• Directorate General Services and Personnel

Aims and Purpose

  • To oversee that State funds are utilized in an efficient and transparent manner and in accordance of relevant legislation and procedures.
  • To oversee that directorates/divisions are supplied with appropriate trained and motivated personnel to fulfill functions well.
  • To oversee that directorates/divisions are supplied with adequate means, namely transport, materials and supplies, etc.
  • Division Administration

Background and Aim

The Administration Division resorts under the Directorate of General Services with the aim to provide adequate logistical support services to the Council as well as other external stakeholders (Local Authorities, Line Ministries, Traditional Authorities and the Community at large) in the areas of Secretarial, Administration, logistics management and maintenance.

The Division is structured under 10 Sub-divisions nl:

  1. SETTLEMENT ADMINISTRATION

    i.Klein-Aub

    ii.Hoachanas

    iii. Kriess

  2. CONSTITUENCY SUPPORT

    i.Gibeon

    ii.Mariental Urban

    iii.Mariental Rural

    iv.Rehoboth Rural

    v.Rehoboth Urban West

    vi.Rehoboth Urban East

  3. AUXILLIARY SERVICES (SUPPORT SERVICES) - This section further comprises of further 9 Sections nl:

    i.Governor’s Support

    ii.Procurement & Stock Control

    iii.Public Relations and Meetings

    iv.Emergency Management

    v.Registry Services

    vi.Transport

    vii.Switchboard

    viii.Office Support

    ix.Cleaning Services

  4. INFORMATION TECHNOLOGY

     

    MANDATE

     

    The Division is mandated by the following Legislation and/or Policy Framework to achieve its objectives in terms of the Core Functions:

    Tender Board Regulations

    Uniform Stock Control System of 1994

    Financial & Accounting Procedures

    State Finance Act & Treasury Instructions

    Fleet Management Policy

    Housing Policy

    Local Authorities Act, Regional Council’s Act

    Traditional Authorities Act etc.


 

CORE FUNCTIONS

 

  1. SETTLEMENT ADMINISTRATION

    Provision and Maintenance of Municipal services (water, electricity, sewer, refuse, erven) at Declared Settlements.

  2. INFORMATION TECHNOLOGY:

    Maintain the Councils IT Network system as well as all computer hardware and software

    Provide specifications for the acquisition of new hardware and software

  3. PROCUREMENT & STOCK CONTROL

    Asset Management – Compilation and Maintenance of the Asset Register

    Acquisition, Control and Distribution of stock & services (Furniture, Office equipment, stationary, electricity, water, security services)

    Contract Management (Security services, catering, maintenance, lease of equipment & office accommodation, etc.)

    Tender Management – acquisition of goods & services which exceeds the value of N$ 10,000.

  4. PUBLIC RELATIONS AND MEETINGS

    Provide logistical and secretarial services at Council, Management and Administrative meetings.

    Compiling and safekeeping of the Council minutes.

  5. TRANSPORT MANAGEMENT

    Acquisition, Maintenance, Control and Distribution of the Council’s Fleet

  6. GENERAL OFFICE SUPPORT (Switchboard, Registry, Office Support)

    Receipt, directing and controlling and screening of all incoming and outgoing calls.

    Maintaining all Council records in accordance with the Archives Act 12 of 1992.

    Provision of secretarial, administrative and logistical support to the Chief Regional Officer and Directors.

  7. CONSTITUENCY SUPPORT

    Provision of administrative, secretarial and logistical support to the Honourable Councillors and the community based structures such as the CDCs.

  8. EMERGENCY MANAGEMENT UNIT

    Provide the Secretariat to the RDRMC, coordinate and provide technical advisory support to the RDRMC, CDRMC AND LADRMC & SDMRC.

    Acquisition, storing and distribution of emergency aid to disaster victims

  9. CLEANING SERVICES

    Maintains the cleanliness of the Council offices through housekeeping.

  • Division Finance

Main Objective:

All stakeholders are supplied with adequate means of finance to perform their functions well. Public funds are used in an efficient and transparent manner in accordance with applicable legislations.

CORE FUNCTIONS

  • Administer Council funds.
  • Monitor Council expenditure in accordance with the budgetary provision and applicable legislations.
  • Ensure that all applicable laws are adhered to.
  • Draft the consolidated Recurrent and Capital Budgets of the Council
  • Compile the Council’s financial statements for the Auditor General.
  • Make submissions to the Ministry on specific expenditure items when required.
  • Asset Accounting.
  • Revenue Collection.
  • Advise Council on financial matters.
  • Advise the Accounting Officer on Council financial status and any irregularities.
  • Provide information regarding financial matters of the Council.
  • Advise the Accounting Officer and Council on alternative revenue sources.
  • Liaise with the Internal Auditor, Office of the Auditor-General, Ministry of Finance and other relevant stakeholders on daily financial administration.
  • Ensure that Council Suppliers are paid on time.
  • Attend to the Auditor- General’s queries.
  • Ensure timely payment by debtors
  • Application and reporting on financial transactions