Council Office is a department under the Registrar's Unit mandated with the responsibility of managing the University of Zambia Council Corporate Affairs and Human Resources Management functions with regard to human resources planning, job evaluation, contracts administration and maintenance of the University Establishment. It is headed by the Deputy Registrar (Council) who reports to the University of Zambia Registrar and has the responsibility of superintending over the activities of the Department.
The main functions of Council Office are to plan and coordinate Council Corporate Affairs and manage Human Resources functions among others human resource planning, recruitment, contract administration and job evaluation and maintenance of the University Establishment.
PLANNING AND COORDINATION OF UNIVERSITY COUNCIL CORPORATE AFFAIRS
The University Council has been organized to function through five Committees of Council namely:
(i)Executive, Planning and Resources Committee which is a Committee of Council that functions and makes major decisions and recommendations on behalf of the University Council on policy and support functions such as teaching, research, consultancy, human resources, finance and other administrative matters.
(ii)Finance and Infrastructure Committee which is a Committee of Council that considers financial and infrastructure matters of the University.
(iii)Audit Committee which is a Committee of Council that considers matters relating to enforcement of internal controls on University systems, practices and functions.
(iv)Remuneration Committee which is a Committee of Council that considers matters relating to remuneration of staff in the University.
(v)Human Resources Committee which is a Committee of Council that considers matters relating to human resources in the University.
Council Office undertakes a number of activities in order to plan and coordinate the University Council Corporate Affairs. To this effect, the following activities are usually performed;
a)Preparation of a Schedule of meetings of Council and its Committees on an annual basis.
b)Preparation of notices for upcoming meetings of Council and its Committees as scheduled.
c)Preparation of agendas for meetings of Council and its Committees as scheduled.
d)Preparation of documents for meetings of Council and its Committees.
e)Recording of deliberations of meetings of Council and its Committees.
f)Preparation of Minutes and Action Sheets for Council and its Committees.
g)Preparation and Communication of decisions made from Council and its Committees.
h)Making follow-ups actions on decisions made by Council and its Committees.
i)Screening of received documentation for meetings of Council and its Committees.
j)Processing of allowances for members of Council and its Committees.
k)Processing logistical arrangements for meetings of Council and its Committees.
MANAGING HUMAN RESOURCES FUNCTIONS
Managing human resources functions by Council Office is limited to human resources planning, recruitment, job evaluation, maintaining the University Establishment and contract administration.
The following activities are undertaken by Council Office in order to manage human resources functions;
a)Preparation of quarterly meetings for human resource planning in the University.
b)Developing a recruitment plan.
c)Preparation of job advertisement on quarterly basis and placement of the job advertisement in the media.
d)Preparation of a schedule of interviews for advertised positions.
e)Representing Council Office on shortlisting meetings.
f)Maintaining and updating job descriptions and the job grading system.
g)Maintaining and Updating the Staff Establishment.
h)Preparation of end of contracts reminders.
i)Receipt and verification of documents for Units for renewal of contracts, confirmation, promotion and re-appointment.
j)Maintaining and updating information in the Human Resources Information System with regard to renewal of contracts, appointments, promotions and confirmation.