About Us Right to Information

High Commission of India
Gaborone

A

ORGANIZATION AND FUNCTION

1

Particulars of Organization, functions and duties

1.1

Name and address of the organization

High Commission of India, Gaborone (Botswana)
Plot 5375, President’s Drive
Private Bag- 00249, Gaborone, Botswana
Phone: +267-3972676
Fax: +267- 3974636

1.2

Head of the organization

Dr Rajesh Ranjan, High Commissioner of India to Botswana

1.3

Vision, Mission and key objectives

Resident Diplomatic Mission of the Government of the Republic of India.  Enhance bilateral relations in all sectors and meet the objectives defined by the Ministry of External Affairs, Government of India.

1.4

Function and duties

Contribute towards development of bilateral ties in all spheres - Political, Commercial, Cultural, Scientific and Educational etc.  Provide Consular services and engage with Indian Diaspora.

1.5

Organization Chart

High Commissioner
First / Second Secretary
Attaché / Private Secretary
Assistant Section Officer / Private Assistant

1.6

Any other details – the genesis, inception, formation, formation of the department and the HODs from time to time as well as the committees/Commissions constituted from time to time have been dealt

India established Diplomatic relations with the Republic of Botswana in 1966. The resident Diplomatic Mission, High Commission of India in Gaborone was opened in 1987.  A list of all former High Commissioners of India to Botswana is on the website.

2

Power and duties of its officers and employees

2.1

Power and duties of its officers (administrative, financial, and judicial)

As prescribed by the Ministry of External Affairs, Government of India.

2.2

Power and duties of other employees

As prescribed by the Ministry of External Affairs, Government of India.

2.3

Rules / Orders under which powers and duty are derived and exercised

Rules / order issued by the Ministry of External Affairs, Government of India

2.4

Work Allocation

High Commissioner – Head of Mission / AA
Second Secretary – Head of Chancery / CSO / Commercial Representative / CPIO
Attaché -  Consular / Education / Library

3

Procedure followed in decision making process

3.1

Process of decision making – identify key decision making points

Cases processed as per rules and regulations issued by the Ministry of External Affairs, Government of India, depending on the nature of case.

3.2

Final Decision making authority

High Commissioner – for cases permitted to be decided in High Commission.
Appropriate authority in the Ministry of External Affairs, Government of India – depending on subject.

3.3

Related Provisions, acts, rules, etc.

https://mea.gov.in/acts-legislations-rules.htm?64/Acts,_Legislations__amp;_Rules and other Rules, Provisions as laid down by the Ministry of External Affairs, Government of India

3.4

Time Limit for taking a decision, if any

Time-limits are contained in the Rules, Acts and Regulations governing different topics.

3.5

Channel of Supervision and accountability

As defined in Manual of Officer Procedure, Department of Personnel and Public Grievances, Government of India.

4

Norms for discharge of functions

4.1

Nature of functions / services offered

Guided by the Ministry of External Affairs, Government of India – in the realm of Commercial, Consular, Cultural, Political and other bilateral or multilateral issues

4.2

Norms / Standards for functions / service delivery

Norms prescribed by the Ministry of External Affairs, Government of India

4.3

Process by which these services can be accessed

As prescribed under various rules and regulations of the Government of India

4.4

Time-limit for achieving the targets

As prescribed under various rules and regulations of the Government of India

4.5

Process of redress of grievances

Through various digital platforms established by the Government of India and also directly approaching the Mission (digitally / physically).

5

Rules, regulations, instructions manual and records for discharging functions

5.1

Title and nature of the record / manual / instruction

Manuals and Instructions prescribed by the Government of India

5.2

List of Rules, Regulations, instructions manual and records

Office Manuals and Rules and Regulations governing different aspects of work, such as:-

  • Delegation of Financial Power Rules
  • Delegation of Financial Powers to India's Representatives Abroad 
  • IFS(PLCA) Rules – 1961 (as amended)
  • IFS- Branch 'B' Rules -2016
  • The Diplomatic Relations (Vienna Convention) Act 1972
  • Guide to Selected Administrative/Financial Rules & Procedures (MEA)
  • General Financial Rules – 2017
  • Manual for Procurement of Goods – 2017
  • Manual for Procurement of Consultant & their Services – 2017
  • Compilation of Fundamental Rules and the Supplementary Rules (FR & SR)
  • Central Civil Services (Conduct) Rules, 1964
  • Central Civil Services (Classification, Control & Appeal) Rules, 1965
  • Central Civil Services (Leave Travel Concession) Rules, 1988
  • Central Civil Services (Leave Rules)
  • Manual of Office Procedure
  • Record Retention Schedule as prescribed by D/o Administrative Reforms and Public Grievances
  • Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal Act, 2013
  • Flag Code of India - 2002
  • Rules on Grant of Casual Leave and Special Casual Leave
  • CVC Act 2003
  • PC (Prevention of Corruption) Act, 1988
  • The Whistle Blowers Protection Act 2014
  • RTI Act, 2005
  • RTI Rules, 2012
  • Central Civil Services (Temporary Service) Rules, 1965
  • The Public Interest Disclosure and Protection Making the Disclosure Bill, 2010
  • DDO Manual

Central Government Account (Receipts and Payments) Rules)

5.3

Transfer policy and transfer orders

Governed by the Ministry of External Affairs, Government of India

6

Categories of documents held by the authority under its control

6.1

Categories of documents

Unclassified and Classified (including Consular documents for issue)

6.2

Custodian of documents /categories

In accordance with guidelines laid by the Government of India

7

Boards, Councils, Committees and other Bodies constituted as part of the public authority

7.1

Name of Boards, Council, Committee etc.

