Divisional office functions

1. Divisional office functions An overview

2. 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

3. 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

4. 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

5. Introduction to branches

6. 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 GraminDakSevaks • Licensing of franchisee POs • Grant of Cycle allowance, treasury allowance and cash handling allowance • Change of jurisdiction of subdivisions

7. 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 • GrameenDakSevaks

8. 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

9. Staff 2 or B2 • Maintains gradation list of Postmen & MTS • Maintains seniority list of GDS • Maintains roster • Processes the leave applications of Grameendaksevaks beyond the sanctioning limits of sub appointing authorities • Processes the recruitment of Grameendaksevak BPMs • Processes the retirement of GDS and payment of severance benefits • Assists the divisional head in conducting various examinations

10. 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.,

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. Business development • Monitoring implementation of guidelines • Follow up of achievement of targets on BD products • Submission of periodic statements

18. Technology branch • Maintenance of technology infrastructure • Follow up of AMC • Supply of consumables • Follow up of technology implementation • Follow up of continuity of operations

19. 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 Dakadalat cases

20. PLI • Processing applications for acceptance of proposals • Processing loans • Processing revival of lapsed policies

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

22. PMU branch • Interface with PMU at the RO • Monitoring MIS of e-enabled services • RNet, epayment, eMO, Speednet, Accounts MIS, UIDAI performance • Monitoring project arrow MIS and submission of files • Monitoring CBS preparation • Monitoring speed post MIS and MNOP KPIs