The District Magistrate & Collector is the chief and the most powerful Officer in the district. The entire administration of the district rests on Collector.. The image of the Govt. entirely depends on him / her. This concept goes to pronounce the vital role the Collector plays. The performance of Collector establishes the legitimacy of Govt. The District Magistrate & Collector is like a mirror wherein reflect the hopes and aspirations of the people; policies and confidence of the Govt. It is very difficult to put in words the powers and duties of Collector.
With initiation of poverty amelioration and other development works, the volume of responsibilities has increased tremendously. The powers and Duties of Collector have become multifaceted, multifarious and enormous. As District Magistrate, He / she draws his / her power from criminal procedure code. As head of the district, He / she is required to maintain law and order, amity and communal harmony. Even though there is one Superintendent of Police at the head of District Police Administration, the ultimate responsibility rests with the District Magistrate. As Collector, He / she is required to ensure maximum amount of revenue collection with regard to land revenue, water rate, excise, registration, transport etc. The Collector is called upon to discover new sources of revenue to augment revenue collection. He / She is there to see that all developmental works are executed sincerely, faithfully and in time and Utilization Certificates sent to proper quarters. It is hes/hir duty to implement all the poverty eradication Programmes and Programmes aiming at improving the quality of life of the people. She is the Chairperson of all Committees constituted in the district. The collector has concern for the field units of other departments also such as Agriculture, Cooperation, Engineering, Fisheries, Forest, Health, Veterinary, Industries, Education, Horticulture etc. The Collector is the head of DRDA. In times of natural calamities, the role of Collector assumes greater significance. He / She conducts relief and rehabilitation operation on war footing basis directly.
As head of office he / she has full administrative, statutory and financial powers. He / She has original, appellate & revisional powers under various Acts and regulation viz. OLR ACT, OEA ACT., OPLE ACT.,OGLS ACT., Irrigation Act., OGP Act., OZP Act., Reg. 2/56, Essential Commodity Act., Prevention of Black Marketing and Maintenance of Supplies of Essential Commodities Act., N.S Act etc. For the purpose of smooth management of office, the Collector has delegated some financial and administrative powers to officers working under him / her. They are accountable to collector for their acts of omissions and commissions. The Collector is the disciplinary Authority of all the employees working at district office and field level subordinate offices. He/She conducts inspection of Dist. Office and Sub-ordinate Offices and issues guidelines and instructions for effective running of offices and purposeful implementation of all Govt. schemes and policies. He/She conducts grievance cell on every Saturday, and on Friday preceding 2nd Saturday.
ADDITIONAL DISTRICT MAGISTRATE:-
Shri Pabitra Mandal,OAS(S) is the only Additional District Magistrate in the District. He draws his power from criminal procedure code as envisaged under Sub-section (2) of Section-20.As per provision of law the ADM is having the same power as that of the District Magistrate except that the District Magistrate gives order as to the allocation of business to ADM. He is entrusted with supervisory, monitoring and coordinating work of all the sections in the District Office as well as Sub-ordinate Offices. He is called upon to keep close watch in matters relating to breakdown of law and order situation and communal harmony.
He discharges functions under Indian Registration Act being the Addl. District Registrar. He is the Registering Authority under Society of Registration Act.1860. He is the appellate authority under OLR Act., OGLS Act., OPLE Act., Reg. 2/56., Right to Information Act., 2005 etc.
In matters of Administrative powers, he conducts Inspection of District Office, Sub-ordinate Offices including Police Stations, Registering and Treasury Offices. He writes CCRs of Officers and staffs of District Office. He enjoys financial powers to the extent delegated by Collector.
Officer-in Charge (OAS Class II Officers) :
At present there are five officers-in-charge working in the District Office to assist the Collector in day to day administration.
The duties an OIC is called upon to discharge enjoins upon him the responsibility to place before Collector / ADM letters, messages received from higher quarters and sub-ordinate offices and to carry out the orders / observations thereon. An OIC occupies a middle position in the district administrative hierarchy. It is his duty to bring to the notice of ADM / Collector relevant rules, regulations, laws, guidelines and orders of Govt. with regard to various subjects in files and also he is supposed to form a definite opinion on each issue and endorse the same for consideration and final decision. He is required to discharge magisterial functions for maintenance of law and order when called upon. He conducts various enquiries and inquests as and when required. The OsIC grants CL to the employees working under them and conduct inspection of their respective sections twice in a year. OsIC have no statutory powers except discharging magisterial functions under the provision of Cr.P.C. The Public Information Officer has power to grant information to public under his seal and signature under the provision of “Right to Information Act. 2005:”. The Superintendent of Land Records has power to grant certified copies of documents, records and maps etc. OsIC record CCRs of staff working under their respective control.
