Government Of India Stationery House

    Ministry of Urban Development
    3, Church Lane
    Kolkata-700 001
HOME RTI MAIN
 

 

(ii) The Powers, and duties of its Officers & Employees.

   Power vested upon the Stationery Office   

      It is mandatory for all authorized Indentors to place their Annual Stationery indents to this office/ RSDs at least 4 months before the commencing of the particular financial year.

      The Controller of Stationery is empowered to invite Tender for procurement of stock-line stationery stores on the basis of average of last 3 years demand well in advance, to ensure the supply with the beginning of the financial year .

      The Tender Value for the particular group /items within the limit of 50 lakhs , is finalized by the GISO, Tender Committee headed by the Controller of Stationery as an Chairman, with other 3 members namely  Dy. Controller, Stationery(Admn.), Dy. Controller Inspection and Financial Officer.  The value exceeding Rs.50 lakhs , the Tender documents along with the  proposals/ recommendation  are finalized by the Minsitry. The Purchase rules as stipulated in the GFR  as well as guidelines / Instructions issued by the CVC time to time are being followed strictly.

      The proper accounting in respect of store-purchases , storage, supply, Accounts, vis--vis Payment recovery from the respective Paying Indentors are maintained systematically according to the provision of the GFR.                                                                                         

 

     Duties of its Officers:-   (Gazetted Gr.  A Service)                                                        

      Controller of Stationery -  enjoys the power of the Head of the Deptt. as delegated by the Govt. of India.  to  procure the stationery stores, to control the consumption of stationery stores, to accord sanction, to the newly created organization under the Central Govt. to get stationery supply, Office establishment  Recruitment , Promotion, Termination, Vigilance, Discipline, etc. The local Tender Committee headed by the Controller of Stationery  and other members  Dy. Controller, Stationery (Admn) , Dy. Controller Inspection, Financial Officer empowered to finalize the Tenders for stationery items within the financial limit of 50 lakhs.

      Dy . Controller, Stationery(Admn,)  declared as Head of the Office & Chief Vigilance Officer. The main areas of his function as delegated are as under:-      (i) Head of Administration & Establishment. (ii)  Contract & Planning ( C&P) for procurement of stationery stores.   (iii)  Overall charge of R.S.Ds.   (iv)  Accounts  - Establishments & Stationery Stores. Member of the Tender Committee. (v) All Legal Matters. (vi) Chairman of the DPC for Gr.  C & D category staff members.

      Dy. Controller Inspection   Head of the Inspection including  Inspection Cell at RSDS  New Delhi & Mumbai.  To control the quality of the stationery stores with the assistance of the Asstt. Controllers Inspection, Inspector(Testing) & Examiners. To draw and review of the stationery specifications . To maintain liaison with the BIS related to the ISI spcns. for stationery items including papers. Overall charge in supplying of stationery stores , to accord sanction in drawing of stationery stores from this office/RSDs in favour of newly created Govt. of India  Offices and issue of amendments in favour of the Indentors for shifting , change in name , etc. Overall charge of  stationery stores in GISO, Kolkata and its RSDs. Member of the Tender Committee.

Gazetted Gr.  B Service.

      Finincial Officer  ( Ex cadre post belonging to the category of Accounts Officer / Sr. Accounts Officer )  Overall charge of Store Accounts , Recovery of payments for stationery supplies from the paying indentors. To project the Annual Expenditure towards the Establishments and procuring of stationery stores. Audit Para , To represent GISO to the Audit Parties. F.O. is under the supervision of the Controller of Stationery and Dy. controller stationery (Admn.). Member of the Tender Committee headed by  the Controller of Stationery.  To maintain all records strictly related to the expenditures incurred by the GISO under all heads including Materials & Supplies. To project the Annual Demand of the next financial year as required for the organization.

