Citizen Charter E&T

8/8/2019 Citizen Charter E&T

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CITIZEN CHARTER

CHIEF SECRETRAY S SECRETARIAT,NORTHERN P ROVINCE,

K ANNIYA ROAD,VAROTHAYANAGAR.


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Citizens Charter

Chief Secretarys Secretariat Page | 1

Chief Secretarys Secretariat1. Our MissionProvision of delivery services within the scope of the legislative enactments adverting to Public Administration and

the Provincial Administration to the beneficiaries among the public who seek such services from the various

departments / Institutions coming under the Provincial Council.

2. Our VisionBy providing adequate facilities for Education, Health & Social Welfare activities, it is anticipated that an

economically viable and healthy society will emerge as a result.

3. Our CommitmentTo work hard for the stabilization of a prosperous society.4. Objectives

1. To ensure utmost satisfaction of the beneficiaries as regards delivery services.

2. To provide the relevant services to the beneficiaries, with a view to fulfill their requirements.

3. Provision of a trustworthy and reliable service which will be rendered without any reservations.

4. Rectify shortcomings and leading one on the correct approach.

5. Encourage innovations and novel ideas.

6. Cause derivation of maximum benefits out of available resources.


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Citizens Charter


7. Take remedial measures in cases where the authority concerned is slack or where proper steps have not

been taken by those concerned.

8. Liaise with NGO and INGO by submitting proposals with lot of imitative and imagination and following

them up with such Organization with a view to obtain the maximum benefits by way of funds and

services to the deserving people of the Northern Province.

5. KEY RESULT AREA1. It will benefit all the staff of the NP.

2. All those in the NP can have contact with each other.

3. Anyone desiring to obtain services in the NP will be able to receive the needed contacts in the

appropriate manner.

6. 1. The entire staff of the NP2. The members of the Public

7. To establish and provide the required communication facilities to enable the members of the Public toa) To seek obtain adviceb) To make complaints andc) To seek necessary information

1) COMPLAINT BOX:-


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Citizens Charter


Members of the staff and members of the public can set out their grievances in writing and lodge same in

the complaints box. This may relate to complaints for which relief is sought from the Chief Secretary in

regard to their grievances. Apart from the above Public are also advised to make use of this facility to

make suitable suggestions for improvements of the delivery services. The Public are also advised to air

their grievances and to make their complaints, if any against the public servants concerned through this

medium.

The AO goes through the mail in the complaints box daily in the afternoon and submits the same with

her/his remarks to the Chief Secretary. A reply or interim reply will be sent within 3 days to the sender

and the matter would be followed up.

2) Email - [email protected] above is the e-mail address of the Chief Secretary of the NP.

The members of the Public and officers are advised to render their complaints / and advise or suggestions

either with regard to their grievances or with regard to improvements which they suggest as regards delivery

services to the above e-mail address.

This correspondence would be submitted to the Chief Secretary without delay and a reply / interim

reply would be sent within 3 days to the writer and the matter would be followed up.

3) In addition to the above the members of the public and public officers are called upon to submit theirmemoranda or complaints or suggestions through post/fax/ telephone which ever medium may suit


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Citizens Charter


them. The memoranda / complaints or suggestions which may be received through the above media will

be submitted to the Chief Secretary and a reply will be forwarded to the sender within 3 days of the

receipt of the memo / complaint or suggestion as the case may be.

The telephone numbers are:Chief Secretary - 0262226973

Co-ordinating Secretary - 0262226954 -104

Administrative Officer - 0262226954 -101

General Line - 0263262285

The Fax number is : - 0262226952The postal address is: Chief Secretary, Chief Secretarys Secretariat, Northern Province, Kanniya Road,

Varothayanagar, Trincomalee.

4. Members of the public can meet the Chief Secretary on Mondays / Wednesdays & Fridays ( provided he isavailable in the office on that day )

Those who intend to meet the Chief Secretary are instructed to meet the AO or the Coordinating officer in

the first instance and to present their reasons for such an interview. If the AO or the Coordinating officer


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Citizens Charter


cannot find a solution to the problems presented by the applicant, then they will arrange for an interview

with the Chief Secretary and the applicant will be provided with an opportunity to meet the Chief Secretary

to present his/her case.

