INFORMATION ABOUT THE CONSULATE GENERAL OF INDIA, HAMBURG UNDER SECTION 4(1)(B) OF THE RTI ACT 2005

INFORMATION ABOUT THE CONSULATE GENERAL OF INDIA, HAMBURG UNDER SECTION 4(1)(B) OF THE RTI ACT 2005

Sl. No.

Item

Remarks

1. Organisation and Function

 

1.

Particulars of its organisation, functions and duties [Section 4(1)(b)(i)]

Consulate General of India,
Kohlhöfen 21
20355 Hamburg

The Consulate is headed by the Consul General.

The Consulate functions within the purview of business allocated by the Ministry of External Affairs under the Allocation of Business Rules of the Government of India.

The functions of the Consulate inter alia include political and economic cooperation, trade and investment promotion, consular functions, cultural interaction, press and media liaison, and in bilateral and multilateral contexts.

The Consulate has following wings:-

(i) Administration Wing

(ii) Consular Wing

(iii) Economic & Commerce Wing

(iv) PIC Wing

2.

Power and duties of its officers and employees [Section 4(1) (b)(ii)]

General Administrative powers are derived from ‘IFS (PLCA) [Indian Foreign Services (Pay, Leave and Compensatory Allowances)] Rules’, as amended from time to time.

Financial powers of the Officers of the Consulate General of India, Hamburg have been detailed in the ‘Financial Powers of the Government of India’s Representatives Abroad’ issued by Ministry of External Affairs.

Consular powers are derived from the ‘Passport Act of India’.

Other duties of the officers flow from the ‘Allocation of Business Rules of the Government of India’, ‘Manual of Office Procedure’ and ‘Central Civil Services (CCS) Rules’.

The Officers of the Consulate function under the guidance and supervision of the Consul General, who also allocates the work to the Consulate officers/officials from time to time.

3.

Procedure followed in decision making process [Section 4(1)(b)(iii)]

The Consulate follows the procedure indicated in the ‘Manual of Office Procedure’ for decision making process in accordance with the guidelines issued by the Ministry of External Affairs from time to time. Officers of different Wings of the Consulate initiate and take follow up action with the help of the staff posted in their respective Wings in accordance with departmental instructions which prescribe the level of final disposal and channel of submission for each category of cases.

Final decision making authority in the Consulate is the Consul General.

The work is discharged and decision is taken in accordance with the provisions contained in various rules such as IFS (PLCA) Rules, Central Civil Services (CCS) Rules, Delegated Financial Powers of GOI’s Representatives Abroad, etc.

The decisions are taken in keeping with the priority/urgency of the case so that action is taken within the prescribed time limit.

The Heads of Wings are supervising the functioning of the staff under their charge. Overall supervision of the Consulate rests with the Consul General.

4.

Norms for discharge of functions [Section 4(1)(b)(iv)]

Provision of consular services, strengthening of political, commercial and cultural cooperation with Germany, etc. are the nature of functions/services offered by the Consulate.

Consulate functions within the norms of India’s foreign policy formulated by the Ministry of External Affairs. The Policy is implemented by the Consulate under the guidance and supervision of the Consul General, in consultation with the Embassy of India, Berlin and Ministry of External Affairs, New Delhi.

Consular services can be accessed by applying online and/or submitting the documents at the Consulate. The commercial enquiries can be made by e-mail, which are replied accordingly.

The services are rendered and the information sought is provided without any delay and within the prescribed time limit.

Apart from traditional channel for redressal of grievances, the aggrieved can make use of the MADAD portal (Consular Services Management System) and through various social media platforms.

5.

Rules, regulations, instructions manual and records for discharging functions [Section 4(1)(b)(v)]

The Consulate refers to the general rules prescribed for a Central Government Department as well as specific rules prescribed for the Indian Missions/Posts abroad.

The list of rules include IFS (PLCA) Rules; Financial Powers of Government of India’s Representatives Abroad; Passport Act, Passport, Visa and Consular manuals; and Manual of Office Procedure.

The Consulate also utilizes relevant rules, regulations, and orders of the Government of India, such as Central Civil Service (Conduct) Rules, CCS (Leave Travel Concession) Rules, CCS (Leave) Rules, CCS (Pension) Rules, General Provident Fund Rules, General Financial Rules, Fundamental and Supplementary Rules etc. These rules are in the public domain as printed, priced publications.

Transfer Policy is framed by the Ministry of External Affairs and accordingly transfer orders in respect of officers/officials are issued from time to time.

6,

Categories of documents held by the authority under its control [Section 4(1)(b) (vi)]

The Consulate holds under its control the relevant documents/files relating to India’s External Relations including joint statements, declarations, agreements, MoUs, and application forms of passport and consular services.

The documents/files are maintained by each wing and are under the custody of the respective officers of the Consulate.

7.

Boards, Councils, Committees and other Bodies constituted as part of the Public Authority [Section 4(1)(b)(viii)]

Not applicable (Board, Councils and Committees are not constituted by the Consulate)

8.

