1.gm office 2.welfare department 3.account department 4.time keeping 5.edp 6. provident fund ...

1840 Pages·2010·17.21 MB·English

INDEX

1.G.M OFFICE

2.WELFARE DEPARTMENT

3.ACCOUNT DEPARTMENT

4.TIME KEEPING

5.EDP

6. PROVIDENT FUND DEPARTMENT

7. BUDGET

8.AUDIT

9CSVO

10 CASH

11 SECRETARIAL

12.PERSONNEL DEPARTMENT

13 CIVIL ENGG

14 MEDICAL DEPARTMENT

15 MATERIAL MANAGEMENT DEPARTMENT

16 PRO DEPARTMENT

17 LEGAL DEPARTMENT

19 CIVIL ENGINEERING BRANCH
GM’s OFFICE MANUAL
INTRODUCTION

The B.E.S.&T. Undertaking has two major branches of activities,
namely:

Distribution of electrical energy to the electricity consumers within
the City of Mumbai and carriage of passengers by omni buses in
the Brihan-Mumbai area as also in the extended Suburban areas
upto Thane Fly-over on the Eastern side and Bhayander on the
Western side.

The General Manager of the Undertaking is appointed by the
Brihan-Mumbai Mahanagarpalika subject to the approval of the State
Government for a period of 5 years in the first instance, renewable from
time to time with the approval of the State Government for a period not
exceeding 5 years at a time, under Section 60 A of the MMC Act. He is
the Chief Executive of the BEST Undertaking. He manages the
Undertaking and performs all acts necessary for the economical and
efficient maintenance, operation, administration and development of the
Undertaking subject to the superintendence of the BES&T Committee
and the Brihan-Mumbai Mahanagarpalika, under Section 460 (A) of the
MMC Act. For this purpose, he has been delegated powers under
various Sections of the said Act from time to time.

General Manager’s Office, therefore, plays an important role in the
day-to-day functioning of the Undertaking.
GENERAL MANAGER
SUPDT. T&T SUPDT. (ES)
Gr. A-4 Gr. A-4
PS to GM
Gr. A-5
PA to GM
Gr. A/G X
O.A.
Gr. A/G VIII
SUPERVISOR Sr. STENOGRAPHER
Gr. A/G VII Gr. A/G VII
CLERK STENOGRAPHER
Gr. A/G V Gr. A/G V
Tasks and Functions

The tasks and functions of the GM’s Office mainly centers around
the day-to-day appointments of the General Manager, who is the Chief
Executive of the Undertaking, apart from all other administrative
functions of the Department.

The main functions of this Section are as under:-

(cid:190) To co-ordinate / arrange internal meetings of the General Manager
with the officers of the Undertaking as well as briefing meetings
for the General Manager as and when desired by the General
Manager, when meetings are fixed by higher authorities in State
Government / MCGM, etc.

(cid:190) To coordinate/arrange meetings of the General Manager with
outside agencies like State Government, Municipal Corporation,
other dignitaries etc. as and when intimations are received by the
Office, as also prepare and keep ready folders / papers for the
General Manager for such meetings.

(cid:190) To make travel / accommodation arrangements for deputations of
General Manager to attend Training Programmes, Seminars /
Conferences / Meetings with high level officials of Central
Government, Association of State Road Transport Undertakings,
Central Institute of Road Transport etc.
(cid:190) To scrutinize files received from various sections/ departments of
the Undertaking and put up to General Manager with comments /
suggestions, if any and send to concerned officials after General
Manager’s scrutiny/ approval.

(cid:190) To put up daily mail to the General Manager after scrutiny and
forward them to concerned officers, as directed by the General
Manager.

(cid:190) To attend to visitors who come to meet the General Manager with
their grievances and requests.

(cid:190) To attend to telephone calls received for the General Manager as
well as for the department and to connect telephones as and when
instructed by the General Manager.

(cid:190) To maintain General Manager’s diary and fix appointments /
programmes of the General Manager, after consultations with the
General Manager.

(cid:190) To keep papers / folders ready for General Manager’s deputations
and meetings such as B.E.S. & T. Committee Meetings, meetings
with internal officers, Govt. / Municipal Officers, etc.

(cid:190) To record movement of files / mail received by the GM’s Office in
Computer / Registers maintained for the purpose.

(cid:190) To maintain Imprest Cash.
(cid:190) To book Journey Tickets for the General Manager as well as other
Senior Officers of the Undertaking and also make accommodation
arrangements for the officers of the Undertaking as and when
necessary.

