MANUAL – 1

Particulars of organization, func= tions and duties

(Section 4(1)(b)(i))

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Aims and objectives of the organization: -

This is a separa= te establishment of this Collectorate. This section is to assist the Collector & District Election Offi= cer, Malkangiri to monitor different Election Matters in the District through the Returning Officer and Electoral Registration Officer & Sub-Collector al= ong with the Asst. Electoral Registration Officers (Block Development Officers)= .

Mission/Vision: -

To conduct Gener= al Elections to Lok Sabha and Orissa Legislative Assembly and Revision of Electoral Roll.

Brief history and background= for its establishment:-

This section is = being functioning with w.e.f. 02.10.1992. The main purpose of this section to pre= pare different items viz. Preparation of Electoral Roll, Photo Identity Cards, e= tc.

Organization Charts: -<= /o:p>

= &nb= sp; Collector & District Election Officer

= ;

Addl. Dist. Magistrate

Officer-in-Charge (Election)=

Allocation of business:-

a) Officers 1) Sri Kantharam Majhi, OAS

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b) Office staff

Sl.No. N= ame of the Dealing Assistant

1.&n= bsp; = ; &n= bsp; = ; &n= bsp; Sri Bikarttan Palei, Head Clerk

2.&n= bsp; = ; &n= bsp; = ; &n= bsp; Sri Srinivas Patnaik, Jr. Clerk.

3.&n= bsp; = ; &n= bsp; = ; &n= bsp; Sri Bhagaban Mali, Night Watcher.

Duties to be performed to ac= hieve the mission= : -

To conduct Gener= al Elections and preparation of Electoral Rolls, Photo Identity Cards and safe guard of government records.

Transaction of cash and payments.
Conduct of General Elections / Preparation of Electoral Rolls / preparation of Photo Identity Cards etc.

= : -

The people in the area are given awareness about the election and preparation of electoral rolls etc. through subordinate offices i.e. ERO / AEROs / Tahsildars / Executive Officers – NACs.

Postal address of the main off= ice, attached/subordinate office/field units etc.:

MAIN OFFICE

Collectorate, Malkangiri

At/Post/Dist. Malkangiri

Pin-764048.

SUBORDINATE OFFICE=

Sub-= Collector & ERO,

At/P= ost – Malkangiri

Dist= – Malkangiri

Pin- 764045

Block Development Officer,

At/P= ost- Malkangiri.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Kalimela.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Podia.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Korukonda.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Kudumulugumma.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Khairaput.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Mathili.

Dist- Malkangiri.

Block Development Officer,

At/P= ost- Boipariguda.

Dist- Koraput.

Tahs= ildar

At/P= ost- Malkangiri.

Dist- Malkangiri.

Tahs= ildar

At/P= ost- Chitrakonda.

Dist- Malkangiri.

Tahs= ildar

At/P= ost- Motu.

Dist- Malkangiri.

Exec= utive Officer,

NAC = – Malkangiri.

Exec= utive Officer,

NAC = – Balimela.

10.Map of offi= ce location: - Not required.

11.Working hours both for office and public: -

Office hour: - First Session: 10.00 AM to 1.30 P.M.

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12.Public interaction, if any: -

The public is at = liberty to get the information on election matters at any time.

13.Grievance redress mechanism: -

&= nbsp; &nbs= p; All the grievance petitions given redressal as per law on every Saturday.<= /o:p>

MANUAL – 2

Powers and duties of officers and employees

(Section 4(1)(b)(ii))<= /span>

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Power and duties = of officers and staff

Sl.No.	Designation of post	Power	Duties Attached
Administrative	Financial	Statutory	Others
1	Officer-in-Charge, ELECTION	Over -all admn. power	Yes	No	Execu tive Magis trate Power	Supervision of work of the section.
2	Head Clerk	Management & Supervision of office.	No	No	No	Office management.
3	Junior Clerk	No	Yes	No	-Do-	As assigned by the Officer-in-Charge.
6	Night Watcher	No	No	No	No	To watch the office in the night for safe guards of government property.

MANUAL – 3

Procedure followed in decision-ma= king process

(Section 4(1)(b)(iii))=

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&= nbsp; The procedure can be described both in narrative form and through flow process chart. In narrative form the stages through which a proposal passes, the le= vels at which it gets examined and the final authority to which it has to go for approval may be explained.

&= nbsp; The Flow Process Charts can give a comprehensive process as may be seen from the following illustration of preparing a food card.

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Flow process Chart for issue of F= ood Card

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Sl.No.	Activity	Level of action	Time frame
1	To r= eceive application and put a diary number	Counter Clerk=	Same day
2	To m= ark application to concerned Inspector	-Do-	-Do-
3	To v= isit premises of applicant and verify the facts	Inspector	2-3 days
4	To p= repare report and submit to FSO	-Do-	-Do-
5	To approve/reject application	FSO	1 day
6	To p= repare food card if approved and submit to FSO	Counter Clerk=	Same day
7	To s= ign and return card	FSO	Same day
8	To d= eliver card to applicant	Counter Clerk=	Same day

Such c= harts may be prepared for major functions.

