Punjab Assembly | About Secretariat

Provincial Assembly of the Punjab is a separate Secretariat. The service matters of the employees of this Secretariat are governed by the Provincial Assembly of the Punjab Secretariat (Recruitment and Conditions of Service) Rules, 1986. According to rule 12 of the said rules, the terms and conditions of service, including recruitment policy, eligibility for appointment to a post, rank, status, seniority, promotion, termination of service, conduct, efficiency, discipline, pay, leave, superannuation, pension, gratuity, provident fund, benevolent fund, group insurance, right of appeal or representation and other privileges of an employee, shall be governed by the provisions for the time being in force and applicable to the employees holding corresponding posts in the Provincial Secretariat, subject to such modifications, variations or exceptions, if any, as the Speaker may, from time to time, by order specify. The powers of the officers and other staff are derived from the rules, instructions, etc. issued by the Government of the Punjab from time to time. The detailed functions of the officers and employees are given below:

FUNCTIONS OF THE OFFICERS AND EMPLOYEES Expand All

Secretary

Administrative Functions

As an administrative Head, he is responsible for efficient and constructive administration of the affairs of the Assembly. He has multifarious duties of administrative nature. In particular -

-he is the appointing authority in respect of posts from BS-1 to BS-16;

-acts as the 'Authority' and 'Appellate Authority' for specified categories of staff;

-he distributes work amongst various sections;

-he supervises the functioning of the Assembly Secretariat, and makes arrangements for smooth and prompt disposal of the legislative and other business of the Assembly and its Secretariat.

-Disposal of cases involving interpretation of Rules and Regulations.

-Examination of summaries and cases.

-Disposal of court cases (time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).

-supervises and leads the research oriented projects;

-makes arrangements for various publications;

-advises the Speaker on administrative matters.

-Special tasks assigned by the authority.

Legislative Functions

-advises the Speaker and the Assembly on all legal issues, including admissibility or otherwise of Bills, Resolutions, Questions, Adjournment Motions, Privilege Motions and other Motions;

-Supervises and manages the business of the Assembly;

-sits at the Table of the House to facilitate the Speaker in the disposal of Assembly business, and to advise him on legal and other issues arising during the course of a sitting of the Assembly;

-acts as Secretary to all the committees of the assembly;

Financial Functions

-as Principal Accounts Officer, he manages and controls the Budget and expenditure of the Assembly and its Secretariat;

-acts as controlling officer for purposes of TA/DA to Members of the Assembly and staff of the Assembly Secretariat;

