1

Procedure of recruitment for Grama Niladharies - Segment I - Multi duty,

Non technical - of the Ministry of Public Administration and Home Affairs.
01. Institutions involved:
1.1

Department :
Reference no :

Date:

1.2

Ministry:
Ministry of Public Administration and Home Affairs.
Reference no:
HAF-3-RECRU-09-001
Date:

1.3

Approval of posts by Director General of Management Services:

Reference no:
Date:

1.4

Recommendations of the Director General of Establishments

Reference no: EST/RECRU/03/7014

Date:

Recommendations of the Salaries and Cadres commission:

Reference no: NSCC/2/3/1/3/20

Date:

Approval of the Public Services Commission:

Reference no:

Date:

1.5
1.6

02. Particulars of the Appointing Authority:

2.1

Appointing Authority : Grades III, II and I Secretary, Ministry of Public

Administration and Home Affairs.
Supra grade-(Grama Niladhari Administration) - Public Services Commission

03. Particulars of officer category

3.1

Officer Category: Management Assistant Non technical Multi Duty Segment I

3.2

Grades: III,III,I and Supra Grade.

3.3

General definition of functions assigned.

Collection of economical, social, and cultural information of the people living in the
Division, identification of the development needs of these sectors analyzing such
information, and performing as the officer for implementation of development
programmes within the division, whilst coordinating Ministries, Departments and other
Institutions under the supervision and control of the Divisional Secretary in order to
satisfy the above needs, and also performing as the officer for the maintenance of social
welfare activities, whilst performing duties within the division as the officer for the
purpose of implementation of powers and responsibilities vested in by various Acts, Laws
and Regulations and as a peace officer for the purpose of implementation of powers
vested in by the Criminal Code in order to protect the law and order within the Grama
Niladhari Division.
04. Nature of the post: Permanent and pensionable. Contributions should be made to the
Widows / widowers and orphans pension.
05. Salaries:
5.1 Salary Code no: Grade III,II and I-M.N.2-2006A
Supra Grade M.N.7-2006A
5.2 Salary Scale: Grades III,II and I Rs 13990-10x145-11x170-6x240-14x320-23230
Supra Grade Rs 20030-11x365-18x500-33045
(Initial salary step-Rs 20395)

5.3 Initial salary relating to the Grade System:

Grade
Grade III
Grade II
Grade I
Supra Grade

Salary step
Step 01
Step 12
Step 23
Step 02

Salary Point (Rs.)

Rs. 13990
Rs. 15610
Rs. 17550
Rs. 20395

06. Post/posts included under the officer category.

6.1 Approved name of the post, approved number of the post and the duties assigned to
them.
Approved
name of the
post
Grama
Niladhari
III,II and I

Approved
number of
posts
14022

Duties
I Performing as a peace officer for the purpose of
implementation of powers vested in by the Criminal Code.
II Performing as an officer for the purpose of
implementing powers imposed by various ordinances and
regulations and as an officer for reporting to the courts
regarding instances where such provisions are violated.
III Collection of economic, social and cultural information
within the division with necessary updating, and provision
of this information to the government and other
institutions, when required, under the instructions of the
Divisional Secretary.
IV. Coordination and implementation of the social,
economic and cultural development programs of the
government within the division.
V. Maintenance of social welfare activities within the
Division.
VI. Maintenance of official diary of Grama Niladhari as a
legal document
VII. Maintenance of a proper Grama Niladhari Office
within the division by keeping a well organized filing
system, inventory and other legal documents.
VII. Ensuring commitment for the service during every
day (24 hours) of the week except his day-off. (Grama
Niladhari is entitled to a day-off per week.
IX. Satisfying the needs of general public whilst
remaining at the office during the time prescribed by the
Secretary and further performing field duties during rest of
the time within the divisions.
X. Performing duties entrusted properly in addition to the
above by the Divisional Secretary, any other Ministry,
Department, Statutory Institutions or Provincial Councils
in relation to the division.

Supra Grade
of Grama
Niladharies
(Admin.)

331

I.

Supervision of Grama Niladharies in the

Divisional Secretarys Division on the instructions
of Divisional Secretary.

II.

Calling summarized report monthly on the duties

of Grama Niladharies and submitting his
observations and recommendations to the
Divisional Secretary after reviewing the problems
on the performance of duties through the reports
collected.

III.

Taking action to forward the reports to be prepared

by the Grama Niladhari and other applications to
relevant institutions without delay.

IV.

Identification, coordination and organization of

training programs for Grama Niladharies within
the division.

V.

Making arrangements to cover up the duties of

Grama Niladharies when they obtain leave.

VI.

Organization of common division day and field

division day

VII.

Obtaining official diaries of Grama Niladharies,

stationeries, circulars and forms required by
Grama Niladharies from relevant parties to
Divisional Secretariat and distributing them
properly to Grama Niladhari Offices and further
taking action to enhance their common facilities.

VIII.

Performing duties entrusted properly in addition to

the above by the Divisional Secretary, any other
Ministry, Department, Statutory Institutions or
Provincial Councils in relation to the division
under the supervision of Divisional Secretary.

6.2 Combined Number of Officers:

Grama Niladhari III, II, I

14022

Supra Grade

331

Total Number of Officers =

14353

7. Method of Recruitment
7.1 Recruitment Ratio
Stream
Open
Limited
Merit
7.2

Percentage
100%
Not relevant
Not relevant

Open Schemes of Recruitment

7.2.1

Grades to which recruitment is made :- Grade III

7.2.2

Qualifications: -

7.2.2.1 Educational Qualifications

(A)

I.

II.

Should have passed the GCE O/L in Six Subjects with credit passes to
at least 4 subjects at one sitting including credit passes for one subject
from Sinhala/Tamil as the first language
Mathematics

or
(B)

I.

