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CHAPTER – 2 (Manual –2)

Powers and Duties of Officers and Employees

I. ADMINISTRATIVE OFFICER

He will work under direct control of the Managing Director. He shall

have over all control of all the staff of the Federation.

HIS DUTIES AND RESPONSIBILITES WILL BE AS FOLLOWS:-

1) To arrange for writing minutes of the Chairman’s meeting and take

follow-up action on the proceedings of the Committee of Management.
2) To ensure keeping up to date by-laws, regulations, rules of the
Federation.
3) Review the working of the staff working under his control and put up
report to the Managing Director periodically.
4) Ensure proper distribution of inward tapals and post dispatched of
onward tapals.
5) Ensure proper maintenance of personal files, service registers, etc., of
all the staff.
6) Ensure prompt maintenance of society vehicles and keep up of the
office building.
7) Arrange for purchase of stationeries, printing of books and forms as per
the requirements and ensure keeping up of adequate stock of
stationery books and forms etc.
8) Ensure prompt remittance of all rates and taxes of vehicles etc.
9) Arrange for insurance for all properties, vehicles, furniture, cash
against fire, burglary and for finally renewal.
10) For ensuring safety and security of Office records and properties etc
11) For carrying out the instructions/ orders of the Managing Director.
12) For supervision and controlling work of all the staff under his control.
13) All the vouchers should be countersigned by him
14) He should also attend such other duties as and when assigned to him.
15) He should have over all control in the absence of the Managing
Director.
16) He should maintain official secrecy as ordered by the Managing
Director then and there.
17) He/ She is in-charge of all vehicles maintenance and also shall verify
the log book.
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II. Manager (Accounts)

He will work under direct control of Administrative Officer and

Managing Director. All the staff attached to the Cash Section, Accounts
Section and R&P Section will work under his control.

His Duties and responsibilities will be as follows:-

1) To review the work of the staff working under him and put up a report
to the Managing Director periodically through Administrative Officer.
2) To ensure that all the Accounts book as prescribed and necessary.
3) To examine the financial position and suggest measures for better
management of funds.
4) To arrange for preparation of budget.
5) To check and sign the day book and financial statements after ensuring
its corrections.
6) Examine the genuiness and reasonableness of the expenditure and
recommend for payment.
7) Ensure prompt and timely payment to the primaries after checking the
relevant records.
8) Ensure that all the required statements and prepare in the Accounts
Section periodically and put up to the Managing Director through
Administration Officer.
9) Check the accounts relating to the office vehicles and arrange to pass
on the bills for fuel / repair etc.,
10) Arrange for filing of statements / returns in respect of Income Tax in
time.
11) See that the personnel Register are maintained by the staff working
under him up to date and submit arrear position.
12) Arrange for the rectification of the defects pointed out by the Auditor
and other inspecting authorities.
13) Arrange for the renewal of Fixed Deposit invested in various financial
institutions / Banks in time.
14) For carrying out the instructions / orders of the Administrative Officer /
Managing Director.
15) For supervision and controlling the work of the staff in the Accounts
Section.
16) He should physically verify the cash balance at the end of every day
transactions with cash Chitta and coin war register and submit the
same to the A.O for perusal daily.
17) The cash on hand of the Federation at the close of the every day
transaction should be under joints custody of him and the cashier.
18) He shall check and counter signed the following accounts and
registers.
a) Day Book
b) Due to and Due register
c) General Ledger
d) Loan Ledger
e) Stock registers (Furniture)
f) Cheque issue register and Bank Balance register
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19) He should check and countersigned the financial statements and

submit the same to the undersigned through A.O
20) He shall check the pay bills, T.A bills and the Registers relating to the
payment of other allowance to staff.
21) He shall report the irregularities if any noticed, to the undersigned by
means of a report. He shall arrange for rectification of minor defects
noticed during checking of accounts then and there.
22) He shall also attend to the duties of the A.O in his absence.
23) He shall also attend any other work entrusted to him by the
undersigned.
24) He is responsible for internal checking of all accounts of the Federation
and for pre checking of all transactions.
25) He shall arrange for conduct of Final Audit and Tax Audit in time. He
shall assist the Charted Accountant Auditor in conduct of Audit.
26) He is in charge of arrangements for conduct of Annual General Body
and Board Meeting.
27) Ensure safe custody of minutes book and files relating to meetings.
28) He is the incharge and maintenance of Minutes of Minutes Book
29) He should supervise the loan section