-acts as Chairman of the Special Departmental Accounts Committee.
Special Secretary
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of summaries and cases.
- Disposal of court cases (time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Special tasks assigned by the authority.
Additional Secretary
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of summaries and cases.
- Disposal of court cases (time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special Tasks assigned by the authority
Deputy Secretary
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of summaries and cases.
- Disposal of court cases (Time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special Tasks assigned by the authority
Assistant Secretary
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of summaries and cases.
- Disposal of court cases (Time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special Tasks assigned by the authority
Superintendent
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of cases.
- Disposal of court cases (Time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Inspect the working of the Branches/Sections under his /her control
- Special Tasks assigned by the authority
Staff Officer to Speaker
- to deal with the correspondence relating to the office of Speaker.
- to receive the visitors and arrange the interview with Speaker.
- to supervise the work of the Private Secretary/PRO/Protocol Wings of the Assembly.
- Special tasks assigned by the authority
Private Secretary to Speaker
- to prepare the copy of the agenda of the meeting of the Assembly for use by the Speaker and to maintain the record of the office;
- to circulate the tour programme of the Speaker and make all necessary arrangements for the tour.
- to deal with the correspondence/tour complaints received in Speaker’s office.
- to receive the visitors and arrange the interview with Speaker.
- Inspect the working/ visit of Branch of the Branch/Section under his /her control of his junior staff.
- Special tasks assigned by the authority
Staff Officer to Deputy Speaker
- to deal with the correspondence within and outside the Assembly and its Secretariat.
- to receive the visitors and arrange the interview with Deputy Speaker.
- to supervise the work of Private Secretary/Deputy PRO/Protocol Officer of the office of Deputy Speaker.
- Inspect the working / visit of the Branch/ Section under his /her control
- Special tasks assigned by the authority
Public Relations Officer/Deputy Public Relations Officer
- To supervise and arrange media related indoor/out door activities of Mr Speaker/Deputy Speaker.
- To arrange press conferences, interviews and other official activities of Mr Speaker/Deputy Speaker related to the press and electronic media.
- To issue press releases.
- To keep liaison with the electronic and print media for coverage of proceedings of the meetings of the Provincial Assembly of the Punjab and its Standing Committees etc.
- Inspect the working /visit of the Branch / Section under his /her control
- Special tasks assigned by the authority
Chief Protocol Officer
- to make elaborate arrangements with regard to protocol, boarding /lodging, entertainment and transport arrangements for the visiting delegations and for Speaker /Deputy Speaker and other officers of the Punjab Assembly visiting within and outside the Country;
- to make arrangements for the visiting local delegations and groups of students from various part of the Country.
- Inspect the working/visit of the Branch/Section under his /her control
- Special tasks assigned by the authority
Protocol Officer / Assistant Protocol Officer
- to make elaborate arrangements with regard to protocol, boarding /lodging, entertainment and transport arrangements for the visiting delegations and for Speaker /Deputy Speaker and other officers of the Punjab Assembly visiting with in and outside the Country;
- to make arrangements for the visiting local delegations and groups of students from various part of the Country.
- Special tasks assigned by the authority
Director General (PA&R)
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Examination of summaries and cases.
- Publication of research & other reports
- Development of Legislative Research Services
- provision of Legislative Information & Research Services to the Members of Assembly;
- to update the following:-
  - the rulings of the Chair and Statutes/Acts passed by the Punjab Assembly;
  - the rulings of the Chair of Senate/ National Assembly/ Provincial Assemblies/ Legislative Assemblies in Pakistan;
- holding of Workshops on Legislation & Seminars for the members and staff of the Assembly;
- bringing out and publication of magazines and articles etc. for MPAs and staff of the Assembly relating to legislature;
- to take steps for the modernization of the Assembly Library & Development of computerized system of compilation, editing and printing of Assembly Debates;
- to provide information to the MPAs about the laws passed by the Parliament, other sister Assemblies and Indian Parliament.
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special Tasks assigned by the authority
Director (R&P)
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Publication of research & other reports
- development of Legislative Research Services;
- compilation of detailed commentary on rules of procedures of PAP with citation from:-
- The Constitution
- Rules of Procedures of Senate/National Assembly/ Provincial/Assemblies/ Legislative Assemblies in Pakistan/Loke Sabha (India)
- the rulings of the Chair of Senate/National Assembly/Provincial Assemblies/Legislative Assemblies in Pakistan/Loke Sabha (India)
- May’s Parliamentary Practice
- Books on Indian Parliamentary Practice etc.
- Modernization of Assembly Library including Automation of Catalogue, Microfilming of old records and documents etc.
- holding of Seminars and publication of brochure.
- to arrange visitors programmes in the Assembly and to bring out small pamphlets and hand outs etc. to make the programme more useful.
- Computerization of the material mentioned in sub-para-5 above.
- Bringing out Debates of PAP, Brochures, and other publications as and when required.
- development of computerized system of compilation, editing and printing of Assembly Debates.
- bringing out magazines etc. for the information and education of MPAs.
- publication of articles in the press relating to the provincial legislature.
- to arrange and impart information/lectures to the Members and Staff of the Assembly regarding Legislative Affairs.
- Holding of workshops on Legislation.