      Asstt. Controller Supply   To arrange supply of stationery stores (observing Quantity Scale) against Annual Indent of the Indentors under jurisdiction of this office. To issue sanction to the newly created  Central Govt. Organization for drawing stationery stores either from GISO , Kolkata or its RSDs. according  to the jurisdiction with the  approval of the Competent Authority . To issue amendment in earlier sanction in case, shifting of the office/re- designated  of the Indentors with the approval of the Competent Authority. To regularize the excess expenditure  incurred by the Indentors in Local Purchasing of Stationery . To issue Non  Availability Certificate for procurement of stationery stores locally in the absence of the same in ex-stock of this office. To initiate action in order to  get the  stores recouped . To project the stationery demand for the next financial year in the month of August  September  of the current financial year to the Purchase Branch of GISO , Kolkata. on the basis of average of last 3 years actual demands. All  the works  starting from receiving of Indents from the Indentors to dispatching of stores either locally or by train are initiated from the different branches  Supply  A, B, C, Central Stock,  Packing Br & Store Despatch Section. 

      Asstt Controller, Stationery (Stores)   To accept the stationery stores on the basis of Inspection Notes, issued by the Competent Inspection Authority either under GISO,Kolkata or Quality Assurance of the D.G.S.&D . To release the copies of Inspection Notes duly filled in & signed by in the receipt column on the respective Inspection Notes to the supplying firms for claiming of payments. To supervise the works of the Store Keepers , Dy. Store Keepers & others Store Handling Staff Members. attached to the Whole Sale Store, M.S. Store & Retail Store respectively. To keep vigilant eye in order to avoid accumulation of particular stores. Damages / Shortage of stores, if any, brought to the notice, necessary steps are to be taken to safe guard the public interest. To reply to the Audit Paras related to the Stores and forward the same to the Financial Officer for further action . To supervise the work of Clearing Br. ,Store Admn. Sec.  

      Asstt. Controller Stationery(Purchase)   To initiate action to procure the stock-line stationery stores to be procured during next financial year, on the basis of projected demands receiving from the Asst. Controller Stationery(Supply). On receipt of fund confirmation under the head  Materials & Supplies from the Ministry ( Urban Development) , Quantity Statement for stationery items as  prepared within the budget provision for procurement,  is sent to the Ministry with the approval of the Dy. Controller , Stationery(Admn.) followed by the Controller of Stationery for final approval. Generally at present, on receipt of quantity statement approved, the Open General Tender Notice, for procuring of stationery stores within the purview of this office is floated in the month of April  May of the financial year. Simultaneously,procurement of stationery stores, falling under the DGS&Ds R/Cs. are being started. All sorts of works related to the Publication of Tender Notice, Opening of Tender,Rate Compilation Sheet,Purchase Proposal , etc. are undertaken strictly  according to the provision of the GFR as well as CVC guidelines / instructions , etc. The Tender value for a particular group ( consisting of single item or more )   within the financial  limit of Rs.50 lakhs ,  is being decided by the GISO Tender Committee consisting of 4 members   Dy. Controller , Stationery (Admn.), Dy. Controller Inspection , Financial Officer & Controller  of Stationery as Chairman. Values of Tender of a particular group exceed Rs. 50 lakhs , the Tender File with proposal duly recommended by the Dy. Controller , Stationery( Admn.) & Controller of Stationery, are sent to the Ministry for conclusion thereof. The same procedure is followed in case of placement of supply order against DGS&Ds R/Cs.  The works pertaining to the Contract & Planning are initiated from the C& P Br. of this office. All works related to the placing of supply orders against GISO / DGS&Ds R/Cs,  security money  from the suppliers / releasing the same , granting of formal extension , keep track on supply performances, com plaint on quality of stores, etc. are being done with the help of Purchase  I to Purchase  III , Paper Br.  and  Progress Section .  

      Asstt. Controller , Stationery(Admn.  I)   To assist the Dy. Controller Stationery(Admn.) in  all matters related to the (i) Establishment  I  - dealing  with Appointments, Promotion, Vigilance(O.M.V), Pension, Care Taking , C.D.N. C.R. Br. Typing Pool, General Br.( for procurement of day to day required office stores)  etc. and initiate proposal for all the works with the help of various sections  Estt.  I , OMV Sec., CDN Sec., General Br., Typing Pool, C.R. Br., Care Taking Section,  under his control. 

