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Objectives of the Citizens’ - Clients’ Charter
The Citizens’ - Clients’ Charter is issued to ensure the good governance practices such as transparency, accountability and responsiveness of public administration activities. This would make aware and empower the citizens / clients on the services provided by the public sector institutions.
It is expected to achieve the following objectives by declaring this Charter.
Continuous improvement of the quality of the service providing  procedures  in the public sector.
Concurrence of the citizens regarding the standards of services provided by government institutions and the action that can be taken by the citizens / clients, if the services provided are not up to the standards.
Ensure the ethical responsibility of catering a qualitative and efficient service to the citizens / clients in response to the taxes paid by them.
Ensure the responsibility entrusted to public servants in respect of the services provided by them to the citizens.
Make aware the citizens / clients regarding rules and regulations as well as the procedures that should be followed in obtaining services from the public sector.
Create awareness among the citizens / clients on the details / information  required in obtaining their services from the public sector.
 
Vision
Free, Sovereign and Prosperous Sri Lanka.
 
Mission
To provide supportive leadership for an excellent public sector comprised of good governance practices by proper co-ordination of government and non- government institutions in order to fulfill the aspirations of the people of the country and to uplift their standard of living.
 
Functions
To set an example and provide guidance to the government institutions as a leading office of the public sector in the country.
To respond immediately to the requests of the public and to take action to find the solutions for their problems.
To facilitate and co- ordinate various public events presided over by the Hon Prime Minister.
To provide an excellent service through the co- ordination of government Ministries, Departments and institution.
To maintain cordial relationships with foreign delegations and officials in terms of the country’s foreign policy.
To answer the queries raised in parliament regarding government activities and to extend fullest co-operation for the implementations of government policies and decisions.
To take action with regard to the parliamentary Bills, Reports etc. presented through the Hon Prime Minister.
To coordinate and follow up the activities regarding to the action plan on SAARC Social Charter.
To grant permission of the Hon Prime Minister for the government officers to travel abroad for various purposes and delegations.
To co-ordinate and make arrangements in respect of foreign visits of the Hon Prime Minister.
To arrange media coverages of the state and national ceremonies as well as other special occasions in which the Hon Prime Minister participates as the Chief Guest.
To carry out the administration and development activities of the Prime Minister’s Office.
To implement training and other career development programmes for the officers of the Prime Minister’s Office.
To maintain the Prime Minister’s Office official Residence and Bungalows up to the standard.
To provide necessary contribution for various religious and social activities of the country
 
Citizens’ - Clients’ Charter - Prime Minister’s Office
This is a publication for transparency, which outlines the vision, mission and services rendered, standards applied, and the directives of the Hon Prime Minister, and also the procedures followed by the staff of this office in rendering an impartial and opportune service to the general public.
 
Our Dedication
We hereby declare our dedication to render an excellent service to the Citizens / Clients of this country in the following manner:
Honestly Transparently
Lawfully Promptly
Courteously Self-confidently
Responsibly Kindly
Accountably Fairly
Actively Efficiently
Impartially Effectively
 
Our Expectation
We expect that the citizens / clients will play their role well. We believe that you will produce lawful and accurate documents and other requisites promptly and honestly with all necessary information regarding your requests.
 
Our Standards
We are committed to attend to the requests made by the citizens / clients as indicated in this charter
Action would be taken to fulfill such requests, provided the accurate and  relevant  information  is  availed  by you as mentioned earlier
 
Action taken to address the complaints and problems
The staff of this office is committed to serve politely, patiently and effectively. If the expected service is not received or should need any further clarification, anyone can contact us via any of the following channels.
 
Secretary
Prime Minister’s Office
No.58, Sir Ernest de Silva Mawatha,
Colombo - 07.
Tele: 011 2575317 / 011 2575318
Fax: 011 2575454
E-mail: pmo@pm.gov.lk
 
Views and comments would encourage us and serve you better, in future. Any correspondence will be acknowledged within 03 days and a final response will be transmitted during the time frame indicated in this Charter.
 
