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4(1)(b)(viii) Statement of board, councils, committes and other bodies

March 31, 2021

Administration Division

The management of the Indian Foreign Service (Group "A") is undertaken through the Foreign Service Board. Similarly, a Senior Establishment Board has been constituted for recommendations regarding transfers and postings of Group "B" & "C" employees and a Junior Establishment Board for Group”D” employees. Departmental Promotion Committees have been constituted for decisions regarding promotions of officers and employees. The meetings of these boards and committees are not open to the public. However, copies of the minutes recording the decisions taken are available.

Norms for Postings

Representations are invited from eligible officials against available vacancies. Officials are asked to express their choices, in order of preference, against such vacancies. Posts abroad are broadly categorized into five categories, A*, A, B, C & C* on the basis of condition of living at the station concerned. The Boards make their recommendations on the basis of the preferences, functional requirements and the suitability of the proposed official. In general, the principle of rotation is followed while deciding the posting of an officer. Circular announcing vacancies under Foreign Service Board (FSB), Senior Establishment Board (SEB) and Junior Establishment Board (JEB) outline in detail the various considerations and conditions regarding posting of officers, including the normal tenure of such postings.

Composition of FSB, SEB and JEB

1. The Foreign Service Board (FSB)-


(i) There shall be constituted a Board to be called as the Foreign Service Board.
(ii) The Foreign Service Board shall consist of:
(a) All secretaries to the Government of India in the Ministry of External Affairs with Foreign Secretary as Chairman:
(b) The Secretary to the Government of India in the Ministry of Commerce; and
(c) The Joint Secretary in charge of Administration in the Ministry of External Affairs with foreign Secretary to the Board.
(iii) Any three members of the Board shall constitute the quorum.

2. The Senior Establishment Board (SEB) comprises:-

i) Joint Secretary in the Administration Division in the Ministry of External Affairs- Presiding Officer.
ii) One Director or Deputy Secretary including in the Director or Deputy Secretary in the charge of Administration in the Ministry of External Affairs.
iii) Director or a Deputy Secretary in the Ministry of Commerce.
iv) Two Under Secretary in the Ministry of External Affairs.

3. The Junior Establishment Board (JEB) comprises:-

i) Directors or Deputy Secretaries not exceeding two including in the Director or Duputy Secretary in charge of Administration in the ministration of External Affairs is the Presiding Officer.
ii) One Director or Deputy Secretary in the Ministry of Commerce.
iii) Three Under Secretaries in the Ministry of External Affairs.

Composition of various Department Promotion Committee (DPC)

1. For promotion to Grade I of IFS


(i) Foreign Secretary: Chairman
(ii) All Secretaries in Ministry of External Affairs: Members
(iii) Secretary in Department of Personnel and Training: Member

2. For promotion to Grade II of IFS

(i)Foreign Secretary: Chairman
(ii)All Secretaries in the Ministry of External Affairs: Members
(iii)Secretary in Department of Personnel and Training Member

3. For promotion to Grade-III of IFS

(i) Foreign Secretary: Chairman
(ii) All Secretaries in the Ministry of External Affairs: Members
(iii) Secretary in Department of Personnel and Training Member

4. For promotion to Grade-IV of IFS

(i)Foreign Secretary: Chairman
(ii)All Secretaries in the Ministry of External Affairs: Members

5. For promotion to Junior Administrative Grade of IFS


(i)Foreign Secretary: Chairman
(ii)All Secretaries in the Ministry of External Affairs: Members

6. For promotion to Senior Scale Grade of IFS

(a) For promotion of officers appointed to Service in accordance with sub-rule (1) of rule 8 to Senior Scale, composition of Departmental Promotion Committee shall be as following: Foreign Secretary : Chairman All Secretaries in Ministry of External Affairs: Members (b) For promotion of officers from Grade I of Indian Foreign Service, Branch B to Senior Scale of Service in accordance with sub-rule (2) of rule 8, composition of Departmental Promotion Committee shall be as following: Foreign Secretary or a Secretary nominated by him/her: Chairman Additional Secretary (Administration): Member Joint Secretary (Administration): Member

Promotion in IFS(B) Cadre

1. Promotion to Grade I of IFS B (Under secretary)

(i) The Chairman/Member of Commission - Chairman
(ii) Joint secretary in charge of Administration in the Ministry of External affairs – Member
(iii) Joint secretary in the Ministry of External affairs to be nominated by Secretary, Ministry of External Affairs – Member
(iv) Director (Administration), Ministry of External Affairs -Member