      Asstt. Controller, Stationery(Admn  II)   To  assist the Dy. Controller, Stationery(Admn.) as Drawing & Disbursement Officer .  To prepare bills in drawing of payments of all kinds related to staff and day to day contingency purchases  with the help of Estt.  II , Estt.  III, General Br. and to make payments to all staff members from Cash Br.

      Inpector (Testing)   To assist the Dy. Controller Inspection  in carrying out the inspection of stationery stores against GISO contracts at the respective suppliers end and follow up action in issuing of Inspection Notes on the basis of Test Reports furnished by the Examiners. He is also entrusted with other assignments as and when required.  

      Hindi Officer   To take all sorts of initiative in implementation of official language in the office works and related works thereon.

      (Non  Gazetted Gr.  B Service)

      Superintendents : -  Estt.  I .

To assist the Asstt. Controller Stationery(Admn.  I ) in the matter of  (i) Fresh Recruitment, (ii) Maintaining of 100 point Roaster (iii) Departmental Promotion  (iv) Pension Case (v) GPF Deposit & Withdrawal (vi) Disciplinary case (OMV Sec.)                                                                                                                

      Superintendent  CDN & C&P    To assist Asstt. Controllers Admn  I specially in Legal matters, Court Case, reply to Audit Paras & General Coordination. To assist the Asstt. Controller , Stationery(Purchase) in the procurement of stationery stores through Open General Tender. Other works related to the Purchase & Admn. 

      Superintendent Packing   To assist the Asstt. Controller Supply in getting the outstation stationery stores packed against respective Issue Orders for outstation Indentors. To chalk out plans & programmes in supplying of  stationery stores to the Local Indentors against respective Issue Orders of Supply Br. To attend the Indentors visiting this office for pursuing Indents, etc.  

      Superintendent Supply.  To assist the Asstt. Controller, Stationery(Supply) in all matters related to issuing of stationery, Packing &  Despatch of stores to be supplied to the outstation Indentors against their indents. Supdt. is to maintain liaison with the Packing Br. & Store Despatch Section in order to expedite the dispatching the stores to the concerned Indentors. He is to keep surveillant eye on stock position of stationery stores, Piling up  of stores, if any, recuperation / replenishment of stores, etc.

      Group  C Supervisory Staff.

       Accountants attached to the Estt.  II & III.

      Estt.  II.   To supervise all the works in preparation of  Pay Bills of  categories of officers under  Gr.  A; Gr.  B &  Gr.  C Supplementary bills , T.A. Bills , L.T.C. Bills i.e. all sorts of staff payments. To maintain record of all recoveries i.e. GPF, Advances of all kinds, Advance / Excess , if any paid extra Income Tax , Professional Tax etc. To issue pay slip to all staff members including Form No.  16  of Income Tax. Leave Accounts  E/L, Half Pay Leave, Commuted  Leave and Special Leave , etc. are to be maintained according to the norms. To make entry in the Service Book related to the increments , leave, LTC, Promotion , etc. of staff members. The Acctt. is being assisted by the dealing assistance  UDCs(special) , UDCs., LDCs, ( Gr. C) and Peon , Duftary (Gr. D ). To assist the Asstt. Controller ,Sty(I & II).in all staff related matters including Pension.

      Estt.  III  To supervise all the works in preparation of Pay bills , Supplementary bills of staff members of Gr.  D category. To scrutinize the medical reimbursement claim/bill , for  all categories of staff members. To scrutinize the  all sorts of documents related to the advances of  HBA , Motor Car, Scooter, Cycle, etc. for all categories of staff members including staff  members of RSDs. To maintainLeave Accounts ( Gr.  D) , Service Book.                                                                                                                  

    To make recovery related  to the HBA , Advance of cycles, festivals, Professional Tax , etc. from the pay Bills., He is to assist the Asstt. Controller, Stationery(Admn. I & II) in all staff related matter including increments, Pension , LTC,etc. The Account is being assisted by the Gr- C staff members  UDCs (Special), UDCs, LDCs and Gr.  D  Peon & Duftary .

