Reorganization of the Personnel and Administrative Service and Statement of Its Functions Including the Divisions Under It Down to Section Level

August 27, 1984 REVENUE ADMINISTRATIVE ORDER NO. 10-84 SUBJECT : Reorganization of the Personnel and Administrative Service and Statement of Its Functions Including the Divisions Under It Down to Section Level. TO : All Internal Revenue Officers and Others Concerned I. Objectives : This Order is issued: 1. To implement more effectively the Reorganization of the Bureau under Executive Order No. 608 by defining, delineating and expanding the functions of the Personnel and Administrative Service and its divisions pertinent to personnel and administrative activities; 2. To attain better performance and productivity of revenue personnel through the creation of offices which shall oversee the suitability of working conditions and employees' general health care. II. Organization : To achieve these objectives, the Personnel and Administrative Service is hereby reorganized to establish two new divisions under its direct administration and supervision namely the Medical and Dental Division and the Facilities Maintenance Division. acd The BIR Medical and Dental Clinic is elevated into a division which shall attend to the improvement of the health and welfare needs of revenue personnel. The Facilities Maintenance Division is created to administer the engineering and maintenance works in the BIR National Office including its surroundings such as the electrical, mechanical, repair, carpentry, grounds, sanitation, etc. as well as maintenance of official motor vehicles. The Maintenance and Repair Section of the General Services Division and the Motor Pool of the Property Division, including its present personnel, records and equipment, shall form the nucleus of the Facilities Maintenance Division. Each of these new divisions shall be headed by a Chief and Assistant Chief of Division and composed of an appropriate number of personnel to carry out their functions. Based on the foregoing reorganization, the Personnel and Administrative Service shall have the following divisions and respective sections: A. Personnel Division 1. Personnel Transactions Section 2. Personnel Benefit Section 3. Personnel Records Section 4. Personnel Evaluation and Testing Section B. Career Development Division 1. Program Evaluation and Research Section 2. Training Section 3. Central Office Library C. Records Division 1. Indexing and Control Section 2. Current Records Section 3. Non-Current Records Section D. General Services Division 1. Disbursement and Bonding Section 2. Printing, Mailing and Telecommunications Section 3. Miscellaneous Services Section E. Property Division 1. Procurement Section cdt 2. Warehousing and Distribution Section 3. Shipping Section 4. Records Control & Miscellaneous Section F. Accountable Forms Division 1. Procurement Section 2. Stamps and Labels Section 3. Miscellaneous Accountable Forms Section 4. Shipping and Records Control Section 5. Accounting Section G. Medical and Dental Division 1. Medical Section 2. Dental Section H. Facilities Maintenance Division 1. Electrical and Mechanical Section 2. Motor Vehicles Maintenance Section 3. Building, Repair, Grounds and Sanitation Section III. Functions : The Personnel and Administrative Service shall have the following functions: 1. Perform staff, advisory and consultative functions to provide economical, efficient and effective service relative to personnel, equipment and supplies, records, accountable forms, buildings and facilities, personnel training and career development, medical, dental and other general services; 2. Develop and recommend policies, rules and regulations, work programs, and set up standards, guidelines and procedures on personnel and administrative services; 3. Direct and supervise the activities of the divisions under this Service and exercise technical supervision over field service offices on personnel and administrative matters; 4. Review and evaluate performance of personnel for adherence to civil service and/or Bureau policies, procedures and standards; 5. Recommend necessary tax legislations based on its operation and experiences which shall serve as inputs to the tax planning and research efforts of the Planning and Policy Service; and 6. Perform such other related functions as may be assigned. A. The Personnel Division shall have the following functions: 1. Develop and administer the personnel program of the Bureau to include recruitment, selection and placement, classification and pay, performance rating, employee relations and welfare services; 2. Advise management on personnel policy and administration; 3. Act on all matters concerning attendance leaves of absences, appointments, promotions, transfers and other personnel transactions in the Central Office; 4. Develop and maintain a personnel information system, personnel records and statistics; 5. Conduct continuing evaluation of personnel management activities to determine adherence to standards, guidelines and procedures; 6. Determine and analyze personnel management problems and recommend solutions thereto; 7. Disseminate