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District Election Office, Ganiam

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District Election Office, Ganiam DISTRICT ELECTION OFFICE, GANIAM Manual - 1 Particulars of Organization, functions and duties Section b *itn the Etection 01 Aims and fnir Offi"" Co-o.aitlut"t I Dept objectives of the Commission of India/Home (Elections) I organization. Electoral and the Sub-Collectors-cum- I Registration Officers in preparing error-free I photo-electoral ro1l, Electoral Photo IdentitSl Cards (EPIC) of Electors. This office also co- ordinates the statutory works as codified in Election Laws during Election to Lok sabha and Orissa Legislative Assembly with the concerned Returning Officers. A11 these are done under the proper supervision of Collector and District Election Officer. This office monitors Special Summary Revision, which is undertaken every year in order to update the voter database. During Special Summary Revision, individuals who completed 18 years as on qualifying date are enrolled, voters who are dead or shifted are deleted and voters having wrong data are also corrected. 02 MissionlVision. To ensure conduct of free and fair general elections in which every eligible voter will get a chance to exercise his/her franchisee without any fear in mind and have a error free EPIC and Entry in the Photo Electoral roll. 03 Brief history and This office is the nodal office of Home (Elections) background for its Dept. of Govt. of Odisha. The Collector Ganjam is Establishment. the Head of the Office and is assisted by Deputy Collector (Elections) and other ministerial staffs. 04 Organization District Election Officer>> >ADM-Cum-Additional Charts. DEO>>Deputy Collector (Elections) >>>Heacl Clerk>>>Senior Clerk>> >]unior Clerk >>Peon>>Night watcher. 05 Allocation of Registration of Electors-> EROs business. Preparation of EPIC -> EROs Conduct of Election(Statutory)->Returning Officers Conduct of Election(Monitoring)-> DEO 06 Duties to be Atl Staffr of the office perform the tasks assigned to performed to them and the combined effort of all results in achieve the achieving the Mission. Mission. 07 Details of services L. Conduct of Election to Lok Sabha & Legislative rendered Assembly. 2. Registration of eligible Electors in Electoral roil. 3. Preparation of EPIC is open OB Citizen's The information on functioning of the office interaction. as per the provisions of Right to Information Act & Odisha Rules. '\ 09 Postal address District Election Office, Ganjam of the office. At/PO: Chatrapur Districl Ganiam, PIN:761020 10 Map of office The Office is Situated inside the Collectorate Building location. near the office chamber of ADM (General), Ganjam. 11 Working hours 10.00 A.M. To 5.30 P.M. (Lunch Break from L:30 PM to both for office 2:00 PM.) on all working daYs. and public. 12 Public Public queries are dealt with very courteously by the interaction, if staffs and officials. anv. 13 Grievance A responsive grievance Redressal mechanism is Redressal being adopted. The Grievance Cell of the mechanism Collector and District Magistrate functions on every Monday. To ensure the reach the cell functions in different areas and the public grievances are prompt$ attended to by the concerned authorities. Manual - 2 Powers and duties of Officers and employees {section 4(lxbxii)} Powers and duties of Officers and staff. sl. Designation Powers Duties No. of post. Attached. Administrative Financial I Statutory Others 01. District Control and Overall Control and Sanctioning Discharge the Eiection supervision of Authority power of the Officer. Election and distriet related work in Election the district. Officer. 02 ADM-Cum- Supervision of Control and Sanctioning Authority Discharge the Additional Election and in the matters which are delegated power of the DEO, related work in by DEO. Additional Ganjam. the district as District per Election instructions of Officer. DEO. 0? Deputy Supervision of Drawing Supervisory Collector Election and &disbursing (Election) related work in officer. the district as per instructions of DEO. 021 Head Clerk Supervision& Monitoring of office work 0b: Senior Clerk Dealing with Cash ,Bill, Budget, Establishment, EVM, Revision of Electoral Rolls, Stock and Store, Training, Conduct of Elections etc. Tunior Clerk Dealing with issue /dispatch of letter, Election Expenditure Monitoring, Ex-gratia etc. To carry files from seat to seat/Distribution of Dak/assist the staff and officer in office work. Guarding of Office & godown. Manual - 3 Procedure followed in decision making process Section Sl.No. Activity Level of action Time frame 01. Receipt of Diary Clerk Same day application/Letters. 02. Perusal of Daks. Deputy Same day. Collector (Elections). 03. Marking of Daks. Head Clerk. Same day. 04. Dairv & Deliverv Diary Clerk Same day. 05. Entering of the letter D.A. 3 days(Immediately in the log book & Concerned in case of matter of putup in the file urgent nature) 06. File endorse to Head clerk. 