                

     Accountant attached to the Accounts Br.- 2 nos.

      To compilation of stationery Store Accounts on the basis of Bin Cards  (showing receipts & supply of stores ) as receiving from all the Store Keepers  of GISO, Kolkata ( Whole Sale, Manufacturing Stationery & Retail ) and RSDs ( New Delhi, Mumbai & Chennai) . To prepare the Annual Budget to be projected towards procurements of stationery stores and different heads of office expenditures for the next financial year, on the basis of datas as made available by all the concerned Sections of GISO, Kolkata & RSDs. To assist the Financial Officer in all matters related to the accounts. The Acctt. is  being assisted by the UDC I/Cs, Special, UDCs, LDCs ( Gr. C) ,  Peon , Duftary  (Gr. D) .

      To make recovery of payments from the Paying Indentors against stationery stores supplied to them from ex-stock of GISO, Kolkata and its RSDs. To maintain all records related to the expenditure incurred by the GISO, Kolkata and its RSDs. under different heads including Materials & Supplies head  towards procurement of stationery stores. To take an initiative in order to forward all documents related to the procurements of stationery stores to the P&A.O(Ptg.), Kolkata duly authenticated by the Financial Officer. To keep liaison with the P&A.O, Kolkata for reconciliation of Expenditure.  To assist the Financial Officer in all matters related to the accounts. The Acctt. is  being assisted by the UDC I/Cs, Special, UDCs, LDCs ( Gr. C) ,  Peon , Duftary  (Gr. D) .

    HEAD CLERKS

      C&P Branch: All sorts of tender works i.e. to project the stationery demands and values thereof for the next financial year, preparation of Quantity Statement, to publish the tender notice, to scrutinize the tender documents both technical & price bids including preparation of Rate Compilation Sheet, Issuance of Running/Rate Contracts, to receive and releasing of Earnest Money & Security Deposit, to close the contract file etc.with the approval of the Asstt. Controller, Stationery(Purchase)/Dy. Controller, Stationery(Admn)/Controller of Stationery as per prevalent system.  Head Clerks is being assisted by the UDC I/Cs, UDC(Spl.), UDCs, LDCs etc.

      Paper Br.: To place supply order against GISO concluded contract/DGS&Ds Rate Contract for all kinds of Paper with the approval of the Asstt. Controller, Stationery(P)/DCS(A)/C of Sty.  To keep liaison with the respective suppliers/consignees.  To issue extension of orders, amendment etc. if required so.  Head Clerks is being assisted by the UDC I/Cs, UDC(Spl.), UDCs, LDCs etc.

      Purchase-III: To place supply order against GISO concluded contract for all kinds of manufacturing stationery i.e. paper made items  with the approval of the Asstt. Controller, Stationery(P)/DCS(A)/C of Sty.  To keep liaison with the respective suppliers/consignees.  To issue extension of orders, amendment etc. if required so.  Head Clerks is being assisted by the UDC I/Cs, UDC(Spl.), UDCs, LDCs etc.

      Purchase-I & II: To place supply order against GISO concluded contract for all kinds of misc.  stationery items  with the approval of the Asstt. Controller, Stationery(P)/DCS(A)/C of Sty.  To keep liaison with the respective suppliers/consignees.  To issue extension of orders, amendment etc. if required so.  Head Clerks is being assisted by the UDC(Spl.), UDCs, LDCs etc.

      CDN Branch: To deal with the all sorts of legal matters/court cases, to keep coordination with all sections/branches of GISO including RSDs.  To keep liaison with the Audit parties and to coordinate the replies of all audit paras etc.  To keep records of all administrative orders issued by the Ministries, office orders etc. Head Clerks is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs etc.

      CR Branch: To receive of all documents, letters etc. from public as well as various Govt. Organisations and to distribute the same among the respective  concerned Branches.  To arrange payment for Telephone Bills, Electric Bills, Corporation taxes.  To supervise the work of Typing pool, Duplicating Section.  To repair/maintenance of Typewriter machines, Duplicating Machine.  To maintenance the record of service stamps including recuperation of the same.  To despatch all documents/letters etc. to the respective addressees. Head Clerks is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs etc.