information on Civil Service Commission rulings and court decisions concerning employee conduct and disciplinary action; and 8. Perform such other related functions as may be assigned. A-1. Personnel Transactions Section a. Develop and recommend policies and procedures on the recruitment, selection and placement of revenue personnel; b. Process appointments for employment and promotion of revenue personnel; c. Prepare and update the Qualification Standards and Merit Promotion Plan of the Bureau; d. Prepare and maintain an updated plantilla of revenue personnel; e. Take charge of all matters relating to the classification and compensation of positions and salary adjustments; f. Perform support services in the development of the Personnel Information System; g. Authorize payment of initial salaries and salary differentials; and h. Perform such other related functions as may be assigned. A-2. Personnel Benefits Section a. Act on matters concerning attendance and maintain leave records; b. Process papers relative to sick/vacation/maternity/terminal leave; c. Act on application for retirement, resignation, transfer to other government offices and death benefits and authorize payments thereof; d. Authorize salary suspensions, resumptions, deductions and/or stoppages in applicable cases; e. Recommend dropping from the rolls of revenue personnel; f. Act on request for permission to teach, practice a profession, engage in business, or for change of name/civil status, etc.; casia g. Study and prepare evaluation of recommendations for merit increase; h. Perform support services in the development of the Personnel Information System; and i. Perform such related functions as may be assigned. A-3. Personnel Records Section a. Develop and recommend standards and guidelines on the handling of personnel records; b. Act as the official repository of records and documents of revenue personnel (201 file); c. Maintain and update personnel records; d. Prepare and serve travel assignments and special orders of revenue personnel and related correspondence; e. Prepare certifications of employment, service records and other personnel information and data; f. Process loan application, GSIS and medicare memberships and other applications for miscellaneous purposes; g. Perform support services in the development of the Personnel Information System; and h. Perform such other related functions as may be assigned. A-4. Personnel Evaluation and Testing Section a. Conduct preliminary screening and tests on applicants; b. Determine applicants' job attitudes, values, personal traits, through various recruitment and interview techniques; c. Administer written and practical tests to determine the mental and clerical abilities of applicants; d. Evaluate results of screening and tests and recommend the best qualified applicants for consideration of the Selection Board in the filling of vacancies; e. Liaise with Civil Service Commission Placement Center, schools, colleges in the search for qualified prospective applicants; f. Take action on, and prepare replies to applications and related correspondence; g. Study and recommend policy measures on selection and recruitment; h. Provide assistance to Division Heads in identifying the potentials of key people in their respective Divisions; and i. Perform such other related functions as may be assigned. B. The Career Development Division shall have the following functions: 1. Plan, develop, execute and evaluate the training program of the Bureau. 2. Set up standards, guidelines and procedures for the training and development of revenue personnel; 3. Conduct researches, surveys and studies to determine training needs as well as the most effective and economical training techniques and methods for revenue personnel; 4. Coordinate with training units of other government agencies and private sector with regards to the most recent trends on training requirements and techniques; 5. Manage and maintain the Central Office library; 6. Extend technical assistance to facilitate training programs conducted in other government offices and agencies; and 7. Perform such other related functions as may be assigned. The following shall be the functions of the sections under the Career Development Division: B-1 Program Evaluation and Research Division a. Conduct studies, surveys and researches to determine the training needs of the Bureau; b. Keep abreast with training systems and requirements by coordinating with other training agencies of the government the private sector; c. Evaluate participant's qualification for admission to training programs; d. Conduct a continuing evaluation of the effectiveness of its training programs and resource speakers, and analyze test results of its training program; e. Coordinate with the Training Section regarding research and training programs of the Bureau; and f. Perform such other related functions as may be assigned. B-2 Training Sections a. Develop and prepare work plans and procedures to implement the training programs of the Bureau; b. Maintain liaison with the Civil Service Commission and other agencies concerned with personnel and training