BUREAU OF INDIAN STANDARDS (Administration Department) OFFICE ORDER. Subject: Duties & Responsibilities of A&F Officers at Regional & Branch Offices

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1 BIS/DGO(361)/2014 BUREAU OF INDIAN STANDARDS (Administration Department) 20 th March 2014 OFFICE ORDER Subject: Duties & Responsibilities of A&F Officers at Regional & Branch Offices The duties & responsibilities of A&F Officers posted at ROs/BOs have been reviewed by the Competent Authority and it has been decided to further streamline and strengthen the functions of these officers. 2. Henceforth, the duties & responsibilities of various A&F Cadre Officers posted at ROs/BOs will be as per the Annexure mentioned against each post as under: i) Deputy Director (A&F) Annexure I ii) Assistant Director (A&F) Annexure II iii) Section Officer (Admin) Annexure III iv) Section Officer (Finance) Annexure IV v) Section Officer (Certification) Annexure V 3. Section Officer posted at Small Branch Office will perform all the functions as per Annexure III, IV & V. 4. This issues with the approval of DG, BIS. Ref: Estt.V/ROM&ASR/2013 Sd/- (N. Ravi Shankar) Dy. Dir. (Administration) Copy to: - ADG (AP) - CVO - All Sc.G & Chiefs, Sc.F (DDGs), DDG (Administration), DDG (Finance), HoDs at HQs/T&Cs/ ITS/ROs/BOs - PS to DG for DG s Information - H (ITSD) with a request to upload this Order on BIS Website Contd 2 1

2 Annexure I BIS/DGO(361)/2014 DUTIES AND RESPONSIBILITIES OF DY. DIRECTORS (A&F) AT REGIONAL OFFICES Administrative Functions 1. The primary responsibility of the DD(A&F) would be monitoring and supervision of Administration & Finance activity in the Regional Office and BOs in the Region. 2. Ensuring that Administrative & Financial work at BOs is in accordance with established rules & procedures by carrying out monthly/quarterly inspections. 3. Assisting DDGR s in carrying out biannual Admin & Finance Audit along with DDGR. 4. All proposals requiring approval of DDGRs shall be routed through DD(A&F). a) Examination of all proposals for purchase of capital equipment & property by Regional Office/Branch Office. b) Examine all proposals for disposal of obsolete stores & equipments of Regional Office; c) Examination of contract for hiring of vehicles & services. d) Scrutinizing tenders relating to Housekeeping, Security and outsourcing of manpower. 5. Supervision of Implementation of Official Language polices in ROs and all BOs in the Region and arranging submission of requisite Reports to Head Office. 6. Staff welfare He will function as Welfare Officer of Regional Office/Branch office. 7. Monitoring legal matters/court cases pertaining to Admin. & Finance issues of Regional Office/Branch Office; 8. Supervising Establishment issues pertaining to:- a) Initiating and processing disciplinary cases for major penalty. b) Grant of tuition fee as per applicable delegation of powers; c) Incentive for Hindi; d) The benefits of an employee on his/her Retirement/Vol. Retirement/Death e) Ensuring that APARs of all officials, under the Region in which DDG is the Reviewing Officer, are completed and forwarded to Establishment Department at HQ in time. 9. To function as First Appellate Authority under RTI Act at ROs. Contd 3 2

3 10. Ensure record room in RO/all BOs under RO. 11. Ensure proper filing systems and provide training to all staff in RO/BO. 12. Supervision of Library at RO. Accounts & Finance Functions 1. To carry out the financial audit ensuring that proper process is being followed for all expenditure related matters and there is no loss of revenue of BIS under various schemes. 2. Scrutinizing budget estimates for the region (including all BOs/SBOs in the Region). Comparing actual expenditure with allocated budget on monthly basis so that the actual expenditure does not exceed budget allocation. 3. Ensuring that the monthly Trial Balance of RO/BO is forwarded to HQ with Bank Reconciliation, HQ Accounts and other schedules are sent to HQs by 10 th of next month. 4. To finalize and toward the Annual Trial Balance with all the schedules by defined data as per guidelines given by HQ. 5. Scrutiny of the proposals received from the concerned BOs for expenditure beyond the powers of Head of the BO and giving recommendations for the proposals for approval of DDGR in respect of proposals within the delegated powers of DDGR and send the same to HQs for the approval of ADG/DG, if it is beyond the delegated powers of DDGR. 6. Providing Management Information Reports to DDGF, DDGA and DDGR to assist in monitoring the administration and financial functions of the Region. Other Functions Any other work assigned by DDGR/DDGA/DDGF/DG Reporting Channel Concerned DDGRs will be the Reporting Officer and DDGA & DDGF will be the Reviewing Officers. Contd 4 3

