deputy secretary (admin)

7/30/2019 Deputy Secretary (Admin)

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JOB DESCRIPTIONElementary & Secondary Education

DepartmentGovernment of Khyber Pakhtunkhwa

1. Position Data

Position Title Deputy Secretary (Admin) Basic Pay Scale 18

Department Elementary & SecondaryEducation (E&SE)

Wing Administration andEstablishment

Location Civil Secretariat Position Code

Reports to (Title ofImmediateSupervisor)

Additional Secretary(Admn)

BPS ofImmediateSupervisor

19

EmploymentStatus

Regular Date

Financial Authority As per Delegation of Powers (under the Financial Rules) 2001

AdministrativeAuthority

As per Delegation of Admin Powers Rules 1962

2. Purpose of the Position:

To supervise and look after all the cases of Section Officer (General), Section Officer (Schools),Section Officer (Primary), Section Officer (Budget) and Section Officer (Audit) in order toaddress all the service/admin/accounts matters in timely manners.

3. Working Relationship:

Internal (With in Department)

Secretary E&SE

Additional Secretary

Section Officer General

Section Officer Schools

Section Officer Primary

Section Officer Budget

Section Officer Audit

External (Outside Department)

District/Local Government

Provincial Government

Federal Government (Ministries/Divisions)

4. Job Description:

Areas of Responsibilities % ofTime

Frequency

PerformanceMeasurement Standards

1. To deal with all service matters(Recruitment, age relaxation,

fixation of seniority and Inter-Provincial Transfer and Deputationcases, postings, ACR processing,discipline etc) of all employees (BS1 to 20) of E&SE Department,attached departments (includingministerial staff) and teachers.

2. Appointment and dealing with theservice matters of class IVemployees of the E&SE Deptt. Tosupervise, arrange and representthe E&SE Deptt: in the DPC

meetings for selection grade andmove-over cases of the Teaching /Ministerial staff.

30%

10%

20%

Daily

Regularly

Daily

1. Fair and equitabletreatments of all

service matters

2. Well prepared formeeting

3. Cost effectiveutilization of budget

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3. To supervise and deal withfinancial matters of thedepartment (budget estimates,

purchase of land, stationary andequipment, repairs etc) andbudget matters of all thedirectorates, EDOs/DOs, Boardsand semi autonomous/privateinstitutions.

4. To deal with audit of thedepartment (attending DAC/PAC,addressing the audit paras etc)and to conduct the internal audit ofthe attached departments.

5. To deal with all types of

enquiries/complaints lodgedagainst the department.

6. To deal with all the matters ofScouting and Girls Guides.

10%

20%

10%

Occasionally

Daily

Occasionally

4. Well prepared for themeeting

5. Quick and timelyresponse to all thecomplaints

6. Improved image ofScouts and Girlguides as citizen

5. Job Specification:

Qualification: Master Degree (Management/Social Sciences) from recognized university.

Experience: At least 5 years service and have passed the prescribed DepartmentalTraining or Departmental Examination.

6. Training Requirement:

Secretariat office Management

Human resource management

Service rules and policies

Communication Skills

E Government

Financial Management

7. Knowledge, Skills and Personal Attributes:

Job Knowledge:

Knowledge ofservice rules,policies andprocedures

Thoroughknowledge of

DepartmentsBusiness and itsimportance

Skills:

Management skills

Relationship

management

Interpersonal skills.

Drafting skills

Analytical skills

Communication skills

Presentation skills

Personal Attributes:

Persuasive

Hardworking

Energetic

Commitment

Active And Agile

Decisive

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Knowledge of best

practices inrelevant functionsof the department

and thegovernment

Ms Office

8. Required Tools / Equipment:

Computer, Internet

Telephone, Fax

9. Source Material (Documents/Handbooks/Manuals etc):

1. Constitution of The Islamic Republic of Pakistan 1973

2. Khyber Pakhtunkhwa Civil Servants Act, 1973(Updated till 20-01-2009)3. Khyber Pakhtunkhwa Government Rules of Business, 1985 (Updated till 10-01-2009)

4. Khyber Pakhtunkhwa Civil Servants (Appointment, Promotion & Transfer) Rules,1989(Updated till 20-01-2009)

5. Manual of Secretariat Instructions - 2008

6. The Khyber Pakhtunkhwa Provincial Management Service Rules, 2007

7. Khyber Pakhtunkhwa (IT) Service Rules 2007

8. The Khyber Pakhtunkhwa Removal From Service (Special Powers) Ordinance, 2000

9. The Khyber Pakhtunkhwa Public Service Commission Ordinance, 1978

10.The Khyber Pakhtunkhwa Initial Appointment to Civil Posts (Relaxation of Upper AgeLimit)Rules, 2008

11. Khyber Pakhtunkhwa Civil Servants (Conduct) Rules 198712. Khyber Pakhtunkhwa Civil Servants (Efficiency and Discipline) Rules 1973

13. ESTACODE (Constitutional Provisions Regarding Terms and Conditions of Service ofCivil Servants) Provincial and Federal

14. Khyber Pakhtunkhwa Guidelines and Procedure for Overseas Training & Visits, 2008

15. Khyber Pakhtunkhwa Civil Secretariat Ministerial Cadre Recruitment Rules

16. Khyber Pakhtunkhwa Civil Servants Promotion Policy, 2009

17. Model Working Paper for Provincial Selection Board (Promotion Cases)

18. Recruitment Policy for the Provincial Services

19.Surplus Pool Policy

Position Holder

Compiled by: Date: Signature:

Immediate Supervisor

Reviewed By: Date: Signature:

Head of Department

Approved By: Date: Signature:

Document Owner

EstablishmentDepartment:

Date: Signature:

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http://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil_Servants_Act.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Government_RUles_of_Business_1985_10-1-2009_.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil%20Servants_Appointment_Promotion_Updated.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil%20Servants_Appointment_Promotion_Updated.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Manual_of_Secretariat_Instructions_2008.pdfhttp://nwfp.gov.pk/GoServices/Downloads/ManagementServiceRules2007.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Removal_From_Service_Special_Powers_Ordinance_2000.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Public_Service_Commission_Ordinance_1978.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Estacode-Complete.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Estacode-Complete.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Fair_policy_2008.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Recruitment_Rules_of_Ministerial_Cadre_of_Civil_Secretariat_NWFP.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP-Civil-Servants-Promotion-Policy-2009.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Model_Working_Paper_for_Provincial_Selection_Board_Promotion_cases_.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Consolidated_Recruitment_Policy_2009.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Government_RUles_of_Business_1985_10-1-2009_.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil%20Servants_Appointment_Promotion_Updated.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil%20Servants_Appointment_Promotion_Updated.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Manual_of_Secretariat_Instructions_2008.pdfhttp://nwfp.gov.pk/GoServices/Downloads/ManagementServiceRules2007.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Removal_From_Service_Special_Powers_Ordinance_2000.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Public_Service_Commission_Ordinance_1978.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Age_Rex_Rules.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Estacode-Complete.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Estacode-Complete.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Fair_policy_2008.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Recruitment_Rules_of_Ministerial_Cadre_of_Civil_Secretariat_NWFP.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP-Civil-Servants-Promotion-Policy-2009.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Model_Working_Paper_for_Provincial_Selection_Board_Promotion_cases_.pdfhttp://nwfp.gov.pk/GoServices/Downloads/Consolidated_Recruitment_Policy_2009.pdfhttp://nwfp.gov.pk/GoServices/Downloads/NWFP_Civil_Servants_Act.pdf