Presentation on
Secretariat Attachment
Ministry of Home Affairs
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Group Members
Name Designation Roll
Nasim Mia Sr. ASP
Sheikh Billal Hossain ASP
Humayra Afia Asst. Commissioner
(Taxes)
Subarna Pandit Asst. Commissioner
(Taxes)
Shihab Hasan Chowdhury ACAO
Prashanta Kumar Mondol Asst. Director
Khandaker Rabiul Arafat ASP
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Objective of the Attachment Program
Understanding Protocols of Secretariat.
To be acquainted with the activities of the
different section of the Ministry.
To be familiar with the Modern Office
Management.
To acquaint with the procedure of policy
formulation.
To get idea about the decision making
process of the ministry from receiving the
letter to final decision.
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Methodology
The method was lectures, presentation of
activities of the different sections.
Study of Current File, Disposed File etc.
Comparing the work culture with the Citizen
Charter along with the Allocation of Business.
Examining whether the ministry is
performing official works according to
Secretariat Instructions 2014.
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Limitations
All branches could not be visited in the
limited time.
Some of Concerned Officers were busy
with some other more important work.
Time duration for such a job was not
enough.
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Objective of Presentation
Concept of Secretariat and Ministry.
Brief Introduction with Ministry of Home
Affairs and the structure of the ministry.
Understanding issues regarding Modern
Office Management.
Applying Secretariat Instruction, 2014 in
the activities of Ministry of Home Affairs.
Process of Decision Making.
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Some Important Concepts
Secretariat
Offices of the Divisions or the
Ministries when referred to
collectively
(Rules of Business- 2(k))
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Some Important Concepts
Ministry
Division or group of Divisions
constituted as a Ministry.
(Rules of Business- 2(g))
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Some Important Concepts
Attached Department
Departments which have direct
relation with ministry or division as
per declared by the govt.
(Rules of Business- 2(b))
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Some Important Concepts
Subordinate Office
Not Directly related to Ministry and
govt. has not declared as Attached
Department.
(Rules of Business- 2(h))
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Some Important Concepts
Section
Basic working unit of a Ministry,
Headed by Asst. Secretary/Sr. Asst.
Secretary.
(Rules of Business- 2(l))
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Some Important Concepts
Branch
Sections grouped together. Headed
by Deputy Secretary.
(Rules of Business- 2(c))
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Some Important Concepts
Wing
Self Contained subdivision for
conducting specific duties. Headed
by Joint Secretary or Additional
Secretary.
(Rules of Business- 2(c))
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Allocation of Business of Ministry of
Home Affairs
Mission and Vision
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Allocation of Business of Ministry of
Home Affairs
Security and Intelligence, Police, Armed Police, Railway
Police, Port Police, Border Security Force, National
Militia and Para Military Forces.
Law and order.
Administration of BCS(Police), BCS (Ansar), BGB
Admission of persons to and departure of persons from
Bangladesh including policy regarding (a) Immigration,
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(b) Passports, visa, permits, etc.
Allocation of Business of Ministry of
Home Affairs contd.
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Allocation of Business of Ministry of
Home Affairs contd.
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Key Information regarding MHA
Establishment: 14 April, 1971
Address:
o Building # 8, Bangladesh Secretariat, Dhaka
Minister: Mr. Asaduzzaman Khan Kamal, MP
Sr. Secretary: Dr. Mozammel Haque Khan
Web Address: [Link]
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Organizational Structure
Organizational Hierarchy
Secretary/ Sr. Secretary
Addl. Secretary
Head of Wing
Joint Secretary
Deputy Secretary Head of Branch
Sr. Asst. Secretary
Section Officer
Asst. Secretary
Administrative Officer Initiator of
File/Case
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Organizational Structure
Officer Strength
Officer As per Present status
organogram
Secretary/ Sr. Secretary 1 1
Addl. Secretary 2 09
Joint Secretary 6 13
Deputy Secretary 17 15
Sr. Asst. secretary/Asst. 19 12
Secretary
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Organizational Structure
Departments (10)
Bangladesh Police Border Guard Bangladesh Ansar and VDP
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Organizational Structure
Departments (10)
Jail Authority Coast Guard
DIP
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Organizational Structure
Departments (10)
Fire Service and Civil Defence Narcotics Control NTMC
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Organizational Structure
Wings (5)
Security
&
Planning
Ansar &
Border Admin
Guard
Wings
Law & Political &
Immigrati
Police on
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Organizational Structure
Branch (10)
Security
Border Planning
Ansar Admin
Sections
Prison &
Police
Fire
Law Political
Immigra
25 tion
Organizational Structure
Sections (33)
Security (1 to 4) Fire Service
Planning (1 & 2) Political ( 1to 4)
Admin (1 to 4)
Immigration (1 to 4)
Complain
Law (1 & 2)
Monitoring
Police (1 to 4)
Prison (1 & 2)
Border (1 & 2) Ansar (1 & 2)
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Functions of the Sections
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Security Section
Security Section-1: Detention under Special
Power Act, 1974 (Except Dhaka & Chittagong
Division)
Security Section-2: Pre-verification of Govt.