4 Annexure II BIS/DGO(361)/2014 DUTIES AND RESPONSIBILITIES OF ASSTT. DIRECTORS (A&F) AT REGIONAL OFFICES Administrative Functions 1. Overall supervision on Administration & Finance functions at ROs. 2. To supervise legal issues/court cases pertaining to Administration & Finance matters and coordination with Consultant appointed, if any. 3. Ensuring APAR of all officials posted at ROs, in which Reviewing Officer is DDGR. 4. Compilation of Disciplinary and Vigilance reports/clearance in respect of Group B, C, D employees at ROs. 5. Housekeeping, security and outsourcing of manpower. 6. Organizing of Seminars/Hindi Pakhwara/World Standards Day/Vigilance Week. 7. Functioning of Record Room. 8. Maintenance of office equipment/furniture and insurance of assets & office equipment. 9. Ensuring that information of personnel matters/events are forwarded to Estt. Deptt./HRD in time. 10. To function as CPIO at RO. 11. Supervision of the work allocated to SO (Admn.) & SO (Finance) at RO. 12. Any other work assigned by DD (A&F)/DDGR Accounts & Finance Functions 1. Responsible for ensuring timely action on the issues that are raised in the internal audit done through external auditors for ROs and BOs. 2. Supervising that all transactions are correctly accounted, Accounts Books and Subsidiary records are maintained. To be checked on weekly basis. 3. Controlling & supervising the Maintenance of Earnest Money Ledgers, Security Deposit Ledgers, Asset Registers& Depreciation Accounting & Records. 4. Ensuring timely insurance coverage of Assets, Property, Cash and Office equipments etc. 5. Coordination of various Audits at ROs viz, Statutory Audit by AG, Internal Audit by CA firms, Service Tax Audit etc, ensuring compilation of replies and follow up actions thereof for dropping up of the Audit Paras from the Audit Reports of the Region. Contd 5 4

5 6. Ensuring compliance of all statutory provisions with regard to deduction of taxes at source, timely payment of taxes, issue of TDS Certificates and filing of returns viz, TDS Return, Service Tax (after adjustment of CENVAT), VAT Return, Professional tax etc in the region. 7. Management of Cash for Payment and Receipts, Cash Book and Bank Book, Maintenance of records, Bank Reconciliation. 8. Ensuring remittance of funds to HQ as per the guidelines issued by Accounts Deptt, HQ. 9. Authorizing all types of bills and payments thereof as per the Rules/Regulations, available budget and sanctions and as per delegated powers. This includes: a) TA, LTC and Medical Claims, Children Tuition Fee Claims of employees and maintenance of subsidiary ledgers, b) Suppliers bills for goods and services. c) Adjustable Advance and adjustments thereof. d) Personal claims of employees-telephone bills, newspaper bills, misc. claims 10. Ensuring that monthly salary Events of RO and all related matters are sent to Finance Department. 11. Verification, payments and maintenance of records in respect of conveyance advance, computer Advance and House Building Advance of the employees of the RO as well as BOs under the region. To send IODAs and the details of payments in the salary events. 12. Verification of medical claims for Pensioners regarding permissions, sanctions, payments and maintenance of Records for Regional Office. 13. Supervising Accounting of Journal Vouchers/Issue of Debit/Credit Advices and Reconciliation of Inter-Office Accounts with HQ and RO Accounts with BOs & other ROs, Reconciliation of Current Assets and Liabilities Account on monthly basis. Other Functions Any other work assigned by DDGR/DDGA/DDGF/DG Reporting Channel DD (A&F) will be the Reporting Officer and DDGR will be the Reviewing Officer Contd 6 5

6 Annexure III BIS/DGO(361)/2014 FUNCTIONS OF SECTION OFFICER (ADMINISTRATION) AT REGIONAL OFFICE(S)/LARGE BRANCH(S) 1. Establishment issues Regular Matters a) Monitoring of attendance as per bio-metric attendance system b) To maintain Leave records c) Reimbursement of tuition fee to employees d) To forward completed APAR of the employees of the BOs to HRD/Establishment Deptt at HQ. e) Compilation of Disciplinary and Vigilance Reports/Clearance in respect of B, C & D employees. f) Handling of all legal issues/cases pertaining to Administration and finance matters and coordination with the Consultant appointed, if any. g) To give Management Information Reports to DD (A&F) of Region, DDGF, DDGA and DDGR through AD (A&F) and to assist in monitoring the administrative functions of the Regional Office. One time Action a) Initiating and processing cases for disciplinary proceedings, as & when required. b) Forwarding of applications for change of Home Town; c) Forwarding of Leave Account & File, No Dues Certificate and Retirement Benefits Forms on retirement to HRD/Establishment Department; 2. Housekeeping, Security and Outsourcing of manpower. 3. Procurement of equipment and consumables for office use and inventory management for the same. 4. Work related to hiring of office building, wherever applicable (rent agreement etc). 5. Disposal of obsolete items & equipments. 6. Insurance of Assets and office equipments, etc. 7. Organizing of Seminars/Hindi Pakhwara/World Standards Day/Vigilance week etc. 8. Arrangement for transportation, rail/air tickets for official tours. 9. Maintenance of Offices equipments/furniture etc. Contd 7 6

