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ANNUAL INSPECTION OF NORTHREN POSTAL REGION ABBOTTABAD FOR

THE YEAR 2017

Carried out the annual inspection of Office of the Dy Postmaster General NPR
Abbottabad on 27-28/7-2017. Hafiz Zafar Ali Malik continues to hold the charge of Region
since 16.06.2014.

2. The inspection of this office for the year 2016 was carried out by Mr. Amjad Hussain
the then Deputy Director General (Admn) on 06/08-09-2016. The compliance report was
submitted to Postmaster General Khyber Pakhtunkhwa Peshawar vide No. AIP/RO/2016
dated ---------------. The compliance report was also sent to Director General Pakistan Post
Islamabad on ---------------. However, the compliance of para-10 regarding retention of Post
Offices running in loss is still pending. Those Post Offices are continued to be under loss but
no steps appear to have been taken. The final compliance should be submitted within a
fortnight.

3. The region comprises of the following postal units.


Names of unit
Abbottbad GPO Haripur GPO
Abbottabad Division Mansehra GPO
Mansehra Division

4. The unit wise detail of POs working under this region is as under:-
Name of unit GPO HSG LSG SO NPO FPO EDSO EDBO Total
Abbottbad GPO 1
Abbottabad Division 0
Mansehra Division 0
Mansehra GPO 1
Haripur GPO 1
Total 3

Name of unit GPO HSG LSG SO NPO FPO EDSO EDBO Total
Abbottbad GPO 1 0 0 17 2 0 0 0 20
Abbottabad Division 1 1 2 64 1 0 5 164 238
Mansehra Division 1 1 1 51 1 1 9 183 248
Total 3 2 3 132 4 1 14 347 506

5. The sanctioned strength of the Regional Office is as under.


Name of post BPS Sanctioned Working Vacant Remarks
Strength position posts
Dy. PMG 19 1 1 0
APMG 18 1 1 0
AAO 17 1 1 0
Asstt. Director 16 2 2 0
Steno typist 14 1 0 1
Head Assistant 14 2 2 0
ASPOs 14 1 1 0
Sub Engineer 11 1 0 1 -
Head clerk 11 1 1 0
Draftsman 11 1 1 0 Working in CO
UDC 9 8 8 0
LDC 7 2 0 2
1
Driver 4 2 2 0
Mail Peon 2 1 1 0 Attached with
DG Office
Naib Qasid 1 4 2 2
Attendant 1 1 1 0
Total 30 24 6

6. Vacant posts should be got filled in through the prescribed recruitment process.
7. Examined the register of permanent establishment of Regional Office. The revised
pay scales effective from 1-7-2015 and 01.7.2016 were not available on the first page of the
register. Moreover revised scales, pay and allowances have not been noted in columns-2,3,4
of the register. The needful should be done.

i. There are eight posts of UDCs on the strength of this Regional Office but two
officials from Abbottabd GPO have also been attached at the Regional Office to run
the officer work. The establishment of the Regional Office as well as Units should be
reviewed and the posts being utilized at Regional Office regularized.
ii. Two posts of UDCs were transferred by Circle Office to this Region vide letter
No. EA-26 dated 13.02.2014 and the requisite entry stands made in the register but
the initial creation particulars of the posts have not been provided by Circle Office.
These particulars should be obtained and record completed.

8. There is no temporary post in any cadre in the Region at the present.

9. The detail of un-remunerative Post Offices in the Region is as under:-

S# Name Unit Name of PO Loss (per annum)


1 Abbottabad GPO
2
3
4
5
6
7
8
9
10
11 Mansehra Division
12
13
14
15
16
17
18
19
20 Abbottabad Division
21
22
23
24
25
2
26

10 There is heavy annual loss due to un-remunerative Post Offices as particularized


above. Some EDBOs have no income at all, even then these offices have been retained. The
interested parties should be contacted to collect the NRC, otherwise the matter may be taken
up with Director General for closure of these Post Offices and report.

