Office of the Town Clerk

The Town Clerk is the Chief Executive Officer responsible for overseeing the operations of the City Council. The Office provides overall policy guidance and an oversight role while the functional heads are responsible for executing the technical and administrative aspects of the Council.

In addition, the Office of the Town Clerk will ensure that there are effective linkages among and within the Departments/Units in order to strengthen internal systems and improve communication for effective performance of the Council. Overall, the Town Clerk is responsible for effective strategic management of the Council.

The Office of the Town Clerk comprises of the following Units.

 

Public Relations Unit.

The Unit is responsible for performing public relations functions in the Council in order to inform the public and enhance the image of the Council. The Unit perform the following specific functions:

Coordinate press releases in order to update the public on the operations of the Council
Prepare responses to press and public queries in order to facilitate decision making

Coordinate production of brochures, magazines, newsletters, radio and television programmes in order to disseminate information about the Council

Manage digital media content in order to interact with the Public and stakeholders

Coordinate the hosting of Council functions and events.

 

Procurement and Supplies Unit.

The Unit is responsible for the procurement of works, goods and services in order to ensure attainment of value for money and efficient utilization of the Council’s resources.

The Unit perform the following specific functions:

Prepare and implement the Procurement Plan

Procure goods and services in order to ensure smooth operations of the Council

Prepare solicitation contract documents;

Manage contracts to ensure delivery of goods and services

Provide advice on procurement and contractual (goods/services) related matters

Prepare reports on procurement activities

Provide Secretarial services to the Procurement Committee.

Legal Unit.

This Unit provides comprehensive legal services to the Council. It ensures that the Local
Authority operates within the framework of the law and safeguards the Institution’s legal interests. Its key functions include:

Offering legal opinions and guidance on policy, contracts, land issues, and administrative matters.

Drafting and reviewing legal documents including contracts, memoranda of understanding, and by-laws.

Representing the council in legal proceedings and disputes.

Supporting enforcement of council regulations and aiding in dispute resolution involving community or institutional matters.

This unit is the legal backbone of the council, helping to mitigate risks and uphold lawful
governance.

Information Technology (IT) Unit.

The IT Unit drives the council’s digital transformation agenda. It ensures that all departments are
technologically enabled to serve the public efficiently. The unit handles:

Installation, maintenance, and upgrading of the council’s hardware and software systems.

Administration of network infrastructure and internet services across departments.

Support for e-Governance platforms such as payroll systems, the Constituency Development Fund (CDF) tracking
tools, and online service portals.

Data security, backup systems, and disaster recovery plans.

Technical support to users and training of staff in basic ICT skills.

With increasing demand for digital services, the IT Unit is instrumental in modernizing council
operations and enhancing public access to services.

Internal Audit Unit.

The Unit is responsible for managing the internal audit function in the Council in order to enhance oversight in the management of public resources. The Unit perform the following specific functions

Conduct audit assignments in order to provide assurance on internal controls and governance systems

Review risk management processes in the Council in order to ascertain their effectiveness

Provide Secretariat services to the Audit Committee in order to facilitate their operations

Monitor the implementation of internal and external audit recommendations in order to inform decision making

Maintain an internal audit database for easy retrieval of information

Prepare and consolidate monthly, quarterly and annual reports for decision making

Provide advisory services to management and other stakeholders for informed decision making

Conduct the verification of stock and assets in order to provide checks and balances in the management of public stores.

Administration and Human Resourses Department

The Department shall be responsible for managing and developing human resources as well as provision of administrative and logistical support services in order to improve performance and enhance smooth operations of the Council. The Department shall also provide secretarial services to the Council Committees.

The Department shall perform the following specific functions:

a)Manage the human resource function in the Council in order to enhance staff morale and optimise utilization of human resources;

b)Provide administrative and logistical support services in order to enhance smooth operations of the Council;

c)Disseminate human resource and administrative policies in order to inform decision making and create awareness;

d)Interpret terms and conditions of service, code of ethics and Government policy on training in order to enhance adherence and ensure compliance to the National training policy;

e)Conduct training needs assessments in the Council in order to facilitate preparation of training programmes;

f)Maintain buildings and surroundings in order to promote a conducive working environment;

g)Provide Registry services in order to contribute to the efficient operation of the Council;

h) Formulate and implement staff wellness programmes;

i) Provide Secretariat services to the Council Committees;

j) Provide security services in order to safeguard Council property; and

k) Coordinate the operationalization of the integrity committee in order to create general awareness on the danger and effects of corruption and unethical conduct. Security.

