NAME OF THE POSTS

SPAN OF CONTROL

DUTIES

Secretary, Government of India, Department of Posts

Overall control of the Department

·             Chairman, Postal Services Board

·             Director General, India Post

·             Secretary to the Government of India

·           Assist the Minister of Communications and Information Technology in running the Postal Administration in the country and taking important policy decisions. He is assisted by the Members of the Postal Services Board in the discharge of this function.

Member, Postal Services Board

SAG-3-5,

JAG 2-5,

JAG Chief Group ‘A’ 3-9

·              Provide support to the Chairman, Postal Services, Board in formulating policies on the postal operations, development of new products and other service matters concer5ning the Department.  The Member also acts, as the head of identified functional groups in the Directorate, like Operational, Development and Personnel.  They also work as the reviewing authority in disciplinary matters.

Senior Deputy Director General

SAG-1, JAG-2, GPA-3

·              Policy and programmes of the functional area under his/her control

·              Monitoring of their implementation in the circles

Deputy Director General

 JAG-2, GPA-3

·              Policy and programmes of the functional area under his/her control

·              Monitoring of their implementation in the circles

Director

Group ‘A’ Officers

Group ‘B’ ,

Group ‘C’

Group ‘D’

·              Deal with matters concerning policy formulation and other related matters. 

Director (OL)

· The overall responsibility of implementation of the Official Language Policy of the Union, Official Languages Act & Rules, annual Programme issued by the Department of Official Language(MHA) in the Department as a whole.

· Attending the inspection meetings of the Committee of Parliament on Official Language.

· To carry out the OL Inspections of the sub-ordinate offices.

· Represent the Department in the Circle level OL Conferences.

· Attending the meetings of Kendriya Hindi Samiti held under the Chairmanship of Hon’ble Prime Minister of India and Central Official Language Implementation Committee held under the chairmanship of  Secretary(OL),Govt. of India.

· To work as Secretary of the Hindi Advisory Committee of the Department held under the chairmanship of Hon’ble MOS© and to convene its meetings on regular intervals, prepare the agenda and minutes of the same and to coordinate the action taken on the decisions taken in that meeting.

· To supervise and monitor the work of Assistant Director(OL)/Hindi Officer.

· To attend any other meeting related to the Official Language.

Assistant Director General

Group ‘B’ officers 1-2

Group ‘C’ 10-14

·              Under Secretary level Staff Officer in the Directorate, responsible for initiating action on policy matters as well as on project activities of the respective divisions.  Authorized to issue orders on  behalf of the Director General (Posts).

Desk Officer

Under the Desk Officer system, the work of a Department at the lowest level is organized into district  functional desks each manned by two desk functionaries  of appropriate ranks e.g. Under Secretary or Section Officer. Each desk functionary handles cases himself and is provided adequate stenographic and clerical assistance.  We performs all the functions of a Section Officer in respect of subject matters allotted to him.

Jr.Analyst  (Work Study)

·   Conducting work measurement studies of various Sections of the Department of Posts.

·   Carrying out Orgnisational studies of various Sections of the Department.

·   All functions which are performed by a Section Officer in a conventional Section.

Section Officer

·   Distribution of work among the staff.

·   Marking of dak among the staff.

·   To submit receipts which should be seen by the Branch Officer or higher Officers at the dak stage.

·   To keep a note of important receipts with a view to watching the progress of action.

·   Dealing with important and complicated cases himself.

·   Examination of cases put up by Dealing Assistants and their submission to the Competent Authority.

·   To ensure timely submission of various returns.

·   Obtaining or supplying factual information of non-classified nature.

·   To approve the recording of files and their classification.

·   To review the recorded files before destruction.

·   Ensuring proper maintenance of registers required to be maintained in the Section.

·   Ensuring strict compliance with Departmental Security Instructions.

Translation Officer(IR)

·   Translation of technical documents, letters, telex received from the UPU and other countries from French  to  English and vice-versa.

·   Maintenance of UPU documents which include various compondia or lists.

·   Work relating to International Reply Coupons.

·   Handling of files relating to Postal  dignitaries appointments, retirement, death, change of greetings etc.

·   Maintenance and upkeep of  documents of SAARC/UPU/APPU (i.e. EC & CCPS documents, seminar, Studies, Syposia Documents).  Arrangements  of these in chronological order and maintenance of proper Register for their movement, identification and retrieval thereof.

·   Revision of Foreign Post Manual and Post Office Guide(Part-II).

·   IB Circulars.

Translation Officer (DA)

·   Translation of French documents received in DA and DAA Sections.

·   Attending of all EMS complaints, correspondence relating to enquiry of EMS complaints, refund and compensation in these cases.

·   Maintenance and follow up of all periodic returns other than O&M returns.

·   Christmas Airmails safe dates etc.

·   Improvement in quality of forms, labels and bags  in the International EMS mails.

·   Electronic Tracking and Tracing and use of Barcodes.

Hindi Translator

·                Following types of translation work from English to Hindi and vice versa

·                Resolutions, general orders, non-statutory rules and notifications, press communiqués, administrative and other reports.

·                Forms and simple and administrative nature.

