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Deputy Secretary - II _Admin_


									                                                                                         Industries, Commerce and Technical
                                              JOB DESCRIPTION                                    Education Department
                                                                                         Government of Khyber Pakhtunkhwa

1. Position Data
Position Title                Deputy Secretary – II (Admin)           Basic Pay Scale         18
Department                    Industries, Commerce and                Wing                    II
                              Technical Education
Location                      Civil Secretariat – Peshawar            Position Code
Reports to (Title of          Additional Secretary – II               BPS of Immediate        19
Immediate Supervisor)                                                 Supervisor
Employment Status             Regular                                 Date
Financial Authority           As per Delegation of Powers (under the Financial Rules) 2001
Administrative                As per Delegation of Admin Powers Rules 1962

2. Purpose of the Position:

To supervise general and financial administration by coordinating with the concerned quarters for funds utilization
and service matters within department and attached departments

3. Working Relationship:
Internal (With in Department)                                External (Outside Department)
          Additional Secretary – II                                    N/A
          Section Officer (Admin)
          Section Officer (B&A)
          Section Officer – II
          Assistant Economic Advisor
4. Job Description:
Areas of Responsibilities                                    % of       Frequency        Performance Measurement
                                                             Time                        Standards
     1.    To supervise and ensure efficient and             20%        Regularly             1. Optimum utilization of
           effective utilization of funds in the                                                  funds

     2.    To supervise the developmental portfolio          20%        Regularly             2.   Timely and accurate
           of the department                                                                       drafting of budget

     3.    To coordinate and supervise planning, cost        10%        Frequently            3.   Efficient and strategically
           estimation, examination and scrutiny of                                                 developed schemes
           the developmental schemes

     4.    To ensure collection of budget figures            10%        Frequently            4.   Updated and       accurate
           (developmental, non-developmental) of                                                   figures             timely
           the     attached    departments   and                                                   communicated
           communicate to finance department

     5.    To ensure collection of PLAs (expenditure         5%         Annually              5.   Accurate     reconciliated
           report) and sanctioning of bills (TA,                                                   figures
           Medical etc)

     6.    To supervise activities         related    to     5%         Occasionally          6.   Accurate transfer of
           reappropriation of account                                                              funds from one to other

                                                                                   Industries, Commerce and Technical
                                            JOB DESCRIPTION                                Education Department
                                                                                   Government of Khyber Pakhtunkhwa


     7.   To look after the establishment matters of     10%      Regularly              7.   Timely disposal of cases
          the    administrative      and   attached                                           with accuracy

     8.   To examine, compile supervise matters of       5%       Regularly              8.   Suitable             officers
          in-country and foreign trainings                                                    nominated

     9.   To supervise all the policy matters of         10%      Regularly              9.   Handling      of        cases
          attached departments and communicate                                                according to rules
          to higher authorities

     10. To conduct meetings with concerned              5%       Regularly              10. Objectives pursued and
         authorities to fulfil above responsibilities                                        achieved
5. Job Specification:

Qualification: As per service rules, preferably Master’s Degree in Social Sciences from a recognized university

Experience: As per service rules, at least 5 years of service experience against post of Section officer and having
experience in administrative and financial rules

6. Knowledge, Skills and Personal Attributes:
Job Knowledge:                          Skills:                                     Personal Attributes:
    1.    Knowledge of all relevant           1.   Leadership/ Management skills        1. Creativity and innovation
          laws, rules, regulations,           2.   Decision making Skills               2. Initiative and drive
          policies and procedures             3.   Drafting skills                      3. Persuasive
                                              4.   Analytical skills                    4. Hard worker
    2.    Knowledge of financial
                                              5.   Communication skills                 5. Committed
          matters, department’s
          business and its                    6.   Presentation skills                  6. Active and Agile
                                              7.   MS Office                            7. Decisive
7. Training Requirement:
    1.    Drafting skills
    2.    Computer skills (MS Office)
    3.    E-Government
    4.    Office management
    5.    Financial Management
8. Required Tools / Equipment:
    1.    Computer, Internet
    2.    Telephone, Fax
    3.    Printer, Photocopier
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-
         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 E&D Rules, 2011
                                                                               Industries, Commerce and Technical
                                         JOB DESCRIPTION                               Education Department
                                                                               Government of Khyber Pakhtunkhwa

       9.    Land Acquisition Act, 1894
       10.   Banking Ordinance, 1984
       11.   The Khyber Pakhtunkhwa Public Service Commission Ordinance, 1978
       12.   The Khyber Pakhtunkhwa Initial Appointment to Civil Posts (Relaxation of Upper Age Limit)
             Rules, 2008
       13.   Khyber Pakhtunkhwa Civil Servants (Conduct) Rules 1987
       14.   Khyber Pakhtunkhwa Civil Servants (Efficiency and Discipline) Rules 1973
       15.   ESTACODE (Constitutional Provisions Regarding Terms and Conditions of Service of Civil Servants)
             Provincial and Federal
       16.   Khyber Pakhtunkhwa Guidelines and Procedure for Overseas Training & Visits, 2008
       17.   Khyber Pakhtunkhwa Civil Secretariat Ministerial Cadre Recruitment Rules
       18.   Khyber Pakhtunkhwa Civil Servants Promotion Policy, 2009
       19.   Model Working Paper for Provincial Selection Board (Promotion Cases)
       20.   Recruitment Policy for the Provincial Services
       21.   Surplus Pool Policy
       22.   Procurement Rules 2004

Position Holder
Compiled by:                                  Date:                          Signature:
Immediate Supervisor
Reviewed By:                                  Date:                          Signature:
Head of Department
Approved By:                                  Date:                          Signature:
Document Owner
E&AD Department:                              Date:                          Signature:


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