GOVERNMENT OF PAKISTAN

MINISTRY OF COMMUNICATIONS
NATIONAL HIGHWAYS & MOTORWAY POLICE
MOTORWAY ZONE HEADQUARTERS
2nd FLOOR, NATIONAL POLICE FOUNDATION BUILDING
MOTORWAY HQS. G-10/4, ISLAMABAD
***

No.FHP- ( )/DIG(M)/03 Dated the Dec.2005

SUBJECT: DISTRIBUTION OF WORK AT ZONAL HQ. OF MOTORWAY.

Having been considered it essential, the undersigned has reviewed

previously issued Distribution of Work amongst the officers/officials posted in the
sections at Motorway Zone Headquarters and decided to issue the same afresh in more
patent format to avoid any ambiguity in official responsibilities.

Examining the state of affaires at Motorway Zone Headquarters, Revised

Distribution of Work has been formulated as under depicting functions/ responsibilities of
Personal Staff as well as different Sections at Motorway Zone Headquarters to
streamline the work in good working environment:-

STAFF OFFICER TO DIG MOTORWAY

1) Supervision of Zonal Headquarters of Motorway

2) Oversee maintenance of record/file system in the various sections
3) Scrutiny of files submitted by Admn. Section, OSI Section and MT Section before
submission to DIG
4) Scrutiny and proper distribution/disposal of daily daak and submission of relevant
papers personally to DIG
5) Vigilance duty of Motorway with the assistance of Reader to DIG in the North
Sector of M-2/M-1 and PRO in the South Sector of M-2/M-3 as and when
directed by DIG and submission of vigilance reports.
6) Liaison with Central Police Office, Sector Offices, Beats, Sector Lines etc.
7) Timely implementation of the orders/ instructions/ directives of the IGP/DIG,
assisted by PA to DIG.
8) Timely submission of all the reports/statements to the concerned quarters
assisted by PA to DIG.
9) Ensure discipline and upkeep of equipment/furniture of the office of DIG.
10) Monitoring of the working of Mobile Education Unit.
11) Ensure transfer of files/record from one section to other as a result of this
distribution of work.
12) Any other task assigned by the DIG

DRAWING & DISBURSING OFFICER

1) Supervision of all the financial affairs relating to budget/ accounts/ cash/

payment/internal/external audit and allied matters.
2) Security and check up of cash book and cash disbursement record maintained
by the Cashier on monthly basis
3) Proper check up of monthly expenditure of Zonal HQ. before submission to DIG

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4) Occasional visits to the offices/beats/lines for inspection of stores and stock
registers with the assistance of AAO/Reader to DIG.
5) Proper checking of bills/cases submitted by the offices/beats/lines before
submission to DIG for approval.
6) Submission of budget brief including expenditure of zone to DIG on monthly
basis
7) Ensure timely submission of following (assisted by AAO):-
a) Budget estimates and revised estimates
b) Proposals for appropriation/re-appropriation
c) Proposal for supplementary/additional grants
d) Tax returns and expenditure statements to concerned quarters.
8) Any other task assigned by the DIG

READER TO DIG MOTORWAY

1) Accompany the DIG while traveling/attending meetings outside the office and in
the sector offices/beats camps/lines.
2) Recording of minutes of the meetings chaired by DIG in case of non-availability
of PA to DIG and subsequently handing over the same to PA for finalization.
3) Upkeep of equipment/furniture of DIG office and vehicles.
4) Conduct Orderly Room of DIG and maintain order book followed by issuance of
orders of DIG
5) Vigilance duty under the supervision of SO to DIG Motorway as and when
directed by DIG
6) Maintenance of record in connection with checking of selected helps on daily
basis in the zone
7) Put up daily wireless reports to DIG about any accident/incident/good work
done/movement of distinguished personalities/events etc. happened or being
happening on motorway
8) To assist PA to DIG for accomplishment of tasks assigned by DIG
9) Any other task assigned by DIG

PA TO DIG MOTORWAY

1) All dictation work/officials matters of DIG office.