11. The detail of employees engaged on daily wages/adhoc/contract in the Region is as


under:-
Abbottabad Division
S Name of official Date of Designation Date of Remarks
# birth engagement
1. Muhammad Shafique 02-02-1970 Postal Clerk 22-09-1989 Adhoc basis
S/O Muhammad
Siddique
2. Khaizar Hayat S/O 01-05-1994 LR. Postman 28-11-2012 On Daily
Fateh Muhammad Wages
3. Shahid Khan S/O 04-01-1993 Postman 06-12-2012 On Daily
Hatam Khan Wages
4. Arsalan Akhtar S/O 21-06-1988 Postman 24-07-2014 Deceased
Muhammad Akhtar Quota/
Contract
5. Umer Faroop S/O 26-06-1996 Mail Peon 07-04-2015 Deceased
Muhammad Farooq Quota/
Contract
Sajid Aziz - Postman 06-7-2015 Deceased
6 Quota
Nabeela Shaheen Postal Clerk 07-09-2016 Deceased
7 Quota
Mohsin Ali Security 19-04-2016 Deceased
8 Guard Quota

Mansehra Division
1 Muhammad Qasim 17-09-1994 Postman 01-01-2014 Deceased
. Manzoor S/O Quota
Muhammad Manzoor
2 Muhammad Awais Postla Clerk 04-02-2016 Deceased
Quota
3 Danish Sleem Postman 10-05-2016 Deceased
Quota
Abbottabad GPO
1. Mohsin Habib S/O 12-08-1987 Clerk 14-05-2014 Deceased
Muhammad Din Quota
2. Inam Asif S/O 02-07-1992 Clerk 04-02-2015 Deceased
Muhammad Asif Quota

12. The official at serial No. 1 above is continuing on adhoc basis against the existing
Govt. policy. He was engaged in the year 1989 and his services could not be regularized so far.
It was told that the name of the official could not be included in the list recommended for
regularization. This is not believable. The responsibility for such in-attention should be fixed
and a complete case referred to Directorate General through Circle Office. Similarly, two
officials at serials 2 & 3 are appointed on daily wages in violation of rules. Their cases were
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referred to Circle Office Peshawar on 19.3.2014 for guidance but there is no response from
there despite issuance of repeated reminders. The Postmaster General KPK shall look into the
matter and intimate the present position.

13. Memorandum Book was not presented for inspection as it was not being maintained.
Same book should be prepared and the relevant information relating to the region be
incorporated in it.

14. Regional map was found displayed in the Regional Office. This map should be
corrected as per jurisdiction of the Region.

15. The Gradation list of the staff of Regional Office as well as supervisory staff of
Region corrected upto 1st January 2016 was found prepared and issued on 07.9.2016. The
gradation list was circulated amongst the concerned staff and their signatures obtained. No
representation was found received against the seniority list.

16. Examined punishment register. Only t----------wo punishments as detailed below were
awarded at Regional level since the date of last inspection:-
S # Name Punishment awarded
1
2

17. The register of disciplinary cases was not found maintained. This register
should be brought into use. However, no disciplinary case at the level of Regional Office was
pending. The monthly statement of disciplinary was checked which revealed that ------ cases
are pending in different units. The Unit Officers should be directed to finalize the disciplinary
cases within a month and report compliance. The detail of disciplinary cases pending on the
part of Region is as under:-
S# Name and designation of Official Date of Initiation Pending with
1
2

18. Examined the register of departmental appeals. The register was found incomplete
and not prepared as prescribed. The date of punishment as well as the date of appeal is not
noted. The register should be prepared as explained and compliance reported. The detail of
pending appeals is as under:-
Previous balance Received after last inspection Total Disposed off Pending

DETAIL OF PENDING APPEALS


S Name of officials Date of Punishment Allegations Remarks
# receipt awarded
1
2

“The appeal cases should always be finalized strictly within the


prescribed timeframe.

19 Examined superannuation register and found maintained but the particulars of


officials retiring upto the year 2017 have been mentioned instead of the next three years as
required under rules. The needful should be done and compliance reported. The register
should be reviewed on monthly basis and the retirement orders of officials attaining the age
of superannuation should be issued one before the date of superannuation.

4
20 Examined tenure register which has been maintained for BPS 11 to 16 posts .No
official/officer was working beyond the prescribed tenure.

21. Examined the pension register for the staff of Regional Office and found maintained
up-to-date. -------------- officials were retired from Govt. service after last inspection and their
pension cases stand finalized. The particulars of PPOs issued and the amount of pension/
commutation should be noted in the register duly attested by the Assistant Accounts Officer.