management; c. Execute and together with the Program Evaluation and Research Sections, coordinate the training programs of the Bureau in both the National and Regional offices; d. Prepare and update instructional aids, training handouts and training syllabus in coordination with resource speakers and the Program Evaluation and Research Section; e. Take charge of the custody, safety and security of training equipment, materials and other related tools; and f. Perform such other related functions as may be assigned. B-3 Central Office Library a. Provide efficient library services to personnel of both the BIR and the Ministry of Finance and other readers and researchers; b. Establish and effect linkages with libraries of other agencies in order to facilitate exchange of data and other reading and reference materials; c. Acquire and maintain reading materials such as books, pamphlets, journals, periodicals, newspapers and other literature on subjects relevant to the work of the Bureau; d. Catalog, classify, index and compile data and other information materials including the maintenance of newspaper files; e. Maintain a reading room for BIR employees and other readers and researchers; and f. Perform such other related functions as may be assigned. cd i C. The Records Division shall have the following functions: 1. Develop standards and guidelines, methods and techniques on records maintenance, control, servicing, filing and disposition; 2. Administer, coordinate and execute the policies and programs of the Bureau relating to records management; 3. Conduct evaluation and analysis of records management practices, procedures, guidelines and standards for possible improvement; 4. Determine and analyze records management problems and recommend solutions thereto; 5. Recommend the adoption of schedules for records retention and disposition to top management and supervise the disposal of valueless records in the national and regional offices in coordination with the Records Management and Archives Office; 6. Act as the official repository of permanent and non-current records of the Bureau, except records on personnel, accounting, data processing and those of the regions; 7. Take charge of the registration of sworn confidential statements of information as required under existing laws and regulations; 8. Take charge of microfilming all tax dockets involving assessments of P10,000.00 and above, as well as those which the Commissioner or Deputy Commissioners may from time to time require to be microfilmed; 9. Control the numbering of administrative issuances; 10. Exercise technical and functional supervision over all records units in the Bureau; and 11. Perform such other related functions as may be assigned. C-1 Indexing and Control Section a. Classify communications, dockets and other papers received by the division and charge them to the units or offices concerned; b. Segregate dockets or papers of tax cases from other communications and charge them to the Current Records Section either for recording, microfilming or file; c. Keep and maintain a master list of taxpayers with tax cases, the numerical case file control books and docket locator cards; d. Prepare registry return receipt for important documents/communications released; e. Undertake regular examination of files by segregating those to be disposed; f. Control the numbering of administrative issuances; and g. Perform such other related functions as may be assigned. C-2 Current Records Section a. Keep and maintain a numeric digital filing system for tax cases and a subject-alphabetic system for ratings, issuances of the Bureau; b. Microfilm tax dockets and other important documents and process exposed microfilms; c. Number all microfilm reels and maintain a systematic control of all records microfilmed; d. Prepare individual receipts for tax dockets and/or certified copies of documents as requested by taxpayers or by duly authorized officials of the Bureau; e. Represent the Chief, Records Division in court hearings; f. Operate all record reproduction machines, including stencil scanner, reader-printer and microfilm processing machines; g. Undertake examination of files, segregating those to be disposed; and h. Perform such other related functions as may be assigned. C-3 Non-Current Records Section a. Keep and maintain all permanent and non-current records, including inventory of record holdings, whether permanent or temporary in nature; b. Evaluate and appraise regularly all records to determine their time and utility values; c. Maintain and preserve records with permanent value and arrange them systematically for easy retrieval; d. Undertake regular examination of files, segregating those to be disposed by burning or sale in accordance with the procedures prescribed by the Records Management and the Archives Officer; e. Witness the destruction of disposable records in coordination with Records Management and Archives Office; and f. Perform such other related functions as may be assigned. D. The General Services Division shall have the following functions: 1. Administer the general services program of the Bureau relative to