Revenue Collection Books Tax Payment Vouchers Requisition Forms Land Ownership Documents District Services—Education, Health, Infrastructure, Security, Sanitation Village Council—names and membership Note that filing is covered in Section 2.5 of the HRM manual, and is explored in more detail in the associated training materials, Topic 4. Filing. 7.0 Visitors This section is adapted from the document Building for NGOs: a guidance ‘Capacity manual for good practice’ (CIIR, 2005). 7.1 How to manage office visitors The district office should be accessible, to the beneficiaries and client groups. Members of the public will also want to the office to find out more information about the work of the local government, including the District Council and district departments, as well as to seek assistance on matters. Sometimes government officials or representatives of NGOs or international funding agencies will also come to the office for meetings. It is important that their first impressions of the office are positive. To ensure that the daily work of staff at the office is not endlessly interrupted by unanticipated visitors, it is advisable to establish an appointments system. Of course, visitors will come to the office unexpectedly from time to time, but an appointments system will ensure that most visits are planned in advance for the benefit of both staff and the visitors themselves. The box below contains some tips for an appointments system can be found below. Visitor Appointments System: Ask visitors to make an appointment in advance so that the necessary people are available to meet with them (see Annex 29). Have some background information about the district local government and its work available to give or show to the visitor, such as an organisational profile, the structure chart, annual report, and a list of completed projects. Ask the visitor to sign the visitor’s book and state his or her name, job title and organisation, and phone number or email address. (see Annex 30) Collect any information that the visitor gives the organisation and file it for future reference. Prepare for an informal office tour and visit to project sites if requested.
Revenue Collection Books Tax Payment Vouchers Requisition Forms Land Ownership Documents District Services—Education, Health, Infrastructure, Security, Sanitation Village Council—names and membership Note that filing is covered in Section 2.5 of the HRM manual, and is explored in more detail in the associated training materials, Topic 4. Filing. 7.0 Visitors This section is adapted from the document ‘Capacity Building for NGOs: a guidance manual for good practice’ (CIIR, 2005). 7.1 How to manage office visitors The district office should be accessible, to the beneficiaries and client groups. Members of the public will also want to the office to find out more information about the work of the local government, including the District Council and district departments, as well as to seek assistance on matters. Sometimes government officials or representatives of NGOs or international funding agencies will also come to the office for meetings. It is important that their first impressions of the office are positive. To ensure that the daily work of staff at the office is not endlessly interrupted by unanticipated visitors, it is advisable to establish an appointments system. Of course, visitors will come to the office unexpectedly from time to time, but an appointments system will ensure that most visits are planned in advance for the benefit of both staff and the visitors themselves. The box below contains some tips for an appointments system can be found below. Visitor Appointments System: Ask visitors to make an appointment in advance so that the necessary people are available to meet with them (see Annex 29). Have some background information about the district local government and its work available to give or show to the visitor, such as an organisational profile, the structure chart, annual report, and a list of completed projects. Ask the visitor to sign the visitor’s book and state his or her name, job title and organisation, and phone number or email address. (see Annex 30) Collect any information that the visitor gives the organisation and file it for future reference. Prepare for an informal office tour and visit to project sites if requested.
2016_SLD_District_Office_Management_Administration_Manual_2nd_draft_26.03_.16_.docx