Goals of the Administration Unit :
- To design strategies and guidelines for ensuring that sound management practices and procedures are employed in the use of resources to further the implementation of programme activities.
- To ensure personnel administration and management including recruitment, leave, transfer and discipline of class III & IV staff of the Directorate.
- To ensure personnel administration and management including leave, transfer and discipline of class II staff of the Directorate.
- To design and implement a policy for Human Resources Development in the context of the goals and strategies of the Family Planning programme.
- To strengthen the management, supervision and monitoring from national to ward level.
Functions and line of communication of Director Administration :
To ensure a dynamic and efficient administration management for ensuring successful implementation of the Family planning, mother & child health, Reproductive health and Nutrition Programme of the Directorate.
Organizational Relationship;
Accountability |
Supervisory Officers/staffs |
Functional communication |
Director General ,DGFP |
All officers and staffs of the administration unit. |
Director General, All Directors both at HQ and Divisions, All Deputy directors, Assistant Directors, Ministry of Health & Family Welfare and related ministries, all officers and staffs at administration unit. |
Main responsibilities of the Director (Administration) :
- Administer and manage personnel, ensure discipline in the programme.
- Co-ordinate activities of different units of the directorate on personnel management.
- Initiate disciplinary action against all Class-I and II officers and final authority in respect of all non-gazetted staff.
- Act as appointing authority of all non-gazetted staff of the Head Quarter and in the field including Sub-Assistant Community Medical Officers (SACMO) and Pharmacists ant to approve and execute their inter-division transfer.
- Post and transfer of Upazilla Family Planning Officers (UFPO), Medical Officers (MO), Assistant Upazilla family Planning officers (AUFPO), and Assistant Family welfare Officers (MCH-FP) with approval from Director General.
- Plan and develop management strategies and guidelines for entire field programme.
- Determine charter of duties of all programme personnel and allocate functions for all units under the Directorate with the approval of the Directorate General.
- Carry out any other duties assigned by the Director General.
Deputy Director (Personnel) :
Functions of Deputy Director (Personnel) are:
- Assist the Director (Administration) in management and administration of personnel of the programme.
- Process recruitment, posting and transfer of all Class-II gazatted and non-gazetted employees of the directorate up to field level; and process transfer of Class-I gazetted officers (up to Assistant Director) of the Directorate.
- Process granting Earned Leave, Pension, Gratuity, Rest & Recreation. etc to the Upazilla family Planning Officer, Medical Officer and Class-II Officers and non-gazetted staff.
- Process promotion of staff to higher grade and from staff to Officers.
- Initiate and process all disciplinary cases in respect of all staff in the HQ and all officers of the programme.
- Process any allegation on departmental proceeding cases as decided by the higher authority.
- Carry out any other duties assigned by the Director (Administration).
Sections of the Administration Unit :
- Administration
- Discipline
- Pension
- Transport
- Common Service
- Monitoring
Administration :
- Process all establishment matters relating to posting,recruitment,transfer, selection grade/promotion, earned leave, foundation training, departmental examination, senior scale examination to BCS (Family planning) officers, regularization and confirmation of all Class-I officers of the Directorate.
- Process matters related to service regularization, permanent, selection grade, time scale, promotion, rectruitment rules, training, leave of all Class-II officers under the Directorate.
- Matters related to appointment, transfer, leave, training, and promotion.etc of all Class-III & IV employee of the Directorate.
- Preserve ACRs of all Class-I & Class-II officers under the Directorate.
Responsible Officer :
Assistant Director (Per-1), Administrative Officer.
Discipline :
- Process all the files on disciplinary matters against officers and staff.
- Process all the Court matters relating to discipline and appeal matters.
- Process timely enquiry of allegations for the different units at the HQ and the field level.
Category wise appointing authority for disciplinary cases :
Deputy Director, Assistant Director (FP/CC), Upazilla Familly Planning Officer, Medical Officer (MCH-FP, Clinic, Family Welfare) |
Secretary, Ministry of Health & Family Welfare. |
All Class-II officers including Assistant Upazilla Family Planning Officer, Assistant Family Welfare Officer MCH-FP), Supply Officer. |
Director General. Directorate General of Family Planning. |
all class-III & IV staff including Office superintendent, SACMO, Pharmacist, UA, Steno typist, steno grapher, Accountant, store keeper, office assistant cum typist of HQ and District level. |
Director Administration, DGFP |
Upazilla family Planning Assistant, Family Welfare Visitor, Family Planning Inspector, Family Welfare Assistant, Security Guard |
Deputy Director (Family Planning) |
Responsible officer :
Assistant Director (per-2), Legal Affairs Officer.
Pension Section :
Main functions of the pension sections are:
- Process pension cases of Class –II officers and Class –III & IV staff under the directorate for Director General’s approval. File related documents to the ministry for the approval of class-I officer’s pension cases.
- Process invalid and force pension and gratuity cases.
- Process granting sanction order regarding final withdrawal of General Provident Fund (GPF).
- Initiate necessary actions for granting group insurance and benevolent fund proceeds.
- Prepare monthly report on pension, PRL and GPF sanction for the ministry.
Responsible Officer :
Officer-In-Charge, Welfare Officer.
Transport Section :
Functions performed are ;
- Prepare schedule for transport to be used by various units of the directorate.
- Be responsible for maintenance and operation of all transports.
- Procure transports for the programme.
- Submit bills on fuel consumption to finance and ensure timely adjustment.
- Supervise all the drivers.
- Initiate transfer and posting of drivers under the Directorate.
- Process auction of damage/off-road vehicles.
Responsible Officer :
Assistant Director (Transport),
Mechanical Supervisor..
Common Service Section :
Common service section of the Directorate performs the following functions:
- Procure and maintain stationeries, office equipments, furniture and supplies.
- Ensure cleanliness and security of the office building and premises.
- Supervise installation of telephone, PABX, intercom, CCTV camera and service them periodically.
- Perform routine maintenance of the office building including elevators, generators, and water and sewerage machineries with the assistance of the Health Engineering Directorate (HED).
- Process of hiring of accommodation for division/district/upazilla level offices.
- Process loan, advances etc.for staff and officers.
- Supervise Receive & Issue (R&I) section for smooth operation of receiving and delivering letters.
- Arrange refreshment as per government rules for the office of the Director General and other coordination meetings of the Directorate.
- Procure leverages for the drivers and class-IV staff of the Directorate.
Responsible Officer :
Assistant Director (Common Service).
Monitoring Section :
Usual functions of the monitoring section are :
- Prepare report compiling relevant information/data on key Performance indicators and output indicators and targets of the Directorate General of Family Planning.
- Collect and compile supervisory reports from field level.
- Prepare question-answer regarding the programme for the National Parliament while the Parliament is on session.
- Prepare various national/international award nomination particulars on behalf of the Directorate.
- Provide necessary information/data for the National Population Council.
- Prepare meeting minutes of all meetings held within the administration unit.
Responsible Officer :
Assistant Director (Monitoring).
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