PAPER-II: PROFESSIONAL (100 MARKS)

For Deputy Director (BS-18)

(Case No. 41/2015)
Part-I: 50 Marks
(Public Administration & Office Management)

I. Public Administration: Nature and scope,

Administration is commonly divided into two types.

 Public administration
 Private administration

Meaning:
The word administer is derived from the Latin word administere, which means to
care for or to look after people, to manage affairs.
It has four different meaning depending upon context.

1. As a discipline
2. As a vacation/occupation
3. As a process
4. As a syn0onym for word “Executive” or “Government”

So, main components involved in public administration are;

Administration
Organization
Management

William Schulze: Administration sets the goals, management stives to attain it and
organization is the machine of the management for the attainment of the ends
determined by the administration.

Peter Drucker: have some other view about it. Consult main notes.

Defining public administration?

NATURE OF PUBLIC ADMINISTRATION

There are two views regarding nature of public administration

 Integral view
According to this view top to bottom are included in public administration. Henri
Fayol and L.D. White are supporters of it.
 Managerial view
According to this view only management is included in public administration.
Luther Gullick, Herbert Simon, Smithburg, and Thompson are supporter of it.
 Difference between these two views

1. The integral view includes the activities of all the persons engaged in
administration whereas the managerial view restricts itself only to the
activities of the few persons at top.
2. The integral view depicts all types of activities from manual to managerial;
from non-technical to technical whereas the managerial view takes into
account only the managerial activities in an organization.
3. According to integral view administration may differ from one sphere to
another depending upon subject matter, whereas in managerial view it is
identified with the managerial techniques common to all the fields of
administration.
4. Doing things and getting things done.

SCOPE OF PUBLIC ADMINISTRATION

I. As an activity
II. As a discipline

i. As an activity

It embraces all the activities of the government. Hence as an activity the scope
of public administration is no less than the scope of the state activity.

ii. As a discipline

As a subject of studies public administration’s scope comprises of the following.

1. POSDCoRB VIEW
Planning, Organization, Staffing, Directing, Coordinating, Reporting, and
Budgeting.

2. The subject matter view

Role of Public Administration in a modern Welfare State;

Public administration covers all aspects of our life today. Now a day the idea of police
state is substituted by the concept of welfare state. The role of public administration is
evident as under.
  Administration and policy
 Administration and society
 Administration and individual
 Administration and democracy
 Administration and social change
 Administration and war & peace

 Its Role in Pakistan

II. Bureaucracy: Concept of Bureaucracy, Theories of Bureaucracy, Ecology of

Bureaucracy; Bureaucracy; of Pakistan as a Change Agent;

It is a non-personal view of organizations that follow a formal structure where rules,

formal legitimate authority, and competence are characteristics of appropriate
management practices.

CHARACTERISTICS

 A well-defined formal hierarchy of command

 Standardized rules
 Division of labor
 Impersonality
 Competence, not personality; is the basis for job appointment (Neutrality)
 Formal written records.

THEORIES OF BUREAUCRACY

1) Karl Marx (1843):

Theorized about the role and function of bureaucracy in his critique of hegel’s
philosophy of right.

2) John Stuart Mill (1860)

Political scientist theorized that successful monarchies were essentially
bureaucracies, and found evidence of their existence in imperial china, the Russian
empire and the regimes of Europe.

3) Max Weber (1922)

German sociologist described many ideal-typical forms of public administration,
government and business in his work in 1922 Economy and society.

4) Woodrow Wilson
“The study of administration argued for a bureaucracy as a professional cadre,
devoid of allegiance to fleeting politics of the day.
 5) Ludwig Von Mises (1944)
In his 1944 work “Bureaucracy”, the Austrian economist was highly critical of all
bureaucratic systems. He believed that bureaucracy should be the target of universal
opprobrium, and noticed that in the political spheres it had few defenders, even among
progressive.

6) Robert K. Marten
The American sociologist expanded on weber’s theories of bureaucracy in his
work social theory and structure, published in 1957.