 
Division   :   Office of the Hon Prime Minister
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority / Officer Documents to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
PM/PS/04 To make necessary arrangements regarding the invitations received by the Hon Prime Minister, courtesy calls, meetings and other ceremonies. 10     Private Secretary
to  the Hon Prime Minister		 Hon Prime Minister Invitation or Request Letter -
PM/PS/04 To facilitate the visitors who request to meet the Hon Prime Minister at the Prime Minister’s Office     03 Private Secretary
to  the Hon Prime Minister		 Private Secretary to  the Hon Prime Minister / Director -  Prime Minister’s Security Division A letter comprising of the names of persons, their NIC numbers and vehicle numbers -
PM/PS/04 To decide on the media coverages to be arranged for the programmes, ceremonies, all meetings (organizations / local and foreign delegations) in which the Hon Prime Minister participates.     03 Private Secretary
to  the Hon Prime Minister		 Secretary to the Hon Prime Minister / Private Secretary to the Hon Prime Minister / Consultant-Media / Consultant – Foreign Relations List of Programmes -
PM/PS/MIN
(1-58)		 To submit the public requests to the Hon Prime Minister. 10     Private Secretary
to  the Hon Prime Minister		 Hon Prime Minister Relevant Letter -
PM/PS/MIN
(1-29)
PM/PS/MIN
(1-97)		 4:1 To send letters to the   relevant Ministries / Departments / Institutions on the instructions of the Hon Prime Minister     01 Private Secretary
to  the Hon Prime Minister /
Co-ordinating Secretary
to  the Hon Prime Minister		 Hon Prime Minister Request Letter -
  4:2 To take follow up action until such time a final reply is received *     Private Secretary
to  the Hon Prime Minister / Assistant Secretary		 Private Secretary to the Hon Prime Minister / Senior Assistant Secretary /Assistant Secretary Original Letter -
PM/PS/129 To arrange meetings with local/ foreign delegations and ceremonies in which the Hon Prime Minister participates on behalf of H.E. the President 10-15     Private Secretary
to  the Hon Prime Minister		 Private Secretary
to  the Hon Prime Minister		 Invitation -
PM/PS/MIN/
01		 To co-ordinate the duties entrusted as the Minister of Internal Administration and the Deputy Minister of Defense *     Private Secretary
to  the Hon Prime Minister		 Private Secretary
to  the Hon Prime Minister		 Relevant Letters and Messages -
PM/PS/41 PM/PS/43   Functions with regard to the Tower Hall Theatre Foundation   To co-ordinate activities of the Central Cultural Fund Functions with regard to the Buddha Shasana Fund *   *   *     Secretary to the Prime Minister / Private Secretary
to  the Hon Prime Minister 		Hon Prime Minister Invitation -
PM/PS/04 To arrange the participation of a representative for the functions in which the Hon Prime Minister does not participate   ½   Secretary to the Prime Minister / Private Secretary
to  the Hon Prime Minister		 Hon Prime Minister Invitation -
  To co-ordinate special projects *     Secretary to the Prime Minister / Private Secretary
to  the Hon Prime Minister		 Hon Prime Minister Request letter -
  * Until such time a final reply is received
  * A specific time frame cannot be determined
    More work – More satisfaction /  Less work – Less Satisfaction / No work – No satisfaction
 
Division : Office of the Secretary to the Hon Prime Minister
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority / Officer Documents to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
201/3 To prepare Cabinet Memoranda and a summary of the Cabinet Papers received, weekly   02   Secretary to the Prime Minister / Additional Secretary Secretary to the Prime Minister Cabinet Memoranda Guidelines introduced by the Cabinet Office
201/3 To arrange meetings of the Cabinet Sub-committees presided over by the Hon Prime Minister, prepare the relevant reports and submit them to the Cabinet of Ministers *     Secretary to the Prime Minister / Additional Secretary Secretary to the Prime Minister Cabinet Decisions Cabinet Memoranda Guidelines introduced by the Cabinet Office
201/4 To organize foreign tours of the Hon Prime Minister **     Secretary to the Prime Minister / Additional Secretary Hon Prime Minister Invitations received from foreign countries/ Approval of H.E. the President -
201/4 To arrange discussions/ courtesy calls/ banquets, etc. for the officials of foreign missions, delegations and VIPP on behalf of the Hon Prime Minister and follow up the outcomes of such meetings. *     Secretary to the Prime Minister / Additional Secretary Hon Prime Minister Letters received through the Ministry of Foreign Affairs -
201/4 To organize religious, national and other festivals on the instructions of  the Hon Prime Minister **     Secretary to the Prime Minister / Additional Secretary Hon Prime Minister - -
  To forward the requests of the public directly addressed to the Secretary to the Prime Minister 10     Co-ordinating Secretary to the S/PM Secretary to the Hon Prime Minister Request letter -
  * Until such time a final reply is received
  * A specific time frame cannot be determined
    More work – More satisfaction /  Less work – Less Satisfaction / No work – No satisfaction
 