22. Examined the ACR dossiers of the staff of Regional Office and found the same
written upto date.

23. Examined the record relating to Post Boxes in this Region as on 30.4.2017 with result
as under:-
S # Name of unit Total Post Boxes Post Boxes rented out vacant
1 Abbottabad GPO 200
2 Abbottabad Div 50
3 Mansehra GPO 50
4 Haripur GPO 150
5 Mansehra Div 50

24. The position of rented out Post Boxes is not satisfactory. Facility of post boxes needs
to be publicized by the unit officers with organizations/departments to boost up the revenue
of Pakistan Post as well as to help reduce workload of the concerned delivery staff. Similarly,
post box facility may be made available at Havelian Post Office and other big offices.

25. Examined the position of letter boxes installed under GPOs of this Region with the
result as under:-
S # Name of unit Total Letter No of letter Boxes No of letter Boxes
Boxes painted on replaced
1 Abbottabad GPO 48 - -
2 Abbottabad Div 301 - -
3 Mansehra Div 253 - -
4 Mansehra GPO 08 - -
5 Haripur GPO 02 - -

Regular repainting of Letter Boxes should be ensured by the concerned Unit Officers.

26. Examined the Due Mail and Sorting Lists of GPOs and found issued on 08.12.2015.
Copies of due mail and sorting lists of Sub Offices are not available in the record of Region.
Requisite copies of all the Post Offices should be called for and kept on record.

27. Examined the register of line and stages. The consolidated register of all units has not
been maintained. The needful should now be done and compliance reported.

28. The consolidated statement of authorized/sanctioned balances of GPOs was found


maintained.

29. The register of test letters posted by the officers of Regional Office has not been
maintained. This irregularity was pointed at the time of last inspection also but not rectified
so far. Needful should be done now and compliance reported.

30. The position of motorized beats in the Region is as under:-


S # Name of Unit No of Postmen Motorized Beat Cycle Beats Others
5
1 Abbottabad GPO 29 17 0 12
2 Abbottabad Div 87 5 1 81
3 Mansehra Div 71 2 0 69
4 Mansehra GPO 7 2 0 5
5 Haripur GPO 8 5 0 3
Total 202 31 1 170

31. Detail of Complaints processed during the year 2017 is as under:-

Last Balance on 31.8.2016 ----


Received after last inspection -----
Disposed off during the period -----
Pending complaints -----
BREAK UP OF THE CASES
Below two months Between 2-4 months Between 4-6 months Over 6 months

The complaints should be pursued with the offices concerned vigorously and the cases
got closed at the earliest.

32. As per information provided by the Region, there was no BISP complaint during the
year 2017.

33. BISP money orders are only being paid in Kohistan District in account jurisdiction of
Mansehra GPO. The detail of BISP/ERP money orders issued/paid in the District and the
amount of commission charged thereon in the Region during the year 2016-17 is as under:-
Name of GPO Money order issued BISP ERP Total
Mansehra GPO

34. Dy PMG should closely monitor the status of BISP money orders received/paid in his
Region to ensure prompt, complaint free services to the concerned customers.

35. Examined the register of loss and fraud cases and found maintained. The review of loss
and fraud cases is not being carried out by Dy. Postmaster General himself as prescribed
under the rules. , he should take all possible measures to get finalized the pending aspects of
all cases. Index of both the loss/fraud registers was found maintained.

36. The period/reasons for pendency of loss and fraud cases is as under:-

Pending for less than one year: -


Pending for more than one year: -
Pending for more than three years: -
Pending for more than five years: -
Total: ---

Pending for disciplinary action: 0


Pending with Police/NAB: ---
Pending with court: ----
Pending with Audit Office:
Pending for miscellaneous reasons---
Total: ------

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37. The Dy. PMG should make strenuous efforts for recovery of Govt. loss from the
delinquents as well as the negligent officials. Moreover, stern directives must be issued to all
unit officers that officials involved in loss and fraud cases should never be let off with minor
punishment and the punishment must always commensurate with quantum of offence so as to
curb the tendency of frauds. All the case should be pursued vigorously for expeditious
finalization.

