Administration Division

The Administration division implements an efficient and effective governance pattern maintaining good coordination between Ministries, Departments and other Government and Statutory Institutionswithin the Provincial Council mechanism.Accordingly the Administration Division performsinternal administration activities of the Chief Secretariat of the Southern Province as well as a number of tasks such as overtime and holiday pay, transfers, allocation of quarters, allocation of holiday resorts, accident compensation and vehicle related activities ofthe other institutions of the Provincial Council.The Head of Division is Assistant Chief Secretary (Administration) and he is responsible to Deputy Chief Secretary (Administration) and the Chief Secretary.

Our Vision

Our Vision

An efficient and effective administaration divisio0n which manage sectorial diversity for a common goals

Our Mission

Our Mission

To build a more meaningful provincial public service through the management of human, financial and physical resources in accordinance with proper policies and circulars.

Our Values

Our Values

Equilit, Efficency/Effectiveness, Transparancy,Responsiveness, Communication, Functionality

Main Function of Division


To direct duly to the relevant sections, the daily mail received by the Chief Secretary’ Office and to deliver promptly the letters directed by the Chief Secretary’ s Office;

Activities related to Security deposit of the Chief Secretary’ Office.

To carry out all matters related to personal files of the officers of the services, namely the Development Officers ‘service, Management Assistants’ service, Information Technology service, Drivers’ service and Office Employees’ service.

To perform all establishment activities related to personal files of the Development Assistant Officers attached to Divisional Secretariats and of all officers of the Department of Provincial Revenue.

Proper maintenance and upkeep of the Archives.

Proper maintenance of activities relating to ISO and Productivity.

To perform all activities related to the allocation of Holiday Resort in Bogahapelessa and Mayurapura.

To carry out activities related to vehicle auction and disposal in Ministries, Departments and other Institutions of the Southern Provincial Council.

To carry out all matters related to vehicles such as allocation, maintenance of vehicles of the Chief Secretary‘s office.

To do all activities related to vehicle accident.

To perform all activities related to daily attendance and leave of the Officers of the Chief Secretary’s Office.

To carry out activities related to the payment of railway warrants and Agrahara insurance claims.

To prepare a monthly report vacancies of the Chief Secretary’ Office.

All matters relating to the payment of water, electricity, telephone bills of the Chief Secretary ‘Office.

To maintain the updated personal filesof the five Secretaries of the Ministries of the Southern Provincial Council, the Secretary to the Public Service commission, the Secretary to the Provincial Council and thefive Deputy Chief Secretaries, Staff Officers belonging to the All Island Service and other staff officers of the Chief Secretary’s Office;

To perform all duties related to distress loans and property loans for officers serving in the Chief Secretary’ Office.

To perform all duties related to the payment of accident compensation for the Officers in the Southern Provincial Public Service.

All duties related to official residences and quarters belonging to theChief Secretary’ Office.

To carry out activities related to the payment of overtime and holiday pay of Ministries, Departments and other Institutions of the Southern Provincial Council.

To carryout all activities related to transfers (annual transfers, friendly transfers, transfers on disciplinary reasons, Technology service, Drivers ‘service, Office Employees ‘service of Ministries Departments and other statutory Institutions of the Southern Provincial.

To maintain updated database related to transfers of Officers of the services,namely Development Officers ‘service, Management Assistants ‘service Information Technology service, Drivers ‘service, Office Employees ‘service of Ministries Departments and other statutory Institutions of the Southern Provincial. .

All activities relating to security, sanitation services and maintenance of the Chief Secretary’ Office.

Future plans of the Division

 To give the opportunity to apply through online system for the transfer information system of Officers in the services such as Development Officers ‘service, Management Assistants ‘service, Information Technology service, Drivers ‘service, Office Employees ‘service of Ministries Departments and other statutory Institutions of the Southern Provincial Council.

Citizens’ charter services


To direct all letters received by the Chief Secretary’s office to relevant sections - By 11.00 a.m.

To hand over telephone / electricity / water and other bills to the Accounts Section withrecommendation and approval for Settlement - 1 day

To issue fuel orders - 15 minutes

To approve and refer additional fuel to the relevant institutions - 1 day

To issue railway warrants - 5 minutes

To forward recommended applications to the Secretary to the Governor for granting accident compensation - 03 days

To reserve pool vehicles for duties and to reserve busses - 05 minutes - මිනිත්තු 05

To direct bills over Rs. 100,000 for vehicle repairs to Accounts Section for settlement - 7 days

To carry out establishment activities of the Chief Secretary’s office and affiliated institutions - 7 days

To grant transfers ( except annual transfers )- 3days

To grant approval for overtime - 3 days

To direct to the relevant officers minutes of the meetings of the Chief Secretary’s office. - 3 days

To recommend and approve applications for leave out of the Island - 3 days

To approve distress loan applications and direct them to the Accounts Section for payment - 3 days

To issue certificates of service - 1 day

To reserve accommodation in Holiday resorts in Bogahapalassa/mayurapura - 5 minutes

Officers in Administration Division