Disclosures Under Sec 4 of Right to Information Act 2005 updated on 28-07-2010
HOME DEPARTMENT
Secretariat Administration Branch
Nagaland: Kohima
Right to information and obligations of public authorities
(i) The particulars of its organisation, functions and duties.Click here
(ii) The powers and duties of its officers and employees.Click here
(iii) The procedure followed in the decision making process, including channels of supervision and accountability;Click here
(iv) The norms set by it for the discharge of its functions;Click here
(v) The rules, regulations, instructions, instructions, manuals and records, held by it or under its control or used by its employees for discharging its functions;Click here
(vi) a statement of the categories of documents that are held by it or under its control;Click here
(vii) the particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof;Click here
(viii) a statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public;Click here
(ix) a directory of its officers and employees;Click here
(x) the monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulations.Click here
(xi) the budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditures and reports on disbursements made;Click here
(xii) the manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes;Click here
(xiii) particulars of recipients of concessions, permits or authorisations granted by it;Click here
(xiv) details in respect of the information, available to or held by it, reduced in an electronic form;Click here
(xv) the particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading room, if maintained for public use;Click here
(xvi) the names, designations and other particulars of the Public Information Officers;Click here
(xvii) such other information as may be prescribed; and thereafter update these publications every year;Click here
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SECRETARIAT ADMINISTRATION AND BILL & CASH BRANCH
MANUAL-I
Particulars of organisation, function and duties.
Introduction:
The secretariat Administration Branch is involved in day to day administration of the entire Non-gazetted employees of the Nagaland Civil secretariat. It handles the establishment and service matters of Class-III staff, Stenographers, Computer Operators and Class-IV staffs in the Civil Secretariat. The Branch is concerned about the security matters of the Secretariat Complex. The upkeep, maintenance and beautification of the building and its surrounding are also cared for by the Secretariat Administration Branch.
Objectives:
To ensure smooth functioning of the Secretariat by efficient management of the lower grade employees who form the bulk of the work force in the Secretariat.
Functions of SAB’A’ & ’B’
1. To send requisitions to the NPSC for recruitment of Class-III staff in the Secretariat periodically. Handle the day to day establishment matters of grade III & IV employees.
2. To appoint Grade-IV staff as and when needed.
3. To Co-Ordinate with other Departments of the Secretariat in matters relating to the regulation of the transfer and posting of Class-III and IV staff in the Secretariat.
4. To allocate/provide Governmental Quarters to the Secretariat employees.
5. To take disciplinary action against erring employees.
6. To issue identity card for regular and casual grade-III employees.
7. Payment of Office expenses such as Power, Water, Telegraph Bill, Grant/Assistance to Indian Red Cross Society & National Institute of Public Finance & Policy and few other miscellaneous expenses.
8. Personal Information System Cell to maintain the service record of Staff.
9. To regulate the entry and exit to the Secretariat through issuance of Visitor slip, Car passes and regulating parking of vehicles within and outside the Secretariat Complex.
10. To operate the service Rules for Stenographer, 1973 and Nagaland Secretariat Subordinate Service Rules, 1972.
11. Attendance and implementation of “No Work and No Pay’.
12. Matter relating to Public Accounts Committee and replies to Audit Inspection and Report.
13. Appointment of Tenure Personal Secretaries, Stenographers and personal peons for all Ministers/Council of Ministers.
Functions of Bill & Cash:
All the Financial/Account matters concerning the Secretariat establishment are handled by the Bill & Cash Branch.
1. Preparation of the budget for the Secretariat establishment.
2. Preparation of pay, and allowances and contingency bills relating to the Secretariat and disburses the same.
3. Maintenance of the Accounts of the Nagaland Civil Secretariat.
Functions of the Loan Branch:
The primary duty of the branch is to look after various advances given to Government Employees like Motor Car/Scooter advances/Computer advances/festival advance, and issue of Non-drawal Certificate and Clearance Certificate for various advances availed by Government employees.
Functions of Nazarat Branch:
1. Purchase and issue of Stationery items to all the Departments/Branches in the Secretariat.
2. Purchase and issue of Furniture items like Tables, Chair, Almirahs, Computer tables, File racks, Sofa seats etc. and issue of furnishing items such as Carpets, Curtains, Cushions to all the Departments/Branches in the Secretariat.
3. Purchase and issue and maintenance of Machines such as Computers, Photostat machine, Copy Printer machine, Fax, Type writer, Duplicating machine and their accessories and consumable items as per requirement.
4. Purchase and issue of cleaning equipments and items required for the over all upkeep, maintenance and beautification of the Secretariat building and its surroundings.