II.

Should have passed National Certificate of General Education in six

subjects at one sitting with four passes at least in Grade B including
First language
Mathematics

or
(C)

I.

II.

Should have passed GCE O/L Examination in six subjects at one

sitting with credit passes for at least four subjects including one subject
from Sinhala/Tamil as the first language
One subjects out of Arithmetic, Commercial Arithmetic, Elementary
Mathematics or Pure Mathematics

And
(D)

Should have passed all the subjects at the GCE A/L Examination
(Except Common Paper and English Language Test). It is sufficient to
pass in three subjects under old syllabus.

7.2.2.2

Vocational Qualifications : Not relevant

7.2.2.3

Experience : Not relevant

7.2.2.4

Physical Fitness : Should be of sound constitution for the

performance of duties entrusted to the post of Grama Niladhari

7.2.2.5 Other :
a) Should be either a citizen of Sri Lanka or person entitled to the rights of a
citizen.
b) Should not have been convicted of a criminal offence at a court and further
should be of sound moral character.
c) Should not be a person who has been dismissed from public service, from the
service of state corporation of statutory institutions, vacated the post or a
person who has been sent on retirement due to inefficiency.
d) Should not be a person declared as bankrupt.
e) Should not have been ordained in any religious sect.
f) Permanent Residence The candidate should have resided at least three years
within the Divisional Secretarys Division to which he seeks to be appointed
during the six years immediately preceding the closing date of applications.
Further, it should be confirmed by one of the following certificates.
i. An extract from Voters Registers
ii. A certificate issued by Grama Niladhari and countersigned by
Divisional Secretary
Age :

7.2.3.

7.2.3.1.Minimum limit

:-

21 years

7.2.3.2.Maximum limit

:-

30 years

7.2.4.

Method of Recruitment :

7.2.4.1.Written Test
Subjects
Language
competency
Aptitude

Duration (hours)
2 hours

Maximum Marks
100

40

Pass Marks

1 hour

100

40

Scheme of the written examination and the syllabus are attached in annex I
7.2.4.1.1. Conducting Authority

:-

Commissioner General of Examination

7.2.4.2.

:-

Not relevant

Subjects
-

Vocational Test

Maximum Marks
-

7.2.4.2.1. Conducting Authority

:-

Not relevant

Pass Marks
-

7.2.4.3. Structured Interview

Topics to be tested and

allotted marks
-

:-

Not relevant

Maximum Marks

Pass Marks

7.2.4.3.1. Authority who will appoint the structured interview board:- Not
relevant
7.2.4.4.

Ordinary Interview (Marks will not be allocated)

Objectives which are expected to be achieved: Verification of basic
qualifications and certificates produced to prove the basic
qualifications

7.2.4.4.1. Authority who will appoint the Ordinary Interview Board :

Secretary, Ministry in charge of the subject of Home Affairs
7.2.5.

Method of calling for applications: by a notification published in the

government gazette.

7.2.6.

Recruitment

7.2.6.1

A number of candidates equivalent to the number of vacancies existing

in each divisional secretarys division, out of those who become
qualified securing highest marks at the written examination at the level
of each divisional secretarys division shall be called before an interview
board appointed by the Secretary and accordingly those who become
qualified at the interview shall be selected for a training with a view to fill
the vacancies existing in the respective division.

7.2.6.11

The three-months training program shall be conducted under the

supervision of the District Secretary. At the end of the training, the
participants who are recommended by the District Secretary to the effect
that they have successfully completed the training shall be appointed to
Grade III of Grama Niladhari Service by the District Secretary. Only an
allowance determined by the District Secretary with the concurrence of
general treasury shall be paid during the period of training but the
participants have no rights for leave. Further, the candidates shall prove
80% of attendance during the training period and they are required to
secure 50% of the marks to pass in the written test conducted under
training program. The period of training shall not be counted for the period
of service but it can be made relevant for the calculation of pension subject
to the provisions of the Pensions Minute.

7.2.6.111 In case where there are several candidates who have secured the same
marks for one or several vacancies, the Secretary shall reserve that right to
fill such vacancy or vacancies.

7.3. Limited Recruitment

7.3.1 Grade to which recruitment is made :- Not relevant
7.3.2 Qualifications :- Not relevant
7.3.2.1 Educational Qualifications :7.2.2.2 Vocational Qualifications :7.2.2.3 Experience :7.2.2.4

Physical Fitness :-

7.2.2.5 Other
7.3.3 Method of Recruitment
7.3.3.1

Written Test

Subjects

Maximum Marks

Pass Marks

7.3.3.1.1 Conducting authority: not relevant

7.3.3.2

Vocational Test: not relevant

Subjects

Maximum Marks

Pass Marks

7.3.3.2.1 Conducting Authority: not relevant

7.3.3.3

Structured interview:

Topics tested and marks

allotted

Maximum Marks

Pass Marks

7.3.3.3.1 Authority who will appoint the structured interview board: not relevant
7.3.3.4

Ordinary Interview (marks will not be allocated)

Objective to be achieved: not relevant

7.3.3.4.1

Authority who will appoint the ordinary interview board

7.3.4 Method of calling applications: Not relevant

7.4

Recruitment of Merit

7.4.1

Grade to which recruitment is made Not relevant

7.4.2

Qualifications - not relevant

7.4.2.1

Educational Qualifications

7.4.2.2

Vocational Qualifications

7.4.2.3

Experience: not relevant

7.4.2.4

Physical Fitness: not relevant

7.4.2.5

Other qualifications: not relevant

7.4.3

Method of Recruitment

7.4.3.1

Written Test

Subjects

Maximum Marks

Pass Marks

7.4.3.1.1 Conducting Authority

7.4.3.2

Vocational Test: Not relevant

Subjects

Maximum Marks

Pass Marks

7.4.3.2.1 Conducting Authority: Not relevant

7.4.3.3

Structured Interview: Not relevant

Topics tested and marks Maximum Marks

allotted

Pass Marks

7.4.3.3.1 Authority who will appoint the structured interview board

7.4.3.4

Ordinary Interview (Where marks are not allocated)