# Service Service steps Conditions Officerresponsible Staff officerin charge Documents tobe submitted DecisionmakingofficerPeriodofaction

Final action

1

2

Action to be

taken in

connection

with matters

that were not

given due

attention by

Ministries and

Departments

Undertake

official

activities with

the assistance

and direction

of the

Presidential

Secretariat,

Governors

Secretariat,

Central

Complaints and

applications

submitted by public

and the government

sector will be brought

to the notice of Chief

Secretary

Consult the relevant

Ministries

/Departments with

regard to the matters

raised by the

Departments/Instituti

ons and convey the

decisions that have

been arrived at in

such instances.

Complaints and

appeals should be

supported by

copies of

documents and

should be

appropriate for

disposal for NPC

Coordination with

Ministries and

Departments

Subject clerk /

M.A. in

charge of the

subject

Mrs.M.Chand

ran

Mrs.M.Chand

ran

Administrativ

e officer

Mrs.M.Chand

ran

Administrativ

e officer

Documents in

support of

the grounds

of appeal

Documents in

support

Chief

Secretary

/Hon.

Governor

Chief

Secretary

/Hon.

Governor/

Secretary

to H.E. the

President

3 days

Call up

date or

three

days

The decision

should be

conveyed to the

complainant or

to the

respective

Department /

Institution as

the case maybe.

A reply would

be sent by the

Chief Secretary

to the appellant


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Citizens Charter



Final action

3

4

5

Government

and Provincial

Councils

Participation

in meetings ofCentral

government

and Provincial

Ministries.

Follow up

action in

regard to

decisions

Agreement

with NGOs

and INGOs

and Donor

Funded

projects

Coordinate with ChiefSecretary and submit

documents related to

project agreements,

project area, duration

of projects and signing

of project agreements

To follow up activities

according to work

plan, collect

documents,

coordination with

respective agencies

and submission of

required particulars

and information

To contact

respectiveMinistries and

Departments and

take appropriate

action

Subject clerk

Programme

Assistant

Subject

clerks/M.A.A

Chief

Secretary orhis

representativ

e

Chief

Secretary

Supporting

documents to

be tendered

Documents

related to

agreements,

plans and

implementati

on

To furnish

explanation

supported by

documents

Chief

Secretary

Chief

Secretary

Chief

Secretary

call up

date

Period

prescri

bed by

project

unit

Prescri

bed

date or

extensi

on of

Participation in

meetings anddirections to be

given by the

Chief Secretary

to the

respective

parties

involved in the

implementation

of the projects,

wherever

necessary.

Expansion of

project

activities

according to the

conditions in

agreement by

project unit


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Citizens Charter



Final action

6

Organizing

and

participating

in meetings

with

Ministries,

Departments

and projectstaff and

follow up of

such activities

Application for

leave out of

island

Application for leave

out of the Island shall

be submitted in two

ways:-

1)Staff officersapplications for leave

out of the Island are

sent through PPA

2) Other officersapplications for leave

out of Island are sent

through the HoDs

Applications should be

submitted to the Chief

Secretary for his

recommendation.

1) Application forleave out of the

Island to spend

holidays should

be submitted at

least 3 working

days earlier with,

2) Consent letterfrom acting officer

3) Certificates in

support of

medical grounds

should be

annexed in such

instances.

Applications for

re-employment

Subject clerk

Administrativ

e officer,

Chief

Secretary

Mrs.M.Chand

ran

1)Recommendatio

n by

respective

Head

2)Recom

mendatio

n by

Secretary

to the

Ministry

Hon.

Governor

time

sought

and

grante

d

07days

with a view to

achieve the

maximum

benefit.

Participation in

meetings and

directions to begiven by Chief

Secretary to the

respective

authorities.

Application to

be approved

and forwarded

to the

respective

Ministries.

Approved

application

should be sent

to PPA. Issue of

letter of

appointment is

the

responsibility


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Citizens Charter



Final action

7

8

Application for

re-employment

/ extension of

service

After that the

applications should be

in turn submitted to

Hon. Governor for his

approval.

