ASHLEY CHITEHWE LOG BOOK

REG NO: R157226Q

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CHITUNGWIZA MUNICIPALITY

RECORD OF WORK DONE (JUNE)

WEEK Activity OBJECTIVES CRITICAL ANALYSIS AND COMENTS recommendations

ENDIND

WEEK 1  The student had an  To know the organizational  The organization has a very  The council should
11-16 induction at the structure of the organization. welcome atmosphere although downsize its
JUNE municipality. some of the departments are employees to
 Was given the organogram over staffed. reduce confusion
of the organization.  I realized that the organization as well as to cut
comprises of various down their salary
departments aimed at expenditures.
achieving the common goal  The council should
which is service delivery. prepare the
organogram
annually so as to
deliver quick
service delivery as
the employees will
be aware of the
organizational
chain of command.
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WEEK2  I was referred to the  To know filing documents  I learnt that all document are 
19-23 registry department where according to their respective filed in their respective files
JUNE we major in referring files. and this practice serves
letters where we major in transparency and audit.
referring letters to their
respective files.
 Receiving all the documents
from different departments
as well as the residents.

WEEK 3  The student made records  To record all the cheque and  This practice serves for  Council should
25-30 of all the cheque, RTGs and bank transfers in the books transparency and maintain this
JUNE all bank transfers. of accounts. accountability so as avoid practice and
misuse of funds. should
accommodate
external auditing
more so as to
safeguard council
funds.

Supervisors’ Comments

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Supervisors’ Signature Stamp:

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CHITUNGWIZA MUNICIPALITY
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Work done (JULY)

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECCOMMENDATIONS

Week 4  Received the monthly  To make sure that the district
report from the Chamber officer knows the activities   Information
Secretary that are happening at the Technology()
municipality

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 5  Training session by the  To equip registry staff with  In the registry section there  The council should
ministry of local knowledge of records was a challenge of misfiling of train its personnel
government public works keeping as to avoid loss of documents and also there a to equip its staff
and national housing. information. problem of identifying the with knowledge.
 To maintain order of files required files as soon as  If there is a
in the registry department possible. problem in the
so as avoid confusion of council, it is
documents in the important to
organization. consult the
Ministry of local
government public
works and national
housing.
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WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECCOMENDATIONS

WEEK 7
 Made records of all bank  To ensure proper  This serves for transparency and  Council should
cheque deposited and management of funds. accountability purposes where maintain this
withdrawn from the all the money used is accounted practice and should
organization. for so as to avoid misuse or accommodate
extravagant use of funds. external auditing
more so as to
safeguard council
funds.

WEEK 8 
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RECORD OF WORK DONE (AUGUST)

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECCOMENDATIONS

WEEK  To be aware of the  Media publications have a  The Council
 Made cuttings of any information that is huge impact on the image of should increase
relevant press publications publicized in the press organization respond
that is the daily news, concerning the council.  Media can also be used as a positively to
Sunday mail ,news day communication tool between these
amongst others an organization and the publications
citizens as both parties can use 
the platform to inform the
other

Supervisors’ Comments

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Supervisors’ Signature Stamp:

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CHITUNGWIZA MUNICIPALITY

WEEK ENDING

Week

WEE
K 10
AND
11
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 I stamped all the letters l  I learnt how to  A proper strategy on stamping  Basic
received to confirm that they communicate to clients process should be put in place Communication
have been accepted into the professionally so as to assign responsibility to Skills (CS101)
organization  I realized the importance of the respective offices such that
 I filed the received letters in stamping and recording all congestion will be reduced in
the order of their arrival. Also letters received into the the administration department
l submitted all the clients organization which is easy
letters to the chamber referencing and security
secretary for attention reasons which would then
 I grouped and classified them facilitate smooth flow of
as per the department and activities.
lastly l handed them over to
the secretaries

WEEK ENDING

DATE ACTIVITY ANALYSIS AND COMMENTS RECOMMENDATIONS MODULE RELATED

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Week 8

11/03/16

MARCH

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECCOMMENDATIONS

 Maintaining order in the  To identify the files as  Files were being mixed up as  The council should
Wee registry shelves. quick as possible there was no space but when purchase shelves
k9  To avoid confusion in the the council provided more in the registry
registry. shelves we were able to arrang section so that
thefiles in order. files will be kept
safely.
 Receiving Curriculum Vitae  To put folios on the CVs  I noted that it is important to  I recommend that
for the post of District and submit them to the put folios on the CVs inorder the council should
Officers; Deputy Director Human Resource section. so that no one can attempt to promote this
of Works  To record the curriculum remove it in the pile policy as there will
Vitae before submitting  It promotes transparency as all be transparency in
them to the Human the CVs will be seen by the holding these CVs.
Resources section. Head of Human Resources.
   