Committee of Officers/Officials of the Mission are constituted for performing administrative tasks, viz. Purchase Committee, Technical Evaluation Committee or as guided by the Ministry of External Affairs, Government of India.

7.2

Composition

As prescribed in the governing rules

7.3

Dates from which Constituted / Term

Task oriented Committees. A purchase committee is usually constituted each year in April.

7.4

Powers and functions

Governed by Government of India Rules and regulations for individual tasks.

7.5

Whether their meetings are open to the Public.

Open tenders are evaluated (technical) inviting bidders (Public).

8

Directory of Officers and employees

8.1

Name and Designation
Telephone / Fax / Email ID

  • Dr. Rajesh Ranjan

High Commissioner
+267-3973056
hc.gaborone@mea.gov.in

  • Mr. Jeevan Chandra Kandpal

Second Secretary
+267-3934372
hoc.gaborone@mea.gov.in

  • Mr. Chander M. Singh

Attaché
+267-3953381
com.gaborone@mea.gov.in

  • Mrs. Bala Ilango

Private Secretary / Attaché
+267-3972677
pol.gaborone@mea.gov.in

  • Mr. Rajeev Seth

Private Secretary / Attaché
+267-3973056
hc.gaborone@mea.gov.in
6. Mr. Gagan Gautam
Assistant Section Officer
+267 -3952810
admn.gaborone@mea.gov.in

  • Mrs. Sethulakshmi

Assistant Section Officer
+267 – 3912240
cons.gaborone@mea.gov.in

  • Mr. Murari Choudhary

Junior Secretariat Assistant
+267-3973561
ga.gaborone@mea.gov.in

9

Monthly Remuneration received by officers & employees including system of Compensation

9.1

List of employees with Gross monthly remuneration

  • Dr. Rajesh Ranjan          – Level 14
  • Jeevan Kandpal             – Level 11
  • Chander Mohan Singh  – Level 8
  • Bala Ilango                     – Level 8
  • Rajeev Seth                   – Level 8
  • Gagan Gautam              – Level 7
  • Sethulakshmi                – Level 7
  • Murari Choudhary        – Level 2

9.2

System of compensation as provided in its regulations

In accordance with Central Civil Services (Revised Pay Rules) 2016 and Foreign allowance fixed by the Ministry of External Affairs, Government of India

10

Name, designation and other particulars of Public Information Officers

10.1

Name and designation of the PIO, APIO and Appellate Authority

Public Information Officer – Mr. Jeevan Chandra Kandpal, Second Secretary
Appellate Authority – Dr. Rajesh Ranjan, High Commissioner

10.2

Address, telephone numbers an email ID of each designated Official

                    Dr. Rajesh Ranjan
High Commissioner
+267-3973056
hc.gaborone@mea.gov.in

Mr. Jeevan Chandra Kandpal
Second Secretary
+267-3934372
hoc.gaborone@mea.gov.in

11.

No. Of employees against whom Disciplinary action has been proposed / taken

11.1

No. Of employees against whom disciplinary action has been (i) Pending for Minor penalty or major penalty proceedings

NIL

11.2

(ii) Finalised for minor penalty or major penalty proceedings

NIL

12.

Programmes to advance understanding of RTI

12.1

Educational Programmes

None

12.2

Training of CPIO / APIO

As scheduled by the Ministry of External Affairs, Government of India

13.

Transfer policy and transfer orders

Decided by the Ministry of External Affairs, Government of India.

  • Budget and Programme

10.

Budget Estimate (2021-22)

Rs.5.99 Crores 

11.

Details of the bids awarded comprising the names of the suppliers of goods/ services being procured (2020-21)s

Tender –

  • Security Services – Blackbone Security Pty Ltd., Gaborone;
  • Cleaning Services – Supermoon Cleaning Services, Gaborone
  • Publicity and Public Interface

13.

Dissemination of information with easy accessibility to the public

All relevant information and updates are posted on Mission’s website and widely disseminated through social media handles of the Mission.

Facebook - India in Botswana
                     Twitter -@HCIGaborone

  • E-Governance

14.

Details of information available in electronic form

  • All forms for Consular, OCI and Visa Services are available electronically;
  • Fees and relevant instructions have been uploaded on Mission’s website – www.hcigaborone.gov.in

15.

Particulars of facilities available to citizens for obtaining information

  • Mission’s website – www.hcigaborone.gov.in
  • Telephone – 00-267-3972676
  • Email:  cons.gaborone@mea.gov.in
  • Social media handles

– Twitter - IndiainBotswana@HCIGaborone
- Facebook – India in Botswana (High Commission of India, Botswana)

16.

Working hours for Library facility (in Chancery premises)

09.00 AM to 12.00 PM

17.

Contact person & contact details (Phone, fax, email) for Library

Mr. Chander Mohan Singh
Attache
+267-3953381
com.gaborone@mea.gov.in

18.

Grievance redressal mechanism

  • Responded/resolved at the level of the Mission
  • Referred for directions of authorities in the Ministry of External Affairs

 

19.

Details of applications received under RTI and information provided
(2020-21)

NONE

20.

Periodical / Annual Report(s)

Periodical / Annual Report (s) of the Mission are sent at prescribed intervals / uploaded on web portals developed by the Ministry of External Affairs, Government of India.

21.

Frequently Asked Question (FAQs)

FAQs in respect of public services primarily passport, visa, OCI and misc consular services have been published on website of the Mission

June 2021