5. Accommodation of all Officers, Departments, Branches under the State Government and others such as the NIC, Bank, Post office, Canteens, Security personnel’s, Water and Electricity Bill payments Counters, Nursing Stations of the Medical Department, Meat sales counters of the Veterinary Departments, BSNL franchisee counter etc.
6. Allotment of Office rooms in the Old Secretariat Complex, Old Assembly Secretariat Complex and Old ATI Complex.
8. Regulation on the use of the Zonal Council Hall and the Secretariat Conference Hall by various Governmental Departments and various NGOs and it’s over all maintenance.
9. Arrangement of refreshment for all Officials Meetings of the Heads of Departments.
10. General Supervision of the works and other repairs and renovation works that are taken up by the Housing Department in the Secretariat Complex from time to time.
11. To ensure availability of alternative Power supply from the Generator during Power failure in the Secretariat.
Functions of Pension Cell:
1. Maintenance of Service Books and ACRs in the respect of all Grade-III and Grade-IV Staff of the Civil Secretariat.
2. Fixation of pay subsequent to regular promotion and up gradation in respect of all Grade-III and Grade-IV Staff.
3. Settlement of pension cases in the respect of all Grade-III and Grade-IV Staff under the Civil Secretariat.
Functions of Societies Registration Cell:
The Administrative head of the Registration of Societies Cell is the Home Commissioner, Nagaland, and the Cell functions under the Ex-Officio Registrar of Societies, Nagaland, and Home Department. The branch deals with Registration of Charitable Societies under Registration of Society, Act, 1860, and Rules framed by the State Government from time to
MANUAL-II
Powers and duties of Officers and employees
Sl. No
Designation
Cadre Strength
Responsibilities
1.
Principal Secretary
1
Principal Secretary is the head of the department who supervise all activities.
2.
Secretary
1
Secretary is a Sub-ordinate officer to the Prin.Secy.In the absence of Prin.Secy. the Secretary Acts as in charge of the department.
3.
Deputy Secretary
3
Deputy Secretary is a Sub-ordinate Officer.
4
Under Secretary
3
Under Secretary is a Sub-Ordinate officer.
5.
Section Officer
5
To supervise and Co-ordinate all activities of the Branch and its staff.
6.
Jr.Section Officer
8
Assist the Branch Superintendent in the absence of Superintendent.
8.
Secretariat Assistant
15
They examine and process the papers/cases received by the Branchs.maintain files and look after the matter.
9.
LDA
4
Deal with receipt and dispatch of daks. Also examine and process the cases if duly assigned by the authorities.
10.
Stenographers
7
Act as Private assistant to Officers with whom they are attached.
11.
Typist
14
Concerned with all typing matters.
12.
Computer Operators
3
Operation of Computers.
13.
Assistant Cashier
1
To assist the Cashier (Cash Officer).
14.
Account Assistant
2
Deal with Accounts and Assist Special Officer Accounts.
15.
Record Supplier
1
Maintain old records of importance and supply them as and when sought for.
16.
Type Writer Mechanic
2
Repair/maintenance of Type Writer Machine in all the Departments/Branches in the Secretariat.
17.
Telephone Operators
5
Repair/maintenance of Telephones in all the Departments/Branches in the Secretariat.
18.
Gestener Operator
1
To Operate Gestener Machines.
19.
Store man/Keeper
1
Stores Stationery articles in store room.
20.
Carpenter
1
To repair furniture’s in the Secretariat.
21.
Photostat Mechanic
1
Repair/maintenance of Photostat Machines.
22.
Duplicating Mechanic
1
Repair/maintenance of Duplicating Machines.
23.
Messenger
1
Acts as a Messenger to communicate official’s messages to other Departments.
24.
Dispatch Rider
1
Deliver urgent messages, Daks and Telegrams.
25.
Sardar
2
To supervise Sweepers and Mali’s.
26..
Jamadars
1
To supervise Office Peons.
27.
Duftry
3
To look after Duplicating Machine works.
28.
Peons
33
Handle Office files in the Branch, Act as assistant to the Officer with whom attached deliver messages, information and letters.
MANUAL-III
Procedure followed in the decision making process, including Channels of Supervision and accountability.
Activity Level of Action Time Frame
Final decision making Home Commissioner/Minister Depend on the Merit/urgency of the case
The decision making in respect of Home Department is vested with the Addl.Chief Secretary. All papers relating to the establishment matters are generally processed initially at the level of UDA and LDA who submits the file to the Branch Superintendent who in turn submit to the Under Secretary - Deputy Secretary – Secretary – Addl. Chief Secretary to get the line of action at different levels. In certain cases of service matters, comments, views and approval are sought from other Departments like; P & AR & Justice & Law before taking specific decision.
In the matters of sanction all the Proposal to be routed through the monitoring cell ie, the Bill & Cash Branch, Headed by a Special Officer Accounts who acts as and over all incharge for monetary measures. On getting the financial implication from the monitoring Cell the proposal gets approval of the Administrative Head.