Human Resource Management and Development Section

The Section is responsible for managing the human resource management and development functions in order to improve performance and enhance smooth operations of the Council. The Unit  perform the following specific functions:

Manage human resources in order to enhance productivity and optimize their utilization

Coordinate wellness and safety programmes in order to enhance staff wellbeing and mitigate the impact of HIV/Aids and other ailments

Coordinate staff welfare programmes in order to motivate staff and enhance productivity

Interpret and disseminate Labour laws and terms and conditions of service in order to create awareness and promote fairness in their application

Maintain staff discipline and coordinate grievance handling in order to uphold professionalism

Manage payroll in order to facilitate payment of salaries and other allowances;

Coordinate the implementation of performance management systems in order to monitor and evaluate performance

Facilitate the recruitment, promotion, placement, retention and separation of staff

Plan and implement staff training and development programs in order to build capacity.

Committee & Administration Section

The Section is responsible for the provision of administrative and logistical support services in order to enhance smooth operations of the Council. The Section also provide Secretariat to the Council Committees in order to ensure accurate account of Council resolutions.

The Section perform the following specific functions:

Provide administrative, transport, security and secretarial support services in order to enhance smooth operation of the Council

Maintain infrastructure and surroundings in order to promote a conducive working environment

Manage assets to ensure that they are in good working condition and in appropriate places

Facilitate the maintenance of vehicles and other equipment to prolong their usability

Spearhead National Event commemorations

Provide records management services in order to ensure easy access and retrieval of information

Receive and distribute correspondence in order to facilitate easy flow of information

Archive records in order to secure information and provide easy access.

Provide secretarial services to Council Standing Committees

Prepare and circulate Council Calendar of meetings

Collect and review reports for accuracy and presentation

Circulate reports to Committee members

Record minutes and resolutions

File reports and minutes; and

Produce minutes for the Council and Council Committees.

Committee Unit

The Committee Unit is responsible for the provision of secretarial services to Council Standing Committees. The Unit also is responsible for production of minutes for the Council Committees. The Unit perform the following specific functions:

Provide secretarial services to Council Standing Committees

Prepare and circulate Council Calendar of meetings

Collect and review reports for accuracy and presentation

Circulate reports to Committee members;

Record minutes and resolutions; f) File reports and minutes

g) Produce minutes for the Council and Council Committees.

Registry Unit

The Unit is responsible for the maintenance and securing of records to facilitate accessibility, security, flow and easy retrieval of information. The Unit  perform the following specific functions:

Provide records management services in order to ensure easy access and retrieval of information

Receive and distribute correspondence in order to facilitate easy flow of information

Archive records in order to secure information and provide easy access.

 

Security Section

The Security Section is responsible for the enforcement of law and order in Council premises, markets and bus stations. The Section  perform the following specific functions:

Provide security at Council premises, markets and bus stations in order to maintain law and order

Conduct investigations on irregularities and thefts at Council premises, markets and bus stations;

Arrest offenders

Provide security to Council VIP officers; and

Enforce Council by-laws in order to ensure compliance.

Finance Department

Finance Department is responsible for effective and efficient mobilisation and prudent utilisation of financial resources in order to enhance smooth operations of the council in the city of Livingstone. It has five (5) sections as follows:

  1. Revenue: The section is responsible for effective and efficient collection of all revenues due to the Council in order to finance Councils operations.
  2. Accountancy: This section is responsible for; Management of budget preparation process and maintenance of books of accounts for prudent utilisation of resources and timely production of financial reports for both internal and external users in order to facilitate decision making.
  3. Information Technology: Management of all database activities including their security requirements in order to enhance performance and business continuity, Effective installation and management of IT infrastructure in order to enhance operations and Effective co-ordination and management of the provision of online services in order to improve service delivery.
  4. Technical: Co-coordinating the timely production of financial reports for both internal and external users in order to facilitate decision making and Effective management and maintenance of the assets register in order to determine the value of and safeguard council assets.
  5. Expenditure: This section is responsible for; Effective monitoring of expenditure in order to ensure compliance with the council’s budget and Effective management of the payroll in order to ensure that expenditure on personal emoluments is contained within the budget limits