 
Division : Administration
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority / Officer Documents to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
205/2 To recruit officers for the personal staff of the Hon Prime Minister and other employees on casual basis     05 Secretary to the Prime Minister / Additional Secretary/Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister on the recommendation of Hon Prime Minister Approved Recruitment Procedure Letter sent by the Director General of Management Services approving the relevant post As per the
provisions of E-Code
205/2 To register in the Public Service Provident Fund   01   Assistant Secretary Secretary to the Prime Minister PSPF-4 Form Certified copy of the Appointment Letter PSPF Act and relevant circulars
205/2 To grant salary increments   01   Assistant Secretary Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary Performance Report General 232 Form General 185 Form As per the
provisions of E-Code
205/2 To confirm in the post     05 Senior Assistant Secretary/ Assistant Secretary Secretary to the Ministry of Public Administration/ Secretary of the Accountants’ Services Board/ Director General of Combined Services Letter of assuming duties & Certification of Head of the Department Details of No-pay and half-pay leaves during the probation period A certified copy of the Medical Examination Report Certified copies of the Educational certificates A certified copy of the Birth Certificate General 278 & Oath/Affirmation as per section 10:6 of E-code Relevant Service Minute Section II of the
II Chapter of E-code
205/2 To grant promotions     30* Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Director General of Combined Services/ Secretary of the Ministry of Public Administration/ Secretary to the Accountants’ Services Board Letter of Appointment & Letter of Confirmation Letters of Promotions granted up-to-the-date Letter confirming the fulfillment of Efficiency Bar Examination No. of no-pay & half-pay leaves obtained within the previous 05 years period as at the date of promotion Section 5 of the VII chapter of the E-code P.A circular 11/94 P.A. circular 7/2000
205/2 To extend the period of service     03 Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Director General of Combined Services/ Secretary of the Ministry of Public Administration/ Secretary to the Accountants’ Services Board Affidavit affixed the stamps with relevant value, if any changes are in the name Relevant application Request made by the officer  
205/2   To make retirements         15   Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary   Director General of Pension/ Relevant Authority who made the appointment   Birth Certificate Request (In case of not completing 60 years of age) 05 copies of the application prepared as per the Appendix VI of the E-code 02 copies of the declaration under P.A. circular 97 03 copies certifying the officer’s signature 03 photographs Interest to obtain the gratuity – Account number, if the pension is to be received through the bank 02 copies of Treasury 147 with a copy of 148 02 copies of family particulars (P.A. circular 19/88) Affidavit affixed the stamps with relevant value, if any changes are in the name Pension Minute Chapter V of the E-code
205/2 General Transfers Transfers for vacancies Mutual transfers Internal transfers       06             01   Assistant Secretary           Assistant Secretary   Secretary to the Prime Minister           Secretary to the Prime Minister   Application/ Request letter/ Details on vacancies Letters of Consent from relevant officers & recommendation of the Heads of Department -   Provisions of E-code           -
205/2 To forward the request for the re-employment on contract basis, to the Public Service Commission   02   Assistant Secretary Secretary to the Prime Minister Application with the recommendation of Head of the Department P.A. circulars
205/2 To provide Official Identity cards     05 Assistant Secretary Additional Secretary/ Senior Assistant Secretary   Relevant application Request letter with the recommendation of Authorized Officer -
206/4 To settle the water and electricity bills     03 Assistant Secretary Additional Secretary/ Senior Assistant Secretary   Relevant bills Public Finance circulars 393, 393(1), 393(3), 393 (4), CP/1990/118(58),CSA/PI/40
205/8 To forward the applications submitted to obtain Agrahara Insurance benefits, to the Insurance Trust Fund   03   Assistant Secretary Assistant Secretary Application Diagnosis Report Relevant bills Other documents in proof of the entitlement NIF/01/C/ 06 Budget circular 129
207/2     207/2 To grant approval for the provision of official residential telephones To settle the telephone bills     10   03 Assistant Secretary   Assistant Secretary Secretary to the Prime Minister   Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary -   Telephone bills Provisions of E-code   Provisions of E-code
207/2 Repairs and maintenance of computers and other accessories     01 Assistant Secretary Senior Assistant Secretary Report of the Technical Officer -
208/2 To purchase capital goods & services approved by the Procurement Committee     02 Assistant Secretary Secretary to the Prime Minister / Additional Secretary Recommendations of the Procurement Committee FR & procurement guidelines
  To purchase consumer goods approved by the Procurement Committee To purchase consumer goods & services which do not require the approval of the Procurement Committee To purchase goods & services for urgent requirements             03 02     01     Assistant Secretary   Assistant Secretary   Assistant Secretary Secretary to the Prime Minister / Additional Secretary Secretary to the Prime Minister / Additional Secretary Secretary to the Prime Minister / Additional Secretary    
208/4 To supply fuel for pool vehicles   ½   Transport Officer Assistant Secretary Running charts  
208/3 Repairs of vehicles
    Minor repairs (Up to Rs.100,000)
      Major Repairs (Over Rs.100,000)
       06   05   Assistant Secretary Assistant Secretary   Senior Assistant Secretary Secretary to the Prime Minister / Additional Secretary     Procurement guidelines
205/6 To maintain the library & record room of the Prime Minister’s Office To provide information required to the Department of National Archives *     *     Assistant Secretary     Assistant Secretary Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary Additional Secretary/ Senior Assistant Secretary   As per the circulars & regulations issued by the government
212/1 To direct the public requests received to the Hon Prime Minister to relevant divisions To distribute letters issued by this office to the public and relevant institutions.    ½     ½   Administrative Officer   Administrative Officer Senior Assistant Secretary   Assistant Secretary Register of letters     Documents of the Mail Unit   
205/8 Annual survey of inventory items Disposal of idle assets     20   30 Assistant Secretary Assistant Secretary Senior Assistant Secretary Secretary to the Prime Minister / Additional Secretary -   - Financial regulations
 
