Role of MTS at Administrative offices

• Tell me what are all branches in CO/RO/DO/PTC

• Who are the Incharge of these branches / departments / sections

• Who receives the Dak & mark the daily dak• What is your first duty on reaching office &

after signing the attendance register?• Do you feel that you do your this duty?

2.2.1

Role of MTS at Administrative offices

• Opening of ordinary Dak• Stamping of all Dak • Put up the all Dak to ASPO/SSPO• Transfer the Dak to inward clerk• Distribution of Dak to all office assistants• Transfer the files from concern clerk to

ASPOS / SSPOs• Return the files to concern clerk

2.2.2

Role of MTS attached to the at divisional offices

• Help to dispatch clerks in dispatch• Dusting of office and furtinaturs• Operation of Zerox machine/Duplicating

machine• Attend the SSPOs/ASPOs as and when called• Sealing of mails

2.2.3

Divisional office functions

An overview

2.2.4

Introduction

• Divisional office is the administrative office of the Superintendent/Sr. Superintendent of Post Offices

• Controls the Postal operations of the Postal Division

• The head of the division is assisted by supervising officers and office assistants in administering the division

2.2.5

List of branches in D.O• Establishment – A branch• Staff branch – B1 and B2• Buildings – D• Accounts – E• Investigation – F• Complaints • Mails – G• Inspection• Stock – J• Miscellaneous – L• Despatch• PLI/RPLI• PMU

2.2.6

Supervising officers

• ASP(HQ) – – supervises all branches except G, L, IR, F – General office management

• ASP(R) or DO– Supervises Mails, Miscellaneous, IR and Investigation

branches– Passes bills to the extent delegated– Conducts inspections and visits as planned

• IPO(Complaints)– In charge of the complaints branch– First level supervision of investigation branch

2.2.7

Introduction to branches

2.2.8

Establishment• Maintenance of establishment register for all posts• Periodical review of establishment• Review of temporary posts• MDW approval• Abolition and creation processing• Processing of relocation, retention, upgradation and down-gradation

cases• Change of account jurisdiction• Review of the allowances of Gramin Dak Sevaks• Licensing of franchisee POs• Grant of Cycle allowance, treasury allowance and cash handling

allowance• Change of jurisdiction of subdivisions

2.2.9

Staff branches

• We have two branches– Staff 1 or B1 – Handles all staff matters up to the

level of PA– Staff 2 or B2 – Handles all staff matters pertaining

to the following cadre• Postmen and Multi skilled employees• Grameen Dak Sevaks

2.2.10

Staff 1 or B1• Maintains the personal files of

– SSP/SP, ASPs, Inspectors and other supervisory and clerical staff– Processes leave application of these cadres and issues leave memo

• Maintenance of rosters• Maintains Gradation list of the division for the divisional cadre up to PA• Processes the recruitment of PAs and calculates vacancies thereof• Processes the transfers of divisional cadre staff• Processes the retirement cases – voluntary and superannuation• Processing Rule 38 cases• Processes resignation• Processes promotion and co-ordinates DPC• Processes treasurer appointments and follows up securing FG bond • Processes small family norm cases• Processes review of service of officials completing 50 years of age and 30 years of

service

2.2.11

Staff 2 or B2

• Maintains gradation list of Postmen & MTS• Maintains seniority list of GDS• Maintains roster • Processes the leave applications of Grameen dak sevaks

beyond the sanctioning limits of sub appointing authorities• Processes the recruitment of Grameen dak sevak BPMs• Processes the retirement of GDS and payment of

severance benefits• Assists the divisional head in conducting various

examinations

2.2.12

Buildings (D) branch• Takes care of the premises occupied by Departmental Post Offices as

well as quarters in the division• Periodical maintenance of departmental buildings and quarters

through civil & electrical wing• Processes allotment of staff quarters• Maintaining register of rented and departmental buildings• Periodical follow up of expiry of lease of rented buildings• Processes FRAC cases• Follows up the security of departmental sites• Submits the relevant report and statements to RO/CO• Verifies the NPC bills relating to buildings• Follows up court cases relating to lease, encroachment etc.,

2.2.13

Accountant - E

• Control over expenditure• Maintains budget statements• Processing of claims – TA, LTC (permission also),

ROMC, OTA, honoraria and incentives• Attends to audit inspections and submits

compliance to AIR• Processes pension cases• Countersignature of NPC bills• Conducting Pension Adalat and follow up of issues

2.2.14

Fraud (F)• Maintenance of fraud and loss register• Maintenance of Punishment register• Maintenance of suspension and POD register and periodical review of the cases• Monitoring of Investigation and past work verification in fraud cases• Settlement of claims of defrauded customers• Follow up of fraud and loss cases till all aspects are closed• Processing major and minor penalty proceedings and inquiries• Processing appeals and petitions• Follow up of criminal cases• Submission of statements to RO/CO on all the activities• Assists in preparing DLI in major fraud cases where Divisional level investigation is

taken up• Assisting CLI in major fraud cases and submission of compliance report• Review of monthly statement of money orders verified by sub divisional heads and

mail overseers

2.2.15

Mails(G)

• Maintenance and updating of Register of Lines and stages

• Issue of DMSL and NHB• Maintenance of updated village sorting list• Maintenance of MMS vehicles• Follow up of contractual MMS mail contracts• Payment of mail subsidies• Monitoring mail lines and mail flow• Mail arrangements

2.2.16

IR Branch

• Approval of inspection programs• Maintenance of inspection register and follow

up of the programs• Review of IRs and follow up of compliance• Follow up of diaries of inspecting officers• Issue of MABs and CMAB• Follow up of ECB and SMR• Official language implementation

2.2.17

Stock(J)

• Maintenance of stock and stock register• Local purchase and supply of sundry items• Asset register updation• Inspection vehicle – maintenance,

consumables• Disposal of old records and scraps• Welfare activities – Recreation club

2.2.18

Miscellaneous(L)

• Attending to issues relating to SB/SC transactions

• All miscellaneous references• Franking machine licensing and renewal• Maintenance of register of claims and

settlement• Monitoring settlement of claims by sanctioning

authorities• Monitoring CBS preparation

2.2.19

Business development

• Monitoring implementation of guidelines• Follow up of achievement of targets on BD

products• Submission of periodic statements

2.2.20

Technology branch

• Maintenance of technology infrastructure• Follow up of AMC• Supply of consumables• Follow up of technology implementation• Follow up of continuity of operations

2.2.21

Complaints branch

• Registering and settlement of complaints• Preparing defence and follow up of cases

before consumer fora• Processing RTI cases• Submission of statements and reports• Processing Dak adalat cases

2.2.22

PLI

• Processing applications for acceptance of proposals

• Processing loans• Processing revival of lapsed policies

2.2.23

RPLI

• Acceptance of proposals• Sanctioning of loans and revivals• Processing maturity cases• Processing claims

2.2.24

PMU branch

• Interface with PMU at the RO• Monitoring MIS of e-enabled services– R-Net, e-Payment, e-MO, Speednet, Accounts MIS,

UIDAI performance• Monitoring project arrow MIS and submission

of files• Monitoring CBS preparation• Monitoring speed post MIS and MNOP KPIs

2.2.25

Role of MTS attached to the at divisional offices

• Helping the clerks in preparing & submission of following periodical statements

• See the various periodical statements viz. routine statements such as absentee statement – in the reading material given

2.2.26

ANY QUESTIONS ?

THANK YOU!

2.2.27