(cid:190) To prepare bills concerning D.A. / T.A. payable to General Manager
as well as other officials, whenever they proceed on deputations,
cost of Air Tickets, recoupment of amounts spent from Imprest
Cash for purchase of sundry items / Railway Tickets etc.

(cid:190) To dispatch correspondence by the General Manager / Personal
Secretary to the General Manager with officers of Central / State
Governments, Municipal Officers, State Road Transport
Undertakings etc.

(cid:190) To arrange refreshments during meetings held by the General
Manager with officers of the Undertaking as well as with
dignitaries of other agencies, whenever directed by the General
Manager.

(cid:190) To receive fax / e-mail messages received for the General Manager
and other various officers of the Undertaking, record the same in
register and dispatch to respective officers.

(cid:190) To draft Minutes of the meetings held by the General Manager and
circulate the same on approval, as and when directed by the
General Manager.
(cid:190) To take dictations from General Manager / Personal Secretary to
General Manager, Superintendent (Electric Supply) and
Superintendent (Transportation Engineering & Traffic) whenever
required.

(cid:190) To type D.O. letters from General Manager to officials of State /
Central / Municipal and other Government / Semi-Government
organizations, whenever drafts are put up by Departments.

General Manager(GM)

As briefed in the introductory note, he is the Chief Executive of the Undertaking.
While managing the BEST Undertaking and performing all acts necessary for the
economical and efficient maintenance, operation, administration and development of
the Undertaking, the General Manager has to supervise, control and look after the
entire administration / functioning of the Undertaking. He has to take various policy
decisions for the smooth running and operation of its activities, attend meetings of
various Statutory Bodies viz. B.E.S. & T. Committee meetings, meetings concerning
BEST held by Municipal Corporation of Greater Mumbai and the State Government /
Central Government. He has to proceed on domestic / international deputations to
represent the Undertaking at the high level meetings / conferences / seminars, hold
internal meetings / discussions with Heads of Departments of the Undertaking on
various issues, present BEST Budget as well as Bus fare / Electricity tariff revision
proposals before the B.E.S. & T. Committee / the Municipal Corporation of Greater
Mumbai (MCGM) as well as the Maharashtra Electricity Regulatory Authority (MERC)
for their approval. He meets people / employees who approach with
grievances, discuss with Representative and Approved Unions to settle labour related
matters, such as wage agreements, strike / stoppage of work, etc. apart from attending
day-to-day administrative work. He has to perform all these assignments aiming
mainly at economical and efficient maintenance, operation, administration and
development of the Undertaking.

Superintendent(Electric Supply) (SSGM)

Superintendent (Electric Supply) reports to the General Manager
and assists the General Manager in day-to-day working with regard
to Supply Branch activities.

Various proposals, Committee Notes including purchase of
materials, received in GM’s Office, pertaining to Electric Supply
Branch are scrutinized by Superintendent (Electric Supply) before
submission to the General Manager. He places his comments /
suggestions, if any, on the proposals and puts up the files for GM’s
sanction / approval. He also attends to consumers’ complaints
referred by the GM.

In addition to this, he takes part in various discussions /
briefing of important meetings held by the General Manager,
prepares draft Minutes of such meetings as and when directed by the
General Manager and also carries out the any other work assigned to
him by the General Manager from time to time.
Superintendent (Traffic & Transp.Engg)(STT)

Superintendent (Traffic & Transportation Engineering) assists
the General Manager in matters pertaining to Traffic & Transportation
Engineering Departments and directly reports to the General
Manager.

He scrutinizes the various proposals / Committee Notes put up
by Traffic and Transportation Engineering Departments. He also
scrutinizes the proposals put up by the Materials Management
Department for purchase of spare parts, etc. and proposals put up by
Civil, Legal and other departments in respect of Traffic and
Transportation Engineering Departments. After proper scrutiny /
study, he places the files before the General Manager for his sanction
/ approval with his comments / suggestions, if any. He maintains
up-to-date statistical records pertaining to operation of buses,
earnings, expenditure, etc. He also maintains technical data
pertaining to various types of buses.

In addition to this, he takes part in various discussions /
briefings of important meetings held by the General Manager and
prepares draft Minutes of such meetings.

He also works as a Liaison Officer with Motor Vehicle Section
and Transportation Engineering Department pertaining to the
maintenance of the Undertaking’s cars used by the General Manager.

He also carries out work assigned to him by the General
Manager from time to time.