Division : Development
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority/Officer Documents to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
202/1
202/2
202/3
202/4		 To grant approval of the Hon Prime Minister for the officials of Ministries, Departments, Public Corporations, Statutory Boards, Authorities, Government owned Companies & other Institutions, to be out of the island.   Approval for the officers categorized under Schedule II of Circular No.21/2007, to be out of the island.   Approval for the Parliamentarians, to be out of the island       05           03     02             Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary
Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary		 Hon Prime Minister
Secretary to the Prime Minister   Hon Prime Minister
Secretary to the Prime Minister		 Official – Appendix 16 Private – Appendix 16
General 126   Official – Appendix 16 Private – Appendix 16
General 126		 Circulars issued by Secretary to the President P.A. Circular No21/2007 dated 11/09/2007   Circular No C/S/A/2/3/4 issued by H.E the President Circular No C/S/A/1/1/2006 issued by Secretary to the President
207/1 To obtain answers from relevant institutions for the questions for oral answers & questions not for oral answers, to be asked from the Hon Prime Minister at the Parliament         2 ½ Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister/
Additional Secretary		   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit one copy of such answers to the Office of the Chief Government Whip and 05 copies to the Parliament in order to table on the due date at the Parliament (On behalf of H.E. the President)     02 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To prepare answers for the questions asked directly from the Hon Prime Minister     07 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To obtain answers from relevant institutions for the questions for oral answers & questions not for oral answers, to be asked from the Hon Prime Minister at the Parliament         2 ½ Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister/
Additional Secretary		   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit one copy of such answers to the Office of the Chief Government Whip and 05 copies to the Parliament in order to table on the due date at the Parliament (On behalf of H.E. the President)     02 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To prepare answers for the questions asked directly from the Hon Prime Minister     07 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To obtain answers from relevant institutions for the questions for oral answers & questions not for oral answers, to be asked from the Hon Prime Minister at the Parliament         2 ½ Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister/
Additional Secretary		   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit one copy of such answers to the Office of the Chief Government Whip and 05 copies to the Parliament in order to table on the due date at the Parliament (On behalf of H.E. the President)     02 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To prepare answers for the questions asked directly from the Hon Prime Minister     07 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To obtain answers from relevant institutions for the questions for oral answers & questions not for oral answers, to be asked from the Hon Prime Minister at the Parliament         2 ½ Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister/
Additional Secretary		   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit one copy of such answers to the Office of the Chief Government Whip and 05 copies to the Parliament in order to table on the due date at the Parliament (On behalf of H.E. the President)     02 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To prepare answers for the questions asked directly from the Hon Prime Minister     07 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To obtain answers from relevant institutions for the questions for oral answers & questions not for oral answers, to be asked from the Hon Prime Minister at the Parliament         2 ½ Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Secretary to the Prime Minister/
Additional Secretary		   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit one copy of such answers to the Office of the Chief Government Whip and 05 copies to the Parliament in order to table on the due date at the Parliament (On behalf of H.E. the President)     02 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To prepare answers for the questions asked directly from the Hon Prime Minister     07 Additional Secretary/ Senior Assistant Secretary/ Assistant Secretary Hon Prime Minister Secretary to the Prime Minister / Additional Secretary   Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To forward Cabinet Memoranda to the Secretary to the Cabinet of Ministers by the Hon Prime Minister on behalf of other institutions (Including the Private Members’ Bills)         2 Assistant Secretary Secretary to the Prime Minister/
Additional Secretary/ Senior Assistant Secretary		 Cabinet Memoranda and relevant annexes Guidelines on preparation and submission of Cabinet Memoranda & the Ministerial Committee Procedure, Private Members’ Bill
207/1 To forward Cabinet Memoranda to the Secretary to the Cabinet of Ministers which are directly submitted by the Hon Prime Minister     03   Secretary to the Prime Minister / Additional Secretary/ Senior Assistant Secretary Cabinet Memoranda and relevant annexes Guidelines on preparation and submission of Cabinet Memoranda & the Ministerial Committee Procedure
207/1 To forward the draft bills to the Legal Draftsman for his observations before submitting to the Parliament. 15         Assistant Secretary Secretary to the Prime Minister/
Additional Secretary/ Senior Assistant Secretary		  Relevant Bill Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit the bills in order to obtain the observations of Hon Attorney General 15     Assistant Secretary Secretary to the Prime Minister/
Additional Secretary/ Senior Assistant Secretary		 Relevant Bill amended by the Legal Draftsman Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
207/1 To submit the Bills approved by the Cabinet of Ministers to the Secretary General of the Parliament in order to table at the Parliament 15     Assistant Secretary Secretary to the Prime Minister/
Additional Secretary/ Senior Assistant Secretary		 Approval of the Cabinet of Ministers and the relevant bill Standing orders of the Parliament of the Democratic Socialist Republic of Sri Lanka
208/5 Foreign Training Needs To recommend and submit the applications   To inform the applicant after the receipt of grants To grant approval to the application           03   02   03   Assistant Secretary Assistant Secretary Assistant Secretary   Secretary to the Prime Minister Additional Secretary Secretary to the Prime Minister  
Copy of the covering letter Application, copy of the covering letter		   34/91
24/97 3/2000
21/2007
21/2007(1) M.F.6/1/1/96
208/5 Local Training Needs To grant approval for financial provisions   To confirm on the allocation of provisions for relevant training institutions To submit vouchers to allocate provisions   To submit the relevant cheque to the Training Institution To submit the vouchers to allocate provisions from the second installment           10       10     03   02       02   Assistant Secretary Assistant Secretary   Assistant Secretary Assistant Secretary   Assistant Secretary   Additional Secretary Assistant Secretary     Senior Assistant Secretary Assistant Secretary   Assistant Secretary   Copy of the covering letter Copy of the covering letter         3/2007
7/2007
 
