and Daily activities and ensures that these reports are duly submitted to top management of the Assembly and the Ministry for Information respectively. The Department also sees to the compilation and timely delivery of Situational reports and Public Reaction reports within the Assembly to the Ministry of Local Government and Rural Development.

The heard of an internal Audit Unit in an Assembly shall, in the performance of the functions of that office, report to the head of the Assembly

Function of the Internal Auditor

• Independently review and appraise the systems of control within the municipality

Recommend improvements to internal controls

• Ascertain the extent of compliance with legislation, standards and manuals, policies, plans and programmes
• Provide assurance to the management of the assembly that polices of the assembly are being carried out with adequate control of the associated risk
• Facilitate good practices in evaluating and managing risks
• Save money by identifying waste and efficiency
• Identify and make recommendations to avoid waste and help to ensure that the assets and interests of the assembly are safe –guarded against fraud
• Deter fraudsters and assist in the detections of fraud should it occur, and encourage the management of the assembly to improve the understanding of management of the internal audit work.

The processes for undertaking these primary functions of the internal audit units shall be provided for in the standards of the Agency and the internal audit manual and charter of the Assembly

PLANNING INTERNAL AUDIT ACTIVITY

An internal audit unit shall prepare the following plans

• Strategic audit plan
• Annual plan, and
• Assignment plans    

Development and implementation of information technology or information management standards fall under the purview of the MIS unit. The unit is also in charge of the quality assurance system in connection with the development, deployment, and implementation of IT/IM resources and systems. The department is also required to advise management on the supply and upkeep of computers and other office supplies.

The Department of Physical Planning manages the activities of the Department of Town and Country Planning and the Departments of Parks and Gardens.

The Department advices the Assembly on national policies on physical planning, land use and development. They also coordinate activities and projects of departments and other agencies including non-governmental organizations to ensure compliance with planning standards. They assist in preparations of physical plans as a guide for the formulation of development policies, decisions and to design projects within the Assembly. They advise on setting out approved plans for future development of land at the district level.

The Department also advises on the conditions for the construction of public and private buildings and structures and assist to provide the layout for buildings for improved housing layout and settlements and ensure the prohibition of the construction of new buildings unless building plans submitted have been approved by the Assembly. They also advise and facilitate the demolishing of dilapidated buildings and recovery of incurred cost in connection with the demolishing. The Department advises the Assembly on the siting of billboards, masts and ensure compliance with the decisions of the Assembly and also advises on the acquisition of land property in the public interest, and undertake street naming, numbering of houses and related issues.

Procurement

Co-ordinate and prepare procurement plans and
Receive and review approved procurement requests to ascertain that
the proposed procurement is within the approved procurement plan
Budgeted funds are available for the specified procurement activity.

To ensure that funds are committed before the execution of a contract.

Co-ordinate the preparation of the following documentation.

Specification requirements.

Terms of reference.

Bills of quantities.

Drawings.

Short-lists.

Advertisements.

pre-qualification documents and

any other documents required for the tendering process

co-ordinate the process of opening of a tender

prepare formal records of tender opening

participate in evaluation activity of the panel

Co-ordinate the preparation of evaluation reports

Prepare submissions for approval of award by the appropriate authority in accordance with the threshold set out in the

Second and Third Schedules to the Act

Maintain and update the database of suppliers, contractors and consultants

Participate in negotiations with consultants or other tenders where expressly permitted in the Act or these Regulations

Prepare notification of awards and contracts

Arrange for the publication of notices of contract awards

Prepare and issue tender rejection and tenderer debriefing letters

Prepare contract variations and notifications

Assist with the inspection and acceptance of goods, works and services and where necessary, using the member of the user department to conduct a technical inspection and

Maintain records of the procurement process

The procurement unit shall, in the performance of the functions of the procurement unit, liaise with

The originating officer, or

The end-user department that initiated the procurement to ensure that initiated the procurement to ensure that the procurement meets the requirement of the tender

The unit provides strategic direction for the achievement of the overall objective of the procurement function in the Service. The unit plans and coordinates activities related to procurement, manages the development and implementation of the procurement plan, provides inputs for the preparation of the annual budget and liaises with service providers and other stakeholders to undertake procurement activities. It is also the responsibility of the Unit to ensure that the procurement activities are in harmony with the Public Procurement Act, 2003 (Act 663), supervise stores management and assets disposal as well as the Preparation and submission of Annual and Periodic Reports to the Public Procurement Authority

The main duties are to evaluate the information needs of the assembly and helping to develop systems to support the efficient access, movement, cataloguing, updating, storage, retention and disposal of files and other records. The unit also are responsible for administering and registering records, for example, ensuring appropriate processing of digital records into an EDRMS (Electronic Document and Records Management System). The unit is also responsible for undertaking audits as required and establishing procedures for how long records should be maintained or kept.