disbursement, bonding, printing, mailing, telecommunications and other miscellaneous services; 2. Prepare communications to the Ministry of Finance with regards to additional cash advances requested by the authorized revenue officials; 3. Print, duplicate, bind and distribute reports, issuances and other publications; 4. Provide mailing, telegram, telephone, radio communication services and cablegrams abroad by Telex machine; 5. Pay the salaries and wages of revenue personnel and General Voucher covering miscellaneous expenses through Treasury Checking Accounts for Agencies (TCAA) or Treasury Warrants; 6. Take charge of Fidelity and Surety Bonds; 7. Prepare credit advices of all Treasury Warrants issued daily for submission to the Treasurer of the Philippines; and 8. Perform such other related functions as may be assigned. The following shall be the functions of the sections under the General Services Division: D-1 Disbursement and Bonding Section a. Take charge of the payment of salaries and wages of personnel in the National Office; b. Prepare payment of travelling and miscellaneous vouchers by Treasury Checking Accounts for Agencies or Treasury Warrants; c. Direct and control the proper bonding of accountable revenue personnel; d. Process, approve, release or cancel surety bonds of accountable custodians; and e. Perform such other related functions as may be assigned. D-2 Printing, Mailing and Telecommunications Section a. Provide stencil and mimeograph services of BIR rulings, issuances, BIR forms and other papers requiring mass reproduction; b. Assemble, record and deliver mimeographed copies to the Mailing Unit; c. Undertake the mail service requirements of the Bureau in coordination with the Bureau of Posts; d. Take charge of telephone, radio communication services, sending telegrams and cablegrams abroad by Telex machine; e. Maintain a control and filing system for the section; and f. Perform such other related functions as may be assigned. D-3 Miscellaneous Services Section a. Take charge of the contracts of lease entered into by the Bureau with the different lessors including janitorial and security services; b. Prepare vouchers for rental payments, janitorial, security and other services, water, telephone, electric and newspaper bills; c. Act on additional cash advances requested by BIR officials/personnel; d. Take charge of the repair of typewriters, calculators, metering and adding machines; e. Attend to all general administrative matters of the division such as daily routine clerical activities, preparations of periodic reports and efficiency rating of all personnel, recording of attendance, requisition, distribution of supplies and equipment, etc.; and acd f. Perform such other related functions as may be assigned. E. The Property Division shall have the following functions: 1. Administer the property management program of the Bureau and develop standards, guidelines and procedures necessary for the effective execution of its responsibilities; 2. Take charge of the procurement, distribution, accountability and utilization of office supplies and equipment, motor vehicles and other properties and facilities in the central and field offices; 3. Procure, receive, store and issue upon requisition all BIR forms needed in the assessment and collection of taxes as well as other forms for administrative purposes; 4. Procure, receive, store and issue upon requisition all supplies and materials needed by the Central Office; 5. Prepare voucher for payment of equipment, office supplies, materials, services and other miscellaneous expenses through cash or Treasury Checking Account of Agency (TCAA). 6. Coordinate and exercise functional supervision over property management activities in the field offices; 7. Determine and analyze property, equipment and supply management problems and recommend solutions thereto; 8. Initiate action for the disposal of obsolete or unserviceable and non-repairable equipment and other properties; and 9. Perform such other related functions as may be assigned. The following shall be the functions of the sections under the Property Division: E-1 Procurement Section a. Receive requisition and take charge of the procurement of supplies, materials and equipment, motor vehicles and other properties needed by the organizational units of the Bureau; b. Take charge of the canvassing and keep an up-to-date price index of the items and list of all sources of supplies, materials and equipment, motor vehicles and other properties; and casia c. Perform such other related functions as may be assigned. E-2 Warehousing and Distribution Section a. Receive and issue supplies, materials and equipment, motor vehicles and other properties purchased by the Bureau and take charge of their storage and safekeeping; b. Maintain a record of the stock-on-hand and requisition made by BIR offices and units; c. Make recommendation on the consumption needs of the Bureau and extract subsidiary trial balances of supplies, materials and equipment, motor vehicles and other properties according to the Accounts classification of the BIR; and d. Perform such other related functions as may be assigned. E-3 Shipping