HOCs Responsibilities (Special focus on mission abroad) Responsibilities of HOC 2
ADVICE TO HEAD OF MISSION
ADMINISTRATION MAINTENANCE OF MISSION ACCOUNTS FILES DOCUMENTS AND RECORDS DEAD STOCK REGISTER LOSS OF GOVERNMENT PROPERTY CONSULAR WORK ADVICE TO HEAD OF MISSION 3
The HOC is responsible for advising and assisting
the Head of Mission on all matters connected with the administration and discipline of the various sections of the Mission He is also responsible to sanction the expenditure to the extent of powers delegated to him ADMINISTRATION 4
The Head of Chancery is responsible to the Head
of Mission for all administrative matters.
Being the first administrative officer, it is his
responsibility to maintain a proper inventory of all items of furniture and government property MAINTENANCE OF MISSION ACCOUNTS 5
It will be the duty of Head of Chancery to supervise
the working of the Accountant and the Accounts Section of the Mission. He will ensure that the accounts are maintained strictly in accordance with the rules and instructions issued from time to time He will also ensure that the Cash Book is signed by him at the end of each month FILES, DOCUMENTS AND RECORDS 6
• It will be the duty of the Head of Chancery that all
administrative records, files, registers and ledgers are maintained according to the laid down rules and instructions. • He will organise a half yearly inspection of the various sections to see the records are being maintained as laid down and advise the Head of Mission accordingly DEAD STOCK REGISTER 7
The Head of Chancery shall maintain a Dead stock
Register regarding purchase of articles and ensure that they are entered under his dated initials along with prices and voucher Numbers The register should include all articles of furcniture, furnishing etc. Separate Dead stock registers should be maintained for furniture/ furnishing and other articles supplied to the Chancery and staff. LOSS OF GOVERNMENT PROPERTY 8
The Head of Chancery shall be held responsible for
any loss of Government property resulting from non- compliance of these instructions. CONSULAR WORK 9
In the Missions where there are full fledged Consular
Officers, the Head of Chancery is required to check once in three months Consular records including the Consular fee receipts, the number of passports issued, the number of blank passports in custody of the consular officer, the opening balance and the closing balance and see that the consular office is being run in compliance with the rules and regulations on the subject 10