City Planning

The City Planning Department is responsible for managing and coordinating policy formulation, preparation of district development plans, disaster management, and monitoring and evaluation of programmes. In other words, the department strives to guide the development of the city to enhance the quality of life for the inhabitants

The Department comprises of four (4) sections as follows:

  1. Development Planning Section responsible for forward planning, budgeting systems, project planning and management, monitoring and evaluation, and development control. The section is also responsible for coordinating disaster management and mitigation in the district. Under this Section there will be two units:
  2. Socio- Economic Planning Unit will be responsible for socio-economic planning; and
  3. Disaster Management and Mitigation Unit will be responsible for coordinating disaster management at the district level.
  4. Physical Planning Section responsible for urban and regional Planning, land use, and surveying.
  5. Survey Section with the mandate for carrying out demarcation of various boundaries and other survey works around the City.
  6. Building Inspectorate Section with the task to ensure that the City has the right development at the right place and at the right time. Its tasks involve scrutiny of building plans, carrying out routine inspections and ensuring that billboards are correctly placed.

Engineering Department

The Engineering Services Department exists to develop and manage the functionality of the City infrastructure, maintain council buildings plant and equipment for the effective and efficient delivery of services through use of appropriate and current technology and synergies.

The Department wishes to accomplish its functions through the following departmental objectives:

  1. To build and maintain roads drainages and bridges
  2. To install and maintain road safety and related road furniture, i.e., road signage street lighting
  3. To provide mechanical services to the institution
  4. To provide fire rescue services to the community

Legal Department

The Legal Services Department exists to regulate commerce, provide legal services; streamline institutional and administrative procedures, conveyancing and issue of and registration of legal instruments.

The Department wishes to accomplish its functions through the following departmental objectives:

  1. To issue Property Ownership Documents
  2. To Alienate and Allocate Land
  3. To issue Liquor Licenses
  4. To issue Business Levy Certificates
  5. To provide Legal advice, Litigation and Prosecution
  6. To draft Legal Instruments and Contracts

Public Health Department

The department is headed by the Director of Public Health.its mandate is to protect the public against public health hazards and frauds in the sell and use of food and grow, put into effect and uphold an efficient and cost-effective waste management system for the city. The following are the sections
  1. Solid Waste Management Unit: In charge of solid waste management in the district
  2. Funeral Services: In charge of disposal of the dead, claimed and unclaimed and body transfers
  3. Public Health Inspectorate: In charge of all public health inspections (premises and food inspections), nuisance control and follow ups on public complaints.

Housing Department

The Housing and Social Services Department is responsible for providing social and community services.

The Department wishes to accomplish its functions through the following departmental objectives:

  1. To ease mobility of the general public
  2. To create a conducive reading environment and promote culture of reading
  3. To improve the living standards of the community
  4. To ensure the well being of the community
  5. To inform policy formulation on urban development

District Health

The department is headed by the District Health Director

The Following are the Key Functions of Livingstone District Health Services

  • Primary Health Care Services:

Department of health in Livingstone is responsible for managing and delivering primary healthcare services at the district level, including the operation of health centers, health posts, and the mini hospital. 

  • Community-Based Health Programs:

This includes focus on maternal, neonatal, child, adolescent health, basically family health as well as the management of communicable diseases like malaria, HIV/AIDS, sexually transmitted infections, tuberculosis and non-communicable diseases.

  • Public Health Initiatives:

The DHS plays a key role in implementing public health initiatives aimed at promoting good healthy lifestyles, preventing non-communicable diseases, and improving overall community health, through radio sensitizations, stakeholder and community engagements.

  • Health Facility Management:

This includes management of the infrastructure and resources of health facilities within the district, ensuring they are adequately equipped and staffed to provide continuous quality care in the communities they serve.

  • Human Resources for Health:

DHS is involved in the recruitment, deployment, and management processes of healthcare personnel within the district. 

