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: www.mha.gov.bd

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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
34 Passport.
 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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