38. The details of loss/fraud cases pending with different units of NPR are as under:
S # Region Subject Date of Loss Recovery Remarks
case detection
mark
1 Inv- Misappropriation of 27.5.2003 1112430 471340 Recovery of
2/31/03 Govt. money through loss from the
money orders issued payees is
at Post Office of pending.
Abbottabad GPO
2 Inv-5/T- Dacoity at Jhangi PO 22.6.15 166400 0 Police
56/15- Abbottabad on investigation
16 22.06.2015 still under
process.
3. Inv/Mis Dacoity at Mirpur 02.7.2016 60541 0 The Police
c- PO. investigation
27/NPR/ is under
2014 process.
4 Inv- Misappropriation of 8.11.2005 1952899 0 The case
2/48/06 Govt money by Mr. should be
Mumtaz Anjum transferred to
Postmaster Bakot and PMG
Mulya POs Rawalpindi as
the Post
Offices are
now under his
control.
5 Inv- Misappropriation of 13.2.2006 4913434 4543871 Recovery of
2/47/05- Govt. money in overpaid
06 pension payment at amount from
Haripur GPO postal and
military
pensioners
6 Inv-2/F- Misappropriation by 13.6.2014 3565640 0 The accused
77/2014 Mr. Zaman is absconder
Postmaster Halli PO since
Haripur. 13.06.2014.
The FIA has
completed the
investigation
and challan
filed in court.
7 Inv-5/L- Burning of Battagram 23-9-2013 704695 0 Police
54/13 Post Office investigation
8 Inv-2/X- Misappropriation of 4.01.2016 180000 180000 Past work
7
80/16 Govt money by verification
issuing bogus MOs
by Hamayat-ur-
Rehman Postman
Balakot P.O.
9 Inv-2/F- Misappropriation of 28.1.2014 0 0 Past work
76/14- Govt money by verification is
45 Iftikhar Ahmed PM under process
Chakia PO by not with DSPS
crediting the amount Mansehra.
of deposits of Saving The loss
Bank. earlier report
not
established
the accused
won over the
depositor.

39 Examined the business earned through Western Union Money Transfer. The detail of
payments made during the year 2016-17 as compared to last year is as under:-
2015-16 2016-17
Name of GPO No. of transactions Amount No. of transactions Amount
Abbottabad 3661 162240303
Haripur 5615 224109400
Mansehra 6243 229398341
Total 15519 615748044
The business has decreased as compared to previous year which is serious. The
reasons for downfall should be explained besides making efforts to increase the revenue.

40. The position of utility bills collection for the year 2016-17as compared to previous
year is as under:-
ELECTRICITY BILLS
Name of 2015-16 2016-17
GPO No. of Amount Comm No. of Amount Comm
bills bills
Abbottabad 396793 488010287 3175064
Haripur 321772 565662655 2574176
Mansehra 446313 732835274 3570504
Total 1164878 1786508216 9319744
SUIGAS BILLS
Name of 2015-16 2016-17
GPO No. of bills Amount Comm No. of Amount Comm
bills
Abbottabad 135518 231406824 1084144
Haripur 91765 119583191 734120
Mansehra 38044 81607656 304352
Total 265327 432597671 2122616
PTCL BILLS
2015-16 2016-17
Name of GPO No. of Amount Comm No. of Amount Comm
bills bills
Abbottabad 36037 68140629 288296

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Haripur 37950 56927605 303600
Mansehra 24262 48204852 194096
Total 98249 173273086 785992

The collection of Utility Bills shows upward trend as compared to previous year.
Efforts should be made for further improvement.

41. Examined the inspection program of officers of Regional Office for the year 2017.
The register was not found maintained properly. The detail of inspections allotted and carried
out during the year was not available. However, the detail of allotted inspections was
prepared with the help of inspection programs issued to concerned officers as mentioned
below. The position of inspections carried out upto June 2017 may be incorporated in the
table given below and also intimated to Directorate general within 15 days.
S Particulars of Inspecting Total No. of Actual carried Balance
# Officer inspections allotted out
I II I II I II
1 Dy. Postmaster General
2 Asstt. Postmaster General
3 DSPS Abbottabad
4 ASPO;s North Abbottabad
5 ASPO’s South Abbottabad
6 ASPO’s Haripur
7 DSPS Mansehra
8 ASPO’s Mansehra Sub Divn
9 ASPO’s Oghi Sub Divn.
10 ASPO’s Batagram Sub Divn.
11 CPM Abbottabad GPO
12 ASPO’s Town ATD GPO
13 Town Inspector ATD GPO

42. Examined the inspection remarks of office carried out by Dy. PMG Abbottabad. Final
compliance is still pending which should be got completed and compliance reported.

