Documents – Port Health Organisation Cochin

CATEGORIES OF DOCUMENTS

Category A : Nil

Category B – Keep :

Copy of Acts, Rules and Regulations administered by this CPIO.
The International Journal of Public Health.
Guidelines and Instructions issued by Higher Authorities.

Category C – 5 Years

Register of Health Clearance of Ships.
Register of Health Clearance of Ships Arriving from Yellow Fever Infected Area.
Register of Ship Sanitation Control / Control Exemption Certificates.
Register of Licence issued to Catering Establishments.
Register of Analysis of Imported Food Samples.
Register of Medicines Chest Certificates.
Register of Dead Body Clearance.
Certificates of Analysis of Imported Food Samples.

Category C – 3Years

Ship Sanitation Control / Control Exemption Certificates issued.
Licences to Catering Establishments in Port area.
Dead Body Clearance Certificates.
Certificates of Health Inspection.

Category C – 1 Year :

Maritime Declaration of Health
Radio Pratique Message from ships
Pratique granted File
General correspondence of quarantine matters.

COMMITTEES FUNCTIONING IN PORT HEALTH ORGANISATION, COCHIN

Name of the committee : Office Council

Constitution of Committee – 03.12.2019

Composition : Dr. K.A Shyamini, Port Health Officer, Cochin – Chairperson

Dr. P.S. Ashraf, Dy. Port Health Officer, Cochin – President

Mr. Joshi B, Field Worker – Secretary staff side

Mr. Joshy M.T, Chowkidar – Member staff side

Date from which constituted : 03.12.2019

Terms / tenure : 10 years , Meetings to be held half yearly

Power and functions : To discuss issues / problems faced by the officers and staffs of Port Health Organisation, Cochin.

Whether the meeting / minutes of the meeting / place of the meeting open to public : No

Name of the Committee : Vishakha cell

Composition : Chairperson :Dr.K.A.Shyamini, Port Health Officer Cochin

Member

Dr.Dishna Vasanth, Medical Officer, APHO, Cochin.

Neenu Johnson ,Field Worker, APHO, Cochin.

Date from which constituted : 2004

Terms / tenure : 10 years , Meetings to be held half yearly

Power and functions :

The principle of gender equality is enshrined in the Indian Constitution. At PHO Cochin we strongly believe that women and men have right to live as free and equal human beings and this equality should exist in all areas of life. All the activities conducted by the cell are directed towards successful execution of this goal.

To create an environment of gender justice where men and women work together with a sense of personal security and dignity.
To create awareness amongst students about the issues related to the youth, girls in particular.
To disseminate knowledge about rights and laws related to women.
To create awareness amongst students about the problems faced by women due to gender issues.
To enhance the self-esteem and self-confidence of girl students, women faculty and staff.
To foster decision-making ability in girl students for making informed choices in areas like education, employment and health.

Whether the meeting / minutes of the meeting / place of the meeting open to public : No

Name of the Committee : Preventive Vigilance Committee

Composition : Not yet composed

Date from which constituted : Yet to be constituted.

Terms / tenure : To be decided.

Power and functions :

To make sure that the staffs follow Rules & regulations without any violation.
To make sure the staffs follow systems & procedures meticulously.
To make sure the staffs discharge their duty sincerely, honestly and faithfully at all times.
To always demonstrate a sense of fair play and impartiality in disposing of official matters.
To make sure the staffs show courtesy and consideration in dealings with the public, colleagues, subordinates
and superiors.
To attend to the public grievances if any immediately.
To pay immediate attention to the customers’ demand.
To maintain strictest secrecy regarding the office’s affairs.
To monitor each & every aspect of functional area to ensure avoidance of delay and
accomplishment of the job in a time-bound schedule.
To do intensive monitoring of delays and disposal of files.
To ensure job rotation on periodical interval.
To make a habit of surprise checking.
To pay utmost attention and importance to internal control.
To be watchful to avoid malpractices.
To pay surprise visits to the banking hall, strong room etc.
To ensure the integrity and devotion to duty of persons under your control and authority.

Whether the meeting / minutes of the meeting / place of the meeting open to public : Yes, if requested

Name of the committee : Purchase Committee

Composition : Dr. K.A. Shyamini, Port Health Officer, Dr. P.S. Ashraf, Dy. Port Health Officer and Dr. Raphael Teddy, Airport Health Officer as its members.

Date from which constituted : 2012

Terms / tenure : 5 years

Power and functions :

To analyse quotations provided by the department, and provide recommendation for approval by the committee.
To ensure all documentation is accurate and complete.
To ensure that the supplies/services quoted for comply with what was requested on the quotation.
Seek clarification from suppliers/service providers where necessary.
To request technical input from relevant staff as required.
The PC should also be assigned a role within the supplier pre-qualification process
In certain contexts, it may be appropriate for some or all members of the PC to be directly involved in the collection of quotations
Ensuring proportionality, transparency, accountability and fairness in the procurement process
Ensuring all relevant documentation is prepared prior to PC meeting
Involvement in the evaluation discussion
Ensuring that the Quote is complete and accurate.
Ensuring all necessary procurement procedures are properly.

Whether the meeting / minutes of the meeting / place of the meeting open to public : No

Name of the committee : Grievance Cell

Composition : Dr. K.A. Shyamini, Port Health Officer and Dr. P.S. Ashraf, Dy. Port Health Officer

Date from which constituted : 2004

Terms / tenure : 5 years

Power and functions :

To receive of all Public Grievances related to Port Health Organisation, Cochin on PHO website and in offline mode (physically).
To check the Grievances for redressal & disposal.
To coordinate work on public grievances.
To see that RTI applications and other related matters on Public Grievances are disposed off in time.
To look after RTI Applications related to Grievance Redressal received from the Ministry of Health and Family Welfare and Directorate General of Health Services.
To look after any other matter or work related to Public Grievances from time to time.

Whether the meeting / minutes of the meeting / place of the meeting open to public : Yes

Name of the committee : Condemnation Committee

Composition : Dr. K.A. Shyamini, Port Health Officer, Dr. P.S. Ashraf, Dy. Port Health Officer and Dr. Raphael Teddy, Airport Health Officer as its members.

Date from which constituted : 2004

Terms / tenure : 5 years

Power and functions :

To declare an item surplus or obsolete or unserviceable if the same is of no use to the Office.
To give reason and record before declaring the item surplus or obsolete or unserviceable.
To work out the book value, guiding price and reserved price, while disposing of the surplus goods.
To prepare a report of stores for disposal to be prepared in Form GFR-17.
In case an item becomes unserviceable due to negligence, fraud or mischief on the
part of a Government servant, responsibility for the same should be fixed.

Whether the meeting / minutes of the meeting / place of the meeting open to public : No

DIRECTORY

Director General of Health Services

Directorate General of Health Services ,