TECHNICAL SECTION EXECUTIVE ENGINEER:-

1. He is incharge of entire technical Section.

2. He shall check and submit all the loan files to Managing Director
through Administrative Officer.
3. He shall prepare the matter pertaining to introduction of Low Cost
Technologies, modern construction materials and methods.
4. He shall prepare review of progress report from Technical wing .
5. He shall arrange and attend all consultancy services for other
Cooperative institutions in time.
6. He shall attend the matters pertaining to High Level Committee.
7. He shall attend the matters pertaining to Sub- Committee.
8. He shall prepare and attend all subjects related to land requisition.
9. He shall also attend to any other work assigned to him by the
undersigned.
10. He shall check technical section staff service matters.
11. He shall forward avail any kind of leave in the Technical Section to the
Managing Director through Administrative Officer.
12. He shall also attend to any other work assigned by the undersigned to
him then and there.

Power and Duties of the Committee:-

The Committee of Management of the Federation shall have the following
Power/duties.
1. To Nominate its delegate of representative to other institutions from among
the members of the committee.
2. To frame rules and regulations concerning the business of the Federation
subject to the approval of the Registrar of Co-operative Societies.
3. To admit members and to allot, transfer and refund shares
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4. To issue share certificates.

5. To raise share on behalf of Federation as per the provisions of the Bye-
laws
6. To grant loans and advances to members on such terms and conditions as
may be determined from time to time.
7. To Purchase hands either through private negotiation or under the Land
Acquisition Act, develop the same and form co-operative housing
Colonies/layouts construct flats and houses.
8. To proceed against its members or the mortgaged property in case of
default of payment of money due to the Federation.
9. To arrange for the maintenance of such accounts and registers as maybe
specified by the registrar from time to time.
10.To place before the General Meeting of the Federation the audit report and
rectification report for the audit defects if any,
11. To incur such expenditure as may be necessary for the management of
the Federation.
12. To appoint a sub-committee of five members from amongst the members
of the committee including the chairman and the Managing Director for
carrying out specified functions relating to the business of the Federation.
13. To frame rules and regulations concerning the administration of the
Federation with the approval of the Registrar of Cooperative Societies.
14. To frame regulations relating to the strength and pattern of staff their
qualification method of recruitment and other service conditions, with the
approval of the registrar of Cooperative societies.
15. To create funds for the benefit of employees or ex-employees and their
dependents .
16. To write off the value of any article belonging to the Federation, either
stolen, broken, or otherwise lost or any loan due to the Federations,
irrecoverable either wholly or in part, with the recommendations of the
General Body and the approval of the Registrar.
17. To summon general body meeting at least once a year
18. To prepare annual budget for the Federation and to place it before the
General Body, for its approval.
19. To take all necessary steps to fulfill the aims and objects of the
Federation.
20. To allocate the net profit earned by the Federation and to place the same
in the General Body.

The services of the members of the committee and of the sub-

committee shall be gratuitous. They shall be entitled to such traveling
allowances and sitting fess as may be fixed from time to time by the
committee with the prior approval of the Registrar.

Power and Duties of Chairman

The Chairman shall have the powers:

A) To preside over the meetings of the General body and the committee of
the management and to sign the proceedings of such meetings.
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b)To sign documents, along with the Managing Director for creating a charge
or obligation on the Federation and.
c) To exercise such powers as are delegated to him under the provisions of
the Act Rules bye-laws and the committee of Management.