MANUAL – 4

Norms set for the discharge of funct= ions

(Section 4(1)(b)(IV))<= /span>

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&n= bsp; Detains of norms and standards set out can be given in respect of various activitie= s. Some of the norms are indicated below as an illustration.

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Illustration

Sl.No.	Activity	Time frame/Norm	Remarks
1	Diar= y of letter	3 mi= nutes per letter
2	Desp= atch of letter	5 mi= nutes per letter
3	Typi= ng job	30 p= ages per day
4	Prep= aration of food card	50 f= ood cards per day	Including entry in food card re= gister

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MANUAL – 5

Rules, regulations, instructions, manuals and records for discharging functions

(Section 4(1)(b)(v))

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Prepare a list of rules, regulati= ons, instructions, manuals and records for discharg8ing functions available with= the public authority for the smooth discharge of its functions.

&n= bsp; List of regulations, instructions, manuals and records

Sl.No.	Name of the act, rules, regulat= ions etc.	Brief gist of the contents=	Reference No if any<= /span>	Price in case of priced publica= tions
1	HAND BOOK FOR RETURNING OFFICER=	Procedure of conduct of General Election.	--	--

MANUAL – 6

A statement the categories of documents that are held by it for under its con= trol

(Section 4(1)(b)(vi))<= /span>

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Details of the records available may be made in a statement form, wing wise unit wi= se branch wise and it may be got tabulated, indexed and catalogued (An illustrative list is given below).

&= nbsp; A statement of the categories of documents held:

Sl.No.

Nature of Record

Details of information availabl= e

Unit/section where available

Retention period where availabl= e

Election Matters

Election Results, Electoral Rol= ls etc.

Election Section.

After 3 years=

Nizarat Section.

(Record Room)=

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MANUAL – 7

Particulars of any arrangement that exists for consultation with or

Representation by the members of the public in relation to the

Formulation of its policy of implementation

(Section 4(1)(b)(vii))=

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Details of consultative committee= s and other bodies with which

Consultations are held=

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Sl.No.	Name and address of the consultative committees/bodies	Constitution of the committee/body	Roles and responsibility	Frequency of meetings
1	No

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Other procedures adop= ted for formal and informal consultations with the public may also be indicated such as Bhagidari, Jan Sunvai, interaction with resident welfare associatio= ns etc.

Other details whether the meetings are open to public, minutes are accessible to public etc.may also be indicated.

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MANUAL – 8

A statement of boar= ds, council, committees and other bodies constituted

(Section 4(1)(b)(viii))

List of boards, councils, committees etc.

Sl.

No.

Name and address of the body

Main functions of the body

Constitution of the body

Date of constitution

NIL

Date up to which valid	Whether meetings open to public	Whether minutes accessible to public	Frequency of meetings	Remarks
6	7 &nbs= p;	8	&nbs= p; 9	&nbs= p; 10
NIL

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&= nbsp; Please attach copies of detailed notification/orders for their constitutions.=

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MANUAL – 9

Directory of Officers and employe= es

(Section 4(1)(b)(ix))<= /span>

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Directory:<= /o:p>

Sl.No.	Name and designation=	Office Phone No.	E-mail address
1	Sri Kantharam Majhi, OAS Niza= rat, Collectorate, Malkangiri.	06861 - 230382	--
2	Sri Bikarttan Palei, Head Clerk	--
3	Sri = Srinivas Patnaik, Jr. Clerk	--
4	Sri = Bhagaban Mali, Night Watcher	--

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MANUAL – 10

The monthly remuneration received by each of the of= ficers and employees, including the system of compensation as provided in the regulations

(Section 4(1)(b)(x))

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Sl.No.	Name and Designation=	Pay scale/Monthly remuneration<= o:p>
1	2	3
1.	Sri Kantharam Majhi, OAS Niza= rat, Collectorate, Malkangiri.	Rs.6= ,500/- to Rs.10,500/-
2.	Sri Bikarttan Palei, Head Clerk	Rs.5= ,000/- to Rs.8,000/-
4.	Sri = Srinivas Patnaik, Jr. Clerk	Rs.3= ,050/- to Rs.4,590/-
12.	Sri = Bhagaban Mali, Night Watcher	Rs.2= ,550/- to Rs.3,200/-

Note:- Details about system of compensation provided in regulations may be given.