1) Application for re-employment should besent through PPA

with recommendation

of the respective

Heads of Department/

Secretaries.

1) Applicationsobtained by

PPA should

sent to the

Chief

Secretary

2) Submission ofapplications

for Chief

Secretarys

recommendati

on

3) Submission ofapplications to

should be sent

before three

months

Application for re-

employment shallbe forwarded 03

months earlier.

Subject clerk

Administrativ

e officer

Administrative officer

Recommenda

tion of the

respective

HoD /Secretary to

the Ministry

Hon.

Governor

07

days

of the PPSC.


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Citizens Charter



Final action

9

10

11

Audit queries

Court Cases

Training

(foreign and

local)

the Hon.

Governor with

Chief

Secretarys

recommendati

on for Hon.

Governors

approval

To contact respective

Departments in

relation to the audit

queries sent by

Department of

General Audit,

Department of

Provincial Audit

Take necessary action

regarding the cases

sent by High Court,

District court and

Human rights

commission

Proper

explanation

should be sent by

respective Headsof Departments/

Secretaries to

Ministries

Give proper

guidelines to the

respective Heads

of Department in

relation to the

cases with a view

to follow up the

cases to finality.

Follow the

conditions

mentioned in the

Chief Clerk

Chief clerk

Coordinating

Secretary

Coordinating

Secretary

Administrativ

e officer

reply to be

sent

regarding the

audit queries

All documents

relating to

cases

To submit

documents in

support of

Chief

Secretarys

Audit

team

Chief

Secretary

Chief

Secretary

07

days

07

days

07

days

Forwarding of

explanation to

Department of

General Audit

in respect of

the audit

queries

Submission of

explanation to

the High Court,


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Citizens Charter



Final action

Obtain

approval for

the vehicle toproceed out of

district to

outstations.

Select proper

candidates for higher

education in foreign

countries throughscholarships.

To take action to

provide proper

training to the NPC

staff to work more

efficiently in this

respect

Send vehicle pass

applications through

HoDs with

recommendation by

HoD

training

programme

Vehicle pass

application shouldbe sent before 3

days with

conditions, if

necessary.

Administrativ

e officer

training of

officers

Vehicle pass

application,

commitment

sheet

Chief

Secretary,

Hon.

Governor

03

days

District Court

and Human

rights

commission

through

appropriate

channels

wherevernecessary, till

finality.

Obtain

approval in the

form of APX 17

to send officers

for training.

To Obtain

approval for

vehicle to taken

out of

Trincomalee

District to

outstations.


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Citizens Charter



13/24

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2.khfhz nghJ

eph;thfnrayfj;jpdhy;ngw;Wf;nfhs;sg;gLk;tpz;zg;gq;fs;gpujpg; gpujknrayhshupdhy;gpujknrayhsUf;FmDg;gpitf;fg;gLfpd;wJ.

3.gpujk nrayhsh;nrayfj;jpdhy;ngw;Wf;nfhs;sg;gLk;tpz;zg;gq;fs;gpujknrayhshpd;rpghh;rpw;fhfrkh;g;gpf;fg;gLk;.

4.gpd;dh; gpujknrayhshpd;rpghh;Rld; nfsutMSdUf;FkPs;epakdmDkjpapidngw;Wf;nfhs;tjw;fhf

rkh;g;gpf;fg;gLk;.

kPs;epakdtpz;zg;gq;fs;3 khjq;fspw;F

Kd;dh;rkh;g;gpf;fg;glNtz;Lk;.

tplavOJdh;

eph;thfcj;jpNahfj;jh;

chpajpizf;fsjiythpd;

rpghhpR

nfsutMSdh;

07 ehlfs; ,Wjpg;

ngWNgw;Wldhdtpz;zg;g gbtk;

khfhzg; nghJeph;thfnrayfj;jpw;FmDg;gpitf;fg;gl;Lepakdf; fbjk;toq;Fk;eltbf;ifapd;nghUl;L khfhznghJr; NritMizf;FO

nrayhsUf;FmDg;gpitf;fg;gLk;.