2) Attend all the meetings to be chaired by DIG in his office at Islamabad and in
North Sector of M-2/M-1 and record minutes of meetings with the assistance of
Reader to DIG.
3) Preparation of agenda of meetings to be chaired by DIG.
4) Disposal of daily daak under the supervision of SO to DIG.
5) Preparation of file for DIG to attend monthly performance review meetings/ other
meetings and follow up action.
6) Signing/Countersigning of PERs/ACRs by DIG and maintenance of record
7) Coordination with Sector SSsP for submission of all the reports including
progress of minutes of meetings chaired by IGP or DIG.
8) Personal matters of the Sector Commanders e.g. training/courses/leave/
transfers/posting etc.
9) Any other task assigned by DIG

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ACCOUNTS SECTION

1) All the financial affairs relating to budget/ accounts/ cash/ payment/ and allied
matters.
2) Senate/Assembly questions relating to budgetary matters.
3) To coordinate with Internal Audit Team during its visit to the offices/beats/ lines of
the zone and submit report to DDO on daily basis
4) To coordinate with Federal Audit Team during its visit for proper audit of financial
matter/expenditure
5) Maintenance of cash book and cash disbursement record on daily basis and will
be submitted to DDO on monthly basis.
6) Proper scrutiny of monthly expenditure of sectors and submission to DDO on
monthly basis
7) Submission of monthly expenditure reports of the zone to the Central Police
Office NH&MP
8) To reconcile the expenditure with AGPR on monthly basis and submission to
Central Police Office NH&MP
9) Submission of budget brief including expenditure of zone to DDO on monthly
basis for submission to DIG
10) Occasional visits to the offices/beats/lines for inspection of stores and stock
registers on the directions of DDO/DIG
11) Proper scrutiny of bills and cases, submitted by the offices/beats/lines, before
submission to DDO
12) Preparation of budget estimates and revised estimates
13) Proposals for appropriation/re-appropriation
14) Proposal for supplementary/additional grants
15) Tax returns and expenditure statements to concerned quarters.
16) Maintenance of R&W Fund account of the zone and to attend the meetings of the
committee constituted to examine the cases
17) To deal with the monitory benefits and expeditious finalization of the death cases
of the officers/officials
18) To maintain the record of GP Fund and update the balance of officers/ officials of
the zone
19) Follow up of the concerned points of the minutes of meetings / darbars of IGP,
DIG, SSP, CPOs etc.
20) Any other task assigned by the DDO/DIG

ADMN. SECTION

1) All the miscellaneous affaires/policy matters relating to administration e.g.

a) Rules & regulations
b) Court cases & Privilege motions
c) Senate/Assembly Questions in consultation with the concerned section
d) SOPs/instructions/circulars/standing orders etc. issued from time to time
e) Medical policy
f) Distribution of work
g) Requirements of existing set ups and planning of new offices/beats/ lines
in accordance with the Table of Authorization in coordination with OSI
Section, MT Section etc.
h) Routine maintenance of record regarding miscellaneous issues as
per previous practice.
i) Maintenance of record on the following:-
i) Ministry of Communications
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 ii) Central Police Office, NH&MP including offices of DIG HQ., AIsG,
SSP Security/HQ., Directors, Road Safety Wing etc.
iii) Sector Commanders of Motorway Zone
iv) NHA
v) FWO
vi) Daewoo
vii) Management of Mobile Workshops
viii) Other organizations/agencies
ix) President’s Secretariat & Prime Minister’s Secretariat
x) Senate Secretariat & National Assembly
xi) Cabinet Division/Establishment Division
xii) Trauma Centre on Motorway
xiii) Signboards
xiv) CNG / Filling station
xv) Encroachment
xvi) Smuggling/drug trafficking
xvii) Miscellaneous issues
xviii) Construction of office/residential buildings in the zone
xix) Repair/maintenance of buildings, equipments etc.
xx) Transfer of land of beat camps/offices/lines in the name of
NH&MP
xxi) Follow up of the concerned points of the minutes of darbars /
meetings of IGP, NH&MP, DIG Motorway, SSsP, CPOs etc.
xxii) Inspection of offices/beats/lines
xxiii) Maintenance/security of all files/record/information relating to
administration
xxiv) To deal with the tender/purchase of items and maintain record
received from the Purchase Committee constituted for the
purpose.
xxv) Requirements of offices/beats/lines
xxvi) All types of reports/returns/statements e.g.annual/ half-
yearly/quarterly/fortnightly/monthly/weekly/daily etc.including
accidents/incidents/special reports/good work done.
xxvii) Maintenance of record of fine collection received from the
committee(s) constituted for reconciliation of fine with NHA/FWO
and timely submission to Central Police Office NH&MP
xxviii) All types of suggestions for betterment of enforcement,
complaints/ inquiries/presentations, except against Motorway
Police Officers/Officials.
2) All the matters relating to repair/maintenance/upkeep of motorway
3) To deal with the affairs of R&I (diary & dispatch)/Store/Photostat Machine etc.
4) Any other task assigned by DIG