The Department facilitates the mobilization and use of available human and material resources to improve the living standards of individuals, groups, families and communities within an effectively decentralized system of administration.

The Department also prevents and responds to social exclusion and mal adjustment within the context of national and sub national development efforts.

Vision

To take the lead in integrating the disadvantaged, vulnerable and excluded in mainstream of Development

Mission

Work in partnership with individuals, families, groups and communities to improve their social wellbeing through their active participation in promoting development with equity.

FUNCTIONS

Advocate for social welfare and community development projects and programs.
Mobilise communities for social development projects and programmes
Assist communities to undertake self-help initiated development projects
Provide assistance and Social Protection services to the vulnerable
Serve on Family Tribunal at Court
Ensure the Promotion and Protection of child right
Assist groups and persons to undertake income generating activities.
Support Livelihood Empowerment Against Poverty (LEAP) Programme
Facilitate the disbursement of common Fund for Persons with Disability (PWD)
Undertake extension Services with other organisations and monitor activities of Non-Government Organization (NGO’s) operating in the Municipality.

VISION: The municipal statistics department aspires to provide reliable and understandable statistical information and service to enhance decision-making, governance and development

MISSION: To harness, produce and manage quality statistics of the local level based on national standards using competent staff to provide evidence-based decision-making to aid in local and national governance and development.

OBJECTIVES

Enhance the use of statistics for evidence-based decision making
Harmonize concept, methods, and classifications used in the production of statistics at all levels
Assist the municipality to mobilize revenue for development
Systematize the collation of administrative data across sectors and geographical units
Reinforce the coordination of statistical staff at the municipal level
Engender statistical literacy among stakeholders

FUNCTION

The Statistics Department in the Municipal Assembly Shall:

Collect, compile, store and analyze data based on standardized formats developed
Disseminate and publish statistical data based on guidelines developed by GSS
To ensure the statistics is produced to meet international standards.
Prepare and submit Annual Report of its operations in the Municipal Assembly
Provide inputs for the preparation of the Municipal Assembly’s budget
Generate the data requirement of the municipal assemblies on all departments for planning activities
Coordination municipal statistical activities and archiving of statistics to serve as a report in the municipality
Provide timely data for incorporation into municipal, district, regional and national level statistical analysis
Promote Statistical Literacy and Research
Monitor Statistical enquiries/service within the Municipality
Advise the Municipal Assemblies on all matters relating to Statistics

The Statistics Department is made up of the following Units:

Field Operation Unit
Data Entry and Analysis Unit

The Municipal Transport Unit manages all activities related to Transportation in the Assembly. They are responsible for the formulation and implementation of transport policies, they advise management of the Assembly on the purchase of new vehicles and spare parts.

The unit also regulates and ensures the effective and efficient utilization of all official vehicles as well as ensuring adequate utilization of financial resources and the maintenance of all vehicles in the Assembly.

The Department of Works of the Assembly is a merger of the Public works Department, Department of Feeder Roads and District Water & Sanitation Units, Department of Rural Housing and the Works Unit of the Assembly.

The Works Department facilitate the implementation of policies on works and report to the Assembly, and provide advice on matters relating to Works in the Assembly. The department also facilitates the construction, repair and maintenance of public roads including Feeder Roads, drains along any streets in the major settlements within the Kwaebibirem Municipality. We also facilitate the maintenance of public buildings and facilities in the Municipality.

The Department also assists in building, equipping, closing and maintain markets and prohibit the erection of stores in places other than the markets and also assist to inspect projects undertaken by the Municipal Assembly with the relevant departments of the Assembly.

The Department advises the Assembly on the prohibition of digging of burrow pits and other evacuations in the sinking of wells or their closers, assists to maintain public buildings made up of offices, residential accommodations and ancillary structures and advises and encourage owners of building structures to remove dilapidated structures in any public place, paint, distemper, white wash or colour wash the outside of any building forming part of the premises and tidy up the premises and remove any derelict vehicles or objects which constitute nuisance.

The Works Department also provides technical advice for the machinery and structural layout of building plans to facilitate escape from fire, rescue operation and fire management