21/24

,y. Nrit Nritggbfs; epgejidfs; nghWg;ghdcjjpNahfjjhnghWg;ghdgjtpepiymYtyh

Rkh;g;gpffNtzbaMtzqfs;jhkhdkvLfFk;mjpfhhp


08.

09.

10.

fzf;fha;TIatpdhf;fs;

tof;Ffs;

gapw;rpnewp

cs;ehL /ntspehL

nghJfzf;fha;Tjpizf;fsk;>khfhz

fzf;fha;Tjpizf;fsk;vd;gtw;why;fhyj;jpw;F fhyk;mDg;gg;gLk;Iatpdhf;fs;njhlh;ghdtpsf;fq;fischpajpizf;fsq;fSld; njhlh;G

nfhz;L cupatpsf;fq;fismspj;jy;

cah; ePjpkd;wk;>khtl;lePjpkd;wk;> kdpjchpikfs;Mizf;FOvd;gtw;why;

mDg;gg;gLk;tof;FfSf;Fcupaeltbf;ifapidNkw;nfhs;Sjy;.

ntspehLfspy;cah;fy;tpnjhlh;ghfTk;>Gyikg;ghprpy;%ykhfTk;toq;fg;gLk;gapw;rpnewpfSf;FnghUj;jkhdmYtyh;fisnjhpTnra;jy;

tlkhfhz rigmYtyh;fs;Nritia

jpwk;glKd;ndLg;gjw;FnghUj;jkhdgapw;rpfistoq;Fjy;

Iatpdhf;fs;njhlh;ghfNfhug;gLk;tpsf;fq;fSf;F

cupajpizf;fsq;fs;cupatpsf;fq;fisms;pj;;jy;Ntz;Lk;.

Tof;Ffs;njhlh;ghdeltbf;ifapidNkw;nfhs;tjw;Fchpajpizf;fsq;fs;

cupatpsf;fq;fisms;pj;;jy;Ntz;Lk;.

gapw;rpnewpapy;Fwpg;gplg;gLk;epge;jidfisgpd;gw;Wjy;Ntz;Lk;.

tplavOJdh;


tplavOJdh;

,izg;Gr;nrayhsh;

,izg;Gr;nrayhsh;


Gjpyspf;fNtz;baIatpdhf;fs;njhlh;ghd

rfyMtzq;fs;

Tof;Ffs;njhlh;ghdrfyMtzq;fs;

gapw;rpngWtjw;FNfhug;gLk;Mtzq;fisrkh;g;gpj;jy;

GpujknrayhsUk;>fzf;fh

a;TFOTk;.

gpujknrayhsh;

gpujknrayhsh;

07 ehlfs;

07 ehl;fs;

07 ehl;fs;

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cah; ePjpkd;wk;>khtl;l ePjpkd;wk;>kdpj chpikfs;Mizf;FOvd;gtw;why;Vw;Wf;nfhs;sg;gL

k; tpsf;fq;fismDg;gpitj;jy;

AP X 17 gbtj;jpy;mDkjp ngwg;gl;Lgapw;rpf;fhf

mDg;gpitj;jy;.


22/24

,y. Nrit Nritggbfs; epgejidfs; nghWg;ghdcjjpNahfjjhnghWgghdgjtpepiymYtyh

Rkh;g;gpffNtzbaMtzqfsjhkhdkvLfFk;mjpfhhp


11. ntspkhtl;lq;fspw;F nry;tjw;fhf

thfd mDkjpapidngw;Wf;nfhs;Sjy;

thfd mDkjptpz;zg;gq;fis;

chpa jpizf;fsjiyth;fspd;rpghhprpD}lhfmDg;gpitj;jy;

thfdmDkjp

tpz;zg;gq;fs;03 ehl;fSf;FKd;dh; chpaepge;jidfisfSld;mDg;gg;gly;Ntz;Lk;.

tplavOJdh;

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fj;jh;

thfdmDkjp

tpz;zg;gk;>nryTtplaj;jhs;

Gpujknrayh

sh;>nfsutMSdh;

03 ehlfs; thfdq;fs; ntspr;

nry;tjw;fhd

mDkjpapidngw;Wf;nfhLj;jy;


23/24


,y. Nrit Nritggbfs; epgejidfs; nghWg;ghdcjjpNahfjjh




eltbfifffhdfhy msT

,Wjpeltbfif

03.