2. Promotion to Section officers

(i) Joint Secretary in charge of Administration in the Ministry of External affairs- Chairman
(ii) Director (Administration) in the Ministry of External Affairs – Member
(iii) Two other Under Secretaries in the Ministry of External affairs to be nominated by the Secretary, Ministry of External Affairs – Member

3. Promotion to Assistant Grade

(i) Joint Secretary in Charge of Administration in the Ministry of External Affairs – Chairman
(ii) Director (Administration) in the Ministry of External Affairs – Member
(iii)wo other Under Secretaries in the Ministry of External affairs to be nominated by the Secretary, Ministry of External Affairs – Member

4. Promotion to Upper Division Clerk Grade

(i) Director (Administration) in the Ministry of External affairs – Chairman
(ii) Two other Under Secretaries in the Ministry of External affairs to be nominated by the Secretary, Ministry of External Affairs – Member

5. Promotion to Lower Division Clerk Grade


(i) Director (Administration) in the Ministry of External affairs – Chairman
(ii) Two other Under Secretaries in the Ministry of External affairs to be nominated by the Secretary, Ministry of External Affairs – Member

Promotion in Stenographers’ Cadre

1. Promotion to Principal Staff Officer (PSO)


(i) A Secretary rank officer nominated by the Ministry of External Affairs – Chairman
(ii) Additional rank officer nominated by the Ministry of External Affairs – Member
(iii) An Additional Secretary nominated by the Ministry of Commerce - Member

2. Promotion to Senior Principal Private Secretary (Senior PPS)

(i)The Chairman/Member of the Commission – Chairman
(ii) A Secretary rank officer nominated by the Ministry of External Affairs – Member
(iii) Additional rank officer nominated by the Ministry of External Affairs – Member
(iv) An Additional Secretary nominated by the Ministry of Commerce – Member

3. Promotion to Principal Private Secretary(PPS)

i)The Chairman/Member of the Commission – Chairman
(ii) Joint Secretary in charge of Administration in the Ministry of External affairs – Member
(iii) Joint Secretary in the Ministry of External affairs to be nominated by the Ministry of External Affairs – Member
(iv) Director(Administration), Ministry of External Affairs – Member

4. Promotion to Private Secretary (PS)

(i) Joint Secretary in charge of Administration in the Ministry of External Affairs – Chairman
(ii) Director (Administration) in the Ministry of External Affairs – Member
(iii) Two other Under Secretaries in the ministry of External affairs to be nominated by the Secretary (MEA) – Member

5. Promotion to Personal Assistant

(i) Joint Secretary in charge of Administration in the Ministry of External Affairs – Chairman
(ii) Director (Administration) in the Ministry of External Affairs – Member
(iii) Two other Under Secretaries in the ministry of External affairs to be nominated by the Secretary (MEA) – Member

DPC in L&T Cadre

1. Promotion of JS(Legal & Treaties):-Group 'A' Departmental Promotion Committee (for promotion):


(i) Chairman or Member, Union Public Service Commission – Chairman.
(ii). Foreign Secretary – Member.
(iii). Secretary in‐ charge of Legal and Treaties Division – Member

2. Promotion of Director(Legal & Treaties):-

Group 'A' Departmental Promotion Committee (for promotion):


(i) Chairman or Member, Union Public Service Commission – Chairman.
(ii) Foreign Secretary – Member.
(iii) Secretary in‐charge of Legal and Treaties Division – Member.
iv) Additional Secretary (Administration) – Member.

3. Promotion of Legal Officer(Grade I):-

Group 'A' DPC (for promotion)


(i)Chairman/ Member, UPSC – Chairman
(ii)Joint Secretary (Administration) – Member
(iii) Joint Secretary (Legal & Treaties) ‐ Member

4. Promotion of Legal Officer(Grade II):-

Group 'A' DPC (for promotion)


(i) Chairman or Member, UPSC – Chairman
(ii) Joint Secretary (Administration) – Member
(iii) Joint Secretary (Legal & Treaties) – Member

DPC in Interpreter’s Cadre

1. For promotion to Principal Interpreter (super time Scale):

Group ‘A’,Departmental Promotion Committee (for considering promotion) consisting of :-


i. Chairman or Member, Union Public Service Commission – Chairman;
ii. Foreign Secretary or Secretary nominated by the Foreign Secretary -Member;
iii. Additional Secretary (Administration)- Member.