They have no financial powers. Some financial powers have been conferred to PIO under “Right to Information Act. 2005:” , The OIC, Establishment /Nizarat, is the DDO declared by Collector in respect of District Office. It is a delegated power.
The important duties and responsibilities of the DDO are as follows :
(a) He is to receive moneys on behalf of Govt., grant receipt for such money. The Money so collected is deposited into Public account without delay.
(b) He maintains the Cash Book in from OTC-4 for recording all moneys received by him on behalf of Government. and remittances thereof into Treasury / Bank by bills / Cheques and their consequent disbursement.
(c) While writing Cash Book he avoids any erasure or overwritings. Any Corrections is attested by him with dated initial.
(d) He closes the Cash Book after the transactions for the day are recorded attesting each entry. He verifies the totaling of the Cash Book or gets it done by some responsible sub-ordinate other than writer of Cash Book and initial it as correct. The Head Clerk of the section is entrusted with this important work.
(e) At the end of the each month, he verifies the Cash balance in the Cash Book and records signed and dated certificate to that effect.
(f) He is responsible for all funds drawn.
(g) He maintains separate account for permanent advance.
DISTRICT REDCROSS SOCIETY, KORAPUT
In this context it would be prudent to mention the role of the “Red Cross Society” established at various level. The Red Cross movement is working on the principles of humanity, impartiality, neutrality, independence, voluntary service, units and universality. The efforts are to bring a quality in the humanitarian imperatives and best practices as a strategy for organizational development.
Indian Red Cross Society, District Branch is functioning with the following members.
1. District Magistrate, Koraput - Chairperson
2. Addl. District Magistrate, Koraput - Vice-Chairperson
3 District Emergency Officer, Koraput - Secretary-cum- Treasurer
4. D.L.O.s of this District - Member
SOURCES OF INCOME.
Contributions from various sources are collected by the
District branch to raise internal sources. Various Government Offices are the
biggest contributors of the district branch. Besides this, funds are collected
from life members, patrons, vice patrons and individuals. The district branch
has also constructed market complexes in the vacant area of the district to
provide gainful employment to the unemployed youths and to increase the source
of income. At present 24 Nos.of stalls located near Red Cross Bhawan, 18 Nos
of stalls at Semiliguda (near R.I.Office)have already been allotted to various
beneficiaries for the above mentioned purpose. Besides this, construction work
of 15 Nos of stalls near Nari Seva Sadan, Korapur is under Progress.
DIST PLANNING OFFICE.
Power and function of District Planning Officer :
The District planning Office is functioning in its own building since 01.08.1990. Prior to construction of this building the office was functioning in Development section of Collectorate and old RTO office building. It is a two storied building. This office is functioning in the ground floor & the Zilla Parishad Office is functioning in 1st. floor of this office since 3/1997.
To take up exercises in regard to District Plan formulation, monitoring and evaluation work of selected programmes for implementation in the district and to review(KBK)under the Chairpersonship of Collector.
After abolition of the post of Chief Planning Development Officer, Koraput by the Government, the District Planning Officer has been declared as the Head of Office in respect of District Planning Office under administrative control of the Collector. He has been vested with power to exercise Administrative and Financial powers to the extent the Head of an office is competent to do so except drawl of departmental proceeding against Class-III employees under him.
The other function of District Planning Officer, is also to monitor / review works under MPLAD, MLALAD, special area Fund etc. and supervision of some of the works.
To extend secretarial support to the District Planning Committee through the Collector and take follow up action on the recommendations / decisions / by the P&C Department, Odisha, Bhubaneswar from time to time.
To perform any other assignment entrusted by the Collector with the approval of Government in P&C Department.
To help the District in preparation of draft District Development Plan & Monitor the same for all round development of the district
LITERACY ACTIVITIES OF THE DISTRICT.
Koraput is one of the low literacy district. The female literacy rate of 24.81% is behind the national rate of 54.16% and 50.97% of the state rate Similarly the male literacy rate is 47.58% in comparison of national rate of 75.85% . The literacy rate is 36.26% as per census 2001.
