The Function of General Services and Estate Division

The role and functions of the General Services and Estate division are to provide general services to the UGC. There are five sections under this Division. The activities and functions of these sections are outlined below.

1.Transport Section

The key responsibilities of Transport Section are to:

• Discharge duties with respect to transportation and route management of the employees of the Commission;
• Discharge duties in respect of maintenance of log books, tax-token, fitness and insurance papers of the vehicles owned by the UGC;
• Discharge duties with respect to repair and maintenance of the vehicles;
• Maintain vehicle tracking management system;
• Allocation/distribution of vehicles on the basis of requisition/requirement in accordance with the approved policy;
• Perform any other duty assigned by the authority.

2.Support Services Section

  The key responsibilities of Support Services Section are to:

• Perform duties with regard to all sorts of repairing and maintenance works of the Commission’s assets and properties;
• Repair and maintenance of all office equipments, machineries, furniture and fixture of the Commission;
• Make RFID card, name plate, UGC signboard, Government achievements regarding billboard and other emergency activities;
• Arrange the payment of the telephone and mobile bill;
• Solve the telephone and intercom related problems;

Perform any other duty assigned by the authority

3. Procurement Section

The key responsibilities of Procurement Section are to:

• Purchase and procurement of office equipment, machineries, vehicles, furniture and fixture;
• Make annual procurement plan of the Commission;
• Establish and address training needs, utilizing national/sector specific training opportunities or contracts where appropriate;
• Develop, promote and implement appropriate procurement strategies and procedures;
• Provide professional, qualified procurement expertise, advice and services;
• Provide strategic procurement advice;
• Co-ordinate training development and registering of procurement officers across the organization;
• Advise, guide and support the development of and adherence to procurement policy, best practice and law;
• Promote and engage in collaboration and information sharing with all Universities;
• Support sustainable policies through procurement processes;
• Promote and engage in the implementation of relevant technology solutions, including e-procurement, to minimize purchase to pay costs;
• Arrange the TOC and TEC meeting;
• Perform any other duty assigned by the authority.

4. Central Store Section

The key responsibilities of Central Store Section are to:

• Distribute the stationery items among the officers as per demand;
• Provide/Stock entry of all office equipments, machineries and furniture’s;
• Issue purchase requisitions to procurement section as and when necessity for materials in stores arises.
• Receive purchased goods from the procurement section and to confirm their quality and quantity with the purchase order.
• Issue goods to various departments against material requisition slips duly authorized by the respective departmental head.
• Ascertain the annual demand of stationary and other goods and to check all stationary goods in store precisely;
• Prepare annual procurement plan and purchase/procure goods accordingly;
• Protect materials from pilferage, theft and fire;
• Dispose undesirable goods;
• Auction of the unused goods and
• Perform any other duty assigned by the authority.

5. Estate Section

The key responsibilities of Estate Section are to:

• Repairing, renovation and maintenance of all buildings of the UGC, UGC Residential area and Chairman’s office cum residence;
• Maintenance of electricity, water and gas lines of UGC office building, UGC residential area, residence of Chairman and Members;
• Maintain records of all assets and properties;
• Collection and payment of municipal tax and other bills;
• Allocation of  quarters to the staff and officers of the UGC;
• Entertain complaints with regard to supply of water, electricity, gas and telecommunication services and take measures to bring them to order;
• Arrange payments of bills of utility services like electricity, water and gas of the Commission;
• Discharge duties pertaining to the matter of municipality taxes i.e. land and buildings of the Commission;
• Repairing and maintenance of generator and power station of office building;
• Prepare room planning and accordingly allocate office rooms to the officers and staff of the Commission;
• Procurement, repairing and maintenance of office equipments/machinaries such as photocopier machine, AC, fans, lights etc.
• Repairing and maintenance of lifts of UGC office building.
• Make RFID card, name plate, UGC signboard, billboards regarding government achievements and other emergency activites.
• Perform any other duties assigned by the authority.