- to produce solid research publications on Parliamentary Practice and Legislative Procedure.
- to provide reference and background material on any matter brought before the House or its Standing/special committees.
- to bring out periodical reviews on the activities and the proceedings of the House and its Standing Committee.
- to provide Legislative information and research services to the Assembly and its Committees.
- to evolve and develop and suitable Institutionalised system of Legislative information and Research for the benefit of the Assembly and its Committees.
- to impart suitable training and guidance to the personnel for this purpose.
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special tasks assigned by the authority
Deputy Director (Proceedings)
- supervise the editing/ proof reading and finalization of the recorded proceedings of the Assembly;
- supervise the printing of the proceedings in the form of the official debates;
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special tasks assigned by the authority
Deputy Director (Research)
- Disposal of business of the Assembly and its Secretariat.
- Disposal of cases involving interpretation of Rules and Regulations.
- Publication of research & other reports
- development of Legislative Research Services;
- to provide reference and background material on any matter brought before the House and its Standing Committees;
- to bring out periodical reviews on the activities of the House and its Standing Committees;
- to produce solid research on Parliamentary Practice and Procedure
- to supervise the work of Senior Research Officers/Research Officers
- Special tasks assigned by the authority
Senior Research Officer/Research Officer
- to provide reference and background material on any matter brought before the House and its Standing Committees;
- to bring out periodical reviews on the activities of the Assembly and its Standing Committees;
- to produce solid research on Parliamentary Practice and Procedure;
- to write speeches on given topics;
- Special tasks assigned by the authority
Chief Reporter
- to supervise and coordinate the work of Urdu/English Reporters;
- To supervise the work of Sound Operators and Audio/Video Cameraman-cum-producers
- taking down the verbatim proceedings of the Assembly and Committee meetings;
- recording of verbatim proceedings of the Assembly;
- Special tasks assigned by the authority
Urdu / English Reporter
- To record and transcribe the proceedings of the meeting of the Punjab Assembly and its Committees;
- Maintain the record till the finalization of debates.
- Special tasks assigned by the authority
Administrator (Automation)
- Procurement of Computer Equipment
- Database Administration
- Service Level Agreement
- LAN/WAN Support
- Guide and update Websites
- Network/Desktop Support Services
- Disposal of cases related to Programming
- Training of Staff
- Inspect the working /visit of the Branch/Section under his /her control
- Special tasks assigned by the authority
Assistant Administrator (Automation)
- Procurement of Computer Equipment
- Submit cases for approval
- Prepare tender document and schedule of specification
- Process the codal formalities
- Issuance of minutes of Purchase Committee.
- Setup install and configure a server
- Backup of the data/system
- Update the system
- Create workaround when SOP not available
- Update Website
- Setup and configuration of Network Devices
- Other user queries related to DNS, DHCP, Security, Print Services etc.
- Submit cases for approval that need repair/replacement
- Fixing of LAN/WAN issues
- Create workaround when SOP not available
- Fixing of mailboxes issue
- Backup of mailboxes
- Server Maintenance
- Network/Desktop Support Services
- LAN/WAN Support
- Zimbra Email
- Inspect the working of staff under his/her charge
- Surprise visits of staff under his/her charge
- Training of Staff
- Special tasks assigned by the authority
Computer Programmer
- Programming
- Server Administration
- Network/Desktop Support Services
- Training of Staff
- Inspect the working of Assistant Programmer
- Surprise visits of staff under his/her charge
- Special tasks assigned by the authority
Assistant Programmer
- Programming
- Network/Desktop Support Services
- Reconcile Budget with Account Branch
- Training of Staff
- Special tasks assigned by the authority
LAN/WAN Support Engineer
- Attend of complaints
- Submit cases for approval that need repair/replacement
- Processing codal formalities for repair/replacement
- Setup and configuration of laptop
- Install of OS, patches and virus definitions
- Other user queries related to account manipulation, software/technical issues
- Training of Staff
- Special tasks assigned by the authority
Security System Operator
- to operate the cameras, controller and other allied equipment.
- to inform the on-duty security personnel about the significant event by identifying suspicious and criminal events
- Preventative maintenance of the all CCTV system in consultation with the service provider
- Report any hardware/software failure to higher officer/service provider
- Setup and configuration the devices of CCTV system
- Record and backup CCTV recording on reliable media
- Make copy for significant event on some media and provide to the authorities
- Inspect signal quality throughout the facility
- Training of Staff
- Special tasks assigned by the authority
Computer Operator
- To complete the official assignments as given by the supervisory officer
- Operate computers, printers, scanners and other allied accessories
- Operate spreadsheet programs and other software applications used by the Assembly and its Secretariat and input data
- Provide report from the software application
- Inform IT section about the error/bugs found
- Backup of the important data locally
- Maintain the equipment in good working condition and inform the IT section on any hardware/software failure
- Special tasks assigned by the authority
Technical Assistant
- To look after and maintain the sound systems of the House, Committee Rooms etc.
- To make arrangements of proper sound system during the meetings of the Assembly, its committees and for any official function.
- Special tasks assigned by the authority
Head Translator
- Translation of every kind of material as required by the Authority from English into Urdu (and vice versa)
- Supervision of the work of Translators and Senior Translators
- Special tasks assigned by the authority
Senior Translator/Translator
- Translation of every kind of material as required by the Authority from English into Urdu (and vice versa).
- Special tasks assigned by the authority
LAW Officer