To make the district total literacy district, Total literacy campaign was launched in 1993 under the banner of Zilla Saksharata Samiti with the support and cooperation of District Administration. The teaching learning was commenced from February, 1994. As per the External Evaluation report given by CERPA,New Delhi the achievement of the TLC is 72%.
A Special awareness drive-Jagarana Abhijan also taken-up during the TLC phase for the social upliftment was tremendously responded by the people specially against anti liquor movement. As many as 10470 nos. of Vis 603 MTs 89RPs, 18 Coordinators worked voluntarily for TLC.
Post literacy Programme was launched in the district from November, 2003 and 4221 centres are functioning in the district with the help of 4221 VI for 1,55.new-literates
To accelerate the female literacy in the district the accelerated female literacy programme was also sanctioned by NLMA which was implemented in January, 2004 by 19 nos. of NGO through 6064 centres for 1,20.400 female learners.
HOSTEL ASHRAYA,KORAPUT..
Koraput District is one of the tribal dominated District in Odisha which consists of 49.6% of the population in the District. Keeping the tribal backwardness in literacy, socio-economic and their proportionate representation in various sectors as compared to other community, it has become the felt need to providing quality education to the tribals. Therefore, the District Administration decided to take at least ten tribal students each year and to admit them in the Kendriya Vidyaaya, KORAPUT for providing quality education in order to create competitive environment among them. During this session 10 no. of tribal students from interior pockets of KORAPUT District have been admitted in to Kendriya Vidyalaya, KORAPUT w.e.f.1.10.2005. Presently, the boarders are accommodated in the Laxman Nayak Bhawan, Koraput. It has been proposed to take 10no of tribal students each year from KORAPUT district and admit them in to Kendria Vidyalaya, KORAPUT upto +2 level. After completion of 12 years total 120 no of tribal students would have been admitted in the Kendriya Vidyalaya, koraput and it will continue in this manner. In this connection, a committee has been constituted in the name of ASHRAYA under the Chairpersonship of Collector, KORAPUT to look after the boarders. At present it is being supported by district Red cross Society.
DIST.SPORTS OFFICER. :
Dist. Sports Office is functioning as a separate section since 1985. Prior to that all the matters relating to sports were dealt in the (G&M) Section of the Collectorate. The function of the Dist. Sports officer is to create awareness among the people of Koraput towards Sports & youth Services activities and to develop different Sports infrastructures; to look into different Sports & Youth Services activities of the District & Organize different Sport & Youth Services Activities. The main aim is to develop Sports & youth Services activities in the District of Koraput.
This Section organizes different sports events like Rural Sports, Women Sports, talent Scouting for admission into Sports Hostel. Youth Festival, Sports Day etc. to guide different sporting & youth services events. To work for creation of different sports infrastructure. He is DDO in respect of his Office.
DIST.SMALL SAVINGS OFFICER
The functions of Dist. Small Savings Officer are mobilization of Small savings Scheme among the beneficiaries, Collection of small Saving data from post offices and submission of periodical reports, returns to higher authorities, preparation of budget, issue of Small Savings incentive Scheme, lottery coupons to the public who are enrolled in the small savings scheme. He is the drawing and Disbursing Officer in respect of Small Savings Section. He also sanctions CL,Annual periodical increments of staffs.
C.S.O.Koraput at Jeypore.
The C.S.O. also works as D.M, OSCSC. The main function of C.S.O. is to monitor P.D.S and to ensure food security to lthe identified forgetted groups.He assists Collectorin public distribution system and enforcement of control units He is the D.D.O. in respect of civil supply section. He .assists Collector in procurement activities.
A.C.S.O.:- They assist the C.S.O. in P.D.S. and enforcement activities.
Inspector of Supplies:-They help B.D.Os in public Distribution activities.
M.I.O./M.I.I.:- He intimates day to day Market price to Government under intimation to C.S,.O..The M.I.I. assists the M.I.O.
OFFICE SUPERINTENDENT :
The Office Superintendent is in immediate superintending charge of the general working of the office. All the daks received in the office are opened by the Office Superintendent. While opening the daks he sees carefully whether the enclosures mentioned in the correspondence are available. Any discrepancy is noted on the letter to which enclosure relates, Special care is taken in case of registered and insured letters and parcel. When the dak is opened the same is stamped with dated initial of the officer. In case of telegram or wireless message etc. the time of its receipt is noted alongwith date.