2. For promotion to Senior Interpreter(Selection Grade):

Group ‘A’, Departmental Promotion Committee (for considering promotion) consisting of :-


i. Chairman or Member, Union Public Service Commission – Chairman;
ii. Additional Secretary (Administration) – Member;
iii. Joint Secretary (Administration) – Member;
iv.Joint Secretary in the territorial division of the language concerned - Member.

3. For promotion to Interpreter(Senior Scale):-

Group ‘A’,Departmental Promotion Committee (for considering promotion) consisting of:-


(i) Foreign Secretary or a Secretary nominated by him from Ministry of External Affairs – Chairman;
(ii) Additional Secretary (Administration) - Member;
(iii) Joint Secretary (Administration) – Member;
(iv) Joint Secretary(s) in the territorial division of the language(s) concerned – Member.

DPC in Library and Information Cadre

1. For promotion to Library and Information Officer:-

Group ‘A’ Departmental Promotion Committee (for considering promotion) consisting of:-


(i) Chairman or Member, Union Public Service Commission- -Chairman
(ii) Joint Secretary (Administration) -Member
(iii) Director (Library and Information) -Member

2. For promotion to Assistant Library and Information Officer:-

Group ‘B’ Departmental Promotion Committee (for considering promotion) consisting of:-


(i) Joint Secretary (Administration) -Chairman
(ii) Director (Policy Planning and Research)/ Deputy Secretary ( Policy Planning and Research) -Member
(iii) Director (Library and Information) -Member

3. For promotion to Library and Information Assistant:-

Group ‘B’ Departmental Confirmation Committee (for considering confirmation) consisting of:-


(i) Joint Secretary (Policy Planning and Research) -Chairman
(ii) Director (Administration) - Member
(iii) Library and Information Officer -Member

Establishment Division
(As on March 31, 2014)


Ministry of External Affairs procures objet d’art (Od’A)/objects of art such as traditional Indian artefacts, handicrafts, textiles, paintings, sculptures and other manifestations of arts and crafts from all over India and supplies these to its offices abroad in order to provide an Indian ambience at the residences of India’s senior most representatives and their offices in various countries.

In order to perform this function effectively, an Od’A Committee of experts in various Indian art forms, was first constituted by a Resolution published in the Gazette of India of 28th February, 1981. This Committee has been entrusted with the responsibility of selecting Objet d’Art from Indian sources for the use of our Missions abroad. The Composition of the Committee is approved by the Prime Minister and published in the Government of India Gazette. The Committee has been reconstituted eleven times since 1981. The last Od’A Committee was constituted vide Gazette Notification No. Q/Od’A/891/04/13 dated 15th October, 2013.

The closed door meetings of this committee are held periodically and the decisions taken are implemented by the Od’A Cell.

Composition of the Od’A Committee
Foreign Secretary- Chairperson
Prof. Rajiv Lochan, Member
Ms. Gulshan Nanda, Member
Ms. Laila Tyabji, Member
Ms. Purnima Rai, Member
Ms. Shalini Sethi, Member
Joint Secretary(Establishment)- Ex-officio secretary

Parliament and VIP Division

Parliament Section deals with two Committees of Parliament viz. Consultative Committee and the Standing Committee.

As regards the Consultative Committee, Chapter 13 of the Manual of Parliamentary Procedures in the Government of India brought out by the Ministry of Parliamentary Affairs, states that "the Consultative Committee consisting of members from both the Houses are constituted by the Ministry of Parliamentary Affairs for various departments of the Government of India”. Details regarding the composition of the committee and the meetings of the committees are available in the website of the Ministry of Parliamentary Affairs http://www.mpa.nic.in

Standing Committees are permanent and regular committees which are constituted from time to time in terms of the provisions of an Act or Parliament or Rules of Procedure and Conduct of Business in the Lok Sabha. Details regarding the composition of the committees, subjects selected, details of meetings etc are available in the website of the Lok Sabha http://www.loksabha.nic.in

Bureau of Security

Board for AS & PO Selection:

The members of the committee: JS (Pers), JS(CNV&I), Director(ADP), Director(BOS), US(BOS-II)

Board for Security Guard Selection:

The members of the committee: JS (Pers), JS(CNV&I), Director(ADP), Director(BOS), US(BOS-II)

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