MANUAL – 11

The budget allocated to each agen= cy

(Section 4(1)(b)(xi))<= /span>

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Non-plan budget=

Major head	Activities to be performed	Sanctioned budget	Budget estimate	Revised estimate	Expenditure for the last year
1	2	3	4	5	6
OFFICE ESTABLISHMENT
I-2015-Election- Establishment	Pay	--	325000/-	350000/-	212051/-
D.A.	--	210000/-	235000/-	131029/-
H.R.A.	--	4500/-	5000/-	3040/-
R.C.M.	--	10000/-	15000/-	2200/-
T.E.	--	20000/-	25000/-	1757/-
Electricity	--	50000/-	40000/-	3000/-
Telephone	--	12000/-	15000/-	3000/-
Other contingent	--	10000/-	10000/-	5500/-

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Plan budget=

Name of the plan scheme	Activities to be under taken	Date of commencement	Expected date for completion	Amount sanctioned	Amount disbursed/spent
NIL

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MANUAL – 12

The manner of execution of subsidy programme

(Section 4(1)(b)(xii))=

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List of institutions given subsid= y

Sl.No.	Name and address of the institu= tion	Purpose for which subsidy provi= ded	No. of beneficiaries=	Amount of subsidy	Previous years utilization prog= ress	Previous years achievements
No subsidy scheme.

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List of individuals given subsidy=

Sl.No.	Name and address of the benefic= iary	Purpose for which subsidy provi= ded	Amount of subsidy	Scheme and Criterion for select= ion	No. of time subsidy given in pa= st with purpose
1	2	3	4	5	6
No subsidy scheme.

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Detail= s of schemes under which subsidies are granted should be given.

MANUAL – 13

Particulars of recipients of concessions, permits or authorizations granted

(Section 4(1)(b)(xiii))

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List of beneficiaries

Sl.No.

Name and address of the benefic= iary

Nature of concession/permit/

Authorization provided

Purpose for which granted<= /o:p>

Scheme and Criterion for select= ion

No. of times similar concession= given in past with purpose

NIL

Note:- Creation of database and its hosting on websi= te should be done on priority basis for activities like issue of permits, issu= e of authorizations, grant of concessions licenses etc.

MANUAL – 14

Information available in an electronic form

(Section 4(1)(b)(xiv))=

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Details of infor= mation

Sl.No.	Activities for which electronic= data available	Nature of information available=	Can it be shared with public?	It is available on website or is being used as back end data base
1	2	3	4	5
1	No	No	No	No

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MANUAL – 15

Particulars of facilities availab= le to citizens for obtaining information

(Section 4(1)(b)(xiv))=

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Facilities avail= able for obtaining information

Sl.No.	Facility available	Nature of information available=	Working hours=
1	Notice Board<= /p>	All information	First session-10 AM to 1.30 PM and Second Session 2.00 PM to 5.00 PM excluding Government holidays

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MANUAL – 16

Name designation and other partic= ulars of Public Information Officers

(Section 4(1)(b)(xvi))=

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List of Public Information Officers

Sl. No.

Designation of the officer designated as P.I.O.

Postal address

Telephone No.

e-mail address

Demarcation of Area/

Activities, if more than one PIO is there

Offi= cer-in-Charge,

G &a= mp; M Section, Collectorate, Malkangiri.

Offi= cer-in-Charge,

G &a= mp; M Section, Collectorate, Malkangiri.

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List of Asst. Pu= blic Information Officers

SlNo

Designation of the officer designated as Asst. P.I.O.

Postal address

Telephone No.

e-mail address

Offi= cer-in-Charge,

Elec= tion, Collectorate, Malkangiri.

Offi= cer-in-Charge,

Election, Collectorate, Malkangiri.

06861 - 230382

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First appellate authority with in the department

Sl.No.	Designation of the officer designated as first appellate authority<= /p>	Postal address	Telephone No.	e-mail address	Demarcation of Area/Activities if more than one appellate authority is there
1	Addl. District Magistrate, Malkangiri.	Addl. District Magistrate, At/Po/Dt-Malkangiri.	06861-230388<= /p>	--	--

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MANUAL – 17

Other information as may be presc= ribed

(Section 4(1)(b)(xvii))

All other information as may be prescribed for dissemination shall be collated, tabulated, compiled, collected and provided in the form of manual from time= to time.

----As per rule---

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OIC, Election,<= /p>

Collectorate, Malkangiri.

= &nb= sp; Collector & District Election Officer

Addl. Dist. Magistrate

MAIN OFFICE

SUBORDINATE OFFICE=

Flow process Chart for issue of F= ood Card

Norms set for the discharge of funct= ions

Illustration

&= nbsp; A statement of the categories of documents held:

MANUAL – 8

A statement of boar= ds, council, committees and other bodies constituted

MANUAL – 9

Directory:<= /o:p>

OFFICE ESTABLISHMENT

List of beneficiaries

Information available in an electronic form

Details of infor= mation

Facilities avail= able for obtaining information

List of Public Information Officers

List of Asst. Pu= blic Information Officers

First appellate authority with in the department