43. The programs of accounts verifications of GPOs are issued by Circle Office Peshawar
and monitored there.

44. Examined the weekly diaries of unit officers with the result that these are being
reviewed by the Regional head regularly and review remarks communicated to the unit
officers for compliance. The review of diaries is as under:-
DSPS MANSEHRA
Last weekly diary for the ------------------------ was received on ---------------------. The
diaries are not being sent by the Unit Officer regularly at the end of each week. This
should be explained by the Unit Officer and intime submission of weekly diary should
be ensured.
DSPS ABBOTTABAD
Last weekly diary for the ---------------------- was received on ---------------. The diaries
are not being sent by the Unit Officer regularly at the end of each week. This should
be explained by the Unit Officer and intime submission of weekly diary should be
ensured.
45. Examined the position of Express articles in the Region for the year 2016-17 as
compared to the corresponding period of last year with the result that the business shows a

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minor increase. The Unit Officers as well as Senior Postmasters may be directed to pay more
attention towards increasing business of these services. The detail is as under:-
2015-16
Name of UMS UMO FMO EMO
GPO No Comm No Comm No Comm No Comm
Abbotabad
Mansehra
Haripur
Total

2016-17

Name of UMS UMO FMO EMO


GPO No Comm No Comm No Comm No Comm
Abbotabad
Mansehra
Haripur
Total

46. The number of applications for different advances lying pending in the Regional Office is
as under.
S# Particular of advance /loans Total number of applications
1 HBA
2 MCA
3 CA
4 MCA
5 GPF
The advance should be granted strictly in accordance with merit. The register of
different advances were found maintained upto date.

47. The regional map of the Region stands displayed properly in Regional Office.

48. The correct position of Post Offices buildings in the Region is as under:-
Building Regional Abbottabad Abbottabad Mansehra Total
Status Office GPO Division Division
Departmental 1 2 15 8 26
Rented - 9 50 39 98
Rent Free - 7 3 5 15
TOTAL 1 18 68 52 139

49. The work of repair and maintenance of Post Office Buildings is carried out by Circle
Office, Peshawar due to non availability of Sub Engineer (Civil).

50. Savings Bank business of the Region for the year 2016-17 as compared to
corresponding period of last year is as under:-
2015-16
Name of GPO Ordinary SSA MA DSC SSC RIC
Abbottabad 131747585 935023418 0 5467000 0 0
Haripur 93224098 528620477 0 0 0 2000000
Mansehra 121966790 607912380 0 1173500 0 1400000
Total 346938473 2071556275 0 6640500 0 3400000
2016-17
10
Name of GPO Ordinary SSA MA DSC SSC RIC
Abbottabad
Haripur
Mansehra
Total
Savings Bank business had decreased as compared to previous year. Efforts should be
made to improve the business.

51. The expenditure of the Regional Office for the year 2016-17as compared to the
corresponding period of last year is as under: -
Head of Account Description 2016-17 2015-2016
A011-1 pay of officer(A01101-50) 2,765,187
A011-2 pay of other staff(A01151-70) 116,520,046
A012-1-Regular Allowance (A01201- 103,394,738
A0120U
A012-2 other Allowances (A01271-99) 1,257,204
A 01 - Estt: Charges (ERE) 223,937,175
A031 Fees 1,858,755
A032 Communication 1,471,222
A033 utilities 2,099,993
A034 Occupency Cost 2,543,037
A038 Travel and transportation 8,379,361
A039 General 4,697,841
A 03 Total Operating Expenses 21,050,209
A04 (Employees Retirement Benefits) 143,494,490
A05 Grants Subsidies and W/O 7,994,559
Loans/Adv)
A06 Transfer -
A 09 Total Physical Assets 460,000
A 13 Total Rep & Maintenance 649,740
Total Code-06/PO. Grand Total 397,586,173