The covers which are sealed and appear to the Office Superintendent. to contain confidential papers are not opened by him. but personally handed over to the head of the office. Thereafter the procedure laid down in paragraph 141 to 154 relating to treatment of confidential papers is followed if the communication is of confidential nature. All the letters received are entered in the primary receipt register and sent to the diarist of the section for further action in case of ordinary receipt. In case of register and insured letters a register in Form No.6 is maintained. He also maintains separate register for Assembly Questions.
The communications are arranged in bundles according to the section to which they relate. The bundles are sent to the concerned section along with primary register and are received by the diarist of the section concerned who gives his signature with date in column no.4 of the primary receipt register. The Office Superintendent. is also entrusted with the responsibility to see that all the letters meant for sending to other offices are dispatched quickly.
HEAD CLERK :
After receipt of the daks, the Head Clerk of the section marks the initial letters of the Dealing Assistant’s. name on the dak. The Head Clerk notes all important and urgent letters in his forward diary and pursue action. It is the duty of the Head Clerk to instruct briefly the action the Dealing Asst. should take on the communication for its quick disposal. Then the receipts are given to the diarist of the section for diarisation and distribution to the Dealing Assts. concerned. The Head Clerk has to ensure that the daks are dairised on the vary date of their receipt unless received towards the closing hours of the office. The Head Clerk signs daily in the receipt register of the section to ensure that the receipt have been diarised on the vary day of receipt and distributed in time to dealing assts. He is to ensure that letters transmitted to the Dealing Assts. are not left on their tables. The Head Clerk must check the log books at random and enforce entries of all receipts in Log Books on the vary day of the receipt. When a particular file comes to the Head Clerk, he scrutinizes it with reference to laws, rules, executive instructions, G.Os and circulars relevant to the subject in question and endorses the files to Officer in charge with his definite opinion. The Head Clerk can also return the file to the Dealing Asst concerned for rectification of any omission and commission. The Head Clerk is supposed to keep watch on quick and timely submission of reports and returns and replies to Assembly Questions.
NAZIR / HEAD CLERK OF NIZARAT SECTION
The Nazir is under the general supervision of the Office Supdt. or the Head Ministerial Officer of the office who examines the accounts and initials his cash book daily. Before a cash book is used, the Office Supdt. / Head Clerk count the number of pages and record a certificate to that effect.
The Nazir maintains a cash book in OTC Form No.4. The Cash book is written at the close of the day. The daily totals of the receipts and disbursement in subsidiary register are noted. in the cash book. All receipts in the Nizarat are invariably accounted for in the cash book. All cash transactions are entered in the relevant subsidiary register and the daily total taken to the cash book and attested by the Office Supdt. / Head Clerk.
The Nazir maintains the following subsidiary cash books.
I. Register of Misc. Receipts
II. Register of Receipt, Payment and Repayment of loans.
III. Register of Receipt and disbursement of money.
IV. Register of Money realized through sales and attachments.
V. Register of receipts and disbursement on account of Pay, D.A and T.A etc.
VI Register of Undisbursed pay and allowances.
VII Register of Securitydeposit.
VIII Register of drawl and disbursement of contingencies.
IX Register of Misc. Payments.
X Pass Book.
XI Register of Money Order sent.
XII Register of Money Order received.
XIII Daily account of saleable form sold.
DIARIST OF THE SECTION
The Diarist after getting the daks from Head Clerk immediately diaries the receipts. He fills up the Columns 1 to 6 of the register of the letters received (NO. 60). The letter received from the Secretariat, Board of Revenue or Revenue Divisional Commissioners are entered in red ink. After diarisation of daks, the diarist hands over the same to the Dealing Asst. concerned as early as possible on the very day of the receipt obtaining his signature in Col . NO.9 of the register of letters received (NO. 60).
DEALING ASSISTANTS
The following registers are maintained by a Dealing Asst.
a. Log Book
b. File Register.
c. Forward Diary.
d. Transit Register.
Each Dealing Asst. maintains log book in which all letters and files received on a date are noted. On no account letters and files should be left in bundles on his table without entering them in his log book on the very date of receipt. The Log book is maintained in form No. 8 given in appendix 8 of ORM. The receipts should be entered in the Log book , in the order as diariesed in the register of letters receipt. Entry relating to classification in col. No. 2 of the Log Book is made. An abstract should be given at the close of the month stating separately,. the numbers of A,B,&C class receipts entered in the Log book during the month. The log should be maintained regularly and checked and initialled by the Head Clerk.
