DEPARTMENTS / OFFICERS AND DUTIES

GOVERNOR'S SECRETARIAT

This Office deals with:

Secretary to Governor:

The Secretary to the Governor who is an Officer of the IAS Cadre is the head of the Raj Bhavan establishment and is answerable to the Governor for its proper conduct and efficiency in all respects. By virtue of his position as the Head of the Department, heshall be in overall charge of the Secretariat and the Household establishment and shall be responsible for the overall control and discipline of all officers and staff working in Raj Bhavan. He shall provide efficient and effective secretarial assistance to the Governor and for that purpose he shall scrutinize every file/proposal initiated by both the Offices and shall record specific recommendation before the file is submitted to the Governor.

The Secretary to Governor is also responsible for arrangements for the safety of the Governor’s person, arrangements in connection with the Governor’s Tours, arrangements in connection with all functions at Raj Bhavan, Guard of Honour and the care and up-keep of the Raj Bhavan Premises.

Joint Secretary:

The Joint Secretary is the Drawing and Disbursing Officer in respect of all the non-gazetted officers of Governor’s Secretariat and is in overall charge of the Accounts of the Governor’s Secretariat establishment including scrutiny of Budget estimates pertaining to Governor’s Secretariat.  In addition to this all papers relating to the Universities and all establishment matters of the Governor’s Secretariat are routed to the Secretary/Governor through her.

Deputy Secretary:

Papers relating to the Cochin University of Science and Technology [CUSAT], Kannur University, Thunchath Ezhuthachan Malayalam University, APJ Abdul Kalam Technological University [KTU] and Sree Narayana Guru Open University. He is also in charge of the papers relating to Amalgamated Fund, Lokayukta, and collecting the property statements of the Chief Minister, Leader of Opposition, MLA’s and Office bearers of recognised and registered political parties. As per Lokayukta Act every Public Servant has to submit their annual property statements to the Governor once in two years.

Private Secretary/Additional Private Secretary to the Governor:

The functions of Private Secretary and Additional Private Secretary are to assist the Governor and maintain the record of his correspondence, notes, discussion with various people, instructions, directives and orders given by him,and to attend the   correspondence of personal nature and with the high official dignitaries.

The Public Relations Officer:

The Public Relations Officer prepares the Speeches, statements messages and Reports of the Governor.  He is also responsible for issuing Press Releases and managing the Web-site and social media platforms, arranging Media Coverage for important functions in Raj Bhavan and when VVIPs visit the Governor.  He is also in charge of arranging Press Conferences as and when the Governor desires.  The PRO also holds charge of the Library. 

Personal Assistant to the Governor:

The Personal Assistant is entrusted with the work of providing stenographic assistance to Governor. He is also responsible for keeping important and secret personal papers of the Governor. 

Under Secretary:

 
Under Secretary deals with the papers relating to the Universities of the State, the Lokayukta, Amalgamated Fund, supply of Uniforms to Class IV of Raj Bhavan and all papers relating to the establishment matters of the Governor’s secretariat. Other duties include control of the conduct of business and discipline in the Governor’s Secretariat.

Section Officer:

There are three Section Officers in Raj Bhavan who are in charge of the three sections, viz; Governor’s Secretariat, Governor’s Household and Accounts Section. They are assisted by a certain number of Assistants and are responsible for all files relating to the subjects allotted to the Assistants under them. They are directly responsible to the officers, under whom they work for the efficient and expeditious functioning of official business in all stages in their section. The training of the assistants under them is one of their principal functions. The Section Officer maintains discipline in the section and sees to it that orders or instructions are not disputed or disregarded by the staff under them. Communications received from the Government and others for immediate submission to the Governor should receive the immediate attention of the Section Officer and any omission by oversight at anylevel should be brought to the notice of the Secretary by the Section Officer.  The Section Officers must constantly examine the cases pending with assistants to avoid delay. They should see that stock files are maintained in their sections and should check the stock files at frequent intervals. To ensure the efficient and expeditious despatch of work, the Section Officer should thoroughly examine the Personal Registers maintained by the assistants once a fortnight on a specified day and submit notes of inspection to the Secretary. Of the three Section Officers listed under Governor’s Secretariat, one is responsible for supervision of Governor’s Household.  He/She assists the Comptroller in the discharge of duties.

Assistant:

There are 12 Assistants in the Kerala Raj Bhavan. They assists the section Officers  and other Officers  in dealing with the files.  They also scrutinize the appeals, representations and complaints received by the Governor/Chancellor from the public or Government officials. They maintain inward/outward register, registers of telephone, water and electricity bills as well as the stationery items. They also look after the work of allotment of duties to Peons and messengers. The Cash Assistant (Cashier) handles cash and maintains cash Registers.

Confidential Assistants [CA]:

There are two CA’s in Raj Bhavan establishment. They provide Stenographic assistance to the Governor, Secretary to Governor, AsDC to the Governor and other Officers.

Computer Assistants:

The Computer Assistant provides typing assistance to the sections concerned.

Telephone Operator:

They are in-charge of the telephone exchange.

Motorcycle Dispatch Rider [MCDR]:

MCDRs in Raj Bhavan deliver "Tapal" to the Government Departments, allied offices and others concerned. They also collect newspapers / magazines for Governor and the guests in Raj Bhavan.

Attender:

The Attender maintains official record of files and stationary items and also looks
after printing work.

Duffedar and Office Attendant:

They basically attend to the Governor, VIPs, other guests and officers in Raj Bhavan and also attend to the works related to the sections.

Binder:

It is the duty of the Binder to docket each closed file sent to him from Governor’s Secretariat, Governor’s Household and Accounts Section.  The Cabinet proceedings are also neatly stitched and filed.

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