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RECORD OF WORK DONE (SEPTEMBER)

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 12  Citizens have been receiving  To authenticate offer letters  A proper strategy
stands ranging from through stamping to ensure  I learnt how to communicate to on stamping
residential to commercial transparency. clients professionally process should be
 I stamped all the letters l  I realized the importance of put in place so as
received to confirm that stamping and recording all to assign
they have collected their letters received into the responsibility to
offer letters and filed the organization which is easy the respective
received letters in the order referencing and security offices such that
of their arrival. reasons which would then congestion will be
facilitate smooth flow of reduced in the
activities administration
departments

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 13  Filed a letter with  To ensure that we keep the  Considering the financial state  There is need
27/04/15 information pertaining the records of contract workers of the council, I realized the however, contrary
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contract between so that when there is need importance of contract workers to what happened,
Chitungwiza municipality and for them the council can as the council cannot afford to for council to stick
ZINARA workers on road consult them. employ any more permanent to the stipulations
construction workers at the moment of a business
contract in order to
maintain good
relations with its
contract workers.

Supervisors’ Comments

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Supervisors’ Signature Stamp:

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CHITUNGWIZA MUNICIPALITY

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

WEEK 14  Attended a Mayor’s  To help the less privileged  This was an important role  Most people are
Cheerfund and the poor to increase done by Chitungwiza failing to meet
their standards of living Municipality to remember the their basic needs in
through donations and poor. I observed that social Chitungwiza
providing capital to start citizenship is really vital since therefore poverty
projects. some elderly persons are no rate is increasing
longer able to work for leading to high
themselves hence there is need crime rate within
for the government and the communities
community to help them. hence the need for
the government to
intervene in
addressing the
problem
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WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 15  Issued out a memo to all  To come up with by-laws  I learnt the importance of By-  By-laws should be
heads of departments which are relevant so as to laws in the administration of effectively
ordering them to submit guide the citizens in order Council. By-laws should be implemented and
their proposed by-laws to the to maintain order. effectively implemented and there is need for
chamber secretary so that there is need for public public awareness
they would be reviewed awareness on such laws so that on such laws so
residents will not violate those that residents will
laws. not violate those
laws.

WEEK ENDING

DATE ACTIVITY ANALYSIS AND COMMENTS RECOMMENDATIONS MODULE RELATED

Week 16
18/05/15
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SUPREVISOR’S
COMMENTS………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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SIGNATURE………………………………………………. STAMP

RECORD OF WORK DONE (OCTOBER)

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 17  I compiled and read through  To come up with the  I learnt how these files are  Students must be
the management meeting important issues being prepared before submission to given more
minutes raised in council meetings respective departments opportunities to
 I prepared them according to and file them for future use. attend relevant
their departments and stored meetings to gain
them within the office for much exposure on
future referencing how deliberations
are made

Supervisors’ Comments

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Supervisors’ Signature Stamp:

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CHITUNGWIZA MUNICIPALITY

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

WEK 18  Preparing running files of all  To compile all the work  Some departments were  I recommend that
departments done by each department ignorant especially submitting the running files
on a weekly basis their document to the registry should be
for filing but when the use of prepared on a
running files started weekly basis in
departments started order to identify
submitting their documents to which department
the registry. is doing work or
 I noted that preparing running not.
files and submitting them to
the town clerk and directors
will lead to effectiveness of
service delivery since the town
clerk will easily identify which
department is not doing work.
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Week 19  Submitting running files of all  To ensure that the  I noted that the caretaker  I recommend that
departments to the caretaker council knows council should be shown all the the council should
commission chairperson. each and everything that is work done by the council so work together
done in the municipality. that even when the residents with the caretaker
come with their cahiers it will council in solving
be easier for them to assist the issues of
them as they will be in touch of service delivery
what is being done by the and in dealing with
council concerning that matter. issues of
corruption.

WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECOMMENDATIONS

Week 20  I had access to the strategic  To know the mission and  It is a commendable effort  There must be a
plan of the Municipality vision of the organization. made by the organization to maintained spirit of
come up with a strategic plan abiding to the
which will work as guiding stated result
principle in day to day oriented principles
functioning of the organization to achieve results
hence achievement of pre-
defined objectives.

SUPERVISOR’S
COMMENTS………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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SIGNATURE…………………………………………… STAMP

RECORD OF WORK DONE (NOVEMBER)

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS RECCOMMENDATIONS

 To notify the District  I noted that it is important to  The council should
WEEK 21 Receiving the weekly report from the Administrator all the work update the district submit the weekly
town clerk and submitting it to the done by the council’s administrator of all the report in time.
District Administrator’s office department on a weekly activities being done in the
basis. council so that she may report
all the problems being faced by
the council to the Ministry of
Local Government Public
Works and National Housing
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WEEK ENDING

DATE ACTIVITY OBJECTIVES CRITICAL ANALYSIS AND COMMENTS RECCOMMENDATIONS

Week 22
22/06/15  Attended a management  To come up with the  I learnt how to write official  Students’
meeting on the Revenue minutes and submit them to minutes with a high degree of participation and
Sharing Model with Clyna the members who were professionalism involvement should
Trading Private Limited present after the meeting.  I grasped administrative be continuously
 I wrote minutes on the concept and strategies of done so as to know
proceedings and handling critical matters how meetings are
deliberations of the meeting between the Council managers carried out.
 I typed the minutes and and their clients
printed them to the
members who were there
present
WEEK 23 Filing  To keep the documents or  I noted that keeping records in  The council should
records for filing. the database is somehow a maintain the
disadvantage because when system of both
there is no electricity or filing and keeping
breakdown it can hamper our the records in the
progress. database.
 I noted that filing is also
important.

