Secretariat Instructions to undergo major changes

The government is set to bring significant changes to the Secretariat Instructions to modernise its work style and increase the use of technology in government operations.

Since government offices outside the secretariat also adhere to these guidelines, it has been proposed to rename to either “Secretariat and Government Office Guidelines” or “Administrative and Office Guidelines.”

Cabinet Secretary Md Mahbub Hossain is scheduled to chair  a meeting of the Secretaries Committee on Administrative Development today, where the draft of the new guidelines and 24 other proposals are slated for approval.

The Secretariat Instructions issued in 2014 mentioned branch inspections but lacked details on their execution. The draft of the new guidelines addresses this by including a model for branch inspection.

Each ministry and department will have a monitoring and evaluation division responsible for ensuring adherence to rules and regulations, and for identifying irregularities, corruption, and arbitrariness.

According to the draft of the new guidelines, until electronic noting, e-filing, and electronic signatures are fully implemented, copies of notices, circulars, and letters should be sent via regular post as well as by e-mail. Employees should have e-mail accounts with the same domain.

The Secretariat Instructions did not contain sample summaries for documents sent to the president and prime minister, which often confused them.

The new guidelines will include these samples to avoid such issues. Additionally, as fax is no longer used for official work, its use will be excluded from the guidelines.

To maintain discipline, it is proposed that leave for computer operators, data entry operators and office assistants require the recommendation of an administrative officer. Promotion for office assistants will also be included in the Annual Confidential Report (ACR), with a new sample form prepared for this purpose.

The Bridge Department has proposed the formation of a government-owned company named Padma Bridge Operation and Maintenance PLC. This proposal, requested on 25 August 2022, is up for approval by the Secretaries’ Committee on Administrative Development.

The Finance Department has proposed the creation of 57 posts in the revenue sector for the National Pension Authority and the permanent establishment of 116 posts, including 35 cadre posts while abolishing 16 existing posts.

Other proposals include amendments to the Local Government (Zilla Parishad) Officers and Employees Employment Rules, 1990, approval of the Agriculture Policy Support Unit Staff Recruitment Rules 2023, and the creation of a temporary post for the management and maintenance of the houses of Father of the Nation Bangabandhu Sheikh Mujibur Rahman and his ancestors in Tungipara, Gopalganj.

The Secretaries’ Committee on Administrative Development is set to discuss and potentially approve these proposals in today’s meeting.