Objectives to be achieved:
7.4.3.4.1 Authority who will appoint the ordinary interview board
7.4.4

Method of calling for applications

Efficiency Bar Examinations

8.1
State the type of the
efficiency bar

1st Efficiency Bar

2nd Efficiency Bar
3rd Efficiency Bar

Syllabus -

After how many years is the

efficiency bar due

Nature of the efficiency bar

Written Test/Vocational
Test Certificate
Couse/Others
3 years after appointment to Written Test
Grade III
3 years after appointment to Written Test
Grade II
5 years after appointment to Written Test
Grade I

For 1st Efficiency Bar Examination Annex 2

For 2nd Efficiency Bar Examination Annex 3
For 3rd Efficiency Bar Examination Annex 4

8.2

How often are the efficiency bars held at least once a year
Who is the authority conducting the tests relating to the efficiency bars
1st Efficiency Bar Commissioner General of Examinations
2nd Efficiency Bar Commissioner General of Examinations
3rd Efficiency Bar - Commissioner General of Examinations

9.

Proficiency in official languages.

9.1
Grade

Proficiency to be gained

01. Official language

Level 2 (the officers who entered the

service in a language medium other than the
official language shall obtain the prescribed
level in language proficiency during the
period of probation.

02. Second Official Language

Shall obtain the proficiency at level 2 as per

Public Administration Circular No:
07/2007.

10

10.

Promotions in Grades

10.1 Promotion to Grade II from Grade III

10.1.1

In terms of average performance

10.1.1.1 Requirements to be fulfilled

a. Shall have been confirmed in the appointment
b. Shall have completed 10 years service in Grade III and earned 10
increments relevant to the grade as at the date on which the officer become
eligible for promotion.
c. Shall have proved the performance at the satisfactory level or above during
the ten years period immediately preceding the date of promotion as per the
approved scheme of performance appraisal.
d. Shall have completed five years satisfactory service during the period of
five years immediately preceding the date of promotion.
e. Shall have acquired the proficiency at level 2 in Second Official Language
f.

Shall have passed the relevant efficiency bar examination.

10.1.1.2. Method of promotion

Officers who satisfy the prescribed qualifications shall make their requests for
promotion to Grade II by an application indicated in Annex V to Secretary
along with the respective Divisional Secretary. Once such request is received,
the Secretary, after verification of qualifications, shall promote the officer with
effect from the date on which the officer satisfies qualifications.
10.1.2

In terms of exceptional performance level

10.1.2.1 Requirements to be fulfilled

a.

Shall have been confirmed in the appointment

b.

Shall have completed six years service in Grade III as at the date on
which the officer becomes eligible for promotion.

c.

Shall have proved a performance at satisfactory level or above during

the period of six years immediately preceding the date of promotion as
per the scheme for performance appraisal.

d.

Shall have completed five years satisfactory service during the period
immediately preceding the date of promotion.

e.

Shall have acquired the proficiency at level 2 of the Second Official

Language

f.

Shall have passed the efficiency bar examination on due date.

11

10.1.2.2.Method of Promotion
Promotions of officers who have passed the written test conducted by Commissioner
General of Examination on behalf of the Secretary and have satisfied the requirements
mentioned in Section 10.1.2.1, to grade II shall be made by the Secretary to be
effective from the date on which they satisfy six years from the date of appointment.
Regulations and the syllabus of the examination are attached in Annex 6.
Notice
Candidates are required to secure at least 60 marks from the test conducted to grant
promotions under exceptional performance. Further, the examination for performance
under exceptional performance is held once a year and officer are allowed to sit the
examination once only.
However, at the instances where an officer fails to sit the examination for promotion
due to reasons beyond his control, such officer shall be allowed to sit the examination
held at later occasion. The date of promotion under exceptional performance of such
officer shall be the date of passing the same.
10.2.

Promotion from Grade II to Grade I

10.2.1

In terms of average performance

10.2.1.1 Requirements to be fulfilled

I.

Shall have completed an active service of 10 years in Grade II of Grama

Niladhari Service as at the date on which the officer becomes qualified for
promotion and earned 10 salary increments entitled to the Grade. (The
service period beyond the 10 years of the Grama Niladharies appointed to
Grade II before 01-01-2006 from the total period of service including the
service mentioned in 12.1.3 shall be treated as a service in Grade II.)

II.

Shall have completed a satisfactory service within the 5 years immediately

preceding the date of promotion

III.

Shall have proved a performance at average level or above for a period of

10 years immediately preceding the date of promotion as per the approved
performance evaluation procedure.

IV.

Shall have passed the relevant efficiency bar examination.

Requests for promotions shall be made by using the relevant specimen form of applications.
10.2.1.1 Method of Promotion
The officers who have satisfied prescribed qualifications shall make their requests for
promotions to Grade I to the Secretary in accordance with the Specimen indicated in
annex 7 along with the recommendations of Divisional Secretary and District Secretary.
Once such request is received, the Secretary shall promote them to Grade I to be effective
from the date on which they become qualified for promotion after verification of
qualifications.

12

10.2.2. In terms of above average of performance level

10.2.2.1 Requirements to be fulfilled
I.

Shall have completed a service of 09 years in Grade II of Grama Niladhari

Service as at the date on which the officer becomes qualified for promotion and
earned all salary increments. (The service period beyond the 10 years of the
Grama Niladharies appointed to Grade II before 01-01-2006 from the total
period of service including the service mentioned in 12.1.3 shall be treated as a
service in Grade II)

II.