III. Administrative Leadership: Approaches to the study of Leadership, Forms of

Leadership, Leadership qualities;

LEADERSHIP QUALITIES
Leadership qualities are broadly divided into following three categories.
 Personal qualities
 Interpersonal qualities
 Qualities of vision and action

PERSONAL QUALITIES
1. Moral courage
2. Will power
3. Integrity
4. Self-sacrifice
5. Administrative and technical ability
6. Vitality and endurance
7. Enthusiasm
8. Good memory
9. Sense of humor
10. Emotional control

INTERPERSONAL QUALITIES

1. Knowledge of men, a deep understanding of their behavior, aspirations,

sentiments, and motivations
2. Ability to evaluate people
3. A sense of fairness and good judgment
4. Friendliness, tolerance, and patience
5. Ability to communicate his feelings
6. A genuine interest I the welfare and advancement of associates and followers

QUALITIES OF VISION AND ACTION

 1. The ability to visualize the destination and to direct the group for the
accomplishment of the goals and objectives of the organization.
2. To conceptualize, plan ad structure of the organization
3. Seek suggestions, advices and recommendations and accept the right ones,
weighing the pros and cons, involved, and decide and take action at the right
time.
4. Capacity to improvise, to adapt to unfamiliar situations and changing
circumstances.
5. Technical competence to comprehend the various technical matters that come
up to him.

FORMS/TYPES OF LEADERSHIP

1. Autocratic leader
2. Democratic or participative leader
3. Liassez-faire leaders
4. Task oriented/Production oriented
5. People oriented leaders

IV. Administrative Accountability:

Dr.L.D. White:
It is the sum total of the constitutional, statutory, administrative and judicial rules and
procedures and the established practices by means of which public officials may be
held accountable for their official action.

TYPES OF CONTROL
There are two types of controls

 Internal Control
 External Control

INTERNAL CONTROL:
It is that control which is fitted into the administrative
machinery and operates from within the administrative organization. It is exercised
through the following mechanism.

 Administrative process
 Hierarchical order
 Annual confidential reports
 Budgetary control
 Professional ethics
 Efficiency survey
 Administrative leadership
EXTERNAL COTROL:
It is that kind of control which is fitted outside the
administrative machinery and works within the general constitutional framework of the
system. It may be considered from following main standpoints namely: of the
legislation; of the executive; of the judiciary and of the public and sometimes
federal ombudsman. All of these are discussed in brief as under.

A) LEGISLATION CONTROL
 Questions
 Resolutions and motions
 Debates and discussions
 Passing laws
 Control of appropriations
 Audit and report
 Committees of legislature

B) EXECUTIVE CONTROL
 Policy making
 Budgetary system
 Recruitment system
 Staff agencies
 Executive orders

C) JUDICIAL CONTROL
Judiciary is one of the most important external agencies, which exercises
control over administration. There are two systems of judicial control which
are as under.
 Rule of Law system
 Administrative Law system

 Rule of Law System:

1. Habeas corpus
2. Mandamus
3. Prohibition
4. Certiorari
5. Quo warranto

 WRIT IN PAKISTAN

 Administrative Law System:

 ADMINISTRATIV LAW IN PAKISTAN

D) PUBLIC CONTROL
  Election
 Re-call
 Pressure groups
 Advisory committees
 Vigorous public opinion

E) OMBUDSMAN

Internal and External Controls; Executive Control, Legislative Control, Judicial Control,
Ombudsman, Public Opinion and Pressure Groups; Problems of Administrative
Accountability in Pakistan;

V. Planning: Types of Plans, Planning Process; Principles of Planning, Planning

Machinery in Pakistan;

Planning is a French word “prevoyence” which means to look ahead. “Planning is an

organized attempt to anticipate and to make rational arrangement for dealing with future
problems by projecting trends”.