Directory of officers and employees (i) Name and designation (ii) Telephone, fax and email ID 26 [Section 4(1) (b) (ix)]

The directory of officers may be seen at Annex-I .

9.

Monthly Remuneration received by officers & employees including system of compensation [Section 4(1) (b) (x)]

The employees are paid in accordance with the pay and allowances fixed by the Government of India from time to time which could be referred to Annex-II 

10.

Name, designation and other particulars of public information officers [Section 4(1) (b) (xvi)]

Appellate Authority (AA)
Ms. Soumya Gupta, Consul General
Consulate General of India
Kohlhöfen 21, 20355 Hamburg
Tel:
+49-40-330557, Fax: +49-40-323757
Email: 
cg.hamburg@mea.gov.in
Time: 0900 - 1730 Hrs

Central Public Information Officer (CPIO)
Mr. Joydip Roy, Vice Consul
Consulate General of India
Kohlhöfen 21, 20355 Hamburg

Telephone: +49-40-330557 
Email: admn.hamburg@mea.gov.in

11.

No. Of employees against whom Disciplinary action has been proposed/ taken (Section 4(2))

Nil

12.

Programmes to advance understanding of RTI (Section 26)

The updated guidelines on RTI are maintained at the Consulate and also published on the website, which can be accessed by the public. The public authority attends the training programmes as and when conducted by the Ministry.

13.

Transfer policy and transfer orders [F No. 1/6/2011- IR dt. 15.4.2013]

Transfer Policy is framed by the Ministry of External Affairs and accordingly transfer orders in respect of officers/officials are issued from time to time.

 

 

 

2. Budget and Programme

1.

Budget allocated to each agency including all plans, proposed expenditure and reports on disbursements made etc. [Section 4(1)(b)(xi)]

The budgetary allocation to the Consulate for the year 2022-23 on different heads is given at Annex-III .

The actual expenditure is restricted to the budgetary allocation, and the details are sent to the Ministry of External Affairs on regular basis.

The budget is revised by the Ministry of External Affairs at specific time intervals.

The report on disbursements made and related reports are kept in the Consulate and also sent on regular basis to the Ministry of External Affairs.

2.

Foreign and domestic tours (F. No. 1/8/2012- IR dt. 11.9.2012)

Local tours in the Hamburg are undertaken by the CG and other concerned officers from time to time on functional grounds. The budget is as mentioned under ‘Local Tours’ head in Annex-III 

Information related to procurements:

Notice/tender enquiries and corrigenda if any, thereon –Tender notice/enquiries are uploaded in the Consulate website under the section ‘E-citizens/Tender’ for the cases, referred by various departments of the Government of India, for wide publicity.

Details of the bids awarded – Not applicable

The work contracts concluded – Not applicable

The rate/rates and the total amount at which such procurement or work contract is to be executed – Not applicable.

3.

Manner of execution of subsidy programme [Section 4(i)(b)(xii)]

Not applicable [The Consulate is not handling any subsidy programme.]

4.

Discretionary and non-discretionary grants [F. No. 1/6/2011-IR dt. 15.04.2013]

Not applicable

5.

Particulars of recipients of concessions, permits of authorizations granted by the public authority [Section 4(1) (b) (xiii)]

Not applicable

6.

CAG & PAC paras [F No. 1/6/2011- IR dt. 15.4.2013]

Nil

 

 

 

3. Publicity Band Public interface

1.

Particulars for any arrangement for consultation with or representation by the members of the public in relation to the formulation of policy or implementation there of [Section 4(1)(b)(vii)] [F No 1/6/2011- IR dt. 15.04.2013]

The members of the public have access to the relevant Acts, Rules, Forms and other documents which are available online.

The policy is drawn by the Ministry of External Affairs. The members of the public are free to convey their views to the Consulate on relevant Acts, Rules, Forms and other documents.

The members of the public have access to the Consulate’s website that includes contact details of all officers. Apart from this, public has access to various social media platforms. The public can also seek meeting in person with the concerned officers, wherever and whenever required.

The contact details of officer who provides information sought by RTI applicants:

Mr. Joydip Roy, Vice Consul
Consulate General of India
Kohlhöfen 21, 20355 Hamburg

Telephone: +49-40-330557 
Email: admn.hamburg@mea.gov.in

Public-Private Partnerships (PPP) – Not applicable.

2.

Are the details of policies / decisions, which affect public, informed to them [Section 4(1) (c)]

The policy decisions relevant to the public are disseminated through the Consulate’s website and social media channels. The policy is drawn up by the Ministry of External Affairs.

 

3.

Dissemination of information widely and in such form and manner which is easily accessible to the public [Section 4(3)]

The information is disseminated through the Consulate’s website and social media channels.

4.

Form of accessibility of information manual/ handbook [Section 4(1)(b)]

 

The information is available in electronic format on the Consulate’s website with links to various sites of Ministries/Departments of the Government of India. Printed format is made available in cases, where it is required.

 

5.

Whether information manual/ handbook available free of cost or not [Section 4(1)(b)]

 

The information on the Consulate’s website and social media platforms are freely available. The printed booklets wherever required are also provided free of cost.

 

 

 

4. E. Governance

1.

