The Department is responsible for corporate and administrative support services, provision of welfare & logistical support, human resource management, ICT, PDU and management of registry services and comprises Registry Unit, Human Resource Management (HRM) Unit, Information and Communication Technology (ICT) Unit, Procurement and Disposal Unit (PDU) as well as office support services Unit.

  • Administrative Support
  • HRM
  • ICT
  • PDU

Key functions

  • Establish and maintain an administrative machinery capable of supporting all operations of the different departments;
  • Formulate and implement administrative policies, standards, guidelines and regulations for management and administration of the City;
  • Provide administrative support services in form of Office space and supplies, utilities, consumables and stationary, to all operational areas in the City;
  • Provide technical support on matters of administration to the City Clerk;
  • Oversee the safety of the staff and coordinate the disaster management operations;
  • Manage the correspondences and City Registry;
  • Supervise fleet and transport logistical support in conformity with transport policy guidelines in the City
  • Develop and implement vehicle maintenance and servicing schedule and manage fleet replacement and life cycle/inventory;
  • Guide and interpret policies, regulations, practices and procedures of administrative nature in the City;
  • Provide appropriate security, logistical support, office accommodation, maintenance and other operational necessities to staff in the City;
  • Maintain an up-to-date filling system and ensure proper disposal of records of the City; in accordance with the retention and disposal schedules;
  • Handle Protocol Matters in the City;
  • File all registry with the correct number, suitable series selected and reference; and track Movement of files from Registry to other offices within the City;
  • Prepare reports on mail statistics of the City; and
  • Prepare work plans, budgets and performance reports for the Department and submit to relevant authorities for further action.

The Human Resource Management Unit focuses on: Human Resource Policy, Payroll Management, Human Resource Planning and Development; and Employee Performance Management.

Key Functions

  • Guide and advise on matters of human resources management policies, regulations, practices and procedures of the City;
  • Set-up and implement systems for recruiting, Managing and retaining staff with the right competencies for jobs in line with City talent Management guidelines;
  • Identify needs for professional training of all staff in consultation with the user Departments, Divisions and Units;
  • Plan, develop and implement training and development programmes for the City staff in line with the mandate;
  • Organize human resource training and development in liaison with respective technical departments;
  • Provide technical support to Technical Departments in handling establishment and staffing matters;
  • Develop a robust system for setting performance targets and monitoring performance of staff in line with the mandate of the City;
  • Deploy staff within Departments, Divisions, Sections and Units to meet their manpower needs;
  • Coordinate the human resource planning including identification of human resource requirements;
  • Prepare submissions for retirement packages and submit to for payment;
  • Design and develop a disciplinary code for the City;
  • Develop and implement a compensation and benefits management programme for staff;
  • Provide relevant information, Process data and update records of various staff; such as annual, sick, maternity and study leave;
  • Carry out salary administration, process the payroll and retirement benefits (pension, allowances etc.) and other entitlements for employees of the City; and
  • Prepare work plans, budgets and performance reports for the Department and submit to relevant authorities for further action;

The ICT Unit is responsible for provision of technical support services on ICT matters to management and all functional areas in the City.

Key Functions

  • Implement policies, plans, programs and strategies for effective harnessing and exploration of ICT to support Services in the City, within the National ICT Policy and Regulatory Framework;
  • Provide technical leadership, guidance and support in mainstreaming ICT in the City operations, plans and programs in terms of technology and systems; required for efficiency and effectiveness;
  • Develop, design and manage the information management systems to allow free flow of information and data sharing in the City;
  • Provide technical/professional support services to other technical Departments on matters relating to IT use, procurement, installations and maintenance;
  • Develop ICT security policy which contains rules and procedures for managing the use of ICT equipment;
  • Plan and install new networks including internet services;
  • Establish, implement and monitor best practice in information security processes in the City;
  • Provide end-user ICT training and Support Services on issues of data management; and
  • Design, install and maintain the website and Internet related services for the City.

The Procurement and Disposal Unit (PDU) is responsible for developing, coordination, management and monitoring of the procurement and disposal of goods, works and services as per the City procurement policies and procedures.

 Key Functions

  • Prepare annual procurement and disposal plans;
  • Tender technical advice and guidance to accounting officer, end users, and contracts committees on matters of procurement and disposal;
  • Make submissions to Contracts Committee for approval and implement decisions of the Contracts Committee;
  • Act as secretariat to the City contracts committee;
  • Carry out invitation, receipt and guide opening of bids;
  • Evaluate all procurement requirements and advise on the most appropriate method of procurement;
  • Advise and recommend the appropriate procurement and disposal procedures;
  • Prepare bids and contracts documents;
  • Maintain suppliers’ list, prequalification register and document all procurement records;
  • Produce and submit timely periodic reports to PPDA and to the contracts committee; and
  • Coordinate the procurement planning and budgetary requirements;

Meet the Administration Team

Jobile Cornelius

Deputy Town Clerk (HOD)

Amviko Mercy

Senior Human Resource Officer

Omale Jimmy

Senior Procurement Officer

Yosa Stephen

Records Officer

Odabo John

IT Officer

Afuru Iren

Procurement Officer

Feni Patrick

Senior Office Supervisor

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