All Departments

Office of the Town Clerk

Vision

To be a city of excellent municipal service delivery and prime investment destination by 2030.

Introduction

The Town Clerk’s department plays a vital role in providing administrative direction to the Council’s affairs. Led by the Town Clerk, Mr. K.B. Chafesuka, who serves as the Chief Executive Officer, the department is responsible for managing and guiding the Council in accordance with statutory powers and duties conferred by the Government of Zimbabwe and Municipal by-laws.

All Heads of Departments report to the Town Clerk while the Town Clerk reports to Council. The Town Clerk’s responsibilities include managing the Council’s day-to-day operations, with duties outlined in the Urban Council Act Chapter 29:15, Section 136.

IMG-20241115-WA0070
Mr K.B. Chafesuka: Town Clerk

Overall Functions

– Overall supervision of all Heads of Departments.
– Monitoring and evaluation of departmental performances.
– Serving as the Council’s Liaison office with stakeholders.
– Management and monitoring of Information Technology.
– Risk management and auditing.
– Outsourcing and partnership development for service delivery, with a focus on strengthening and maintaining external relations.

 

Sections under the Town Clerk’s Section

The following sections fall under the Town Clerk’s department:

1. Internal Audit section

Headed by the Chief Internal Auditor, the Internal Audit Section provides internal audit services to the Council. The section ensures the reliability, adequacy, and integrity of financial information to stakeholders. Key responsibilities include:

  • Providing internal audit services to the Council.
  • Ensuring the reliability, adequacy, and integrity of the Council’s finances.
  • Ensuring compliance with all Council policies, procedures, regulations, particularly in terms of financial management.
  • Ensuring that departmental operations are conducted in an economically efficient and effective manner.
  • Ensuring the accomplishment of established goals and objectives for operations or programs.
  • Safeguarding and ensuring the physical existence of Council assets, while minimizing losses.
Mr Manjokota
P. Manjokota: Chief Internal Audtor

2. Human Resources Section

The Human Resources Section is headed by the Human Resources Manager, who reports to the Town Clerk. The section is responsible for the following key functions:

  • Formulating and implementing human resources strategies and policies.
  • Administering salaries and payroll.
  • Ensuring adherence to the Council’s conditions of service and code of conduct.
  • Recruiting and retaining skilled, well-qualified, and experienced staff.
  • Conducting job grading exercises.
  • Ensuring that employees adhere to health, safety, and wellness standards.
Mrs Nhongo3
Ms M.Nhongo: HR Manager

3. Corporate Communications Section

Headed by the Corporate Communications and Marketing Officer, the section serves as a platform for engagement with both external and internal stakeholders.

Key responsibilities include:

  • Building relationships to foster a sense of ownership and community pride in the City of Mutare through educational meetings and outreach programs.
  • Disseminating timely and accurate information about the Local Authority to stakeholders.
  • Creating, managing, and enhancing the brand and image of the City of Mutare.
  • Promoting the city through strategic partnerships with various stakeholders, including the Government of Zimbabwe, non-governmental organizations, and the business community.
  • Designing and placing advertisements in the press to promote the city and its initiatives.
  • Promoting investment opportunities in the City of Mutare to attract businesses and drive economic growth.
External Relations

All operations of the Council are sanctioned by the Urban Council’s Act (Chapter 29:15) of 1995. Other than liaising closely with all the Ministries of Government on various issues affecting its operations the city submits monthly reports to the Ministry of Local Government, which is its parent Ministry.

The city of Mutare has established twinning relationships with various cities throughout the world namely:

  • Tameside Metropolitan Borough; UK
  • City of Haarlem: Netherlands.
  • City of Nelson: Canada.
  • City of Savana (Georgia) U.S.A
  • Manica, Beira and Chimoio: Mozambique
  • City of Portland, Oregan: U.S.A
  • Sapporo: Japan
  • Xinyu; China contracts.

4. Information and Communication Technology (ICT)

The ICT section Headed by the ICT Manager and its responsibilities include:

  • Managing all Mutare City Council ICT Infrastructure.
  • Formulate and maintain the ICT Strategic Plan in line with the City Strategic Plan.
  • Formulate and Maintain ICT Policy, Procedure Manuals and other ICT documentation.
  • Organize in house ICT training for Council employees.
  • Facilitate and ensure business continuity for Mutare City Council.
  • Enforce the use of technology in cost cutting measures as well as ensuring efficiency in revenue collection.
  • Integration of Mutare City Council  office via wide area network.
ICT Manager Mrs Shumba
E Shumba: ICT Manager

5. Procurement Section

The Procurement Unit (PMU) was established in 2017 and is headed by the Town Clerk in line with Section 17 of the Public Procurement and Disposal of Public Assets (PPDPA) Act.

It consists of PMU and Evaluation committee in a plea to achieve the objective of the (PPDPA) Act

Functions of the PMU includes:

  • Planning the procurement activities.
  • Selecting the appropriate procurement methods
  • Procure of all Council requirements
  • Managing procurement contracts.
t ndlovu . procurement manager(1)
T.Ndlovu: Procurement Manager

6. Business Development and Strategy Unit

The Business Development and Strategy Unit (SDBA) is headed by the Town Clerk. The main function is to build, promote and nurture sustainable smart partnership that maximise value to council.

Functions of the BDSU:

  • Investment promotion.
  • Research and development.
  • Developing and implementing monitoring and evaluation plans, policies, systems, strategies and procedures in line with the City’s Strategic Plan, Council Resolutions and other guidelines.
  • Business Development of internal and potential business units.