      Hindi Cell: To assist the various Branches/Sections of GISO in translating the letters/supply orders/ATs/Office Orders etc. and also to organize the Hindi Workshops, sending members for learning Hindi under Hindi Scheme.  The Section headed by the Jr. Hindi Translator under the supervision of the ACS(A)-I.

      General Br.: To make contingencies purchases of day to day office use articles and to distribute among the concerned branches/staff members.  Head Clerks is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs etc.

      Packing Br.: To supervise the packing of stationery stores for outstation indentors against respective issue orders passed by the Asstt. Controller, Supply.  To hand over the packed stores duly marked/stencil along with the packing memo to the Despatch Section. Head Clerks is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs & Gr.D Packing Staff.

      Store Despatch Section: To supervise the works related to despatch  of the stationery stores to the respective out station indentors under the jurisdiction of GISO, Kolkata followed by sending of RRs, Packing Memo, Price voucher etc. etc. to the indentors.  Other works related to issuing of Civil Credit Notes/Millitary Credit Notes to the Railway Authority while dispatching the stores made exclusively through rail.  To make payments against RRs (in case of civil indentors) to the concerned  railway authority within a specified period.  The despatch section is under the Asstt. Controller, Supply.  Head Clerks is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs & Gr.D Packing Staff.

      Supply A(for Civil non-paying indentors), B(exclusively for defence indentors), C(for Paying indentors excepting the defence, and Advance Cash Paying indentors) & Central Stock: To scrutinize the indents, to allocate the stationery stores, to make issue orders, initiate action in issuing of sanction order for drawing stationery from this organization to the newly created Central Govt. Organisations excepting Defence.  To initiate action in issuing of  amendments in the existing sanction as and when required.  To send the issue orders to the respective Purchase Branch for recouping of stationery stores.  To project the stationery demand for the next financial year on the basis of last 3 years average demand.  The Head Clerks are being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs & other Group D Staff Members.

      Clg. & Store Admn. : On receipt of RRs, an immediate actions are initiated in handling over the RRs along with all required documents to the Transport Contractor in getting the delivery of stationery stores from the railway authority despatched by the respective supplying firm against GISO supply orders.  To initiate action in making payments towards wharfage/demurrage  charges accrued due to delay in receipt of RR or otherwise.  To hand over all documents along with action to be taken to recover the demurrage/wharfage charges, if any from the respective supplying firms or otherwise.  To receive certificate towards short receipt of stationery stores from the railway authority and lodge claim to them. To pursue the claim as lodged, to get it settled from the railway authority.

To initiate action on receipt of purported complaint on short receipt of stores in original boxes/packets from the respective indentors as being despatched from ex-stock of this office.To return the stores (which either could not be despatched or received back from the indentors) to the concerned Stores of this office. The Head Clerks are being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs & other Group D Staff Members.  The Branches come under the Asstt. Controller, Stationery(Stores).

      Inspection Wing: To initiate action on receipt of inspection call letters from the respective stationery stores supplying firms against this office contracts.  To record all sorts of documents-copies of contract(stationery stores), Supply orders, amendments etc. receiving  from the Asstt. Controller, Stationery(Purchase) of this office. To make correspondence with the stationery supplier, consignees, etc. related to supply of stores and complaint on quality etc. To initiate action in issuing of acceptance certificate(Inspection Note) to the supplying firms.  The Head Clerk is being assisted by the UDC I/C UDC(Spl.), UDCs, LDCs.  He is under the Dy. Controller, Inspection.

      Examiner:  To test the stationery samples as receiving from the respective Inspecting Officers  Dy. Controller, Inspection/Asstt. Controller, Inspection/Inspector(Testing) according to the relevant specification and submit the report thereon to the concerned officers.  To assist the Inspecting Officer in carrying out the Inspection of stationery stores (local), if require so.