CHAPTER - II

THE POWERS AND DUTIES OF OFFICERS AND EMPLOYEES

2.1

The powers and functions of the Chief Executive Officer have been defined under Section 20 of the Chapter VII of the Gujarat State Disaster Management Act, 2003 which read as under;

2.2

The Chief Executive Officer shall exercise and perform the following powers and functions, namely:-

2.2

(a)	coordinate and monitor activities relating to prevention and mitigation of disasters, including capacity-building;
(b)	coordinate and monitor rehabilitation and reconstruction activities;
(c)	monitor the progress of the preparation and updating of disaster management plans and coordinate the implementation of such plans;
(d)	prepare and submit periodically a report to the Authority on the activities undertaken by the Authority;
(e)	delegate his powers and functions to officers and employees of the Authority;
(f)	to exercise such powers and perform such functions as may be delegated by the Authority; and
(g)	to exercise such other powers and perform such other functions as may be specified by the regulations.

2.3

In order to provide broad guidelines for the administration of GSDMA and for the maintenance of accounts at GSDMA, Operational Manual has been prepared and adopted by the GSDMA vide its 23rd meeting agenda item no.4 dated 3.7.2001 passed by the Governing Body of GSDMA.

2.4

As mentioned in earlier Chapter GSDMA is chaired by the Chief Minister, with 7 (seven) members and its Chief Executive officer as a Member Secretary. The CEO GSDMA is responsible for the overall management and implementation of the projects. The CEO and ACEO act under the general guidance of the Governing Body and are fully accountable for the functioning of the GSDMA in meeting its objectives.

The delegation of powers by the Governing Body to the CEO, ACEO and the other directors are as under.