1 day. Deputy Collector (Elections). 07. Approval or rejected Deputy Immediately in case Collector of matter of urgent (Elections)/ nature. ADM-Cum- Additionl DEO/ DEO. 08. If apploved, return Despatch 1, day. for dispatch. Clerk. Manual - 4 Norms set for the discharge of functions i\ {Section a(r)(b)(iv)} Details of norms and standard set out can be given in respect of various activities. Some of the norms are indicated below as an illustration. Sl.No. Activity Time framefrlorm Remarks. 01. Diary of 3 minutes per letter. The norms are as that letter mentioned in ORM 1964 and is managed with the existing resource and manpower. 02. Despatch Sminutes per letter. of letter 03. Typing of 20 pages per day fair copv. 04. Put up of Within 3 days in letter. ordinary cases In urgent it is within 24 hours. Manual - 5 Rules, regulations, instructions, manuals and records for is charging functions {Section + (r) @) (v)} List of re ulatlons,lations, instructions,tns ns, manuals anda records sl. Name of the act, Brief Reference No if Price in case No. rules, regulations gist of any of priced etc. the publications. contents 01 The representation Delimitation of constituency, Electoral Roll of the people Act. preparation & revision. Allocation of seats, L950 & The Conduct of Election. representation of the people Act. 1.951 02. The Registration of Rules relating to registration of Electors Elector Rules 1.960 including Revision of Electoral Roll. 03. Conduct of Election Rules relating to conduct of general election'- Rules 1961, of Lok Sabha & Legislative Assembly. 04. Orissa Records Office & File Maintenance Procedure Manual 1964 05 Orissa Service Code Establishment and service matter of employee 06 OGFR Accounting Procedure Manual - 6 A statement of the categories of documents that are held by it for under its control. {section + (r) @) (vi)} A statement of the catesoriesca ofo documents held sl. Nature of Details of Unit/Section Retention No. Record information where period where available available available. 01. Correspondence Rules, D.A. of As per on Election Regulation & Election Classification matter Govt. Section. of the Correspondence document and preserved as per ORM-1964 02. Correspondence Rules Regulation D.A. of As per on Revision & & Govt. Election Classification Other works. Correspondence Section. of the document and preserved as per ORM-1964 Manual - 7 Particulars of any arrangement that exists for consultation with or representation by the members of the public in relation to the information of its policy of implementation Section a (1) ft) (vi ls it mandatory to Arrangements for ensure public seeking public participation participation. Not Administered. Manual - 8 A statement of boards, council, committees and other bodies constituted [Section 4 (1) (b) (viii)] List of Boards, councils, committees etc. sl. Name Main Constitution Date of Date Whether Whether Frequency Remarks No. and functiotrs of the body constihrtion up to meetings minutes of address of the wl'rich open to accessible meetings of the body valid public to public Bodv I ) 5 5 6 7 8 9 10 Not Administered Manual - 9 Directory of Officers and Employees Section 4 (L I st. Name and Office E_mail address No. Designation Phone No. 01 Collector & DEO 06811- [email protected] 263700 02 Deputy Collector, 06811- general. election. ganjam@gmail. com (Elections) 263859 03 Head Clerk 04 Senior Clerk 05 Tunior Clerk 06 Junior Clerk 07 Peon 08 Peon (Vacant) 09 Night Watchman -1 Manual - 10 The Monthly remuneration received by each of the officers and employees including the system of compensation as provided in the regulations. Section 4 (1) (b) (x sl. Designation Name Level (as per No. ORSP Rule, 20171 1 Deputy Vacant (Dr. Bijayananda Selhy, Getting salary Collector(Elections) OAS is in Charge) at Establishment Section 2 Head Clerk Miss Kamini Dalai LeveI-7, Cell-21 3 Senior Clerk Sri Bachan Kumar Mahapatra Level-7, Cell-O3 Senior Clerk Sri K. Suresh Kumar Reddy On deputation 4 Tunior Clerk Sri Shibananda Tripathy Contractual (Consolidate Remuneration of Rs.10750/- (!'rcl},961) Junior Clerk Vacant-One Senior Clerk is on Vacant deputation 5 Peon Sri Dusasan Nath Level-1. Cell-06 6 Peon Smt K. Gangu Level-1, Cell-13 n Peon Sri Krushna Chandra Patra On deputation 8 Night Watchman Vacant- Sri Laxmi Jani is in Vacant Charge Manual - 11, The Budget allocated to each agency [Section + (r) (b) (xi)] Non-Plan I,u Major head Activities to Sanctioned Budget Revised Expenditure be budget in the estimate for Estimate for for the last performed year 2079-20 the year 2020- 2020-2r year 2019-20 2't D.No.L- Puy 24,69,339/- 25,75,000/- 25,75,000/- L8,88,877/- 2015- D.A. 3,35,64'1./ - 6,18,000/- 6,18,000/ - 2,74,851./- Election H.R.A. (Non 32,633/- L,00,000/- L,00,000/- 30,307/- Plan) 102 NrL/- NIV. NrL/- NIV. Electoral R.C.M. e000/- "t4,oo0/- 14,000/- 9,000/- officer, T.E. 5,500/- 10,000/- 10,000/- 5,458/- Electricity, !0,ooo/- 12,000/- NrL/- Nrr/- Water.
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