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.
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:
v.Rehoboth Urban West
vi.Rehoboth Urban East
AUXILLIARY SERVICES (SUPPORT SERVICES) - This section further comprises of further 9 Sections nl:
ii.Procurement & Stock Control
iii.Public Relations and Meetings
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
Local Authorities Act, Regional Council’s Act
Traditional Authorities Act etc.
Provision and Maintenance of Municipal services (water, electricity, sewer, refuse, erven) at Declared Settlements.
Maintain the Councils IT Network system as well as all computer hardware and software
Provide specifications for the acquisition of new hardware and software
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.
PUBLIC RELATIONS AND MEETINGS
Provide logistical and secretarial services at Council, Management and Administrative meetings.
Compiling and safekeeping of the Council minutes.
Acquisition, Maintenance, Control and Distribution of the Council’s Fleet
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.
Provision of administrative, secretarial and logistical support to the Honourable Councillors and the community based structures such as the CDCs.
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
Maintains the cleanliness of the Council offices through housekeeping.
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.
- 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