 
Division : Accounts
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority / Officer Documents   to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
211/2 To release allocations to the Department of Buildings and Departments of Botanical Gardens and National Zoological Gardens as per the requests made by them       02   Accountant Secretary to the Prime Minister Letter by which the allocations have been made  
211/2 To prepare the summary of monthly accounts as at the due date and send it through e-mail to the Department of Public Accounts with copies to relevant institutions   02   Accountant Secretary to the Prime Minister Summary of Accounts – The original together with 03 copies Public Finance circular no.194/2007
211/2 To collect data required for the preparation of Expenditure & Income Estimates, prepare the estimates and send them to the Department of Budgets as at the due date.     30 Accountant Secretary to the Prime Minister Prepared Estimate of Expenditure Prepared Estimate of Income National Budget Circulars
211/2 To prepare the Appropriation Account (In all three languages)         60 Accountant Secretary to the Prime Minister/ Additional Secretary 12 nos. of copies of the Appropriation Account prepared in all three languages Public Finance Circulars
211/1 To prepare answers for the audit queries and submit to the Auditor-General   01   Accountant Secretary to the Prime Minister/ Additional Secretary/ Accountant   Financial Regulations and relevant circulars
211/4 To send the relevant documents to the Department of Pension as and when the officers are retired and for other requirements     01 Accountant Secretary to the Prime Minister/ Additional Secretary/ Accountant Salary sheets and payment  documents of Provident Fund All circulars regarding the Public Service Provident Fund
211/4 To pay gratuity for the employees those who are retired   01   Accountant Secretary to the Prime Minister/ Additional Secretary/ Accountant Letter of Retirement, Salary sheets & other related documents Circulars relevant to the payment of pensions
211/4 To prepare the reports on salary particulars of the officers those who are transferred and send them to the relevant institutions       02   Accountant Accountant Salary Register  
211/3 Activities with regard to Imprest Accounts To prepare the Cash Flow Statement at the beginning of the year and send it to the Department of Treasury Operations To make requests for imprests, as required (For capital and recurrent expenditures) To reconcile the Imprest Account, monthly with the computer print outs prepared by the Treasury To settle the imprest balance and send reports to the Treasury at the end of the year     05 Accountant Secretary to the Prime Minister/ Additional Secretary   Cash flow statement     Request letter   Reconciliation Report   Cheque with the relevant schedules  
  To prepare answers for audit queries         03 Accountant Secretary to the Prime Minister/ Additional Secretary - Financial Regulations/ E-code, circulars and regulations issued by the government from time to time
211/3 Payment of tax   To retain withholding tax and VAT, send them to the Department of Inland Revenue and Auditor-General, prepare reports on them and provide necessary information to the relevant officers       02   Accountant   Secretary to the Prime Minister   Documents on tax details, relevant reports and cheques   PF circular no. 364 (3)   Section 153 of the Inland Revenue Act No10 of 2006 Extra-ordinary gazette notifications
 

