The Directorate Financial Services is responsible for the delivery of all financial-related services to the Municipality.

This includes the following:
--Strategic financial guidance.
--Budget, financial statements and related aspects.

--Asset & Fleet
--Expenditure management, which includes salaries and wages.
--Income and account services.
--Supply chain management services

The aim of this Directorate is to keep the financial position of the Municipality stable and to ensure that it will continue to being able to not only meeting its financial commitments but to ensure that economically viable services are rendered to the community on an effective and efficient basis. To maintain the present high standard of financial services the Municipality must adhere to many acts and other legal prescripts, policies, regulations, etcetera. Most important, however, is the Directorate’s personnel, which are very competent and highly motivated.

Core Function

To ensure the effective and efficient management of financial matters

 Key Performance Areas

• Manage the revenue collection process
• Manage Municipal Expenditure
• Ensure effective financial planning

Functional Responsibilities:

Financial Compliance

• Compile and control the Council’s budget
• Keep the assets register
• Compile the Financial Statements of the council
• Compile all reports in terms of legislation
• Supply Chain Management
• Control all purchasing systems
• Manage the Council’s Stores

Asset Management

• Manage all Municipal moveable and immovable and immoveable assets by ensuring the assets register is compiled, updated and maintained.

• Manage and review that the Asset Register is properly and accurately compiled and reconciled to the General Ledger on monthly basis.

• Manage processing and identifying all unauthorized expenditure in the budget, reconciling asset register with the general ledger and finalizing year end procedures as per finance for asset management.

• Manage and reviewing the compilation of disposal of asset according to the Supply Chain Management Act.

• Develop asset management plans in liaison with other business units.
• Compile the asset note to Annual Financial Statements.
• Manage the verification and conditional assessment of all municipal assets and

reviewing the conditional assessment report 

Budget and Financial Reporting

• Compilation of In-year Reporting (s71). 
• Compilation of Mid-year Assessment Report(s72). 
• Compilation of Adjustments Budget.
• Compilation of Annual Budget.
• Compilation of Interim and Annual Financial Statements.
• Supporting departments with budget enquiries.
• Reporting to Provincial and National Treasury on financial and non-financial reports matters.

Expenditure

• Control all payments of the Council
• The administration and monitoring of conditional and unconditional grants expenditures
• Managing the municipality compliances with its tax, levy, duty, pension, medical aid, audit fees and other statutory commitments
• Administration of petty cash system
• Manage salaries and allowances payments of staff and councillors
• Cash and Investment Management
• Monthly and Annual Reporting on Expenditure related matters

Fleet Management Section 

• Vehicle Fleet Maintenance & repairs
• Roadworthiness, registration of new vehicles
• Daily requests regarding service / repairs
• Services & COR preparations
• Vehicle movement monitoring (Tracking system)

Revenue

• Meter reading
• Data capturing on all debtor accounts
• Billing
• Collection of all monies paid
• Credit control and debt collection administration
• Public enquiries and correspondence
• Valuation Roll Management and Property Rates Management
• Budgeting for Property Rates, Refuse and Electricity
• Cash Receipting for municipal accounts
• Sale of Prepaid Electricity
• Credit Control and Debt Collection
• Indigent management
• Monthly and Annual Reporting

Supply Chain Management

1. Handling formal quotations above R2000 up to R30 000 by : 

• Verifying if sufficient budget is available for the envisaged procurement.
• Approve the request on the system.
• Allocate the request to procurement officers for action. 
• Obtain quotations from the minimum of three service providers
• Verify if service providers are listed on Central Supplier Database and municipal database
• Verify requisition on the system and process Purchase order 
• Send purchase order to service provider and user department

2. Above R30 000 up to R200 000

• Draft bid/quotation documents.
• Publish on the municipal website and notice boards for 7 days 
• Obtain quotations from at least three different service providers, preferably from, but not limited to, service providers whose names appear on the list of accredited prospective service providers of the municipality
• Verify if prospective service provider is registered on supply chain management database
• Perform closing/bid opening in the tender box (bids/quotations above the value of R30 000 up R200 000
• Open quotation box immediately after the quotation closing time and date
• Stamp and sign every page of quotation with date stamp, on the date quotation was received
• Recording of responses on the closing register
• Check completeness of bid/quotation documents
• Check if all MBD forms are filled and signed correctly 
• Check CSD compliance 
• Calculate and apply the 80/20 calculation in terms of the Preferential Procurement Policy Framework Act and if current regulations
• Check if preferred bidders tax matters are compliant before awarding
• Upload documents on the system for relevant approvals and issuing of Purchase order     
• Receive goods (Asset management to be involved if receiving the procured asset) 
• Perform receipting on the system
• Send the procurement file to expenditure for payment  

3. Competitive bidding

• The user department compile specifications for the need 
• SCM consolidate specifications with the bid document
• The document is tabled to BSC for approval 
• The BSC is responsible for reviewing specifications compiled as part of the bid documents by the end user and SCM respectively
• Prepare an advertisement
• Conduct briefing session if compulsory
• Receive tenders with supporting documents in tender box 
• Open tender box immediately after the tender period has lapsed
• Stamp and sign front and price page of the tender with a date stamp, on the date tender was received.
• Record all tenders received in the closing register, by documenting potential service providers name, tendered amount and other particulars that may be deemed necessary
• Make a copy of the closing register and give to all service providers
• Publish all entries on municipal website 
• Arrange for Bid Evaluation Committee sitting and prepare a report for BAC
• Verify if sufficient budget is available
• Arrange for Bid Adjudication Committee sitting and prepare minutes 
• Prepare notice to of intention to award 
• Prepare appointment letter once 14 days objections period has lapsed. 

4. Contract Management 

• Update contract register on an ongoing basis
• Prepare Service Level Agreements (SLAs)
• Send a reminder to end user for all the contracts expiring in the next 6 months

5. Stores/Inventory Management  

• Ongoing checking of stock order levels and reordering
• Issuing of stock to end user departments and capturing requisitions in the system 
• Quarterly balancing of stock

6. Reporting  

• Preparing monthly and quarterly report to Provincial treasury, finance portfolio and the council.