  • Procurement and Supply Chain Management:

This key function involves procuring supplementary essential medicines and medical supplies for health facilities in the district to complement the supplies regularly provided by Zambia Medicines ND medical Supplies Agency (ZAMMSA)

  • Data Collection and Reporting:

DHS is responsible for collecting and reporting health data to monitor health trends, evaluate program performance, and inform decision-making through careful data analysis and response. 

  • Community Engagement and Participation:

DHS engages with communities at a grassroots level to understand their health needs, promote health awareness, and encourage participation in health programs through Community based volunteers and other community stakeholders.

 

 

Department Of Livestock Development

The main objective of this department is to innovatively undertake provision of livestock extension services in the designated area or within the jurisdiction of a district, in order to contribute to increased and sustained livestock production and productivity.

Livingstone district has two veterinary camps Namely; Simoonga and Livingstone Central

The department has two members of staff, Livestock Technician and Livestock Assistant

LIVESTOCK PRODUCTION, EXTENSION AND ADVISORY SERVICES

  1. Conduct Trainings in improved climate smart livestock technologies and training
  2. Promote field days and demonstrations on appropriate livestock practices and technologies
  3. livestock production trainings
  4. Pasture management
  5. Conduct trainings in livestock products and by-products production

Department of Fisheries

Capture Fisheries Extension and Advisory Services

  • Fishers and district staff trainings
  • Provision of extension services
  • Supervision, monitoring and evaluation of field activities
  • Rehabilitation of fisheries infrastructure and facilities
  • Community mobilization towards Collaborative Management
  • Monitoring, Control and Surveillance
  • Issuance of permits and licences
  • Collection and dissemination of information

Aquaculture Extension and Advisory Services

  • Farmers and district staff trainings
  • Provision of extension services to fish farmers
  • Issuance of aquaculture licences
  • Supervision and backstopping of field activities
  • Rehabilitation of fish farms and other aquaculture facilities
  • Hatchery and Fish feed plant inspections
  • Provision of quality fingerlings from Government fish farms

Department of Veteran Services

The Department of Veterinary services is headed by the District Veterinary Officer.

The following are the services provided by the department

  1. Disease control and prevention -vaccination of animals e.g cattle against foot and mouth disease (FMD),Anthrax,Blackleg,Hemorrhagic septicemia and lumpy skin disease
  2. Disease surveillance-active and passive surveillance,investigation of notifiable diseases,and collection of transportation of samples for confirmation of suspected animal disease
  3. Veterinary extension-sensitization on disease control and prevention,sensitization on laws affecting animals
  4. Veterinary Public Health-prevention of zoonotic diseases.
  5. Animal identification-issuance of brand marks to the livestock farmers.
  6. Farmer registration-registration of livestock farmers within Livingstone district.

Social Welfare Services

PROGRAM: Public Welfare Assistance scheme

  1. Social medical support to vulnerable outpatients and discharged  patients through purchase of baby formula, medical drugs and assistive devices.
  2. Repatriations of stranded victims to their originating destinations
  3. Conveyances of child offenders to approved centres for girls and boys.
  4. Welfare and counselling services to children on probation as well as volunteering private persons.
  5. Providing holistic support to child witnesses through statutory case management.
  6. Care for Older persons at the Maramba home.
  7. Providing counselling services to survivors of GBV and Human trafficking.

                                          The whole structure

  1. District Community Development Officer.
  2. Assistant Community Development officer
  3. Practical instructor
  4. Community development Assistant
  5. Typist
  6. Office orderly.

Literacy and skills is manned by the Practical Instructor.  Assisted by Community Development Assistants and volunteers.

 Services offered:

  1. Catering
  2. Tailoring
  3. Poultry
  4. Literacy
  5. Peanut butter making
  6. Home management

Department of Archives

 
The department of archives is responsiblefor the control and custody of public archives and records of government, state corporations, missions, and individuals.
It also preserves manuscripts, maps, and pictorial matters related to the Republic of Zambia.
The department's functions include:

Agriculture Services Department

To facilitate and support the development of a sustainable, diversified and competitive agricultural sector that assures food security and increased incomes and also increase the agricultural sector’s contribution to Gross Domestic Product.

The Department wishes to accomplish its functions through the following departmental objectives:

  1. To manage and coordinate all agricultural activities in the district
  2. To provide extension services to fishers and farmers
  3. To collect data and survey
  4. To plan and budget for agricultural activities

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