211/1
211/2
211/3
211/4		 To make payments with regard to the supply of goods and services  
      To check the vouchers  
      To note down in the vote ledgers  
      To write cheques    
      To post cheques 		 10
 05
10
15		     Accountant   Accountant   Accountant   Accountant   Accountant   Accountant  Accountant  Accountant Approved voucher   Approved voucher   Approved voucher   Approved voucher F.R./ Public Finance circulars F.R./ Public Finance circulars F.R./ Public Finance circulars F.R./ Public Finance circulars
 
* The time frame has .been determined on the approval granted for the services provided and sufficiency in the provisions allocated. Since the required funds should be obtained from the General Treasury, in the event of estimated provisions are insufficient, a specific time frame cannot be determined
   More work – More satisfaction /  Less work – Less Satisfaction / No work – No satisfaction
 
Division : Media
 
Emp. No Services Provided Time Frame for the  Provision of Relevant Service Officer Responsible Decision Making Authority/Officer Documents to be Submitted with the Request Relevant
Circulars
Mts. Hrs. Days
PM/MS 01. To make aware the public through media, on the meetings/ ceremonies/ functions in which the Hon Prime Minister participates
      For radio channels
      For TV channels
      For print media 		            ½
02
03		   Media Secretary Hon Prime Minister through Private Secretary to the Prime Minister - -
PM/MS/
Greetings		 02. To forward greeting messages of the Hon Prime Minister   ½   Media Secretary Private Secretary to the Hon Prime Minister Request letter -
PM/MS 03. To send condolence messages of the Hon Prime Minister for the war heroes who sacrificed their lives in the war front     01 Media Secretary Hon Prime Minister through Private Secretary to the Hon Prime Minister Letter sent by the Ranaviru Seva Authority -
PM/MS
Other Condolence Messages		 04. To send condolence messages of the Hon Prime Minister for the passing aways of Venerable theroes, priests, Hon Ministers, MPP and other VIPP     01 Media Secretary Hon Prime Minister through Private Secretary to the Hon Prime Minister Letter sent by the relevant institution -
PM/MS/ Greetings 05. To send greetings of the Hon Prime Minister for the Commemoration ceremonies, Award ceremonies and other special events       01       Media Secretary Hon Prime Minister through Private Secretary to the Hon Prime Minister - -
PM/MS/
General		 06. To prepare statistics of  war heroes who sacrificed their lives in the war front (As per the instructions of the Hon Prime Minister)     05 Media Secretary Hon Prime Minister through Private Secretary to the Hon Prime Minister - -
PM/MS 07. To update the information available on the web site of the Prime Minister’s Office *     Media Secretary Hon Prime Minister through Private Secretary to the Hon Prime Minister - -
  * A specific time frame cannot be determined
   More work – More satisfaction /  Less work – Less Satisfaction / No work – No satisfaction
 
 
 
   
CITIZEN CHARTER
- Objectives of the Citizens’ , Clients’ Charter
- Vision
- Mission
- Functions
- Citizens’ - Clients’ Charter , Prime Minister’s Office
- Our Dedication
- Our Expectation
- Our Standards
- Action taken to address the complaints and problems
 
 
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