04.

kj;jpa> khfhzmikr;Rf;fSldhd$l;lq;fspy;gq;Fgw;wYk;mjw;fhdnjhlHeltbf;if

Nkw;nfhs;sYk;

NGO,

INGO,Doner

Funded Project

cldhdxg;ge;jk;Nkw;nfhs;sy;>jpl;lnrayfq;fis,izj;Jnrayhw;wy;

cupa fbjk;fpilf;fg;ngw;wJk;NjitahdMtzq;fs;Nrfupf;fg;gl;Lcupa jpfjpfspy;rk;ge;jg;gl;ltHfisAk; ,izj;J

fye;J nfhs;sy;.mj;Jld; cupagjpyspj;jy;>Mtzq;fisrkHg;gpj;jy;.

cupa jpl;lmYtyfq;fspd;nghWg;ghdtHfs;gpujknrayhsUld;njhlHG nfhz;Lxg;ge;jk;njhlHghdMtzq;fisifaspj;J mJnjhlHghdtpsf;fq;fSld;jkJ nraw;ghl;bd;gug;gstpidAk;

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ifr;rhj;jply;

rk;ge;jg;gl;lmikr;R>jpizf;fsq;fSld; njhlHGnfhz;Leltbf;ifNkw;nfhs;sy;

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,Uf;fNtz;Lk;


epfo;r;rpj;jpl;lcjtpahsH

epHthfmYtyHgpujknrayhsH

gpujknrayhsH

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jpl;lk;mKyhf;fy;njhlHghdrfyMtzq;fs;>xg;ge;jq;fs;njhlHghdcld;gbf;if

gpujknrayhsHnfsutMSdh;

gpujknrayhsH

Fwpj;j fhyk;my;yJNfhug;gLk;fhyk;.

jpl;lgpuptpduhy;Fwpg;gplg;gLk;fhyk;

cupatHfSf;F gpujknrayhsuhy; jFe;jtpsf;fq;fSld;Mtzk;my;yJ

mwpf;ifrkHg;gpj;jYk;$l;lq;fspy;gq;Fgw;wYk;

cld;gbf;ifapy;fhl;lg;gLk;epge;jidfSf;Nfw;gjpl;lgpuptpduJnraw;ghl;bidtpupTgLj;jYk; cr;rgaidg;ngwYk;


24/24


,y. Nrit Nritggbfs; epgejidfs; nghWg;ghdcjjpNahfjjh;




eltbfifffhdfhy msT

,Wjpeltbfif

05. mikr;Rf;fs;>jpizf;fsq;fs;>jpl;lmYtyfq;fSldhdnraw;ghl;Lf;$l;lq;fisAk;njhlHghly;

$l;lq;fisAk;xOq;fikj;jYk;gq;Fgw;wYk;mjw;fhd njhlHeltbf;ifNkw;nfhs;sYk;

cupaNtiyj;jpl;lq;fSf;;Nfw;gnraw;ghLfisKd;ndLf;Fk;nghUl;LNjitahdMtzq;fs;

Nrfupf;fg;gl;Lcupa jpfjpfspy;rk;ge;jg;gl;ltHfisAk; ,izj;Jfye;J nfhs;sy;.mj;Jld; cupagjpyspj;jy;>Mtzq;fisrkHg;gpj;jy;.

rk;ge;jg;gl;lmikr;R>jpizf;fsq;fSld; njhlHGnfhz;Leltbf;ifNkw;nfhs;sy;


epHthfmYtyHgpujknrayhsH

Nfhug;gLk;Mtzq;fSld;tplaj;ijtpsf;ff;$barfyMtzq;fSk;gjpy;fSk;mspj;jy;

gpujknrayhsH;

Fwpj;j fhyk;my;yJNfhug;gLk;fhyk;.

cupatHfSf;F gpujknrayhsuhy;jFe;jtpsf;fq;fSld; Mtzk;my;yJmwpf;if

rkHg;gpj;jYk;$l;lq;fspy;gq;Fgw;wYk;nraw;ghl;bidntspf;nfhzuYk;