A.	GENERAL POWERS	Authority	Extent of Power	Remarks
1	To negotiate for entering into agreements with Central Government, State Government, Central and State Govt. PSUs, local authorities, banks, cooperative, NGOs, CBOs, International Agencies for the purpose of fulfilling the objectives of the Authority	CEO	Full Power
2	To execute contracts, deeds, instruments, and assurance and in particular:	CEO	Full Power
	a) All service agreement
	b) Security bonds for the performance of their duties by Authority employees
	c) Lease of houses, premises or other immovable Property
	d) To hire or give on hire any machinery, equipment, appliance vehicles.
3	To enter into arrangements with any consultancy firm or taking up feasibility studies or preparation of scheme in connection with affairs of the Authority	CEO	Full Power
4	To execute agreement on behalf of the Authority in connection with banking, insurance, procurement and execution of any work.	CEO	Full Power
5	To institute and prosecute, compromise, withdraw or abandon any legal proceeding by the Authority or its Officer and to defend, compromise, withdraw and abandon any legal proceeding by the Authority or its officer.	CEO	Full Power
	ACEO can also exercise above powers in their functional areas.
B.	ADMINISTRATIVE POWERS
1	a) Appointment to any post on deputation from Government equivalent to Director and above.	As per direction of Govt. of Guj.	Full Power
	b) Appointment of post other than above	ACEO	Full Power
2	Hiring Personnel on Contract Basis	ACEO	Full Power
3	Sanction of journey of officers and staff of the Authority	ACEO & Director*	Full Power	*Staff working under them
4	Sanction of leave, increment to the officers and staff of the Authority	ACEO & Director*	Full Power	*Staff working under them
5	To outsource any work of GSDMA	ACEO	Full Power
C.	FINANCIAL POWERS	Authority	Extent of Power
1	To buy or procure any materials or stores required for the Authority		ACEO	Full Power
2	To buy or procure moveable assets required for the Authority		ACEO	Full Power
3	To approve payment for procurement and services availed by the Authority		ACEO	Full Power
4	To pay for feasibility studies or schemes for project reports or any other report undertaken or prepared by any consultancy firm or technical organisation		ACEO	Full Power
5	For and on behalf or the Authority to draw, endorse, and negotiate all such cheques, bills of exchange, promissory notes, hundis, drafts, Government and other securities as shall be necessary in or for carrying on the affairs of the Authority		Director (F)	Full Power
6	To make and give receipts release and other discharge for money received by the Authority and the claims and demands of Authority		Director (F)	Full Power
7	To invest surplus funds in short term deposits / fixed deposits		ACEO	Full Power
8	a) To open bank account of the Authority		Governing Body	Full Power
	b) To open Operate or authorise operation of other accounts		ACEO	Full Power
9	To receive money or securities for deposits		Director (F)	Full Power
10	To sanction contingent expenditure including new telephone connection, periodicals, stationery, repairs etc.		ACEO Director (F)	Full Power Non-recurring Rs.40000 in each case and recurring Rs.10000 in each case.
11	To pass claims in respect of salary wages, T.A., Advances, allowances, medical reimbursement and other personal entitlement of all officers and staff of the Authority		Director (F)	Full Power
12	Sanction of all advances including advances for Moped/Scooter/Motorcycle/Motor car/Computer and house building		ACEO	Full Power
13	Payment of work bills, supplier bills, works advance, and suppliers advance		Director (F)	Full Power
14	Repairs to vehicles		ACEO Director (A)	Full Power Upto Rs.50,000/-
15	Hiring of vehicles		Director (A)	Full Power
16	Payment of all statutory dues including PF, Income Tax, Professional Tax, Telephone Bills, Municipal Tax, Rent, Electric, Gas, Water Charges, Insurance etc.		Director (F)	Full Power
17	Sanction of expenditure for Meeting, Conference, Training or other publicity programme		ACEO	Full Power
18	To execute or authorize any person, a Power of Attorney, Instruments, Deed, Contracts or Agreements on behalf of the Authority		ACEO	Full Power
19	To hold or participate in Seminar, Training Course, Conferences or Meet in India and approve expenditure for the same		CEO	Full Power
20	To treat any VIPs, Visitors, Experts or a Guest of the Authority and approve expenditure on boarding, lodging, transportation and entertainment of such personality		Director (Finance)	Full Power
21	To make all such arrangements, or to do such acts on behalf of Authority as may be necessary for attainment of the object in the event of emergencies and to take such measures as may be appropriate to safeguard the interest of the Authority		CEO	Full Power
D.	AWARD OF WORK AND PROCUREMENT OF MATERIALS		Authority	Extent of Power
1	Sanction of schemes to fulfill the objectives of the authority		CEO & ACEO	Full Power
2	Administrative Approval to proposals confirming World Bank / ADB and other norms.		CEO & ACEO	Upto Rs.10.00 Crores
3	Procurement of Materials		CEO	Full Power subject to procurement Guidelines
4	Grant of extension of time in respect of works		CEO	Full Power
5	Powers to sanction Purchase of Heavy Machinery		CEO	Full Power
6	Sanction of extra/substituted items and approval of Deviation from contract not exceeding 10% of the original estimate		CEO	Full Power
The powers delegated as above can be exercised by the next higher authority. Further delegation made by the ACEO, GSDMA is as under.
1. Vide Circular No. GSDMA/Accounts/Del/Powers/4 dated 3.8.2003
Sr.No	Particulars		Authority to whom delegated
1.	To sanction all advances to various line departments/implementing agencies in respect of the contracts, works or consultancy services etc (except in case of final payment) vide circular no. GSDMA/Accounts/Del.Powers/ /4/2004 dated 15/4/2004 sanction of all advances i.e. in case of final payments are delegated to Chief Engineer (Proc.)		Chief Engineer (Procurement)
2.	To sanction advances to various Collectors and DDOs against the Housing Component		Director (H & EC)
3.	Advances like Moped, Scooter, Motor cycle, House Building, Provident Fund etc. to the Government employees on deputation & petty advances to employees etc.		Director (Admn.)
4.	Advance to GSDMA’s consultants or suppliers, advance towards pay and allowances (Incremental Operating Costs) to implementing agencies.		Joint CEO/Head/ Director of the concerned branch
2. Vide Circular No. GSDMA/Accounts/Office Order/Dated 5.3.2004
To work as Controller of Accounts		Senior Duty Class–I officer	NA	Senior Duty Class–I officer
To operate all the Bank Accounts		Senior Duty Class–I officer	NA	Senior Duty Class–I officer
To sign the payment orders after the sanction of the competent Authority obtained on relevant file		Senior Duty Class–I officer	NA	Senior Duty Class–I officer
3. Vide Circular No. GSDMA/Accounts/Delegation of Powers/18845 dated 25.10.2004
C.	FINANCIAL POWERS	Officer	Power	Officer to whom powers delegated
(1)	(2)	(3)	(4)	(5)
1	To buy or procure any materials or stores required for the Authority	ACEO	Full Power	JCEO/CE(P)/ *Director
2	To buy or procure moveable assets required for the Authority	ACEO	Full Power	JCEO/CE(P)/ Director
3	To approve payment for procurement and services availed by the Authority	ACEO	Full Power	JCEO/CE(P)/ Director
4	To pay for feasibility studies or schemes for project reports or any other report undertaken or prepared by any consultancy firm or technical organisation	ACEO	Full Power	JCEO/CE(P) Director
5	To invest surplus funds in short term deposits / fixed deposits	ACEO	Full Power	Director (F)
6	To open operate or authorize operation of other accounts	ACEO	Full Power	Director (F)
7	Sanction of all advances including advances for Moped/Scooter/ Motorcycle/Motor car/Computer and house building	ACEO	Full Power	Director (A)
8	Sanction of expenditure for Meeting, Conference, Training or other publicity programme	ACEO	Full Power	Director (A)
9	To execute or authorize any person, a Power of Attorney, Instruments, Deed, Contracts or Agreements on behalf of the Authority	ACEO	Full Power	Director (A)

The powers delegated as above can be exercised by the next higher authority "Director" means Director dealing with the concerned subject matter. All other staff members of the GSDMA are suppose to work under the direction, guidance and instructions of their respective officers as mentioned in Chapter – 1, so as to support them in their fulfillment of duties and functions.

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