Creating a physical environment which is helpful to uplift the quality of the Ministry and maintaining the same, maintaining optimum staff with higher standards which suit to the objectives and functions of the Ministry, Provision and maintenance of utility services in a continuous and productive way (Security and Janitorial Services), Establishment and maintenance of proper coordination with the institutions. Upliftment of the welfare facilities of the staff and Upliftment of overall administration, direction and evaluation of the Ministry.
Functions
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Administration Division
- Handling incoming and outgoing correspondence of the Higher Education Division on a daily basis and ensuring its proper execution.
- Submitting Cabinet Memoranda to the Cabinet of Ministers and notifying relevant parties of the decisions.
- Providing observations on Cabinet Memoranda submitted to the Cabinet by other Ministries.
- Taking necessary steps to forward Parliamentary questions, Consultative Committee proposals, public petitions, human rights violations, and complaints, proposals, and requests received from the Presidential Secretariat and various parties, to the relevant authorities.
- Providing necessary transport facilities for the functions of the Higher Education Division.
- Registering, maintaining, and insuring all vehicles of the Higher Education Division, obtaining revenue licenses, and supplying fuel for all pool vehicles.
- Providing infrastructure facilities for the Higher Education Division efficiently and effectively, obtaining and maintaining services related to buildings, machinery, and maintenance from relevant institutions.
- Properly maintaining the security and sanitation activities of the Higher Education Division.
- Settling official telephone bills of officers.
- Handling matters related to officers’ overseas visits, including obtaining passports, visas, VIP arrangements, travel expenses, and allowances, as well as matters concerning travel abroad.
- Submitting annual reports and accounts of universities and higher education institutions to Parliament on the due date.
- Handling matters relating to officers’ leave, overtime, and travel expenses.
- Handling disaster loans, property loans, motorcycle loans, and festival advances for officers, as well as matters related to Agrahara insurance.
- Issuing monthly season railway tickets and railway warrants.
- Coordinating activities in connection with the conduct of elections.
- Recruitment, assignments, transfers, promotions, and retirements of staff in the Higher Education Division.
- Recruitment, assignments, and termination of service of the staff of the Hon. Minister/State Minister/Deputy Minister of Higher Education.
- Preparing Schemes of Recruitment
- Providing opportunities for local and foreign training for staff.
- Issuing concessionary motor vehicle permits for academic and non-academic staff of the institutions under the Higher Education Division, the University Grants Commission, universities, and higher education institutions.
- Appointment and filling of vacancies of non-academic staff in universities and higher education institutions.
- Granting approval for the recruitment of foreign lecturers to universities on a contract/temporary basis.
- Temporarily/permanently releasing non-academic staff of universities on a secondary basis.
- Coordinating with the General Treasury regarding allowances in the university system.
- Providing Ministry recommendations on salary anomalies of university academic and non-academic staff.
- Obtaining approval for cadre and carrying out recruitments for projects implemented under foreign aid and loans.
- Handling matters related to granting foreign leave under Public Enterprise Circular No. 05/2022 and UGC Circular No. 406, and matters related to granting local and foreign leave under Public Administration Circular No. 14/2022.
Information and Communication Technology Division
- Development of an Online Foreign Leave Approval System for university staff.
- Development of an Online Appointment Reservation System for the public to make appointments with the Hon. State Minister.
- This system has already been developed and finalized, and appointment reservations to meet the Hon. State Minister are now made online through this system.
- Development of a system for maintaining the Ministry’s Fixed Assets Register.
- In addition, maintaining an updated Fixed Assets Register of computer equipment belonging to the Higher Education Division of the Ministry of Education.
- Development of an Online Management System for Vehicle Permits for issuing concessionary motor vehicle permits.
- Introduction of an Online Management System for Scholarships to call for applications for foreign scholarships.
- Development of a Human Resource Management System for entering details of the Ministry’s staff.
- Maintenance of the Online Interest-Free Student Loan Management System of the Non-State Universities Division, and coordinating necessary updates to accommodate new requirements.
- Expansion of Wi-Fi facilities in state universities as per the 2020 Budget Proposal, and preparation of the 2023 Information Technology Plan.
- Implementation of activities related to the Interest-Free Loan Scheme for Laptop Purchases under the 2016 Budget Proposal.
- Regular updating and maintenance of the Higher Education Division’s website.
- Troubleshooting and rectifying hardware issues of computers, laptops, tablets, and printers belonging to the Ministry.
- Rectifying software errors on computers and resolving issues related to internet and e-mail.
- Installing required software on computers as per the needs of Divisions and troubleshooting hardware-related issues.
- Installing and regularly updating antivirus software to ensure the Ministry’s computer security.
- Maintaining the Virus Console System.
- Maintaining and expanding the computer network.
- Administration of the Proxy Server, Firewall Server, E-mail Server, Virus Console Server, and Foreign Leave Software Server of the Higher Education Division at the Computer Network Administration Centre.
- Maintaining the Foreign Leave Software System of the Higher Education Division and preparing relevant formats as required by the Development Division.
- Maintaining the Ministry’s existing Wi-Fi system and troubleshooting technical issues arising from time to time.
- Representing the Ministry in relevant technical committees when purchasing computer hardware and software.
- Contributing at various stages of the procurement process when acquiring Information Technology systems.
- Representing technical evaluation committees during the procurement processes in the field of information technology in other Ministries and Departments.
- Contributing to the activities of the LGN Project implemented by ICTA.
- Preparing and implementing the Information Technology Procurement Plan.
- Administration of the MS Mail Domain (mail.mohe.gov.lk) e-mail system, including Office e-mail account creation and assigning MS Office software rights to each account, as well as handling matters related to third-party software (e.g., Assure, SharePoint). In addition, facilitating Ministry data management using cloud storage technologies such as OneDrive and Google Drive.
- Administration of the Google Mail Domain (mohe.gov.lk), including creating new e-mail addresses and troubleshooting issues in existing e-mail addresses.
- Using MS Teams technology to connect over 4,500 students of the Student Loan Division for interviews, and providing all necessary facilities for conducting interviews for foreign scholarships of the Development Division through Zoom technology.
- Organizing and coordinating online meetings.
- Creating Google Forms as required, according to the requests of divisions.
Contact Details
Ms. Anoja Guruge
Additional Secretary (Administration & Finance)
+94 112 688 338
+94 112 688 338
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+94 112 688 338
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Ms.R.G.C.P. Jayawickrama
Senior Assistant Secretary
+94 112 691 527
+94 112 674 768
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+94 112 674 768
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Ms. S. D. L. Silva
Assistant Secretary - (Administration)
+94 112 674 766
+94 112 674 768
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+94 112 674 768
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Vacant
Assistant Secretary (Establishment)
+94 112 694 759
+94 112 674 768
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+94 112 674 768
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Ms. H. W. Nadeesha Dilrukshi
Legal Officer
+94 115 115 209
+94 112 674 768
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+94 112 674 768
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K.M.P.V Karunarathna
Administrative Officer
+94 112 694 759
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Ms. S.K.H. Perera
Translator
+94 0112 687 622
+94 112 674 768
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+94 112 674 768
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Ms. H.D.W.N. Deshappriya
Chief Management Assistant Officer
+94 112 688 423
+94 112 674 768
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+94 112 674 768
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