Language in which Information Manual/ Handbook Available [F No. 1/6/2011- IR dt. 15.4.2013]

The information on the website is available in English language..

2.

When was the information Manual/ Handbook last updated? [F No. 1/6/2011- IR dt 15.4.2013]

The information on the website is updated on regular basis.

3.

Information available in electronic form [Section 4(1)(b)(xiv)]

Information relating to consular services, bilateral relations between India and Germany, commercial matters, RTI, list of holidays, contact details of Consulate and its staff, important announcements etc. is available on the website in electronic form.

Links to websites of several important organizations based in Germany as well as of India have also been provided on the Consulate’s website.

The website has been classified into several sections and sub-sections. The information on various matters has been put under respective sections/ sub-sections for easy access to the public.

4.

Particulars of facilities available to citizen for obtaining information [Section 4(1)(b)(xv)]

The information may be obtained from the website of the Consulate and is also provided through e-mail/telephone.

Information relating to consular services and FAQs related to it, bilateral relations between India and Germany, commercial matters, RTI, list of holidays, contact details of Consulate and its staff, important announcements etc. is available on the website.

The working hours of the facility are the office hours of the Consulate i.e., from 9.00 AM to 5.30 PM. Emergency consular services are also provided by the Consulate outside office hours and the contact details are as under:

Shri Ram Babu Meena, ASO

Emergency number: 0049-160-97232399

The information under RTI Act can be obtained by writing to the CPIO (Shri Joydip Roy) along with the prescribed fee. The contact details are as under:-

Mr. Joydip Roy, Vice Consul
Consulate General of India
Kohlhöfen 21, 20355 Hamburg

Telephone: +49-40-330557 
Email: admn.hamburg@mea.gov.in

 

5.

Such other information as may be prescribed under section 4(i) (b)(xvii)

Any grievance received by the Consulate is given due attention and efforts are made for redressing them. Apart from the conventional system of receiving the grievances, the Consulate utilizes the MADAD portal (Consular Services Management System) for redressing the grievances arising out of consular services.

The details of all major events/programmes organized by the Consulate are posted on the Consulate’s website under the section “What’s New”. They are also posted on the Consulate’s social media platforms.

The details of all major events/programmes planned to be organized by the Consulate as well as the details of trade fairs and exhibitions scheduled to be held in India are put on the Consulate’s website under the section “What’s New”. The details of trade fairs and exhibitions already held in India are also put under the section “Trade Fairs in India”. The tenders issued by PSUs/Ministries in India are put under the section “E-citizens/Tender” of the Consulate’s website, for wide publicity/dissemination.

The Annual Report of the Consulate is provided to the Ministry of External Affairs.

Detailed and key information is given under respective headings on the website for easy understanding of the subject matter by the public. FAQs are provided under consular services and are updated on regular basis. Apart from this, the important circulars and information related to consular and other matters are published on the Consulate’s website, on regular basis through ‘Press Release’ and by the use of social media platforms, as and when required.

Citizen’s Charter – Not applicable.

6.

Replies to questions asked in the Parliament [Section 4(1)(d)(2)]

Not applicable. [Parliament questions are replied by the Ministry. Inputs are given by the Consulate as and when required].

 

 

 

5. Information as may be prescribed

1.

Such other information as may be prescribed [F.No. 1/2/2016- IR dt. 17.8.2016, F No. 1/6/ 2011- IR dt. 15.4.2013]

First Appellate Authority (AA)
Ms.Soumya Gupta, Consul General
Consulate General of India
Kohlhöfen 21, 20355 Hamburg
Tel: +49-40-330557, Fax: +49-40-323757
Email: cg.hamburg@mea.gov.in
Time: 0900 - 1730 Hrs

Central Public Information Officer (CPIO)
(since Jan 2019)
Mr. Joydip Roy, Vice Consul
Consulate General of India
Kohlhöfen 21, 20355 Hamburg

Telephone: +49-40-330557 
Email: admn.hamburg@mea.gov.in

Third party audit of voluntary disclosure: It is being carried out.

Appointment of Nodal Officers, Consultancy Committee of key stakeholders for advice on suo-moto disclosure and Committee of PIOs/FAAs to identify frequently sought information under RTI – Not applicable.

 

 

 

 

6. Information Disclosed on own Initiative

1.

Item/information disclosed so that public have minimum resort to use of RTI Act to obtain information

The information which may be required by the public has been put on the Consulate’s website such as consular services, bilateral relations, media, commerce, student related information, ICCR scholarships, tenders, current events, forthcoming events, important announcements, list of holidays, contact details of the Consulate etc.

 

2.

Guidelines for Indian Government Websites (GIGW) is followed (released in February 2009 and included in the Central Secretariat Manual of Office Procedures (CSMOP) by Department of Administrative Reforms and Public Grievances, Ministry of Personnel, Public Grievance and Pensions, Govt. Of India)

The guidelines for Government of India’s Websites are being followed. The website has been shifted to GOV.IN domain. The website is hosted on Virtual Private Cloud with data centre in India.

The Phase-I of STQC certification is completed.