DUTIES AND RESPONSIBILITIES OF HMRDC STAFF

F.Y. 2023-24 (w.e.f 01.02.2024)

  1. CEO:
  • Perform the duties as per the AOA, Agreements, Rules, Polices of the Company and Companies Act, 2013.
  • Reporting to Chairman and Board of Directors. Submission of Monthly Diary to Chairman.
  • Inspection of all works taken up by South Western Railway in HMRDC line from time to time.
  • Interface with various stakeholders in HMRDC (MOR, GoK, Banks, Financial Institutions, Private Investors, Consultants, etc.)
  • Oversee design, development, financing, construction, operations & maintenance of the line in accordance with contractual arrangements among various stakeholders on an ongoing basis.
  • Interface with neighbouring zonal railways, ports and major users, organize market surveys and take steps to generate traffic on the line and enhance use of line capacity.
  • Oversee general administration and other corporate matters and compliances as a corporate entity.
  • Evaluate and propose further investments from time to time as appropriate, including feeder lines, additional facilities / equipment etc., for network expansion and capacity creation leading to increase in the market share of available traffic.
  • Any other duties assigned by the Board and by the Chairman from time to time.
  1. Company Secretary:
  • Attending to all Company Secretarial matters, convening Board Meeting / Annual General Meeting / sub-committee meeting — Briefing CEO & Chairman on Board Meeting subjects and its approval for HMRDC.
  • Monitoring of all accounts and finance functions of HMRDC.
  • Interaction with Internal, Statutory, C&AG auditors and finalization of management reply
  • Monitoring of Insurance coverages.
  • Handling of legal matters.
  • In charge of HR, administration & Finance & Accounts.
  • Functioning as appellate authority to RTI & L3 to IPGRS
  • Monitoring of Bank Accounts & joint authorised signatory of cheques upto 10 lakhs.
  • Monitoring of O&M Survey.
  • Finalization of Accounts.
  • Scrutiny of bills / proposals from Railways.
  • Compliance with various statutory authorities.
  • Looking after the Duties and Responsibilities of Executive (Secretarial) in his/her absence.
  • Any other works / matters entrusted by CEO / Chairman / Directors of the Company.
  1. Chief Financial Officer / Manager (Accounts & Sec.):
  • Sharing of Revenue, O&M Cost, Project Cost & issues pertaining to the same.
  • liaisoning with various department of Railways.
  • Analysis of proposals received for various works & Physical inspection of ongoing works at site.
  • Joint authorised signatory for cheques upto 10 lakhs.
  • Streamlining of working of Railway related matters.
  • PPT presentations and providing of financial data for updating in Companies website.
  • Classification of Work bills of South Western Railway (Capital / Revenue), scrutiny of work bills and its monitoring and obtaining monthly physical and financial progress of HMRDC.
  • Finalising tenders on insurance matter.
  • Any other duties assigned by the Board and by the Chairman from time to time.
  1. Manager (Accounts & Sec.,)
  • Maintenance of Accounts in Tally on day-to-day basis.
  • Scrutiny of Bills and Vouchers.
  • Handling Cash, Bank accounts and Fixed Deposit accounts.
  • Preparation of final accounts of the Company.
  • Co-ordinating with CAG, Statutory & Internal auditors during their audit.
  • Liaisoning and day to day correspondence with Banks.
  • E - Payment of monthly TDS, Goods & Service Tax and Professional Tax and Payment of  Advance Tax.
  • Filing of various statutory returns such as e-TDS, Professional tax, Service Tax and Income Tax returns.
  • Functioning as Public Information Officer to RTI & L2 to IPGRS
  • Verifying calculation of O&M Cost of Survey
  • Preparation of Annual & Monthly budget and MIS.
  • Assisting Company Secretary in Accounts & Finance matters.
  • Vetting of XBRL documents & Annual Report.
  • Co-ordinating with various administrative matters.
  • Preparation of financial statements & IT filing of Employees trust accounts.
  • Looking after the Duties and Responsibilities of Executive (Accounts) in his/her absence.
  • Any other works assigned/entrusted from time to time.
  1. Assistant Manager (Commercial)
  • Maintaining the data of daily train operations (movement of load, light engines, train no., wagons, BV Spl, TW etc.) submitting the same to SWR for verification.
  • Maintaining the RR details, train and station wise in the system and submitting the same to SWR for verification
  • Computing Tonnage, Freight, Apportionment and Revenue month wise. Keeping records of commodity wise, company wise, station wise details of traffic month wise.
  • Preparing monthly report of the above and furnishing monthly provisional claims and reconcile the same with SWR
  • Working out GTKM, NTKM, Wagon days & Fuel consumption of the section for the company's records.
  • Preparing Annual Traffic Plan by considering the trends of the traffic movements and MOR policies.
  • Preparing power point presentation for the Board meetings and power point slides for Company's Website.
  • Calculation of O&M Cost for Survey
  • Carrying out computation & Reconciliation related to O&M costs with SWR for current period as well as for earlier years.
  • Follow up report upon reconciliation to SWR (AFA/T/SBC Office) i.e., missing trains and its details, current period as well as for earlier years.
  • Follow up for applying actual O&M costs and old issues of O&M cost (DFM/MYS Office) Comparison reports i.e., train wise, commodity wise, party wise etc.,
  • Looking after the Duties and Responsibilities of Executives (Admin) in his/her absence.
  • Any other works assigned/entrusted from time to time.
  1. Executive (Accounts)
  • Preparation of Vouchers.
  • Day to day Tally data entry.
  • Writing of Cheques.
  • Preparation of Bank Reconciliation Statements.