52. Total revenue earned in the Region during the year 2016-17as compared to
corresponding period of last year is as under:-
POSTAGE
Name of GPO Target 2016-17 2016-17 2015-2016
Revenue earned Revenue earned
Abbottabad 20,701,205
Haripur 9,240,379
Mansehra 10,868,876
Total 40,810,460
OTHERS
Name of GPO Target 2016-17 2016-17 2015-2016
Revenue earned Revenue earned
Abbottabad 995,990
Haripur 445,344
Mansehra 208,450
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Total 1,649,784
MONEY ORDER COMMISSION
Name of GPO Target 2016-17 2016-17 2015-2016
Revenue earned Revenue earned
Abbottabad 5,999,417
Haripur 3,296,241
Mansehra 6,450,044
Total 15,745,702
SUMMARY
Name of GPO Target 2016-17 2016-17 2015-2016
Revenue earned Revenue earned
Abbottabad 27,696,612
Haripur 12,981,964
Mansehra 17,527,370
Total 58,205,946

53 The above comparison shows that although the revenue target has not been achieved
but the position is showing some increase as compared to previous years. The Dy
Postmaster General should also take necessary steps of further improvement of the revenue.

54. The detail of visits carried out by the Anti Leakage of Revenue Squads during the
year 2017 was not available. The visits should regularly be paid and visit remarks sent to
Circle Office for review.

55 The detail of advance/Draft paras in the Region is as under:-


S# A.P No. Subject Remarks
1 AP No. 440- Irregular Expenditure of Rs. 294,411/- on Under process
2016 Building works during 2014-15
2 AP No. 441- Suspected double payment of Rs. 238,000/- to Under process
2016 the security providers.
3 AP No. 442- Irregular Expenditure on rent of buildings Rs. Under process
2016 45,450/- without lease agreement.

4 AP No. 443- Loss of Rs. 2.923 million due to retention of Under process
2016 un-remunerative Post Offices and non
recovery thereof.
5 AP No. 444- Irregular payment of Rs. 144,000/- on Under process
2016 account of appointment of Daily Wages.
6 AP No. 445- Shortage of cash balance on account of Under process
2016 withdrawal of cash on paper chits from postal
treasuries Rs. 230,116/-.
7 AP No. 446- Non recovery of Rs. 6.230 million on account Under process
2016 of delivery of statements of National Bank of
Pakistan.

Vigorous efforts be made for proper / prompt finalization of all advance/ draft paras
under intimation to Additional Director General (A&F) Pakistan Post Islamabad.

56 Examined the register of TA advances. As per register, no TA advance was found


unadjusted.
12
57 No any Emergent advance relating to the year ----------- is lying un-adjusted.
However, an emergent advance of Rs. 20,000/- granted to Mr. Ghulam Muhammad Driver
vide memo No. A&B/E.Adv/NPR dated 19.7.2016 during the current financial year is found
unadjusted which should be cleared and compliance reported.

58 The consolidated Statement of authorized/ sanctioned balances of the GPOs under


NPR duly maintained.

59 It was told by the Deputy Postmaster General that the rest house rooms available at
the Regional Office have been declared Bachelor Quarters in the year 2010. These rooms
have not been maintained properly. The condition of bathrooms is worst. Besides no attention
is paid for the cleanliness of bedrooms and drawing rooms. Deputy Postmaster General may
obtain the necessary funds from the Directorate General and get the minor repairs carried out
from proper maintenance of the quarters.

60 Examined the record of declarations of assets of the staff for the year 2015-16. Final
certificate from all the Unit Officers is still awaited and last reminder was issued to them on
30.8.2016. The needful should be got done and compliance reported.

61. Examined the file of DG Circulars. No DG circular for the year 2016 was on record
and last circular No. 3 dated 15.3.2015 was available. The Circular No. 5/2013, 7/2014,
8/2014, 10/2014, 12/2014, 01/2015 and 02/2015 are still missing which should be obtained
and record completed and compliance reported.

62. It was observed that the liveried staff is not wearing the uniforms regularly. The
PMG/DPMG should pay surprise visits at Post Offices and take the delinquents to task at the
spot ensuring regularity in future.

63. Parawise compliance on the above remarks may be sent within a fortnight.

(Amjad Hussain)
Deputy Director General (Admn)

No. Dy. DG (Admn)/Misc/2016 dated at Islamabad .10.2016.


Copy to:-
1. Director General, Pakistan Post, Islamabad.
2. Postmaster General, KPK Circle Peshawar.
3. Dy.PMG, Northern Postal Region, Abbottabad.
4. O/C.

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