Supervision:
The Addl. Chief Secretary supervise over all Administrative Programmes/Policies for all different Branches under the Home Department. The Office Staffs are supervise by the Branch Superintendent.
Accountability:
The Officers and Staff are accountable for timely discharge of the works assigned to them.
MANUAL-IV
The norms set by it for discharge of its function
The Department follows the norms set by the Government of Nagaland in the Nagaland Manual of Office Procedure. Besides, the Guidelines, Orders, Memorandums, Acts and Rules and Regulation of the State and Central Government as are applicable.
MANUAL-V
The Rules, Regulation, Instruction, Manual and Records held by it or under its control or used by its employees for discharging its functions
The Secretariat Administration Branch, Home Departments has framed two (2) of its Service Rule ie. “The Nagaland Secretariat Subordinate Service Rules 1972 amended upto 2001” and ”The Nagaland Secretariat (Civil) Stenographers Rules 1973 amended upto 2002”.
In addition to the norms set by the Government of Nagaland in Manual of Office Procedures, the department normally follows instruction, rules and regulation issued by the State Government as well as the Central Government.
Sl.No. Name/Title of the Documents.
1. Nagaland Financial Rules.
2. Delegation of Financial Power Rules.
3. Leave Rules, 1972.
4. General Provident Fund Rules.
5. The Nagaland Servant Conduct Rules, 1968.
6. Suspension and Reinstatement.
7. Fundamental Rules and Supplementary Rules.
8. General Financial Rules.
9. Procedure in Departmental Enquires.
10. The Nagaland Service (Discipline and Appeal Rules, 1967).
11. Pension Rules.
MANUAL-VI
A statement of categories of document that are held by it or under its Control
Guidelines and norms laid down by Government are adhered to;
Sl. No.
Name/Nature Category of Document
Name of Document
Procedure to obtain
Document
Held by/Under Control of
1.
Confidential files
ACR’s, Departmental Enquires, Suspension & Disciplinary Proceedings.
Secretary
2.
Report files
Audit Report, Training Report & Monthly expenditure statement.
Secretariat Assistant
3.
Establishment files
Personal files, Transfer & Posting, GPF, Pension, Training, Computers, Xerox Machines & Sanction matters
Secretariat Assistant
4.
Attendance
Attendance
Section Officer
5..
Dispatch Register
LDA (Non Commission)
6.
Received Register
LDA(Non Commission)
MANUAL-VII
The particulars of any arrangement that exists for consultation with, or representation by the members of the public in relation to the formulation of its policy or implementation thereof
There is no state plan and the centrally sponsored schemes for the Secretariat Administration Branch. Hence, consultation, representation by the members of the public in relation to formulation of policy does not arise.
MANUAL-VIII
A statement of the Boards, Councils, Committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meeting are accessible for public.
Sl.No.
Name of the Committee
Purpose
1
Departmental Promotion Committee
The Departmental Promotion Committee with Home Secretary as the Chairman is constituted to consider promotion for the Non-Gazetted post in the Secretariat Administration Branch, Home Department. The promotion of officials which in no way relevant for the public. The meetings are not open to the public but the minutes of these meetings are not secret.
2
Security Measures Committee
Security Committee is constituted periodically with Home Commissioner as the Chairman. The minutes of the Committee are strictly confidential as they relates to the security measures for the Secretariat.
MANUAL-IX
A directory of its officers and employees.
Sl.No
Name
Designation/Place of Posting
Contact No.
Shri.C.J Ponraj
Principal Secretary, Home
2270068(O)
2229876 (R)
Smti. Meilemla Pongener, IAS
Secretary, Home
2270106(O)
2229852(R)
Shri. Abhishek Prakash, IAS
Deputy Secretary, SAB ’B’
2270938 (O)
Shri. I.Shanen Jamir
Deputy Secretary, SAB ‘A’
9136000020
Shri.G.Vinton
Dy.Secretary Bill & Cash
Shri.L.Shiluwati Ao
Special Officer( A )
Shri. Thepfuneisa
Under Secretary, SAB-B
Smti.H.Toshili
Under Secy, Loan Branch
Shri.Z.Medeo
Under Secy. Nazarat.
Shri.Mhathung Tungoe
S.O, Nazarat
9436001061
Smti.Tinuyangla
S.O, Loan Branch
Smti. Velarheingunuo
S.O, SAB ‘B‘
9436601373
Shri.Lisechem
S.O, SAB-A
Smti. Khovino Angami
S.O, Societies RegistrationCell
Shri.K.Kire
J.S.O, Loan Branch
Shri.Vekhrope K.Lasuh
J.S.O, Nazarat.
