UCSB Rule Eng 2020

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Republic of the Union of Myanmar

The Union Civil Service Board Rules


Republic of the Union of Myanmar

The Union Civil Service Board Rules

11 th
September, 2020
The Union Civil Service Board Rules

CONTENT

Sr. No Particulars Pages

1. Chapter I Title and Definition 1-3


2. Chapter II Selection and Appointment 3-8
of the Service Personnel
3. Chapter III Promotion 8-12
4. Chapter IV Civil Service Training 12-17
5. Chapter V Obtaining Approval of 17-19
the Board
6. Chapter VI Providing the Comments of the 19-20
Board and Reporting
Republic of the Union of Myanmar
The Union Civil Service Board
Notification No. 81/2020
The 9th Waning Day of Wagaung, 1382 M.E.
(11 September 2020)

The Union Civil Service Board hereby issues these


rules in exercise of the power conferred by subsection (a)
of section 27 of the Union Civil Service Board Law with
the approval of the Union Government.

Chapter I
Title and Definition

1. These rules shall be called the Union Civil Service


Board Rules.

2. The following expressions shall have the meanings


given below:
(a) Officer means the service personnel at the
ranks of the gazetted officer and above;
(b) Staff means the service personnel at the ranks
below the gazetted officer;
(c) Initial Appointed Post means a post which
shall be started according to the classes of
service personnel in each and every service
personnel organization;
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(d) Apprentice Appointment means the


appointment as an apprentice against a
sanctioned post in the set-up of service
personnel organization to become proficient
in skills related to performing the duties;
(e) Term of Post means the period of performing
duty in a current post;
(f) Term of Service means the period of
performing duty as a civil servant in a service
personnel organization. In this expression, the
probation period, apprentice period, on leave
period except extraordinary leave without pay,
temporary suspension period defined as term
of duty and period of performing other duty
which is determined as term of duty are also
included;
(g) Joining Time means the time allowed to
service personnel to travel from the previous
duty station to the station where they are
transferred;
(h) Service Personnel on Deputation means
service personnel who are transferred and
provides the full-time service to another
organization either in the country or in a foreign
country with the permission of the Union
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Government, in which case the service


personnel are paid from any other budget other
than the State Budget;
(i) External Service Regulations mean those
which are issued by the relevant ministry and
organization for the service personnel on
deputation to abide by;

Chapter II
Selection and Appointment of Service Personnel
3. The classes of the service personnel are as follows:
(a) management staff (administration, social);
(b) management staff (economic);
(c) professional staff;
(d) technical staff;
(e) clerical staff;
(f) general service staff.
4. In the selection and appointment of service
personnel, candidates for the initial appointed post shall be
selected and appointed by the relevant ministry and
organization through a competitive selection system where
the candidates who meet the specified qualifications for the
post are allowed to participate.
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5. Apart from the posts to which service personnel


are to be appointed by the Board, the initial appointed posts
of staff are as follows:
(a) general service staff grade (1);
(b) clerical staff grade (1);
(c) technical staff grade (1), grade (2) and grade (4);
(d) professional staff grade (1), grade (2) and
grade (3);
(e) management staff (economic) grade (1) and
grade (2);
(f) management staff (administration, social) grade
(1).
6. When the ministries and service personnel
organizations need to appoint an external person to technical
staff grade (3) post because of the nature of work or the
specified qualifications, they shall appoint that person at
technical staff grade (2) post as an apprentice appointment
against the desired technical staff grade (3) post at first and
the appointment shall be confirmed at technical staff grade
(3) post if their performance is satisfactory.
7. (a) If there is a vacant post of gazetted officer rank
in respective ministry and organization, and an
external person is to be appointed, only the
Board shall do the selection and appointment.
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(b) If the relevant ministry and organization need


to appoint an external person directly due to
any extraordinary circumstance, it shall
propose this to the Board and then put
forward, with the recommendation of the
Board, the case to and obtain the approval
from the Union Government.
8. If the ministries and organizations want to appoint
external persons to the vacant initial appointed posts of the
gazetted officer rank, it shall propose to select the persons
to the Board together with the number of persons to be
selected, specifications and requirements for the posts.
9. The Board shall scrutinize the proposals submitted
by the ministries and organizations and advertise the vacancy
announcement in the newspapers, at least once, to call for
applications from those who meet the specific qualifications
eligible to take part in a competitive selection process. The
advertisement shall be posted on the notice board of the
Board office.
10. In advertising the vacancy announcement in
accordance with rule 9, the minimum necessary academic
qualification shall be established depending on the work
nature of the relevant ministries and organizations. The age
limit shall be exactly stipulated depending on the closing
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date for application. Moreover, if the specific qualifications


