HLANGABEZA MT MUNICIPAL ADMIN N6

MALUTI TVET COLLEGE: BONAMELO CAMPUS MUNICIPAL ADMINISTRATION N6: Prescribed summary compiled by Hlangabeza M.T. Downloaded from hlayiso.com

MODULE 4: KEY OFFICIALS IN MUNICIPAL ADMINISTRATION MODULE 4: KEY OFFICIALS IN MUNICIPAL ADMINISTRATION Main Functions / Job responsibilities / Key Performance Areas of the Municipal Manager: • The formation and development of an economical, effective, efficient and accountable administration • The management of the municipality’s administration in accordance with the MSA and other legislation • The implementation of municipality’s IDP and the monitoring of progress • Managing the provision of services to the community in a sustainable manner • Appointment of staff, subject to the Employment Equity Act • Management, utilisation and training of staff in the municipality, etc. Downloaded from hlayiso.com

Additional duties of the Municipal Manager Statutory functions: • Giving notice of meetings of the council and its committees • Convening council meetings • Signing formal documents and contracts of the council • Act as returning officer during elections • Ensure that the voter’s roll is compiled • Representing the Council in legal proceedings • Is in charge of the municipal security services, e.g. metro police Downloaded from hlayiso.com

Personality traits Characteristics of a Municipal Manager: Ability to plan and show initiative: The MM must be able to plan for the future, come up with proposals and project future development. Ability to organise: The act of making different people or things work together and achieve the objectives. Ability to make decisions: • The process of selecting a course of action among several alternatives. • Ability to judge: • The ability to evaluate evidence to make a decision. Ability to communicate: • The ability to communicate verbally and in writing opinions in a meaningful and logical manner. Ability to inspire staff: • The ability to inspire staff to work harder and achieve wonderful results. • Ability to co-ordinate; Ability to co-operate; Ability to control: Downloaded from hlayiso.com

Competencies of the Municipal Manager: (i) Leading competencies and (ii) Core competencies Leading competencies of Municipal Managers Strategic direction and leadership: Provide and direct a vision for the institution and inspire and deploy others to deliver on the strategic institutional mandate. People management: Effectively manage, inspire and encourage people, respect diversity, optimise talent, build and nurture relationships in order to achieve institutional objectives. Programme and project management: Able to understand programme and project management methodology, plan, manage, monitor and evaluate specific activities in order to deliver on set objectives. Financial management: Able to compile, plan and manage budgets, control cash flow, institute financial risk management and administer procurement processes. Ensure that all financial practices are managed in an ethical manner. Change leadership: Able to direct and initiate institutional transformation on all levels in order to successfully drive and implement new initiatives and deliver professional and quality service to the community. Governance leadership: Able to promote, direct and apply professionalism in managing risk and compliance requirements and apply a thorough understanding of governance practices and obligations ____________________________________________________________________ • Six core competencies • Moral competence; Planning and organising; Analysis and innovation; Knowledge and information management Communication; Results and quality focus Downloaded from hlayiso.com

Senior Managers accountable to Municipal Manager Managers accountable to Municipal Managers (senior managers) Employment contracts for senior managers The contract must include the following: • Details of duties, remuneration, benefits and other terms and conditions of employment • A fixed term of employment not exceeding a period ending two years after the election of the next Council • A cancellation clause for when the managers do not comply with the terms of their contract • The terms of the renewal of the contract Performance management contracts for senior managers: • A separate performance contract for managers must be drawn up with reasonable time after appointment and must be concluded annually ____________________________________________________________________ Functions of senior managers • The managerial structure and the function for each managerial position are determined by the municipality’s IDP • These managers are responsible for the management of the different departments in the municipality, e.g. Health, Human Settlement, Tourism, etc. • ____________________________________________________________________ Downloaded from hlayiso.com

Chief officials / Senior Managers or Directors • If chief officials neglect their duties, the following problems will be encountered: • The wrong people are appointed • A high labour turnover will be experienced • Time is wasted on interviews • Workers will be unproductive • Unfair labour practices • Unsafe working conditions • Employees might feel their salaries are unreasonable • Lack of training could occur Downloaded from hlayiso.com

The official who normally handles the financial affairs of the municipality is the Chief Financial Officer Chief Financial Officer (Functions) • Is in charge of the budget and treasury office • Assist in the preparation and implementation of the budget • Assist in the administration of municipality’s bank accounts • Assist officials on budget and financial matters • Performs budgeting, accounting, debt management, etc. Downloaded from hlayiso.com

Roles of the CFO: CFO as financial advisor: • Attend Council or committee meetings • Be part of the Municipal Manager’s management team • Give advice on financial policy • Perform short and long term financial planning • Compile the final concept budget Downloaded from hlayiso.com

CFO CFO as accountant: • Responsible for all the financial records • Ensures an efficient accounting system • Draws up financial statement • Ensures the efficient recording of transactions • Follow up on financial irregularities Downloaded from hlayiso.com

CFO • Financial control by the CFO: • Ensures proper control measures are implemented • Ensures that all financial procedures as prescribed, are followed • Implements control measures to eliminate theft and fraud • Exercise budget control • Ensures that internal auditing takes place Downloaded from hlayiso.com

CFO Co-ordinating financial operations: • Co-ordinating all activities of the departments • Co-ordinating the finances of executive duties • Co-ordinating council activities • Drawing up the draft budget for the Municipal Manager Downloaded from hlayiso.com

Other key officials: Directorates/ Sections/Components Other key officials There are seven key directorates Corporate services: • It builds institutional capacity, manages and provides human resources, promotes positive labour relations and provides administrative support to the municipality. Technical services: • Is the strategic department responsible for developing and maintaining infrastructure, which includes building and maintaining roads, bridges, electricity networks, buildings, water and sanitation facilities. It also aims to address poverty alleviation through job creation and economic development. Downloaded from hlayiso.com

Other key officials Health and Social Development: • The two divisions are often combined. The Health division’s aim to create healthy communities by providing health care and medication. It runs clinics and education programmes, for example on HIV/AIDS. The Social Development division provides welfare and social services, facilities and programmes. Programmes are often focused on the elderly, migrants and poorer residents. Housing or Human Settlements: • This division focuses on meeting housing needs of the community, including providing safe, affordable, adequately serviced and well located housing. Part of this function is to identify and develop land for the relocation of informal settlements, and to use community education to help control land invasions. Downloaded from hlayiso.com

Other key officials • Public Safety: • This division is responsible for managing the safety of the public in that municipality. It does this by controlling traffic safety, preventing crime, and providing fire and rescue services and disaster management services. • • Environment: • The main focus of this division is to conserve the environment, ensure development is sustainable and not allow economic development to harm the environment. It is also responsible for dealing with the problems of industrial and city pollution. • • Key officials in strategic department: • The management officials in these divisions, departments or directorates will usually be an Executive or General Manager, or an Executive Director. The main official may also be a Member of the Mayoral Committee with one of the key divisions as a specific portofolio. Downloaded from hlayiso.com

Delivered by Hlangabeza MT GOOD LUCK IN YOUR PREPARATIONS FOR EXAMINATIONS…THANK YOU VERY MUCH!!!!!! THE END. Downloaded from hlayiso.com