Section a. Undertake the shipment and distribution of supplies, materials and equipment to the offices and units of the Bureau; b. Prepare documents/tracers needed for shipment and delivery; and c. Perform such other related functions as may be assigned. E-4 Records Control and Miscellaneous Section a. Maintain an inventory of accountable properties acquired by the Bureau through a systematic numbering and recording of said properties; b. Process clearances of revenue personnel pertinent to their resignation, retirement, long leave of absence, etc.; c. Take charge of the repair of defective equipment and disposal of condemned, unserviceable equipment, supplies and materials; d. Attend to all general administrative matters of the division such as daily routine clerical activities, preparation of periodic reports and efficiency rating of all personnel, recording of attendance, requisition, distribution of supplies and equipment, etc.; and e. Perform such other related functions as may be assigned. F. The Accountable Forms Division shall have the following functions: aisa dc 1. Administer the program of the Bureau for the: a. Procurement and printing of revenue accountable forms; b. Receipt, custody, distribution and disposal of all internal revenue stamps and labels and other miscellaneous accountable forms such as revenue official receipts, bank confirmation receipts, payment orders, letters of authority, authorities to cancel assessment, etc.; c. Maintenance of necessary books of accounts, including vault ledgers, bin cards and stock cards for all accountable forms and subsidiary ledgers for accountabilities of accountable officers who requisition said forms directly from the Accountable Forms Division. 2. Provide staff services for the development of guidelines and procedures for the systematic and effective execution of the program; and 3. Perform such other related functions as may be assigned. The following shall be the functions of the sections under the Accountable Forms Division: F-1 Procurement Section a. Set up guidelines and procedures for the systematic procurement of revenue accountable forms; b. Prepare the annual program for the procurement of revenue accountable forms; c. Keep and maintain records on unit costs of acquisition of each item of revenue accountable forms; d. Prepare necessary papers/documents on procurement and supervise actual procurement activities; e. Cause the inspection and acceptance of BIR accountable forms delivered by suppliers/printers; facilitate/make representations for correction of discrepancies discovered and replacement of items found defective; and f. Perform such other related functions as may be assigned. F-2 Stamps and Labels Section a. Set up guidelines and procedures for the receipt, safekeeping, and issuance of all internal revenue stamps and labels; b. Receive internal revenue stamps and labels delivered by suppliers/printers after inspection thereof by the BIR Inspection and Acceptance Committee; c. Process requisitions for internal revenue stamps/labels, prepare the documents needed, and issue the stamps/labels to authorized requisitioners; d. Keep and maintain bin/stock cards for each denomination of stamps and kind of official labels kept in the vaults, reflecting the daily receipts, issuances and balances of particular items; cdi e. Conduct an annual physical inventory of internal revenue stamps and official labels and compare the same with the balances of particular items appearing in the vault ledgers and bin/stock cards to detect possible losses; f. Report to management losses/damages of internal revenue stamps and labels for appropriate action; g. Turn over to the Shipping/Records Control Section disposable internal revenue stamps and labels for safekeeping pending disposal; and h. Perform such other related functions as may be assigned. F-3 Miscellaneous Accountable Forms Section a. Set up guidelines and procedures for the receipt, safekeeping, and issuance of miscellaneous accountable forms such as revenue official receipts, payment orders, letters of authority, etc. b. Receive miscellaneous accountable forms delivered by suppliers/printers after inspection thereof by the BIR Inspection and Acceptance Committee; c. Process requisitions for miscellaneous accountable forms, prepare the documents needed and issue the miscellaneous accountable forms to authorize requisitioners; d. Keep and maintain bin/stock cards for each type of miscellaneous accountable forms kept in the vaults, reflecting the daily receipts, issuances, and balances of particular items; e. Conduct an annual physical inventory of miscellaneous accountable forms and compare the same with the balances of particular items appearing in the vault ledgers and bin/stock cards to detect possible losses; f. Report to management losses/damages of miscellaneous accountable forms for appropriate action; g. Turn over to the Shipping and Records Control Section disposable miscellaneous accountable forms for safekeeping pending disposal; and h. Perform such other related functions as may be assigned. F-4 Shipping and Records Control Section a. Undertake the shipment and