Shall have completed a satisfactory service within the 5 years immediately

preceding the date of promotion

III.

Shall have proved a performance at satisfactory level or above for a period of

09 years immediately preceding the date of promotion as per the approved
performance evaluation procedure.

IV.

Shall have passed the relevant efficiency bar examination.

10.2.2.2 Method of Promotion

The officers who have satisfied prescribed qualifications shall make their
requests for promotions to Grade I to the Secretary in accordance with the
Specimen indicated in annex 8 along with the recommendations of Divisional
Secretary and District Secretary. Once such request is received, the Secretary
shall promote them to Grade I to be effective from the date on which they
become qualified for promotion after verification of qualifications.
10.3 Promotion to Supra Grade from Grade I
10.3.1

Promotion to Supra Grade on Limited Competitive Examination

10.3.1.1. Requirements to be fulfilled

I. Shall have completed satisfactory service of 05 years immediately preceding
the prescribed date and passed the efficiency bar examination prescribed in the
service minute and
II. Shall be an officer who has satisfied an active period of not less than 8 years at
least, in Grade II or an officer in Grade I.
Or
III. Shall be a graduate who have completed a period of not less than 5 years at
least, in Grade II of Grama Niladhari Service
10.3.1.2. Method of Promotion
Appointments to the vacancies of not less than 40% in supra grade shall be made by
the Public Services Commission after verification of qualifications by an interview
board consisting of 3 members appointed by the Public Service Commission, of
candidates who have passed the examination held by the Commissioner General of
Examinations on behalf of the Public Services Commission.Regulations and the
syllabus of examination are attached in annex 9 and the interview shall be held purely
for the verification of qualifications.

13

10.3.2. Promotion to Supra Grade on Merit

10.3.2.1. Requirements to be fulfilled

The officers who have completed at least 5 years active and satisfactory service in
Grade I of Grama Niladhari Service on due date and passed the prescribed efficiency
bar examination are eligible to be considered for selection.

10.3.2.1. Method of Promotion

60% of the vacancies in Supra Class shall be filled by promoting officers selected
from those who become eligible on merit. For this purpose, priority will be determined
on the order of the marks calculated aggregating the marks secured by candidates on
the results of the test on aptitude and case study conducted by the Commissioner
General of Examination on behalf of the Public Service Commission and the marks
allocated on seniority and experience by the interview board consisting of three
members appointed by the Public Service Commission. Candidates are required to
appear before the interview board for verification of their qualifications and at the
interview it shall be examined whether the marks allocated for seniority and
experience are correct. However, marks shall not be allocated for merit proved at the
interview. Syllabus of the examination and the marking scheme for seniority and
experience are attached in annex 10.

11.

Appointment to the Posts

11.1 Qualifications

Post

Qualifications

Grama Niladhari

Officers holding posts in Grades III, II , I

Grama Niladhari (Administration)

Officers holding Posts in Supra Grade

11.2 Method of Selection

Officers holding the posts in Grade III, II and I of Grama Niladhari Service shall be
selected to the Post of Grama Niladhari and officers holding the posts in Supra Grade
shall be selected to the post of Grama Niladhari Administration

14

12.

Conditions outside the general conditions indicated in Procedural Rules of the Public
Service Commission.
12.1 Absorption of officers who are already in service
All the grama Niladharies who are paid salaries under salary scheme MN/01/2006 A
determined by the Public Administration Circular No: 06/2006 as at the date on which
the provisions of these scheme are to be effective, shall be absorbed into grading
system in the following manner subject to the provisions indicated in Section 4
Chapter VII of the Establishments Code.
12.1.1 MN-2-Grade III
I. Officers appointed to the Post in Grade III of Grama Niladhari Service under
salary scheme MN01-2006 A after 01-01-2006
and
II. Officers who have been recruited to Grade II of Grama Niladhari Service before
01-01-2006 and not completed at least 10 years service or have not earned 10
salary increments shall be absorbed into Grade III of MN- 2.
12.1.2 MN-2 - Grade II
I. Officers who have been recruited to Grade II of Grama Niladhari Service before
01-01-2006 and have completed at least 10 years service and have earned 10 salary
increments
and
II. Grama Niladharies who have completed more than 20 years service in Grade II of
Grama Niladhari Service but have not satisfied qualifications prescribed for
promotions to Grade I shall be absorbed into Grade II of MN-2
12.1.3 MN-2 Grade I
I. Officers holding the posts in Grade I of Grama Niladhari Service as at the date of
absorption.
and
II. Officers who have completed 20 years in Grade II of Grama Niladhari Service and
have earned 20 salary increments and further have satisfied other service
requirements prescribed for promotion to Grade I shall be absorbed into Grade I of
MN-2.
Note:
I. When calculating the service of Grade II of Grama Niladhari Service for the
purpose of promotion/absorption, the permanent service period in the post
village headman, special service officer and agriculture extension officer shall
also be taken into consideration.