Smti.Alice
J.S.O, Pension Cell
9856228356
Shri. Imtiwapang Ao
J.S.O, SAB’A’
9436077060
Smti. Kerievile
J.S.O, SAB’B’
9862954207
Shri.Senti
J.S.O, SAB-B
Smti.Lanuyangla
J.S.O, Bill & Cash
Shri.Thepusa
J.S.O, Bill & Cash
MANUAL-X
The monthly remuneration received by each of its offices and employees, including the system of compensation as provided in its regulations.
Pay as per ROP 1999, AIS Service and pay rules, Cabinet approved rates for payment of remuneration to contract employees in various grades. click here
MANUAL-XI
The budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditure and reports on disbursement made
No plan budget has been allocated to the Secretariat Administration Branch. Therefore, the report on expenditure and disbursement under plan may be treated as ‘Nil’.
Budget allocation during 2009-10 (Non-Plan) in respect of Secretariat Administration Branch.
Note: Current Year Budget, 2010-11 has not yet fully allocated.
SAB (A) Branch
Sl. No.
Name of Scheme/ Programme
Actual expenditure 2009-10 (Non-Plan)
Budget allocation 2009-10 (Non-Plan)
1.
Office expenses
34.65
34.65
2.
Assistance to Indian Red Cross Society
14.00
14.00
3.
Grant to National Institute of Public Finance and Policy (NIPFP)
0.80
0.80
4.
Sports & Welfare
2.02
2.02
5.
Printing
5.00
5.00
6.
Private Public Partnership cell
5.00
5.00
Bill & Cash Branch
7
2052-Sectt Social Service
090-Sectt service
(a) Salaries
(b) Wage
(c ) Travel expenses
(d) Office expenses
(e) Entertainment
(f) Motor Vehicles
(g) RR&T(Tel Payment)
(h) Dist.Administration
Re-organisation
2911.22
224.11
200.00
2.47
10.00
82.50
36.03
1.61
3450.70
207.98
200.00
6.27
15.00
102.50
36.06
1.61
Nazarat
8
Office expenses
159.17
166.31
MANUAL-XII
The manner of execution of subsidy Programmes, including the amounts allocated and the details of beneficiaries of such Programmes.
Secretariat Administration Branch, Home Department does not execute subsidy Programmes.
MANUAL-XIII
Particulars of recipients of Concessions, Permits or authorization granted by it.
Secretariat Administration Branch, Home Department does not grant any Concessions, Permits or authorization to any party
MANUAL-XIV
Details in respect of the Information, available to or held by it reduced in an electronic form.
Personal Information system Cell has been created under the Secretariat Administration Branch. The detail data of the Secretariat employees are recorded in an electronic system. However, Manual, Acts and Rules are available in the Department in Printed book form.
Sl.No
Information/Documents
Electronic System
Non-Electronic device
Can it be share with Public
Is it available on the Website
With whom it
is held/ available
Whom to contact
1
Personal Information System
Yes
-
Yes
Yes
P.I.S Cell
OSD Computer
2
Manual of Office Procedure
No
Yes
Yes
No
Branch
Under Secretary
3
The Nagaland Servant Conduct Rules, 1968
No
Yes
Yes
No
Branch
-do-
4
The Nagaland Service(Discipline and Appeal Rules, 1967)
No
Yes
Yes
No
-do-
-do-
5
The Nagaland Secretariat Subordinate Service Rules, 1972 amended upto 2001
No
Yes
Yes
No
-do-
-do-
6
The Nagaland Secretariat Civil Stenographers Service Rules, 1973 with amendment 2002
No
Yes
Yes
No
-do-
-do-
MANUAL-XV
The particulars of facilities available to citizens for obtaining information including working hours of a library or reading room, if maintained for public use
Secretariat Administration Branch does not have any library or reading rooms meant for public use.
MANUAL-XVI
The names, designation and other particulars of the Public Information Officer
Sl. No.
Name
Designation
Designate
Office
Phone
Residence
Phone
Mobile Phone
1.
Smti. Meilemla Pongener
Secretary, Home
Officers for RTI Departmental Appellate Authority (DAA)
2270106
2229852
2
Shri. I.Shanen Jamir
Deputy Secretary
Public Information Officer (PIO)
9136000020
3.
Shri. Z.Medeo
Under Secretary
Assistant Public Information Officer (APIO)
MANUAL-XVII
Such other Information as may be prescribed, and thereafter update these Publication every year
The Home Department, Secretariat Administrative Branch Civil Secretariat is implementing various rules, Acts and Regulations relating to establishment and service matters as per the guide lines prescribed by the Government of India and the State of Nagaland. In case of changes in the Rules, Acts and regulation, the Department up-dates the new guide lines as prescribed by the Government of India and the State Government of Nagaland.