Financial Discipline and

Management
1

R o le a n d F un c tio n s o f t h e
v a ri o u s o ffice rs in th e Mi s s io n
i n a r e a o f fin a n ci a l m a n a g e m e n t
( Sp e ci a l fo c us o n m i s si o n abr o a d )
 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
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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
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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
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• 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
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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
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The Head of Chancery shall be held responsible for

any loss of Government property resulting from non-
compliance of these instructions.
 CONSULAR WORK
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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
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Thank You
Q/A