15

II. At the instances where the officer is paid a lower rate of salary increment
according to the salary step on which he is placed after the absorption than the
rate of salary increment paid to the officer at the time of absorption the
difference between the value of the salary increment paid earlier and the new
salary increment shall be paid to the officer as an adjustment allowance as
personal to him. This allowance shall be paid continually according to the
number of salary increments earned by the officer until he is
promoted/appointed to another Grade/Post and further, it shall be treated as a
part of the salary for all the purposes.
12.1.4 MN-7- Grama Niladhari Supra Grade Grama Niladhari Administration
Officers holding posts in Supra Grade of Grama Niladhari Service as at the effective
date of this service minute shall be absorbed into the Post of Grama Niladhari
Administration in Supra Grade of Grama Niladhari Service
12.2 Interim Provisions
12.2.1 Officers who have reached the salary step on which they are required to pass the
efficiency bar examination in Grade II as per the existed scheme of
recruitment
and passed the efficiency bar shall be treated as having passed the efficiency
bar
examination of Grade II prescribed in this service minute.
12.2.1 The officers who have either reached or gone beyond the salary step on which they
are prescribed to pass the efficiency bar examination under this service minute and
have been absorbed to Grade III, II & I shall be granted opportunity to pass the
examination within three years from the effective date of the scheme of recruitment or
at the first three occasions where the examination is conducted under this scheme of
recruitment. However, if they pass the above examination accordingly, they shall be
treated as having passed the efficiency bar examination on due date. However, the
salary increment of those who are unable to pass the examination shall be differed.
12.2.1 The previous service which has been made relevant to the Grama Niladhari
Service under the existed provisions of the officers who have been absorbed to the
post of Grama Niladhari as at the effective date of this scheme of recruitment from the
services i.e. special service officer, cultivation officer and agriculture extension
officer and the period of absence of the Grama Niladharies whose service has been
terminated in 1977 but reinstated in service in 1995 as per the cabinet decision No:
CP/97/0419/05/016, shall be treated as a period of service in Grama Niladhari Service
under this scheme of recruitment.
12.3 Transfers
I.

The officers recruited at the level of Divisional Secretarys Division are not
entitled for promotions to another Divisional Secretarys Division until they
complete three years from the date of appointment

II.

Subject to the provisions which have been already made or purported to be made
in future under Chapter XVIII of the procedural rules of the Public Service
Commission, the transfers among Grama Niladhari Divisions within the Divisional
Secretarys Division shall be made by the Divisional Secretary and transfers
among Divisional Secretarys Divisions within the district and transfers among
districts shall be made by the District Secretary and Secretary of the Ministry
respectively.

16

13.

Definitions outside the definitions indicated in the Procedural Rules of the Public
Service Commission.
Secretary shall mean the Secretary of the Ministry in charge of the subject of Home
Affairs

Prepared: Signature

Prepared: Signature

(Junior Staff Officer in charge of the Subject)

(Senior Staff Officer in charge of

the Subject)

Name

Name

Designation

Designation

Date

Date
Recommended and forwarded.
Signature
Designation

Date

Official Stamp
Ref No. HAF-3-RECRU-09-001

It is hereby recommended to approve this scheme of recruitment proposed for Grama

Niladhari Service
Signature
Name
Secretary
Ministry of Public Administration & Home Affairs
Date
Official Stamp

Reference No: This scheme of recruitment for the posts of Grama Niladhari in the Ministry of
Home Affairs has been approved by the Public Service Commission/Cabinet of Ministers on

Signature:
Name:
Secretary (Public Service Commission)

17

Annex 1
Model of the Examination
01.

Name of the examination :

Open Competitive Examination for Recruitment to

Grade III of Grama Niladhari Service

02.

Particulars of the Examination :

Question Paper
01. Language Proficiency
02. General Knowledge
and Aptitude

03.

Duration
1 hours
1 hours

Total Marks
100
100

Cut-off marks
40
40

Conducting Authority :
Commissioner General of Examinations or any other government or
government affiliated institution determined by the Secretary

04.

How often is the examination held?

Examination shall be held whenever the vacancies are reported

05.

Syllabus of the examination

Question Paper
01. Language Proficiency

02. General knowledge and

aptitude

Syllabus
This paper shall consist of subject related questions to
test the expression of ideas, comprehension, spelling,
language and writing, making a draft from a given letter,
preparation of graphs and tables from the given data,
summarizing given texts, expressing the idea of several
sentences in a single sentence and knowledge on using
simple grammar
This question paper shall consist of subject related
questions to test the candidates awareness and
understanding of historical, geographical, social,
economic and cultural and information on local and
international current news and skill at number, power of
reasoning, problem solving and decision making ability

Prepared
Signature
Name
Post
Date
Signature
(Head of the Department)
Name
Post
Date
Official Stamp

Prepared
Signature
Name
Post
Date

18

Annex II
Model of the Examination
01.

Name of the examination :

02.

Particulars of the examination :

Question Paper
01. Office Systems and Accounts
02. Case Study and Professional
Knowledge
03. Computer Test

Efficiency Bar Examination for officers in Grade III of

Grama Niladhari Service

Duration
2 hours
2 hours

Total Marks Cut-off marks

100
40
100
40

1 hours

100

40

03.

Conducting Authority :

Commissioner General of Examination

04.

How often is the examination held : shall be held at least once a year

05.

Syllabus of the examination :

Question Paper
(1)
I. Office Systems

Syllabus
This paper is designed to assess the knowledge and ability
of the candidate to apply practically the basic knowledge
on office systems applied in Grama Niladhari Office and
government offices and to express his ideas/observations
precisely by brief and clear notes understanding the
official documents and prepare a report on subject related
matters

II. Accounts System

This paper is designed to assess the knowledge and

understanding of the candidate on basic accounts and
accounts systems, functions on cash books and tender
procedures applied in government officers and related to
the duties entrusted Grama Niladhari
This paper is designed to test the knowledge of Grama
Niladhari on the duties entrusted to him by various acts
and regulations, ministries, departments provincial
councils and other statutory institutions of the government
Main objective of this test is to assess the ability of the
candidates in following fields
Basic concepts on information technology
Windows Operating System
File Management
Word Processing
Basic skills, screen familiarization, editing texts,
Aligning text, fonts and attributes, indenting paragraphs,
change of line spacing,
Tab setting, finding and replacing text, spelling and
grammar, thesaurus, working with columns, page setup,
printing documents, creating tables. Sorting texts, file
management, mail merging, working with macros

(2) Case Study and

professional knowledge

(3) Computer Test

19

Spreadsheets
Basic skills, formatting, editing, columns and ranges,
insertion and deletion, sorting data, creating charts,
printing, @ function, working with macros, file
management
Internet
Introduction to internet, world wide web, how to navigate,
internet practical
Email
Introduction, basic skills, receiving mail, sending mail,
responding to mails, working with attachments, creating
and using nicknames, composing messages,
06.