  • Reconciliation of Interest and T DS with Bank and 26AS.
  • Preparation of e-TDS, Goods & Service Tax and Professional Tax returns Monthly/ Quarterly/ Annually.
  • Assisting to Statutory, Internal & C&AG auditors during their audit.
  • Preparation of Bank Letters and Other letters related to accounts.
  • Maintaining Accounts Files & monitoring the filing.
  • Maintaining of Fixed Assets — office and Project Railway registers.
  • Assisting in all other accounts matters.
  • Issue of Form 16 & Form 16A from TRACES.
  • Floating Tenders in online portal as and when assigned.
  • Maintaining accounts for Employees trust accounts
  • Looking after the Duties and Responsibilities of Manager (Acc. & Sec.) in his/her absence.
  • Any other works assigned/entrusted from time to time.
  1. Executive (Secretarial)
  • Liaison with IDD, all Govt. Departments and construction office of SWR to collect the letters, information, details including DSC co-ordination etc.., as and when required.
  • Assisting in finalizing and printing of Annual Reports of the Company.
  • Preparation of Correspondence letters of HMRDC
  • Preparation of Meeting Notices, Agenda Papers, Minutes etc. of HMRDC
  • Preparation of Secretarial forms & uploading the same as and when required.
  • Handing over of files & its collection after approval from IDD.
  • Uploading/changing/modifying the data continuously in HMRDC website.
  • Assisting on court cases
  • Attending to translation from Kannada to English of Government Letters/orders etc. as and when required.
  • Handling of EPF returns filings and other department matters
  • Assisting to auditors in secretarial matters.
  • Floating Tenders in online portal as and when assigned.
  • Assisting for filing of XBRL and Annual Return with ROC and co-ordinating for filing other ROC Forms.
  • Functioning as Nodal Officer to RTI & L1 to IPGRS
  • Works related to Treasury at GoK as and when required
  • Looking after the Duties and Responsibilities of Consultant Bills in his/her absence with respect to scrutiny of capital proposals & bills.
  • Any other works assigned/entrusted from time to time.
  1. Executive (Admin.)
  • Inward and outward mail, courier, maintaining appropriate registers.
  • General office administration including monitoring Housekeeping work and coordinating the work of housekeeping
  • Taking dictation and typing of letters.
  • Filing of inward letters/correspondence
  • Fixing appointments and making travel arrangements.
  • Preparing indent and purchase of office stationery / maintenance items.
  • Maintaining petty cash for the above and to furnish bills to accounts dept.
  • Checking of bills received for payment like telephone bills, Internet bills, Internal bills, Courier bills etc.,
  • Arranging for upkeep of all Office equipment including AMC
  • Arranging Board Meeting, staff meeting and other meetings as and when required.
  • Assisting and preparation of tender / quotation notifications.
  • Looking after the Duties and Responsibilities of AM (Comml) in his/her absence.
  • Any other works assigned/entrusted from time to time.
  1. Office Attendants
  • Cleaning the Office tables, chairs etc., and arranging files etc.,
  • Preparation of Coffee / tea etc., for staff and serving the same
  • Attending to Xerox and filing work.
  • Arrange for the snacks and lunch room maintenance
  • Attending to courier and other outside works and carrying letter etc. to Bank, IDD, Railway Office etc.,
  • Look after each other’s work during the absence of any one.
  • Any other works assigned/entrusted from time to time.
  1. Consultant (Bills)
  • Collecting the data of train and entry the RR details in excel sheet, special occurrences etc., in the sections and posting the same data in the respective Registers.
  • Verifying the provisional bills received from SWR, Scrutinize segregate head department wise and put up to CFO / CS / CEO for necessary action. Making entries of works in the concerned registers.
  • Interacting with SWR / MYS and CN/BNC on bill matters.
  • Handle the insurance matters in connections with project railways.
  • Looking after the Duties and Responsibilities of consultant (works) in his/her absence.
  • Any other works assigned/entrusted from time to time.
  1. Consultant (Works):
  • To evaluate and examine the works proposals received from SWR/Mysore as per HMRDC Agreements and put up to CFO / CS / CEO for placing before the Board for in-principle approval.
  • To verify the provisional bills received from SWR against actual work carried out. Scrutinize and segregate department wise and making entries of works in the concerned registers before putting up to CFO / CS / CEO for necessary action.
  • To maintain the Asset Registers related to Project Railway in the order of location.
  • To interact with SWR / MYS and CN/BNC on all works matters.
  • To arrange for Motor Trolley Inspection on monthly basis or as and when required and accompany the Officers from time to time and also inspect the works and submit the Inspection Reports.
  • To attend to landslips and other abnormal occurrences in HMRDC section and collect the details from the Control Office / Mysore and record the same in the register, informing the same to Insurance Company along with monitoring the claims and liasoning with Insurance Surveyors / South Western Railway.
  • To associate and accompany the South Western Railway loco staff for conducting SFC (Specific Fuel Consumption) tests and reporting thereon.
  • Looking after the entire Duties and Responsibilities of consultant (Bills) in his/her absence except scrutiny of capital bills proposals.
  • Any other works assigned/entrusted from time to time.
  1. Consultant @ Mysore:
  • Collect the movement details from the control chart HMRDC line in Mysore from 10.00 to 11.00 hours daily except passenger services.
  • Maintain the Registers for all the above separately.
  • Furnish all the details to the Office of HMRDC on daily basis between 11.00 to 12.00 hours. You have to send the written report through fax / email.
  • Initiate follow up action with SWR, Mysore Division on matters informed to you over phone from time to time and send the required copies of documents by post.