Divisional office functionsAn overview

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

Supervising officers

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

ASP(R) or D or DO or TourSupervises Mails, Miscellaneous, IR and

Investigation branchesPasses bills to the extent delegatedConducts inspections and visits as planned

IPO(Complaints)In charge of the complaints branchFirst level supervision of investigation branch

List of branches in D.OEstablishment – A branchStaff branch – B1 and B2Buildings – DAccounts – EInvestigation – FComplaints Mails – GInspectionStock – JMiscellaneous – LDespatchPLI/RPLIPMU

Introduction to branches

Establishment

Maintenance of establishment register for all postsPeriodical review of establishmentReview of temporary postsMDW approvalAbolition and creation processingProcessing of relocation, retention, upgradation and down-

gradation casesChange of account jurisdictionReview of the allowances of Gramin Dak SevaksLicensing of franchisee POsGrant of Cycle allowance, treasury allowance and cash

handling allowanceChange of jurisdiction of subdivisions

Est introduction.pptxEstablishment Review.pptx

Staff branches

We have two branchesStaff 1 or B1 – Handles all staff matters up to

the level of PAStaff 2 or B2 – Handles all staff matters

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

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

Recruitment Process.pptxRoster.ppt

Staff 2 or B2Maintains gradation list of Postmen & MTSMaintains seniority list of GDSMaintains 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

TRCA.pptx

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 quartersMaintaining register of rented and departmental buildingsPeriodical follow up of expiry of lease of rented buildingsProcesses FRAC casesFollows up the security of departmental sitesSubmits the relevant report and statements to RO/COVerifies the NPC bills relating to buildingsFollows up court cases relating to lease, encroachment etc.,

Bldgs & FRAC.ppt

Accountant - E

Control over expenditureMaintains budget statementsProcessing of claims – TA, LTC (permission

also), ROMC, OTA, honoraria and incentivesAttends to audit inspections and submits

compliance to AIRProcesses pension casesCountersignature of NPC billsConducting Pension Adalat and follow up of

issues

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

Mails(G)

Maintenance and updating of Register of Lines and stages

Issue of DMSL and NHBMaintenance of updated village sorting listMaintenance of MMS vehiclesFollow up of contractual MMS mail contractsPayment of mail subsidiesMonitoring mail lines and mail flowMail arrangements

IR Branch

Approval of inspection programsMaintenance of inspection register and follow

up of the programsReview of IRs and follow up of complianceFollow up of diaries of inspecting officersIssue of MABs and CMABFollow up of ECB and SMROfficial language implementation

Stock(J)

Maintenance of stock and stock registerLocal purchase and supply of sundry itemsAsset register updationInspection vehicle – maintenance,

consumablesDisposal of old records and scrapsWelfare activities – Recreation club

Miscellaneous(L)

Attending to issues relating to SB/SC transactions

All miscellaneous referencesFranking machine licensing and renewalMaintenance of register of claims and

settlementMonitoring settlement of claims by

sanctioning authoritiesMonitoring CBS preparation

Business development

Monitoring implementation of guidelinesFollow up of achievement of targets on BD

productsSubmission of periodic statements

Technology branch

Maintenance of technology infrastructureFollow up of AMCSupply of consumablesFollow up of technology implementationFollow up of continuity of operations

Complaints branch

Registering and settlement of complaints using web based grievance handling system

Preparing defence and follow up of cases before consumer forum

Processing RTI casesSubmission of statements and reportsProcessing Dak adalat cases

PLI

Processing applications for acceptance of proposals

Processing loansProcessing revival of lapsed policies

RPLI

Acceptance of proposalsSanctioning of loans and revivalsProcessing maturity casesProcessing claims

PMU branch

Interface with PMU at the ROMonitoring MIS of e-enabled services

RNet, epayment, eMO, Speednet, Accounts MIS, performance

Monitoring project arrow MIS and submission of files

Monitoring CBS preparationMonitoring speed post MIS and MNOP KPIsMonitoring the implementation of IT

Modernization Project