Exemption from the computer test

Officers those who have obtained computer operating license awarded by National
Apprentice and Industrial Training Authority and those who have obtained certificates
(of which the recognition is equivalent or higher to computer operating license) on
theory and practical knowledge of computer technology issued by the institutions
recognized by Tertiary Education and Vocational Education Commission, shall be
exempted from the requirement of passing this computer test.
A list of courses which are recognized and the conducting institutions is pub lished in
the gazette notification published for calling applications to the efficiency bar
examination.

Prepared
Signature
Name
Post
Date

Prepared
Signature
Name
Post
Date

Signature
(Head of the Department)
Name
Post
Date
Official Stamp

20

Annex III
Model of the Examination
01.

Name of the examination :

02.

Particulars of examination :

Question Paper
01. Office Systems,
Establishment Activities and
Procedural Rules
02. Case Study and
Professional Knowledge

Efficiency Bar Examination for Officers in Grade II of

Grama Niladhari Service
Duration
1 hours

Total Marks
100

Cut-off marks
40

1 hours

100

40

03.

Conducting authority : Commissioner General of Examination

04.

How often is the examination held : Shall be held at least once a year

05.

Syllabus of the examination :

Question Paper

01.
I. Office systems

Syllabus
It is expected to assess the knowledge of the officer on
office systems applied at government offices and
Grama Niladhari offices and their ability to apply them
practically

II. Establishment Activities and It is expected to test the knowledge and comprehension
Procedural Rules
of the officer on procedural rules of the Public Service
Commission, provisions of Chapter VII, IX, XI, XII,
XIV, XV, XVI, XVII, XXI, XXII, XXIII, XXIV, XXV,
XXVI, XXVII, XXVIII, XXIX, XXX, XXXI, XXXII,
XXXIII and public administration circulars and
circulars of the Public Service Commission which are
currently applied.
Case Study and Professional
The knowledge of the officers on duties entrusted to
Knowledge
Grama Niladharies by various rules and regulations,
Ministries, departments, provincial councils and other
statutory institutions of the government shall be tested
and further a case study will be given to the candidate
on matters relevant to the subjects
Prepared
Signature
Name
Post
Date

Prepared
Signature
Name
Post
Date
Signature
(Head of the Department)
Name
Post
Date
Official Stamp

21

Annex IV
Model of the Examination
01.

Name of the examination :

02.

Particulars of examination :

Efficiency Bar Examination for Officers in Grade I of

Grama Niladhari Service

Question Paper
Duration
01. Office systems, general 1 hours
conduct and discipline of public
service
02. Case Study and Professional 1 hours
Knowledge

Total Marks
100

Cut-off marks
40

100

40

03.

Conducting authority : Commissioner General of Examination

04.

How often is the examination held : Shall be held at least once a year

05.

Syllabus of the examination :

Question Paper
01.
I. Office systems

Syllabus
It is expected to assess the knowledge of the officer on office
systems applied at government offices and Grama Niladhari
offices and their ability to apply them practically

II. General Conduct

and Discipline of
Public Service

It is expected to assess the knowledge and comprehension of

the officers on distribution of disciplinary powers as per the
rules of the public service commission, termination of service,
rules applied in the retirement, provisions in chapters XLVII
and XLVIII in relation to the general conduct and disciplinary
procedure in volume II of Establishments Code and circulars
issued in relation to the above.
The knowledge of the officers on duties entrusted to Grama
Niladharies by various rules and regulations, Ministries,
departments, provincial councils and other statutory
institutions of the government shall be tested and further a case
study will be given to the candidate on matters relevant to the
subjects

Case Study and

Professional
Knowledge

Prepared
Signature
Name
Post
Date

Prepared
Signature
Name
Post
Date
Signature
(Head of the Department)
Name
Post
Date
Official Stamp

22

Annex V
Specimen Form of Application for Promotion of Grama Niladharies from Grade III to Grade
II on the Prescribed Period of Service (See para 10.1.2 of the procedure of recruitment)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Name with initials

Names denoted by initials
Date of Birth
No. of the National Identity Card
Date of entry to the Service
No. of letter of appointment to the Grama Niladhari Service
Date of confirmation in the appointment
Date of passing or exempting from efficiency bar examination and the index
number
Date of completion of the ten years service
Divisional Secretarys Division where the officer is serving at present
Grama Niladhari Divisions

I hereby request to promote me to Grade II of Grama Niladhari Service from .

Signature of the Candidate
Date : . . . . . . . . . . . . . . . . . . . . . .
Secretary, Ministry of Public Administration & Home Affairs
Through District Secretary
It is hereby certified that Mr./Mrs./Miss.. is serving at this office and further,
certified the following.
I.
II.
III.
IV.
V.
VI.

The officer has completed an active service of 10 years as at .. and has

reached the salary step .. which is the step 10 of this service.
The officer has obtained . Leave on half-pay and no-pay/has not obtained
leave on half-pay and no-pay during the 10 years service.
The officer has not been subjected to any punishment except warning during the
above period.
No disciplinary action has been taken or purported to be taken in future against the
officer
The officer has been confirmed in the appointment from .
The officer has passed/has been exempted from the efficiency bar examination in
Class III.

