Office Order

MoWHS/ICT/01/2009-10/3088 vvvvvvvvvvvvvvvvvvvv vv v vvvv v vvvvvvvv vvvvvDate:15th January 2009

All Heads of Department/Divisions and Sections
Under the Ministry of Works and Human SettlementSirs/Madam,

Our ICT personnel have completed the training on one of the e-Governance Applications (Office Procedure Automation) which is conducted by DIT, MoIC. This application was also presented to the Council of Cabinet Ministers on April 21 st 2009 and subsequently on May 25 th 2009 to the Hon’ble Secretaries.

Office Procedure Automation (OPA) is a web based application which is intended to automate the flow of official letters. With OPA all the letters (applications, circulars, approvals and other official letters) can be drafted, sent, forwarded and approved electronically. Its main objective is to facilitate the efficient delivery of letters within the organization, reduce the flow of physical papers and enhance transparency to the management with its functionalities like letter tracking mechanism and others.

Before we train our employees in order to implement the application in our ministry, we need to understand the present system of flow and the management of the official letters. With this we also need list of all the properly maintained File Index of each and every section. So each and every section is requested to kindly submit the questionnaire attached to the ICT Section of the ministry latest by 25 th January, 2010:

NIMA WANGDI
Secretary

For User manual please go to E-Notice System and get into ICT-Unit or Click Here.

Office Memo

MoWHS/Sec/73/2009-2010/339                                                                                              October 9th, 2009

With the increasing Audit memos both External and Internal, the ministry is being criticized for not having a good internal check and control system. To streamline the payment system for any kind of bills, this is to remind all the Departments to comply with the following check list prior to disbursement of payments.

1. Suppliers Bill

a. Clear and Specific Supply orders/Work Orders;
b. Original bills Verified by the concerned official and cross verified by the Procurement Section with    official seals;
c. The Amount Verified should be in Words as well as figures;
d. Date of Verifying.

2. Contractors Bills

a. Work Orders;
b. The bills should be duly verified by the site engineers, Project Mangers and by the Head of     Department with official seals;
c. The Amount Verified should be in Words as well as figures;
d. Copy of Contract Agreement/BoQ;
e. Details of measurement books duly verified by the site engineers, Project Mangers and by the Head     of Department;
f. Work Completion certificates, Handing Taking Note in case of final bills;
g. For Refund of retention money, no objection certificates from the users duly verified by the site     engineer, project Manager and by the head of Departments after completion of the defect liability     period.

3. Consultancy Services Bills

a. Contract Documents;
b. Bills duly verified by the concerned officials and by the head of Departments with official seals;
c. The Amount Verified should be in Words as well as figures;

4. Personal Claims

The bills to be paid by the accounts section if all the formalities stated above are complied with subject to availability of budget.

This is issued for strict compliance.

Nima Wangdi
(SECRETARY)

Internal Memo

MoWHS/ACCOUNTS-02/2009-2010/ vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvDate:11th September 2009

This is to inform all the Heads of Department regarding the budgeted activities and entertainment budget of the concerned heads. The approved Budget for entertainment for the respective officials is as follows.

    Entertainment Budget:

The entertainment budget being very limited, Accounts section is facing lot of problems when we receive lot of bills to be booked form the entertainment budget. Therefore Accounts Section would like to request all the heads of Department to kindly check the budget balance on entertainment and any other budgeted activities with their respective accounts personal that look after the department before approving any kind of entertainment bills and before placing supply orders.

Looking forward for your kind cooperation please

Asst. Accounts Officer
Accounts Division

Office Order

MoWHS/Sec-44/2009/301 vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvDate:11th August 2009.

As per chapter VIII of the Property Management Manual of the Royal Government of Bhutan, the officials holding Government Properties shall be relieved of the accountability on his/her handing over of the item(s) to the property officer in reasonable conditions. Such an official shall obtain a clearance (No Demand Certificate) from the Property officer before proceeding on extended leave of absence, transfer or on retirement from the service.

This is issued for strict compliance by all concerned.

Nima Wangdi
Secretary

Office Order

MoWHS/Pro-Sect/09/2009-2010/vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv Date: 31st July 2009.

Henceforth, all type of divisional level tender meetings of the Secretariat will be chaired by Mr. Pem Tsewang, Chief Human Resocure Officer.

Issued for strict compliance by all concerned

Nima Wangdi
Secretary

Office Memo

DiR/DoR/81/0074 cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccDate: 23rd July 2009.

This is to notify all the Heads of the divisions and sections under the Department of Roads, that after an administrative approval of any procurement is accorded, the concern official (s) must follow standard procurement guidelines as per the procedures enshrined in the Procurement Manual.

Therefore, any purchase (s) if undertaken differing from standard procurement code of practice and procedures shall ba at the sole responsibility of the concern official(s).

Issued for strict compliance by all concerned on Tuesday the 21st July, 2009 of the Earth Ox Yearl.

Sangey Tenzing ,
Driector General
Department of Roads

Circular

MoWHS/Sec-73/2009/238 vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvDate: 21st May 2009.

This is to notify all concerned departments and line agencies under the Ministry of Works and Human Settlement that other than procurement of works, the purchase o0f goods irrespective of source of funding should be strictly routed through Central Procurement Section of the Ministry.

Therefore, any purchase if not channeled through procurement section will not be admitted for payment henceforth.

issued for strict compliance by all concerned.

Nima Wangdi
Secretary

Office Orders

MoWHS/IT-Unit/06/2005-2006/5359 Date: 19th June 2006.

This is to inform all the officials of the Ministry that with effect from 20/06/2006 - 26/06/2006, there will be no internet connection for one week (7 Days). The reinstallation of the entire network is going to start by joining all the computers into one domain so that the entire clients are being controlled by the administrator. As of now many computers are being affected with so many viruses in which it affects the entire network system of the Ministry. In-order to get away from such problem it is very much essential to reinstall the entire network system.

In lieu of the above, the antivirus of the individual are not updated accordingly in which the computer is being affected. Hence forth the entire virus control will be done by an Administrator so that the individual computers are updated accordingly.

Therefore all are requested to cooperate with the IT-Unit when the netowrk is being setup.

Dy. Secretary,
AFD, MoWHS