TYPES OF PLANS

1. Development planning
2. Economic planning
3. Administrative planning
a. Policy planning
b. Program planning
c. Operational planning

PLANNING PROCESS

1. Recognizing the need for planning

2. Determining the objectives
3. Forecasting the future
4. Setting priorities
5. Developing action plans
6. Implementing the plan
7. Evaluating the plan
8. Revising the plan

VI. Controlling and Co-Ordination: Forms of Controls, Control Mechanism, the

process of Control, Principles of Controlling; Principles Coordination; Machinery for
Coordination; Problems of Coordination in Public Administration in Pakistan.
PRINCIPLES OF COORDINATION

1. Early beginning
2. Direct contact
3. Reciprocity
4. Continuity
5. Cooperative and willingness
6. Objective oriented
7. Balanced coordination
8. Mutual trust and confidence

MACHINERY FOR COORDINATION

A) Formal methods
B) Informal methods

FORMAL METHODS

1. The formal structure

2. Sound principles of organization
3. Proper planning
4. Standardization of procedure and method
5. Institutional devices
6. Decentralization
7. Conferences
8. Communications
9. Stimulating leadership
10. Centralized house keeping

INFORMAL METHODS

1. Personal contacts
2. Informal consultation
3. Informal dinners
4. Disciplined party system

PROBLEMS OF COORDINATION IN PULIC ADMINISTRATION IN PAKISTAN

VII. Civil Servant Act 1973 and Rules made thereunder;

VIII. Federal Public Service Commission Ordinance 1977 and Rules made
thereunder;

IX. Rules of Business 1973;

X. Secretariat Instructions and Office Procedures;

XI. PPRA Ordinance and Rules 2004.

Part-II: 50 Marks
(Human Resource, Financial Management,
Quality Management and Information Technology)

I. Human Resource and Financial Management

Definition, Significance and Scope of Human Resource Management;

Organization—Types of Organization, Theory of Organization, Principles of

Organization, Organization of the Federal and Provincial Governments, Public Sector
Enterprises;

ORGANIZATION

Simplest definition of organization can be “when two or more than two people
work together to achieve a common purpose” it is called an organization.
The term organization is used in public administration I three different meanings.

 Act of designing the administrative structure

 Designing and building the structure
 Status or structure itself

TYPES OF ORGANIZATION
1. Formal organization
2. Informal organization

 Difference between formal and informal organization.

THEORIES OF ORGANIZATION

1. Mechanistic or structural functional theory

2. Humanistic or socio psychological theory
3. Bureaucratic theory
4. System theory

(write details of each in printable format)

PRINCIPLES OF ORGANIZATION

1. Hierarchy
2. Span of control
3. Unity of command
 4. Integration v/s Disintegration
5. Delegation
6. Centralization v/s Decentralization
(write details of each I printable format)

ORGANIZATION OF FEDRERAL AND PROVINCIAL GOVERNEMENT IN PAKISTAN

Organization of federal administration

FUNCTIONING

1. Ministry
2. Division
3. Attached department
4. Subordinate offices
5. Autonomous/semi-autonomous bodies

TRANSACTION OF BUSINESS

1. Prime minister
2. Federal cabinet
3. Secretary
4. Additional secretary
5. Joint secretary
6. Deputy secretary
7. Section officer

PROVINCIAL ORGANIZATION

 Administration
 Functioning
1. Chief minister
2. Chief secretary
3. Territorial division
4. District coordination officer
5. Tehsil municipal officer

Approaches to Human Resource Management.

Personnel Administration—Tools of Personnel Management: Selection, Training,

Promotion, Compensation, and Discipline;
Communication, Communication Channels and Principles of Public Relations;
Human Behavior and Organizations Administration.—Elements of Financial
Administration, Performance Programmed Budgeting, Capital Budget, Principles of
Budgeting, Auditing and Accounting.

II. Basic Concept of Quality Management

ISO-9000, ISO-13000, other certifications regarding quality measurement;

management, management for Results, Setting Performance Goals and Targets; Job
Analysis: Job Description, Job Specification, Performance Evaluation;

III. Information Technology and MS Office

Fundamentals of Computer: CPU, Memory Devices, Types of Computers,

Characteristics of Computer and related material; Application Software: Microsoft Word,
Microsoft Power Point, Microsoft Excel; Search Engines, Web Design, Email, Internet
Surfing, Social Networking (Facebook, Twitter, etc); General Introduction to Virus and
Antivirus utilities; Programming Languages