delivery of accountable forms to regional offices and offices of city and provincial treasurers outside of Metro Manila, in coordination with the Stamps and Labels and Miscellaneous Forms Section; b. Prepare papers/documents of shipments originating from the Accountable Forms Division; cd i c. Pick up urgently needed accountable forms from authorized printers like the Government Printing Office and the Central Bank Security Printing Plant whenever these printers fail to deliver on schedule; d. Keep and maintain records of shipments made by the Accountable Forms Division; e. Monitor the status of shipments sent by the Accountable Forms Division; f. Maintain all records on accountable forms, including delivery receipts, issuances including gate passes and all supporting documents, reports on losses of accountable forms, invoice receipts of authorized requisitioners, invoice receipts of returned accountable forms and certificates of destruction covering accountable forms disposed of in accordance with auditing rules and regulations; g. Process monthly reports of accountability submitted by government accountable officers who requisition accountable forms directly from the division and post the information contained in such reports in the subsidiary records of particular accountable officers; h. Process applications for clearance of bureau personnel; i. Undertake the safekeeping of all obsolete, damaged or cancelled revenue accountable forms coming from the Stamps and Labels Section and the Miscellaneous Forms Section, pending disposal thereof; j. Secure the approval of the Commissioner for the disposal of such obsolete, damaged or cancelled revenue accountable forms and turn them over to the Committee on Disposal of Specialized Accountable Forms for disposal; k. Attend to all general administrative matters of the division such as clerical activities, attendance, requisition and distribution of supplies and equipment, records keeping and disposal, etc.; and l. Perform such other related functions as may be assigned. F-5 Accounting Section a. Keep and maintain the necessary books of accounts including vault ledgers for all accountable forms and subsidiary ledgers for particular cigarette manufacturers, accredited agent banks, and other non-government authorized requisitioners; b. Post in the vault ledgers the quantity serial numbers and value/cost of forms received/issued by the division; c. Reconcile the monthly balances of the vault ledgers with those appearing in the bin/stock cards being maintained by the particular sections of the division and with those shown in the books of Accounting Division; d. Process disbursement vouchers covering expenses of the division; e. Prepare monthly reports of accountability of the division and all other reports pertaining to accountable forms required under accounting and auditing rules and regulations; f. Prepare the annual budget proposals of the Accountable Forms Division; and g. Perform such other related functions as may be assigned. acd G. The Medical and Dental Division shall have the following functions: 1. Conduct medical and dental consultations and follow-up for all employees during regular office hours; 2. Provide starter dosage of medications for complaints such as headache, hypertension, cough, colds, anginal pains, abdominal pains, dizziness, vomiting, toothache and other common ailments to all employees; 3. Attend immediately the medical and dental emergencies of employees and visitors occurring within the premises and if necessary, refer them to the hospital; 4. Render minor surgical procedures as cleaning, debridement, suturing and dressing of wound, incision, etc. for medical cases and extraction for dental cases; 5. Recommend cases for hospitalization requiring further work-ups and/or management; 6. Oversee the general cleanliness and environmental sanitation of working areas including the canteens and building premises and check on adequate ventilation and lighting facilities and working space; 7. Study possible source of stress among personnel and recommend measures to minimize or prevent said conditions; 8. Provide an adequate and updated health record of each employee; 9. Report communicable diseases encountered and undertake surveillance and investigation and measures to prevent these diseases; 10. Issue medical certificate when necessary; 11. Conduct lectures, film showing, open forum on any medical/dental topic upon request; 12. Provide diagnostic, preventive, restorative and surgical dental treatment; 13. Conduct pre-employment examinations to include history, physical, psychological and neuro-psychology examinations, CBC, stool examination and urinalysis; 14. Conduct annual medical/dental examinations including laboratory exams, X-rays, ECG, etc. to all employees; 15. Coordinate with other medical institutions such as the Philippine Tuberculosis Society, Phil. Cancer Society, etc. on the periodic check-up of revenue personnel; and 16. Perform such other related functions as may be assigned. G-1 Medical Section a. Conduct medical consultations and follow-ups of all employees during regular office hours; b. Provide starter