On the basis of the Log book, fortnightly pending list is prepared on the 1st. and 16th. Of every month by the Dealing Asst.. Interim reply if sent is indicated against the letter No. in the remark coloum of the LOG book. At the end of the year files and letters pending from the previous year are entered afresh in the log book and new sl.. No. given.
The File Registers are maintained in form No. 4.The File Register is meant for entering chronologically all letters received from out side and those issued from the office. Communications received from out side are entered in Red ink in the register and those issued from the office are entered in black ink. When a new file is opened, it is given a new file number in the file register. At the beginning of the calendar year, files which remain over from the previous year are given fresh file numbers. The file number in old file is rounded off and a new file number noted on the fly leaf of the old file. Every Dealing Asst maintains a forward diary in form No. 9 given in appendix F of the ORM.
To ensure fair copies in time a transit register is maintained in appendix F of ORM.
a. Fly Leaf.
b. First Page Note sheet.
c. Second page Note sheet.
d. History of the case.(Wherever kept)
e. Draft for approval.
f. Paper under consideration (PUC) with its enclosures if any.
g. Other correspondence done or partly done with their enclosures.
h. Keep with.
P.A TO COLLECTOR :
General Functions. The Res Office of Hon’ble District Magistrate and Collector functions directly under kind control and supervision of District Magistrate and Collector. It generally functions as an emergency office / section of the Collectorate. In addition to a P.A (Personal Asst.) and a Sr. Stenographer, some Clerical staff of the Collectorate and peons are attached to this office to assist the District Magistrate and Collector in the day to day works. The clerical staff are termed as Confidential Asst. Presently, Sri Arun Kumar Patnaik is the P.A to Collector The post of Sr. Stenographer is lying vacant and Sri Prabin Kumar Pal, Jr. Stenographer of Collectorate is attached to the Res.Office to manage the works.
DUTIES OF THE P.A TO COLLECTOR
Generally the P.A handles secret and confidential correspondences in addition to taking dictation and transcribing them making coordination and assisting the Collector in such matters as may be assigned to him depending upon the situation.
STENOGRAPHER :
Stenographer takes dictation from the Collector and Addl. District Magistrate wher he is engaged. He also assists the authority in the day to day office business.
PEON :
Peons are Class-D employees. They are engaged in various sections depending upon the volume of works.. The Peons carry out orders of the officers and ministerial staff in course of transaction of day to day official business.
NIGHT WATCHER :
Two night watchmen are in position in the Collectorate. To watch and ward is their responsibility. They close sections’ rooms after office hour is over and open the same before office hour starts. They are responsible for any loss or damage during the time of their duties.
DAFTARY :
At present one Daftary is in position. He is working in the Record Room. He takes care of the Record Room. He keeps files, registers, case records, RORs, various books etc. in order so that these can be available when required. He also takes steps for safety of records.
GARDENER
They are Class-D employees. There is one gardener in position. He takes care of the garden of Collector’s Res. Office and flowering plants and creepers are implanted by him around the collectorate.
SPECIAL CIRCUIT HOUSE MANAGER :
The Special Circuit House is located at Koraput. At present the Circuit House is managed by one Manage, One Sr. Clerk (Deputation from Dist. Office). Two Cooks and one peon-cum- Gardener have been engaged on contractual basis. It is the duty of the Officer-in-charge to see that articles in the circuit house are kept neat and clean. It is his duty to ensure punctuality and attendance of the staff. A reservation chart is maintained in the Circuit House showing up todate position relating to reservation already made. Any Officer ( Occupying circuit house) who may like to book a trunk call must obtain prior permission of District Magistrate or Addl. District Magistrate. A Log Book is maintained for that purpose. During the visit of V.I.Ps the OIC looks after the arrangement personally so that no inconvenience is caused to the VIPs in any manner.
The Circuit House premises is kept neat and clean through the Circuit House staff. Wherever possible decorating plants, creeper etc. are raised in the front of the circuit house for better look. The Gardener (watchman) is responsible for raising the plants and he maintains the same. Each visitor is required to sign the first four columns of the visitors book as soon as he occupies circuit house and the remaining columns before his departure. Visitors are required to pay rent and other charges as required under rules to the Khansama/ Choukidars of the circuit house and make a note of the amount so paid in the respective columns of the visitors’ book. The Officer-in-Charge will grant dreceipts to the Khansama for the amounts received by him and deposited with him and will then credit the amount in the treasury under head “ XLVI-MISC.-CIRCUIT HOUSE RENT”.