OSI SECTION

1) All service matters pertaining to the officers/officials of Motorway Zone, except

Sector Commanders, e.g.
a) Appointments/promotion
b) Transfers/posting
c) Deputation/repatriation/induction
d) Seniority
e) Leave
f) Disciplinary action/punishments
g) Appeals/representations/inquiries
h) Rewards / Appreciation letters
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 i) Charge assumption/relinquishment reports of officers/officials except Sector
Commander
2) Proper maintenance of personal files/services books etc. of officers/ officials
3) Maintenance of Officer’s Performance Reports
4) Complaints against Motorway Police Officers/Officials
5) All types of recommendations relating to personnel e.g. selection of
deputationists / Induction / Lists A, B, C, D, E, F etc. or maintenance of record
received by the committee(s) constituted, if any, to examine the cases.
6) Maintenance of record of Annual Rewards as recommended and received by the
committee(s) constituted, if any, to examine the criteria and suitability of
officers/officials.
7) All the matters relating to training/courses, except Sector Commanders, and
maintenance of record of recommendations received from the committee(s)
constituted, if any, for examination of the cases.
8) Preparation of upto date statements showing manpower at the offices/ beats/
lines in accordance with the Table of Authorization (authorized, present,
deficiency).
9) Provision of data to PA to DIG for the purpose of ACRs showing period of posting
of the officers/officials at the places during the calendar year.
10) Requirements of manpower in the new offices/beats/lines according to Table of
Authorization including creation of posts.
11) Supervision of cleanliness in the office premises
12) Arrangement of staff for fatigue duty
13) Follow up of the concerned points of minutes of meetings/darbars of IGP, DIG,
SSP, CPOs etc.
14) Any other task assigned by the DIG

MT SECTION

1) Maintenance of record of the vehicles, wireless equipment, speed checking

system and machinery & equipment etc. of the offices/beats/ lines.
2) Scrutiny of estimates of repair of vehicles and other equipment before
submission to SO to DIG
3) Examination of fuel bills of the offices/beats/lines before submission to Accounts
Section and proper maintenance of record
4) Submission of brief of expenditure incurred on account of repair of vehicles and
equipments to SO to DIG on monthly basis.
5) Occasional check up of log books of the vehicles of offices/beats/lines as and
when directed
6) Preparation of up to date statement showing allocation of vehicles and
submission to SO to DIG on monthly basis
7) Plans to meet the requirement of vehicles and other equipment for the existing
set ups and new offices/beats/lines in accordance with the Table of Authorization
8) Timely submission of reports of condemned vehicles and equipment to the
Central Police Office NH&MP for their replacements.
9) Checking of record of Eagle MT of the sectors as and when directed
10) To coordinate with Accounts Section for additional requirements/savings in repair
of vehicles etc.
11) Any other task assigned by DIG

STANDING INSTRUCTIONS

a) All concerned shall strictly comply with the aforementioned Distribution of

Work.

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b) All employees would approach the Staff Officer for any purpose except
Personal Staff and AAO.
c) All the files/record/data shall be maintained by the sections concerned,
which shall not be disclosed to any unauthorized person except Staff
Officer/ Reader/PA to DIG Motorway.
d) The respective section concerning a matter shall only maintain the record/
recommendation as and when received from the committee(s) if
constituted to decide such case(s).

( SHAUKAT HAYAT )
PSP
DEPUTY INSPECTOR GENERAL
MOTORWAY

1. The Staff Officer to DIG Motorway

2. The DDO Motorway
3. The Reader to DIG Motorway
4. The PA to DIG Motorway
5. The Accounts Section Motorway
6. The Admn. Section Motorway
7. The OSI Section Motorway
8. The MT Section Motorway

Copy to:-

1. The IGP, NH&MP, Islamabad for kind information, please

2. The SSP North M-2/M-1, Chakri Service Area M-2
3. The SSP South M-2/M-3, Sheikhupura Camp M-2

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