dosage of medications for common complaints such as headaches, hypertension, cough, colds, anginal pains, abdominal pains, dizziness, vomiting, etc. to all employees; c. Attend immediately to the medical emergencies of employees and visitors occurring within the premises and if necessary, refer them to the hospital; d. Render minor surgical procedures as cleaning, debridement, suturing, and dressing of wounds, incision and drainage, etc.; e. Recommend cases for hospitalization requiring further work-ups and/or management; f. Coordinate with the Facilities Maintenance Division for prompt and proper sewage and wastes disposal and other sanitation measures; g. Conduct on-the-spot inspections of food preparation, handling and serving; h. Study possible sources of stress and recommend measures to minimize, if not prevent the same; i. Conduct educational health campaign through lectures and distribution of informative materials; j. Conduct pre-employment examinations to include history and physical examinations, CBC, urinalysis and chest X-rays as well as annual medical routine check-ups; and k. Perform such other related functions as may be assigned. G-2 Dental Section a. Conduct dental consultations and follow-ups of all employees during regular office hours; b. Provide starter dosage of medications for common complaints of toothache and other dental cases to all employees; c. Attend immediately to the dental emergencies of employees and visitors occurring within the office premises and if necessary, refer them to the hospital. d. Render minor surgical procedures as cleaning, debridement, incision and drainage, extraction and other dental cases; e. Provide diagnostic, preventive and restorative surgical dental treatment; f. Provide an adequate and updated dental record of each employee; g. Conduct lectures, film showing, open forums on any dental topic upon requests; and h. Perform such other related functions as may be assigned. H. The Facilities Maintenance Division shall have the following functions: 1. Administer and be responsible for the general maintenance of the BIR National Office building and the former Data Processing Center building relative to electrical, mechanical, lighting, ventilation, repair, carpentry, grounds development, environmental sanitation and maintenance of official motor vehicles; 2. Process and prepare actions to implement decisions of top management on their renewal or termination or requests for increase of rentals of building and office space rented from private owner; cdt 3. Perform functions and assume responsibilities that may be assigned to it in the implementation of the Bureau's building program; 4. Exercise advisory and consultative functions with respect to the administration, maintenance and repair of BIR owned buildings and grounds in the regions and districts; 5. Perform and execute the participatory functions of the national office in renting or otherwise acquiring office spaces for regional and district units, preparation/processing of original or renewal contracts of lease, evaluation of requests for increase of rentals, transfers to other buildings/locations, etc.; 6. Take charge of the proper utilization, maintenance, disposal and condemnation of BIR vehicles, and 7. Perform such other related functions as may be assigned. The following shall be the functions of the sections under the Facilities Maintenance Division: H-1 Electrical and Mechanical Section a. Set up guidelines and procedures for the proper use and maintenance of all electrical and mechanical systems and equipment; b. Take care of the maintenance, upkeep and operation of the Emergency Power Center, Halon 1301 System, sound, fire alarm and sprinkler, airconditioner, elevator systems and other electrical and mechanical works; and c. Perform such other related functions as may be assigned. H-2 Motor Vehicles Maintenance Section a. Set-up guidelines and procedures for the proper use and preventive maintenance of official vehicles; b. Take charge of the servicing, overhauling, and repair of BIR vehicles; c. Take charge of the disposal and condemnation of serviceable vehicles, tires, spare parts, etc.; and d. Perform such other related functions as may be assigned. H-3 Building, Repair, Grounds, Sanitation Section a. Take care of the maintenance, upkeep and operation of the building relative to plumbing, carpentry or masonry, painting or varnishing, gardening or landscaping and other repair and sanitary works; b. Monitor the general cleanliness and environmental sanitation of working areas including the canteens and building premises and check on adequate ventilation and lighting facilities and working space in coordination with the Medical and Dental Division; and c. Perform such other related functions as may be assigned. IV. Repealing Clause : This Order supersedes the provisions of RAO No. 2-80 dated October 2, 1980 insofar as it pertains to the above-mentioned functions and all revenue issuances or portions thereof which are inconsistent with the provisions of this Order. V. Effectivity : This Order shall take effect immediately. (SGD.) RUBEN B. ANCHETA Acting Commissioner