Subject:       HANDLING OF OMBUDSMAN CASES AT ZONAL OFFICES.

 It has been noted with concern that full facts are not properly represented before honourable Wafaqi Mohtasib. On account of lack of proper representation, the decisions are being made against the Institution.  The junior officers have been entrusted with the coordination work and it appears that the Zonal Heads do not care to approve the written replies, follow the proceedings and offer necessary guidance and legal assistance. The matters involving rules, Board decisions and policy of the Institution are not referred to the Head Office for guidance and advice.

 2.       The appeal-able orders of Wafaqi Mohtasib are not received in time in Head Office with recommendations for appeal specifically to the President under Section 32 of the President’s Order I of 1983. These orders attain finality where no appeal is filed within 30 days.  The statutory time limit is also allowed to expire even in non-implementable decisions and cases are referred to Head Office at very late stage. This amounts to gross negligence besides reflecting inefficiency, lack of coordination and laxity of monitoring control of Zonal Offices.

 3.       In order to streamline the procedural Circular No.03/2003-04 dated 29.10.2003 was issued.  It is hoped that the Coordination Officers responsible for representation of the cases shall get approval of the Zonal Head before submission of written replies and discuss with them the line of arguments to be adopted.  The Zonal Head shall be held responsible for any non-implementable decision issued due to improper representation  of cases before Wafaqi Mohtasib. As per procedure laid down in para 7 of Circular No.03/2003-04 dated 29.10.2003, in such cases appeals shall be made to the President or review application filed with the Wafaqi Mohtasib within prescribed time limit.

 4.       In order to properly examine pending cases, you are advised to review the pending petitions and proceedings in your Zone and ensure proper representation on appropriate lines in accordance with prescribed procedure. The orders which are not inconsistent with law, rules and policy of the Government and decision of Board of Trustees should be implemented forthwith and compliance reported promptly. The cases involving intricate issues and policy matters may be referred to the concerned Section of Head Office with a copy to the Chairman’s Secretariat. The cases warranting action under Section 32 of President’s Order I of 1983 representations must be recommended to be filed within stipulated time.

 5.                 In order to take stock of old cases and correct the past mistakes, you are required to send a list of pendency in the format placed as Annex upto 31^st December 2003 after thorough scrutiny of record alongwith your recommendations.  It goes without saying that we must endeavour to ensure that no grievance arises due to our action or inaction and the genuine grievances of the petitioners, if any, are removed as soon as these come to our notice.

 

                                                                                          (Muhammad Shafi Malik)

                                                                                                        Chairman

Encl: as above.