Supervisors’ Comments

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Supervisors’ Signature Stamp:

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PERIOD ACTIVITIES OBJECTIVES CRITICAL ANALYSIS RECCOMMENDATIONS

24  Training session with  To have knowledge on  I noted that in the registry  I recommend that the council
the Ministry Of Local how to handle classify section there was should continue requesting
Government Public files according to their confusion in classifying the staff from the Ministry of
Works and National indexes files according to their Local Government as they
Housing staff. respective or specific have a knowhow on how to
 To maintain order in
indexes. deal with the documents of
the registry section.
the council especially in the
registry section.

WEEK 25  Recording all the  To reduce paperwork  The greatest challenge we  I recommend that the council
files in the database had in the registry section should introduce the use of
 To ensure easy access
was taking longer in computers in all the
when locating files
locating files as quick as departments so that there will
possible but when we be no use of papers which is
started recording the files time consuming.
in the system it was easy
to locate the files and it
reduced the use of
paperwork as there was
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no need record in books.
 Receiving cheque;  To ensure  Some workers would lie  I recommend that the council
payment vouchers management of funds that they did not see their should enforce strict
for recording petty cash cheque so to regulations ensure that no
 To record cheque
avoid this recording them workers will temper with
numbers so that it will
and make them sign was a council funds or mismanaged
be easy for the auditors
way to ensure of funds
to know how funds
transparency.
were managed through
our records.

Supervisor’s comments

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SIGNATURE………………………………………………………………… STAMP
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PERIOD ACTIVITIES OBJECTIVES CRITICAL ANALYSIS RECCOMMENDATIONS
 We to Matsikidze and  To discuss an  Judging from the meeting  I recommend that the
Mucheche law firm for a outstanding issue upon a at the law firm I was able to council should have good
meeting stand conflict in order to get an idea on how court relationship with the
come up with a suitable case are handled and how lawyers especially in
witness. to find the suitable dealing the court cases.
candidate suitable to stand
as the witness in cases
relating to land conflicts.

 Preparing a weekly report  To notify the Chamber  I was able to notify that it is 
Secretary about all the important to notify the
legal issues i.e. court Chamber Secretary all the
cases so that she will court cases be it summons
know all the legal issues or applications
in the council.
 I was able to get exposure
on how to prepare a weekly
report.
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period activities OBJECTIVES CRITICAL ANALYSIS RECCOMMENDATIONS

1 January  Verifying the letters of  To ensure the  Some clients tend to come up  I recommend that the
administration authenticity of the with documents which are council should maintain the
documents by fake. I noted that that it is policy of verifying the letters
verifying with the important to verify these of administration with the
Assistance Master of document with the Assistant master of High Court so as to
High Court. Master of High Court to root avoid fake documents
out fake documents that are
used for fraudulent purposes.

Verifying distribution accounts

Verifying deeds of transfers
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PERIOD ACTIVITY OBJECTIVE CRITICAL RECCOMENDATIONS

ANALYSIS
 Seeking  To know  The departments
instructions whether should respond as
from the the council quickly as possible
council has to the applications
departments interest to or summons so
for court the court that we will
application order or inform the master
and not. of High Court or
summons. the Master of
High Court on a
given time.

 Liaising with  To ensure  Sometim  It is important to

the lawyers that there es the get instructions
is giving of council from the lawyers
instruction suffers as they are
from from experts in dealing
them. defaults with legal cases.
so it is
necessar
y to seek
instructio
n from
them
since
these are
legal
matters.

 There is
also the
problem
of
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unnecess
ary
litigation.
 Receiving  To have
and knowledge
recording on the
files with cases of
issues to deal our clients
with legal so that
matters when we
want
informatio
n about
the case of
the client
we will
refer to
the files
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PERIOD ACTIVITY OBJECTIVE CRITICAL ANALYSIS RECCOMENDATIONS

 Seeking instructions  To know whether the  The departments should
from the council council has interest to the respond as quickly as
departments for court court order or not. possible to the applications
application and or summons so that we will
summons. inform the master of High
Court or the Master of High
Court on a given time.

 Liaising with the  To ensure that there is  Sometimes the council  It is important to get
lawyers giving of instruction from suffers from defaults instructions from the
them. so it is necessary to lawyers as they are experts
seek instruction from in dealing with legal cases.
them since these are
legal matters.

 There is also the

problem of
unnecessary litigation.
 Receiving and recording  To have knowledge on the
files with issues to deal cases of our clients so that
with legal matters when we want information
about the case of the client
we will refer to the files
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ASHLEY CHITEHWE LOG BOOK