It is hereby recommended to promote this officer to Class I of the service from ..

since he/she has completed a satisfactory service of 5 years.
Date:

Divisional Secretary

Secretary
Ministry of Public Administration & Home Affairs
It is hereby confirmed/not confirmed the particulars indicated in the above report of the
Divisional Secretary and further, it is recommended/not recommended to promote the officer
to Grade II of Grama Niladhari Service from ..
Date:
District Secretary
Note: If the requirements from 01 to 06 above have not been fulfilled, it is required to indicate
them.

23

Annex VI
Model of the Examination
01.

Name of the examination :

02.

Particulars of examination :

Question Paper

01. Aptitude

Competitive Examination for Officers from Grade III to

Grade II of Grama Niladhari Service on exceptional
performance

Duration

1 hours

Total Marks

100

Cut-off marks

60

03.

Conducting authority : Commissioner General of Examination

04.

How often is the examination held : Shall be held at least once a year on the
requirement

05.

Syllabus of the examination :

Question Paper

Syllabus

Aptitude

This question paper shall consist of subject related questions to

test the candidates skill at numbers, ability to comprehend
problems and subjects, power of reasoning, problem solving and
decision making ability

Prepared

Prepared

Signature

Signature

Name

Name

Post

Post

Date

Date

Signature
(Head of the Department)
Name
Post
Date
Official Stamp

24

Annex VII
Specimen Form of Application
Promotion of Grama Niladharies from Grade II to Grade I
on the prescribed Period of Service
(See Para 10.2.1.2 of the procedure of recruitment)
01.

(a)

Name with initials

(b)

Names denoted by initials

(c)

Name used by the officer before changing his/her name, if any

02.

Date of Birth

03.

Number of the National Identity Card

04.

Date of entry to the Service

05.

No. of letter of appointment to the Grama Niladhari Service

06.

Date of promotion to Grade II of the service

07.

The Division and the address where the officer serves at present

08.

(a). The date of passing the first EB Examination or the date of

exemption from the requirement of passing the same.
(b). The date of passing the second EB Examination or the date of
exemption from the requirement of passing the same.

I, .. hereby certify that the particulars mentioned above

are true and correct. I am aware that if the particulars furnished by me are found to
be false, I am liable to be disqualified for the entitlement for promotion to Grade I
in the procedure of recruitment and further liable to be subjected to disciplinary
action.

Date

Signature of the Candidate

25

Part II
Secretary,
Ministry of Public Administration & Home Affairs
Through District Secretary
Mr./Mrs./Miss..
01.

i.

ii.

02.

The date of passing the first efficiency bar examination

Date of the examination
Index Number
The officer has/has not passed the 2nd efficiency bar examination. The
reference number and the date of the letter, if the officer passed the above
examination

The periods/no. of dates of leave on no-pay/half-pay, if any

(from the date of appointment/promotion to Grade II of Grama Niladhari Service)

03.

Indicate relevant particulars in brief if the officer has been subjected to any
punishment except warning (indicate the reference number)

04.

Particulars of the period of release for the service at a corporation or any other
statutory board, if any

05.

Date of completion of the 10 years in Grade II of Grama Niladhari Service and the
date of reaching to step 22 of the salary scale

06.

It is hereby recommended that the officer has completed an active service of years
in Grade II as at , completed as satisfactory service of 5 years immediately
preceding the above date, and that the particulars mentioned above are found to be
correct according to the personal file and further, the officer has satisfied all the
qualifications prescribed in the procedure of recruitment for promotion to Grade I of
the service.

Date:

Signature of the Divisional Secretary

Name
Designation
(Place the official stamp)

Secretary,
Ministry of Public Administration & Home Affairs
It is hereby confirmed/not confirmed the particulars indicated in the above report of the
Divisional Secretary and further, it is recommended/not recommended to promote the officer
to Grade I of Grama Niladhari Service from ..
District Secretary
(The application can be revised on the instructions of the appointing authority)

26

Annex VIII
Specimen Form of Application
Promotion of Grama Niladharies from Grade II to Grade I on the exceptional performance
(See Para 10.2.2.2 of the procedure of recruitment)
01.

(a)

Name with initials

(b)

Names denoted by initials

(c)

Name used by the officer before changing his/her name, if any

02.

Date of Birth

03.

Number of the National Identity Card

04.

Date of entry to the Service

05.

No. of letter of appointment to the Grama Niladhari Service

06.

Date of promotion to Grade II of the service

07.

The Division and the address where the officer serves at present

08.

(a). The date of passing the first EB Examination or the date of

exemption from the requirement of passing the same.
(b). The date of passing the second EB Examination or the date of
exemption from the requirement of passing the same.

I, .. hereby certify that the particulars mentioned above

are true and correct. I am aware that if the particulars furnished by me are found to
be false, I am liable to be disqualified for the entitlement for promotion to Grade I
in the procedure of recruitment and further liable to be subjected to disciplinary
action.

Date

Signature of the Candidate

27

Part II
Secretary,
Ministry of Public Administration & Home Affairs
Through District Secretary
Mr./Mrs./Miss..
01.

i.

ii.

02.

The date of passing the first efficiency bar examination

Date of the examination
Index Number
The officer has/has not passed the 2nd efficiency bar examination. The
reference number and the date of the letter, if the officer passed the above
examination

The periods/no. of dates of leave on no-pay/half-pay, if any

(from the date of appointment/promotion to Grade II of Grama Niladhari Service)

03.

Indicate relevant particulars in brief if the officer has been subjected to any
punishment except warning (indicate the reference number)

04.

Particulars of the period of release for the service at a corporation or any other
statutory board, if any

05.

