Levy inspection is a department which is responsible for carrying out compliance Audit and registration of new companies. Compliance audit is a comprehensive review of an organisation’s adherence to regulatory guidelines. According to the provisions of Statutory Instrument 74 of 1999, every eligible employer shall pay a levy assessed at 1 % of his total monthly wage bill. In pursuance of this, Levy Inspectors request for financial statements which include trial balances, statement of comprehensive income, payroll summaries, and wage book extracts from employers for computation of levy due. Levy Inspectors also carry out door to door registration blitz to ensure that every employer pays 1% Training Levy to ZIMDEF.
The department is responsible for providing and facilitating the use of Information Systems and Technologies that enhance ZIMDEF’s operations and make ZIMDEF a technology driven organisation. The department is in the process of modernizing ICT infrastructure and systems in line with the Fund‘s goals.
MARKETING AND PUBLIC RELATIONS
The Marketing and PR department is responsible for the image building of the organization and recommends appropriate communication strategies with stakeholders and the public. It plans and execute Marketing and PR activities to increase the Fund’s visibility.
Follows up overdue training levy debt (unpaid levy) through face to face engagement, telephone calls, letters, emails and txt messages. If pre-legal action is unsuccessful the department hands over debtors to our highly competent lawyers for collection. The department is also responsible for facilitating receipting of direct transfers.
NOTE* Levy becomes due on the 1st of each month and should be paid by the 15th of every month, any unpaid levy by the 15th becomes levy debt and may attract a 10% surcharge.
ESTATES, ENGINEERING WORKS AND PROJECTS
Estates, Engineering Works and Projects is responsible for management of the Fund’s Estate properties so as to realise competitive returns on investment. The department Provides support service to Ministry of Higher and Tertiary Education Science and Technology Development institutions for TVET infrastructure procurement and development, thus promoting the development of critical and highly skilled manpower in Zimbabwe. It also monitors and evaluate ZIMDEF engineering works for required outcomes and outputs.
The Finance department is responsible for coordinating the crafting of the Fund’s annual budget and ensuring that it’s signed by the Trustee before the 28th of February each year as well as ensuring that the Fund lives within the authorized budget. The other responsibilities entail accounting for revenues and expenses for the Fund with special attention to the Fund’s mandate. Any extra funds available after satisfying monthly requirements are placed with various financial institutions as investments. The department also hosts three payrolls to cater for its staff and two categories of apprentices that are managed by ITTTD.
ADMINISTRATION, TRANSPORT AND PROCUREMENT
The Administration, Procurement and Transport department ensures that the Fund operates efficiently and effectively through liaison between management and staff for a positive work environment. Administration leads individuals within the Fund accomplish the common set of goals by combining available resources and effective support system. The role of procurement is to support operational requirements by managing procurement process and the supply base efficiently and effectively for the benefit of the Fund in accordance with the procurement regulations as enshrined in the State Procurement Act, Cap 22.14 and Statutory Instrument 171 of 2002. The Transport Section ensures equal distribution and proper maintenance of the available motor vehicles for the Fund to realize its mandate.
To provide independent, objective assurance and consulting services designed to add value and improve ZIMDEF operations. Internal Audit helps ZIMDEF accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control and governance processes. (Adopted: IIA Inc.)
Internal Audit is authorised and empowered, through the Public Finance Management Act, Chapter 22:19, Part V111, Section 80, to access and review all areas of ZIMDEF operations. Internal Audit has unfettered access to the Chairman of the Audit Committee and that of the Chief Executive Officer.
The scope of the work of Internal Audit covers all entities:
State Tertiary Institutions (Institutions approved by the Ministry of Higher and Tertiary Education, Science and Technology Development),
Employers who indenture apprentices, and
Associates in which ZIMDEF has a significant interest.
Besides the mandate given by the Public Finance Management Act, Internal Audit will also be responsive to the requests of management and work closely with External Auditors.
RESPONSIBILITIES OF THE INTERNAL AUDIT FUNCTION
The Internal Audit Department is entrusted with the responsibility to appraise the policies, procedures and management controls of ZIMDEF to ensure that all of ZIMDEF activities are properly managed and to promote adequate and effective systems of internal control at reasonable cost. This involves, amongst other things, the following:
Reviewing the reliability and integrity of financial and operating information, and the means used to identify, measure, classify and report such information.
Monitoring the processes of risk management and corporate governance.
Assessing the existence of, and compliance with, systems of internal control.
Assisting in improving the effectiveness, efficiency and economy of the Fund’s activities.
Reviewing the means of safeguarding the Fund’s assets.
Advising of developments in, and ensuring compliance with, applicable laws and regulations.
INTERNAL AUDIT RELATIONSHIP WITH EXTERNAL BODIES
Internal audit will coordinate their work with others as directed by Management and the Audit Committee.
The External Auditors will be notified of the activities of internal audit in order to minimize duplication of audit effort.
ZIMDEF Gweru, in the Midlands Province, is situated on first floor of First Mutual Centre, corner Robert Mugabe Way and Fifth Street. It has a staff compliment of fourteen who, on a daily basis, are committed to meet its revenue target for purposes of human capital development. The team provides the highest standards of service to its customers and are ever there to address customer dissatisfaction, if any. Information is disseminated through various marketing and public relations strategies organized jointly with the department resident in Harare. The office collects training levy from companies that are in the following towns and cities as well as their out laying areas: Gweru/Shurugwi, Kwekwe/Gokwe, Masvingo/Gutu, Zvishavane.The companies are basically in the following industries: Mining. Manufacturing, Retail, Hospitality and SMEs.
In its endeavour to support the mandate of the fund which is that of collection of training levy, the office covers Matabeleland North, Matabeleland South and Bulawayo Metropolitan Province. There are five departments with a total staff complement of twenty six employees. The departments are Levy Inspectorate, Debt Management Office Finance and Administration, Marketing and Public Relations, IT and Estates Department. ZIMDEF Bulawayo House is located at 102 Fort Street.
The branch interlinks and fosters positive relationships among various stakeholders. The main thrust for the branch is manpower training levy mobilization from eligible employers. The branch has an administration department that ensures the smooth running of its operations. The Levy Inspection section carries out compliance audits, registration of new employers with ZIMDEF as well as educating employers. The office has Debt section that is responsible for recovery of debts and reminding employers to pay their monthly levies. The accounts department prepares financial statements for the branch. The branch has a receipting section that is responsible for receipting all monies received from clients. The Registry section processes new registrations and maintain files for employers.