- Disposal of court cases (Time limit stipulated by the courts for submission of reports and parawise comments must be kept in view. The time limit fixed by the court should be obeyed invariably).
- Inspect the working /visit of the Branch/Section under his /her control
- Special tasks assigned by the authority
Librarian / Assistant Librarian
- proper maintenance of the Assembly Library;
- issuance of the books and reference books to the Ministers, MPAs and Assembly Officers;
- incorporation of the Amendments in the Pakistan Code, Punjab Code and other Laws of Land in all the available volume in the Library;
- procurement of books and periodicals and proceedings of Parliament of important Country of the World
- Modernization of Assembly Library with the use of Information Technology
- Inspect the working /visit of the Branch/Section under his /her control
- Special tasks assigned by the authority
Editor/SUB EDITOR of Debates
- Editing of the recording proceedings of the Assembly
- Printing the said proceedings in the form of the official debates
- Inspect the working / visit of the Branch/ Section under his /her control
- Special tasks assigned by the authority
Senior Estate Officer
- Maintenance and up keep of Assembly Building, MPAs Hostel, Pipal’s House, Speaker/Deputy Speaker Houses and lawns appertaining thereto;
- Maintenance of furniture and fixtures;
- to look after development schemes.
- to deal with estate and property affairs;
- to make arrangements for official functions;
- To visit the Assembly premises and lawn thereto to check the cleanliness
- To visit the MPAs Hostel and lawn thereto to check the cleanliness
- To visit the Pipals House and lawn thereto to check the cleanliness
- To visit the Speaker/Deputy Speaker Houses and lawn thereto to check the cleanliness
- To solve the problems of Honourable Members and guests regarding accommodation facilities
- Inspect the working of the Branches/Sections under his /her control
- Surprise visits of Branches/Sections under his/her control
- Special tasks assigned by the authority
Estate Officer
- Maintenance and up keep of Assembly Building, MPAs Hostel, Pipal’s House, Speaker/Deputy Speaker Houses and lawns appertaining thereto;
- Maintenance of furniture and fixtures;
- to look after development scheme.
- to deal with estate and property affairs;
- to make arrangements for official functions;
- To visit the Assembly premises and lawn thereto to check the cleanliness
- To visit the MPAs Hostel and lawn thereto to check the cleanliness
- To visit the Pipals House and lawn thereto to check the cleanliness
- To visit the Speaker/Deputy Speaker Houses and lawn thereto to check the cleanliness
- To solve the problems of Honourable Members and guests regarding facilities
- Inspect the working /visit of the Branch/Section under his /her control
- Special tasks assigned by the authority
COMPTROLLER/ASSISTANT COMPTROLLER
- Maintenance and up keep of Assembly Building, MPAs Hostel, Pipal’s House, Speaker/Deputy Speaker Houses and lawns appertaining thereto;
- Maintenance of furniture and fixtures;
- to look after development scheme.
- to deal with estate and property affairs;
- to arrange for official functions;
- To visit the Assembly premises and lawn thereto to check the cleanliness
- To visit the MPAs Hostel and lawn thereto to check the cleanliness
- To visit the Pipals House and lawn thereto to check the cleanliness
- To visit the Speaker/Deputy Speaker Houses and lawn thereto to check the cleanliness
- To solve the problems of Honourable Members and guests regarding facilities
- Special tasks assigned by the authority
Lawn Supervisor
- To look after the gardens of Assembly premises, MPAs Hostel Pipals House and Speaker/Deputy Speaker Houses
- To submit indents for purchase of seeds, fertilizers and plants etc
- Special tasks assigned by the authority
Chief Security Officer
- Provision of fool proof security to Chief Minister/ Speaker/ Deputy Speaker/LOP/ Ministers/ MPAs/ Officers/ Officials of Assembly /Dignitaries/ Delegations coming from other parts of the Country and abroad/ all the officers/officials of Federal/Provincial/ Autonomous Bodies and other departments visiting the Assembly Secretariat;
- to issue identity cards to the Members of the Assembly and officers/officials of the Assembly Secretariat;
- to regulate entry of visitors and issue gallery passes;
- to maintain fire fighting equipment;
- to ensure security and safety of the precincts of the Assembly;
- To visit the Assembly premises, under construction new Assembly extension building and lawns thereto for Security point of view
- To visit the MPAs Hostel, parking stand and lawns thereto for Security point of view
- To visit the Pipals House for Security point of view
- Inspect the working /visit of the Branch/ Section under his / her control
- Special tasks assigned by the authority
Security Officer / Assistant Security Officer
- Provision of security to Chief Minister/ Speaker/ Deputy Speaker/ LOP/ Ministers / MPAs/ Dignitaries/ Delegations coming from other parts of the Country and Abroad/ all the officers/officials of Federal/Provincial/ Autonomous Bodies and other departments who visit the Assembly Secretariat during Session and off session days;
- To issue identity cards to the Members of the Assembly and officers/officials of the Assembly Secretariat;
- To regulate entry of visitors and issue gallery passes;
- To maintain fire fighting equipment;
- To ensure security and safety of the precincts of the Assembly;
- To visit the Assembly premises, under construction new Assembly extension building and lawns thereto for Security point of view
- To visit the MPAs Hostel, Pipals House, parking stand and lawns for Security point of view
- Inspect the working / visit of the Branch/ Section under his /her control
- Special tasks assigned by the authority
Private Secretary
- To complete all types of assignments as assigned by the concerned officer to whom with the concerned Private Secretary is attached.
- Special tasks assigned by the authority
Cameraman cum Producer
- Operate the cameras, controller and other allied equipment during session days according to SOP
- Monitor a/v system components in session days
- Monitor a/v system components in off-session days
- Report any hardware/software failure to higher officer/service provider
- Setup and configuration the devices of a/v/ system
- Record and backup a/v recording on reliable media
- Edits the programs and make copy for the media etc
- Inspect signal quality throughout the facility
- Training of Staff
- Special tasks assigned by the authority
Composer