Servants and Security of Govt. Offices
Security Section-3: Activities related to
detention under Special Power Act, 1974 (Dhaka
& Chittagong Division)
Security Section-4: NGO & KPI
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Planning Section
Planning Section-1: Planning and
Development activities
Planning Section-2: Planning and
Development activities
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Admin Section
Admin Section-1: General Administration of
the Ministry
Admin Section-2: General Services
Admin Section-3: Integrated Report and Event
Management
Admin Section-4: Narcotics Control and
Parliamentary Affairs
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Prison Section
Prison Administration
Jail code and regarding jail laws
Jail reformation and Jail commission
Jail security
Jail land and development
Reserve jail documents and information
Training of officer of jail
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Prison Section
Prison Administration
Jail code and regarding jail laws
Jail reformation and Jail commission
Jail security
Jail land and development
Reserve jail documents and information
Training of officer of jail
Rights to Prisoners
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Audit, procurement and services
Political Section (1 & 2)
Overseas Security and International
Organizations.
Internal Law and Order
Political parties, Trade union, Student
teacher movement
Confidential report
Declaration of emergency
Hill tarcts peace treaty
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Immigration Section (1 to 4)
Formulation and implementation of passport related
issues.
Formulating visa policy, rules and regulations
Formulating rules, regulations and
implementation policies of awarding citizenship
Co-ordination in the Department of Immigration
and Passport.
Administration and functions related to
organogram of Department of Immigration and
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Police Section (1 to 4)
Administrative functions of Police
Department
PPM, BPM other award and police welfare
Police training and tanning institute
Budget and Procurement of Police
Organizational reforms of Police
Department
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Border Section (1 & 2)
Border Section-1: Functions related to
Administration of BDR & Coastguard
Border Section-2: Functions related to
Border and prevention of smuggling
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Ansar Section (1 & 2)
Ansar Section-1: Administration of
officers and staffs
Ansar Section-2: Functions related to
Budget and Organogram of Ansar
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Office Management
According to:
Secretariat Instruction
2014
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SWOT Analysis
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SWOT Analysis contd.
Strengths
Rules of business has empowered ministry for decision
making for the whole nation.
Skilled and trained management is the vitality of
Ministry of Home Affairs.
As national security is one of the prime concerns of
govt. so important issues are resolved as quick as
possible and there is no time lag in decision making.
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SWOT Analysis contd.
Weakness
Taller hierarchy is one of the problems in bureaucracy; that is why
decision making process sometimes take longer time if the issue is
less important to resolve.
Though top management is skilled the lower tier employees are
lacking motivation for work timely and quickly. So, the initiation
process of the issue or case is slow
File management procedure is an old and traditional process that
slower down the communication procedure.
Lack of accommodation and logistics for the employees.
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SWOT Analysis contd.
Opportunity
Digitalization of office management has been started that may
faster the communication procedure of ministry.
Shifting some sections to other buildings may improve the office
environment.
Delegation of some duties of ministry to attached departments may
lessen the workload of the Section Officers.
Proper training may be arranged for the staffs working in lower
tiers.
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SWOT Analysis contd.
Threat
Huge load of works cannot be dealt accurately so irregularity
regarding resolving issue may occur.
Number of officers are so many that is breaking the uniformity of
ministry structure as in some sections Joint Secretary is acting as
Section Officer but that is function of Asst. Secretary or Sr. Asst.
Secretary.
Accountability of ministry is still not ensured.
Coordination Gap with the attached departments and root level
offices.
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Recommendation
Necessary training for improving skill of staffs
Electronic management system (e-file) should be
effectively used.
The authorized officer should follow the time
duration in rules. (24, 48, 72HRS)
Digital file management should be used in computer
system.
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Recommendation contd.
Note should be written precisely and clearly
(Rules, regulations, Laws)
Marking advice should be logical and reasonable ,
specific and easy.
Destroying categorized files at defined time.
Effective maintenance of archive.
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Recommendation contd.
Officers should take due care for disposal of cases
especially the cases with Financial Matters.
Drafting and issuing process can be quicker if
more typist or stenographers are recruited.
Official time should be maintained by the staffs for
better service.
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