Establishments Division

02. The Establishments Division of the Chief Secretary’s Office of the Southern Province carries out all establishment matters of the Officers of the combine service working in all Ministries and Departments of the Southern Province, and coordinate all establishment matters of the Officers belonging to the All Island Service.The Head of the Division is the Assistant Chief Secretary (Establishment) who is responsible to the Chief Secretary and the Deputy Chief Secretary (administration). This Division performs a number of activities such as issuing duty free vehicle permits, approval of private foreign leave and granting allowances, approval of acting allowances. Further, the Division provides solutions to the establishment issues, circular and letter issues of the Public Officers of the Southern Province by directly contacting the Director General of Establishments. This Division constantly plays its role unfailingly in providing an efficient public service by complying with the correct administrative provisions, the Establishments code and circulars.

Our Vision

Our Vision

A productive public service through an efficient establishment process

Our Mission

Our Mission

To uplift the Southern Province Provincial Public Service by providing an efficient service through reasonable transparency and properly implementing correct policies, laws and rules, constitution and administrative provisions.

Our Values

Our Values

Equity/ efficiency/ effectiveness/ transparency/ responsiveness/ communication/ functionality

Main activities of the Division


To confirm officers belonging to the Management Assistant Service in post;

To make promotion to class I, II of the Management Assistant Service;

To recommend an extension of time to pass an efficiency bar;

To antedate promotion dates;

To retire from the service;

To grant approval for leave preparatory to retirement;

To make absorption into the Southern Provincial Management Assistant Service;

To approve special leave, accident leave;

To approve language allowances in terms of 29/28;

To approve computer training allowances;

To carry out establishments activities of the officers of the Management Assistants’ service;

Future Plans of the Division

We are in the process of collecting information for preparing a data base of all information of officers belonging to the combined service and the All Island Service who are working in all Ministries, Departments of the Southern Province, and take action to provide more efficient service for clients thereby.

Citizens’ Charter


To confirm in posts - Issuing the letter of confirmation within a week on Completion of eligibility

To promote posts - Issuing the promotion letter within a week on fulfillment of requirements.

To approve retirement - Issuing the letter of approval for retirement within 3days when the relevant request is submitted three months before the date on which the eligible officer retires

To issue vehicle import permits - Issuing permits to eligible officers within 3 days as per the requirements

To approve private foreign leave applications - Issuing letter of approval within two days if the leave applications out of Island for private employment, private tours and no pay study leave applications out of island are without short comings.

To conduct efficiency bar examinations- Conducting efficiency bar examinations for drivers and KKSs of the provincial public service as required twice a year within the relevant time limits.

To grant relevant relief for efficiency bars - Directing to the Provincial Public Service commission requests made to obtain relief within two days.

To carry out establishments activities with regard to the officers of the all Island Service - Coordinating requests for confirmation in service, promotions and retirement of the officers of the all Island Service with the ministry of Public administration and the Public Service Commission within two days.

To approve acting allowances - Issuing the letter of approval for requests for acting allowance submitted without shortcomings within 03 days.

To approve language allowances - Issuing the letter of approval for allowance for language allowance requests from eligible officers.

Officers of the Division