The Legal Services Section is a critical support function within Kazungula Town Council, operating under the newly approved council structures to provide professional legal guidance and ensure the council’s decisions, policies, and operations comply with the Laws of Zambia. This section safeguards the legal interests of the council, mitigates legal risks, and upholds statutory and regulatory compliance in the execution of council mandates.

MANDATE AND ROLE

The core mandate of the Legal Services Section is to provide sound legal advice and representation to the Council, ensuring that all actions undertaken by the local authority are consistent with existing legislation governing local government, land administration, licensing, contracts, and public administration.

The Section plays a proactive role in guiding management and council committees on legal matters to prevent potential disputes, reduce liabilities, and support lawful decision-making processes.

CORE FUNCTIONS OF THE LEGAL SERVICES SECTION

1. Legal Advisory Services

• Provides legal opinions and guidance to the Council, Management, and Council Committees on matters pertaining to governance, statutory obligations, and compliance with national legislation such as the Local Government Act No. 2 of 2019 and the Urban and Regional Planning Act No. 3 of 2015.

• Advises on the legal implications of council resolutions, policies, contracts, and operational activities.

2. Contract Management

• Drafts, reviews, and vets all contracts, Memoranda of Understanding (MoUs), Service Level Agreements (SLAs), and other legal documents to protect the interests of the Council.

• Ensures that all contractual arrangements entered into by the Council are legally sound, enforceable, and aligned with procurement regulations and public sector standards.

3. Land and Property Administration Support

• Processes land applications and offers legal oversight on matters relating to Certificates of Title and Occupancy Licences under the Urban and Regional Planning Act.

• Provides legal advice on disputes or queries related to land tenure, property rights, and council-owned properties.

4. Licensing and Regulatory Compliance

• Manages the legal aspects of issuing trading licences, business permits, and other regulatory authorizations granted by the Council.

• Ensures that licensing processes comply with relevant legal frameworks and that enforcement actions are undertaken within the law.

5. Litigation Management

• Represents the Council in civil, criminal, and administrative court cases either directly or through engagement with the Attorney General’s Chambers or external legal practitioners.

• Manages all legal proceedings involving the Council, including preparation of court documents, monitoring case progress, and reporting outcomes to Management and Committees.

6. Estates Administration

• Provides legal oversight on matters relating to deceased estates where the Council is involved, particularly concerning land, properties, and unpaid rates.

• Ensures that Council claims in estates are properly processed through the probate courts or relevant authorities.

The Procurement and Supplies Unit currently holds the responsibility for procuring works, goods, and services to ensure the Council achieves value for money and efficiently utilises its resources. The specific functions carried out by the unit include:

• Preparing and implementing the procurement plan to guide procurement activities.
• Procuring goods and services to facilitate the smooth operations of the Council.
• Drafting solicitation contract documents to initiate procurement processes.
• Managing contracts to guarantee the timely delivery of goods and services.
• Providing advice on procurement and contractual matters related to goods and services.
• Compiling reports on procurement activities to keep stakeholders informed.
• Offering secretarial services to the procurement committee to support decision-making processes.

The Internal Audit Unit is responsible for managing the internal audit function within the Council to enhance oversight in the management of public resources. The specific functions performed by the unit include:

• Conducting audit assignments to ensure internal controls and governance systems.
• Reviewing risk management processes within the Council to ascertain their effectiveness.
• Providing secretariat services to the Audit Committee to facilitate their operations.
• Monitoring the implementation of internal and external audit recommendations to inform decision-making.
• Maintaining an internal audit database for easy retrieval of information.
• Preparing and consolidating monthly, quarterly, and annual reports for decision-making.
• Providing advisory services to management and other stakeholders for informed decision-making.
• Conducting the verification of stock and assets to provide checks and balances in the management of public stores.

The Public Relations Unit is responsible for managing public relations activities within the Council. The aim is to keep the public informed and improve the council’s image. The unit performs various functions, which include:

• Coordinating press releases to keep the public updated on the Council’s activities.
• Preparing responses to press and public queries to facilitate the decision-making process.
• Coordinating the production of brochures, magazines, newsletters, radio, and television programmes to disseminate information about the Council.
• Managing digital media content to engage with the public and stakeholders.
• Coordinating council functions and events to promote community awareness and participation.

The ICT Section is responsible for providing support services to the operations of the Local Authority in the area of information and communications technology, with the aim of enhancing service delivery and optimising operational efficiency.

Some of its key responsibilities include:

• Design and administration of computerised systems

• Provision of training to staff

• Research and development