·                Other misc. work vix. Translation of English to Hindi and vice versa.

Principal Private Secretary

·   Overall supervision of Secretary’s Office.

·   Arranging meetings with and for Secretary.

·   Screening files, dak, telephone calls and visitors.

·   Handling confidential and secret papers.

·   Preparation of secretary’s tour programme – both internal and outside the country.

·   Taking down notes on all important and confidential matters.

·   Attending to routine correspondence independently and keeping a watch over important cases.

·   Providing all secretarial assistance to the Secretary.

Private Secretary (Merged A & B Grade of CSSS)

·   Supervision of personal section.

·   Arranging meetings with and for the Officer.

·   Screening telephone calls, visitors, files and dak.

·   Taking dictation and transcription thereof.

·   Handling confidential papers and keeping them in proper order.

·   Attending to correspondence of routine nature independently and providing all secretarial assistance to the Officer.

·   Making arrangements connected with Officer’s tour.

·   Keeping a constant watch over Parliament Questions, VIP and important cases.

·   Keeping a note of the files and papers passed by the Officer.

Personal Assistant (Grade C of CSSS)

·   Taking dictation in shorthand and its transcription.

·   Fixing up of appointments.

·   Screening the telephone calls and the visitors.

·   Keeping a list of engagements, meeting etc.

·   Maintaining in proper order the papers required to be retained by the Officer.

·   Keeping a note of the movement of files passed by the Officer.

·   Attending to routine correspondence.

Stenographer (Grade C of CSSS)

·   Taking dictation in shorthand and its transcription.

·   Attending telephone calls.

·   Keeping a note of movement of the files.

·   Attending to routine correspondence.

Technical Assistant

·       Checks the data collected for the assignment.

·       Arrange and carry out activity analysis of Officers upto and including Under Secretary.

·       Carry out case studies of the work of Officers.

·       Analyse data gathered in 1,2 and 3 above and suggest steps for work improvement such as duplication of performance, elimination of non-contributory levels.

·       Sythesise disposal times for each category of workload.

·       Check the projection of the results of the sample.

·       Discuss with Section Officers the tentative findings of the workload.

Assistant/ Upper Division Clerk./ Dealing hand

 He works under the orders and supervision of the Section Officer and is responsible for the work entrusted to him.  Where the line of action on a case is clear or clear instructions have been given by the Branch Officer or higher officers, he should put up a draft without much noting.  In other cases he will put up a note keeping in view the following points :-

Lower Division Clerks

Entrusted with work of routine nature, for example – registration of Dak, maintenance of Section Diary, File Register, File Movement Register, Indexing and Recording, typing, comparing, despatch, preparation of arrears and other statements, supervision of correction of reference books and submission of routine and simple drafts etc.

POSTAL CIRCLE OFFICES

Chief Postmaster General

Group ‘A’ Officers  

Group ‘B’ Officers

Operative

Personnel Management

·         Controlling Authority for Group ‘A’ and Group ‘B’ officers posted in the circle

·         Appointing Authority  for the Group ‘C’ Supervisory Officials.

·         Reviewing Authority for supervisory officials.

·         Cadre Controlling Authority for the inspectoral staff as well as other circle cadres, Supervisory staff in the circle.

·         Recruiting Authority for Clerical staff from open market.

·         Head of the circle Welfare Fund.

 Financial Management

·         Budgeting for the entire Circle

·         Allocation of funds to the Regions and Postal/RMS Divisions

·         Monitoring expenditure for achieving economy in administrations.

·         Exercising full delegated financial powers in respect of operational matters, recruitment and in other cases full powers of the Head of a Department for building. &

·         In addition to the existing powers of Head of the circle/Head of Department also enjoys delegated powers of Director General/Postal Board.

 Technical Functions

·         Planning of postal network circle his jurisdiction according to the sanctioned in annual plan.

·         Management of customers services through network of the post offices.

·         Collection/transmission and delivery of mail within the circles.

·         Management of postal estates.

·         Chairman of the Circle Sports, Welfare Control Board.

·         Planning and execution of modernization programmes in the post offices/RMS offices.

·         Monitoring of redressal of public grievances

·         Development of management information system for effective management.

·         Overseeing the support systems :-

1.      Postal Stores Depot

2.      Circle Stamp Depots

3.      Mail Motor Service

·         Overseeing the work of Director of Accounts Postal

·         Chairman of the Circle management Committee.

·         Chairman of the Departmental Joint Consultative Machinery.

Co-ordination Activities.

·         Co-ordination with the State Government Authorities and other Central Government Organizations within the circle.

·         Overseeing the work of Dak Adalats for settlement of public grievances.  Also oversee the work of Pension Adalats for retired departmental officials.

·         Co-ordination with informal groups (Non- Governmental Organizations), eminent public personalities like Member of Parliament, Member of Legislative Assemblies, Local Bodies etc. (Main spokesmen of the Department in his area and) co-ordinate with press and media.

Regional Postmaster General

Group ‘A’ Officers 

Group ‘B’ Officers

Group ‘C’ and Group ‘D’

Head of the Region i.e the Chief Officer in the Postal Region