7 10. Staff Welfare activities 11. Functioning of Record Room Reporting Channel: AD (A&F) will be Reporting Officer and DD (A&F) will be Reviewing Officer, if posted at Regional Office. Head (BO) will be Reporting Officer and DD (A&F) will be Reviewing Officer, if posted at Branch Office. Contd 8 7

8 Annexure IV BIS/DGO(361)/2014 FUNCTIONS OF SECTION OFFICER (FINANCE) AT REGIONAL OFFICE(S)/LARGE BRANCH(S) 1. Preparation and compilation of budget estimates. Comparing actual expenditure with allocated budget on monthly basis so that the actual do not exceed budget. 2. Processing of all types of bills and payments thereof as per the Rules/Regulations, available budget and sanctions. The payments include: a) Payment and settlement of TA, LTC and Medical Claims of employees and maintenance of subsidiary ledgers. b) Payment of all types of suppliers bills for goods and services. c) Payment of Adjustable Advance and adjustments thereof. d) Payment of personal claims of employees viz. telephone bills, newspaper bills, misc. claims. 3. Processing of eligibility of Children Tuition Fee Claims of the employees and remittance thereof to Finance Deptt at HQ. 4. Send Salary Events of RO and all matters related thereto. 5. Making proposals for expenditure beyond the powers of Head of the BO and giving recommendations for the proposals for approval of the DDG/ADG/DG. 6. Management of cash for Payment and Receipts, Cash Book and Bank Book, Maintenance of records, Bank Reconciliation. 7. To arrange for remittance of funds to HQ as per the guidelines issued by Accounts Deptt, HQ. 8. Compliance of all statutory provisions with regard to deduction of taxes at source, timely payment of taxes, issue of TDS Certificates and filing of returns viz, TDS Return, Service Tax (after adjustment of CENVAT), VAT Return, Professional tax etc. 9. Ensuring that all transactions are correctly accounted, Accounts Books and Subsidiary records are maintained. 10. To finalize and forward the monthly Trial Balance of BO/RO to HQ with Bank Reconciliation, HQ Accounts and other schedules. 11. To finalize and send by defined date the Annual Trial Balance with all the schedules as per guidelines given by HQ. 12. Maintenance of Earnest Money Ledgers. 8 Contd 9

9 13. Maintenance of Assets Registers and Depreciation Accounting & Records. 14. Accounting of JVs/Issue of Debit/Credit Advices and Reconciliation of Inter-Office Accounts with HQ and RO Accounts with BOs & other ROs, Reconciliation of Current Assets and Liabilities Account on monthly basis. 15. Medical claims for Pensioners: Permissions; Sanctions; Payments and Maintenance of Records. 16. Coordination of various Audits viz, Statutory Audit by AG, Internal Audit by CA firms, Service Tax Audit etc, compilation of replies and follow up actions thereof. Reporting Channel: AD (A&F) will be Reporting Officer and DD (A&F) will be Reviewing Officer, if posted at Regional Office. Head (BO) will be Reporting Officer and DD (A&F) will be Reviewing Officer, if posted at Branch Office. Contd 10 9

10 Annexure V BIS/DGO(361)/2014 FUNCTIONS OF SECTION OFFICER (CERTIFICATION) AT REGIONAL OFFICE(S)/BRANCH OFFICE(S) 1. Recording of applications for grant of licence after initial scrutiny (nontechnical) at the Reception Counter. 2. Receipt of all applications during the operation of the licence. 3. Licencing/Registering, renewals, endorsements of Gold and Silver Hallmarking as per IS 1417 and IS Signing of receipts of renewal licence fee/grant of licence fee. 5. Signing intimation letters regarding renewal of licence. 6. Maintenance of data with regard to status of all Licensees (Operative Licences, Renewals, Deferments, Cancellations, Expiry, Stop Markings, Lab reports, market samples etc.) 7. Ensuring preparation of MCR & MPR. 8. Maintenance of data received from CMD on STI & Marking Fees including Master copies of such documents of data received from CL/OSL on test facilities/testing charges and monthly status reports of Labs. 9. Verification of Statement of Dues of all Licence files. 10. Monitoring of dues from Licensees/Applicants, including Service Tax. 11. Monitoring of procurement of market samples and their dispatch to Labs and disposal of remnants of samples. 12. Maintenance of accounts related to the activities of Certification Marks Section. 13. Verifying of Outsourcing Agency s inspections in CMMS and to send the bills for processing. 14. Ensuring proper display of Standards on sale at the Reception Counter. Ensuring efficient working of the Sales Counter. 15. Ensuring proper functioning of the Reception Desk. Allowing only related persons to enter into the office on relevant matters. Reporting Channel: The Head of RO/BO in Certification Deptt. will be Reporting Officer and DDGR will be Reviewing Officer *********** 10

1 NOTICE APPOINTMENT OF INTERNAL AUDITORS IN NATIONAL INSTITUTE OF FASHION TECHNOLOGY, HAUZ KHAS, NEW DELHI FOR THE FINANCIAL YEAR ONWARDS.

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