Date of completion of the 10 years in Grade II of Grama Niladhari Service and the
date of reaching to step 22 of the salary scale

06.

It is hereby recommended that the officer has completed an active service of years
in Grade II as at , completed as satisfactory service of 5 years immediately
preceding the above date, and that the particulars mentioned above are found to be
correct according to the personal file and further, the officer has satisfied all the
qualifications prescribed in the procedure of recruitment for promotion to Grade I of
the service.

Date:

Signature of the Divisional Secretary

Name
Designation
(Place the official stamp)

Secretary,
Ministry of Public Administration & Home Affairs
It is hereby confirmed/not confirmed the particulars indicated in the above report of the
Divisional Secretary and further, it is recommended/not recommended to promote the officer
to Grade I of Grama Niladhari Service from ..
District Secretary
(The application can be revised on the instructions of the appointing authority)

28

Annex IX
Model of the Examination
01.

Name of the examination :

Limited Competitive Examination for appointment of

officers to Supra Grade of G rama Niladhari Service.

02.

Particulars of the examination

Question Paper
01. Office Systems and Office Managements
02. Establishment Activities, procedural rules
of public service commission and public
finance management
03. Case Study and Professional Knowledge
04. General Paper

Duration
1 hours
1 hours

Total Marks
100
100

Cut-off marks
40
40

1 hours
1 hours

100
100

40
40

03.

Conducting Authority : Commissioner General of Examination

04.

How often is the examination held : Examination shall be held whenever the vacancies
are reported.

05.

Syllabus of the examination :

Question Paper
(1)
I. Office Management

II. Office System

Syllabus
Organization structure, principles of organization,
work analysis and evaluation, leadership, supervision,
decision making ability, communication, public
relations, coordination and problem solving.
Principles of office systems, office procedures,
documents and filing, planning and control of forms,
office correspondence, control over the usage of
office equipment, office plan and environment, job
description, work and system study, measuring of
works, preparation of work steps.

(2)
I. Establishment Activities,
General knowledge of the candidates shall be
procedural rules of public service assessed on procedure to be followed in making
commission
recruitment to public service, establishment matters
of public service, vesting of powers in the
appointment, transfers, promotions and termination of
service of public officers, disciplinary control of
public officers, welfare of public officers, privileges
entitled to public officers, regulations, work
procedures and circulars which have been already
issued and would be issued on establishment
activities by the public service commission and the
government

29

II. public finance management

(3) Case Study and Professional

Knowledge

(4) General Paper

General knowledge of the candidates shall be

assessed annual estimates, responsibilities of a
counting officer, financial control, vesting of
financial
responsibilities,
receiving
money,
accounting and acceptance, payments, custody of
public money, imprest and bank accounts, supply and
services, tender activities, board of survey, audit
queries, ledgers used in government offices,
summaries of revenue and expenditure, bank
reconciliations, finance control accounts and the
regulations issued so far on the usage of public
money
The knowledge of the officers on duties entrusted to
Grama Niladharies by various rules and regulations,
Ministries, departments, provincial councils and other
statutory institutions of the government shall be
tested and further a case study will be given to the
candidate on matters relevant to the subjects
Nature of public administration, structure of public
administration, public policies and new public
reforms, fundamental rights, human rights, human
rights commission, ombudsman, public petition
committee of the parliament, office culture, ethic and
values, creation of a proper physical environment of
office, welfare of the staff, social recognition of
official and civil status, obligation of public officers
towards recipients

Prepared

Prepared

Signature

Signature

Name

Name

Post

Post

Date

Date

Signature
(Head of the Department)
Name
Post
Date
Official Stamp

Annex X

30

01.

Name of the examination :

Competitive Examination for appointment to Supra

Grade of Grama Niladhari Service on merit

02.

Particulars of the examination

Question Paper

01. Aptitude and Case Study

Duration

1 hours

Total
Marks
100

Cut-off
marks
40

03.

Conducting Authority : Commissioner General of Examination or any other

government or government affiliated institution determined by the Secretary.

04.

How often is the examination held : Examination shall be held whenever the
vacancies are reported.

05.

Syllabus of the examination :

Question Paper

(1)
I. Aptitude

Syllabus
It is expected to assess the knowledge of officers on office
administration, general knowledge required in the
performance of duties in the official subjects, decision
making and rational solutions
Candidates are required to answer the case studies given
to them in relation to the office administration and
subjects assigned to Grama Niladharies.The question
paper shall consist of one or several paras.

II. Case Study

06.

Structured Interview:

07.

Reason for conducting interview: determining of seniority and merit of officers by an

interview board consisting of three members approved by the Public Service
Commission.

08.

Fields to which marks are allocated.

I.

Seniority (Maximum 60 marks)

i. 04 marks for each year of satisfactory service beyond the 05 years
service in Grade I. (02 marks for a period between 06 to 12 months and
marks shall not be allocated for a period less than 6 months)
ii. Experience (Maximum 40 marks)

31

II.

i. Commendations received after appointment to Grade I (Maximum 20

marks)
04 marks for each commendation certificate issued as per formal
specimen (Form General 230 B)
02 marks for certificates issued outside the format.
ii. Achievements from office management competitions
(Maximum marks 20)

Level
All-Island
All-Island
All-Island
District
District
District
Divisional Secretarys Divisions
Divisional Secretarys Divisions
Divisional Secretarys Divisions

Place
1
2
3
1
2
3
1
2
3

Marks
15
12
10
08
06
04
03
02
01

Marks shall be allocated only for the highest achievement of the officer at each level in a year.

Prepared

Prepared

Signature

Signature

Name

Name

Post

Post

Date

Date

Signature
(Head of the Department)
Name
Post
Date
Official Stamp