Composing all types of material required by the office
Assistant
- Searching the references
- Noting and drafting
- Disposal of cases
- Any other services required by the office
Stenographer
- Taking dictation, recording transcript and doing general typing work Perform such duties as required by the officer, with whom he is posted
Photographer

Photography of official functions, meetings, visit of delegation
Video Cameraman
- Visual coverage of the proceedings of the House, Committees, delegations and other official functions etc.
Senior Microform Tech
- Microfilming of the library books and other related material and proper keeping of record
Junior Library Assistant
- Maintenance of books
- Arrangements of books
- Searching out books
- Arrangement of daily newspapers
- Keep up to date the library record
- Insert/place periodical amendments in the relevant books
Data Entry Operator
- To feed/type data in computer as required by the office
Assistant Cameraman Cum Producer
- Coverage of the proceedings of the House.
Protocol Assistant
- To assist the senior staff of protocol wing in performing official duties
Senior Proof Reader/ Proof Reader
- Proof reading of the proceedings of the House and other materials as required by the office
Microform Technician
- Microfilming of library books and other related material
Catering Supervisor
- To make catering arrangements for the official functions
Security Assistant/ Junior Security Assistant
- Perform security related functions in the Assembly Secretariat, MPA’s Hostel, Pipal’s House, Speaker and Deputy Speaker House
Care Taker
- To look after the cleanliness and maintenance of the buildings of Assembly, MPAs Hostel, Piplas House, Speaker and Deputy Speaker House
Supervisor of Telephone Exchange
- Supervise the functioning of telephone exchanges installed in the Assembly Building, MPAs Hostel, Piplas House, Speaker and Deputy Speaker Houses
Senior Clerk/Junior Clerk
- To assist the Assistants and branch incharges in performing official duties i.e. maintenance of record and typing etcHouses
Telephone Technician
- Maintenances of telephone exchanges/telephone lines and telephone sets
Cook /Kitchen Attendant
- Cooking for Speaker, Deputy Speaker and official guests
Operator Sound
- Operating the sound system during session of Assembly and meetings of committees etc.
Imam
- Lead the prayers during office hours
Moazzan
- Arrangements for offering prayers
Telephone Operator
- Arrangements for the incoming and outgoing telephone calls in the exchanges
Telephone Attendant
- To Assist the telephone operators
Head Machine Operator
- Supervise and operate the functions of photocopier
Machine Operator
- To operate the photo copier
Head Chamber Attendant/Chamber Attendant
- Serve in the House during session days and meetings also attend the Speaker’s and Deputy Speaker’s Chamber
Head Bearer
- To Supervise serving during meetings and official functions
Bearer
- Serve during meetings and official functions
Driver
- Drive official vehicles i.e. Speaker’s, Deputy Speaker’s and officer’s and vehicles reserved for protocol duty
Dispatch Rider /Junior Dispatch Rider
- Deliver and Distribute internal/external official dak
Head Mali/Mali
- Gardening and maintenance of lawns of the precincts of the Assembly building, MPA’s Hostel, Piple’s House, Speaker and Deputy Speaker’s House
Head Sanitary Worker/ Sanitary Worker/Head Frash, Frash/Bathroom Attendant
- Cleanliness of the Assembly building, both hostels and Speaker/Deputy Speaker House
Head Chowkidar/ Chowkidar
- Keep in custody the keys of all the rooms and also function as watch man after closing hour
Lift Attendant
- Function as lift Operator
Daftri
- Maintenance of official record
Qasid/Naib Qasid
- Perform function in the branches as well as with the officers such as serve the officers/officials, delivery of the official dock. etc

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