and age limits are to be stipulated due to the particular
conditions and work nature, it shall be done by the relevant
ministries and organizations in coordination with the Union
Civil Service Board.
11. The Union Civil Service Board shall scrutinize the
submitted applications and select the candidates who meet
the stipulated qualifications for the written test, psychology
test and interview through which the suitable candidates
shall be appointed to the vacant posts.
12. The Union Civil Service Board shall specify the
type of examination, the subjects and time for the written
tests and these specifications shall be mentioned separately
in the advertisement of the board, calling for the applications
for the concerned posts.
13. Depending on the results of the written test, the
Union Civil Service Board shall issue the list of the
candidates who are eligible for the psychology test and
interview. These candidates shall be informed and the
suitable ones shall be appointed depending on their results.
14. If the specific qualifications are required in line with
the work nature of the relevant ministry and organization,
the ministry and organization shall conduct another test for
the candidates who have passed the written test of the Union
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Civil Service Board to determine whether they meet the


required specific qualifications. Then the Union Civil Service
Board shall continue to conduct psychology test and
interview only for the candidates having those specific
qualifications and select the ones to be appointed.
15. If the number of candidates who apply for the job
is the same to or less than the number of vacant posts or
even if larger, the differences are not so big, the Union Civil
Service Board may call the candidates only to attend
psychology test and interview without conducting the written
test.
16. The interview board formed by the Union Civil
Service Board shall assess and provide ratings for the
following:
(a) good personality;
(b) national and international knowledge and
experience;
(c) knowledge about the work to be performed in
the post applied for;
(d) being enthusiasm and succinctness;
(e) being quick wit.
17. The candidates’ ratings provided by the interview
board shall be totaled by the Board and the suitable
candidates shall be selected depending on the number of
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vacant posts and the candidates’ total ratings. The number


of the selected candidates to be put in the waiting list shall
be decided at the selection meeting of the Board.
18. The Board may ask for technical assistance from
the relevant ministries and organizations or experts if it is
necessary in the selection process.
19. If the ministries and organizations request the Board
to conduct psychology test for the candidates to be
appointed to the initial appointed posts for which the
organization is authorized to appoint the candidates, the
Board shall help the organization with the test.
Chapter III
Promotion
20. The Union Government shall approve the minimum
necessary academic qualification, skill, term of post and
term of service for promotion depending on the types of
posts in the relevant ministry and organization.
21. In assessing qualifications for promotion, the ministries
and organizations shall take into consideration of those who
are outside the organization but in the organizational set-up at
the time of conducting the assessments.
22. When initial appointed posts of the gazetted officer
rank become vacant and service personnel need to be
promoted to fill up the posts, the ministries and organizations
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shall coordinate it with the Board by nominating the service


personnel in the waiting list and obtain approval from it.
23. The Board shall scrutinize the following when the
ministry and organization coordinate the case mentioned in
rule 22:
(a) whether the relevant ministry and organization
has approved the proposed promotion or not;
(b) whether the posts to which service personnel
are to be promoted are included in the
organizational set-up of the relevant ministry
and organization;
(c) whether there are sufficient vacant posts for
the proposed number of service personnel for
promotion;
(d) whether all service personnel who meet the
requirements are examined written and
practical test;
(e) whether the date on which the term of post
and the term of service are calculated is
mentioned;
(f) whether the date on which the waiting list is
approved is mentioned and whether the
waiting list expires or not;
(g) whether the waiting list includes the names,
posts and signatures of the Chairperson and
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members of the qualification assessment board


of the relevant ministry and organization;
(h) in the case where the total ratings of the service
personnel on the waiting list are the same,
whether there are any explanatory note about
those same ratings;
(i) whether the personal profiles of the nominated
personnel are attached;
(j) whether the term of post and the term of
service of the nominated personnel meet the
specifications as prescribed in rule 20;
(k) whether the types of posts currently held by
the nominated personnel match the types of
posts to which they are to be promoted;
(l) if the nominated service personnel are in the
period of leave preparatory to retirement,
whether they are enjoying that leave and
whether the organization refuses to grant that
leave to them.
24. The Board shall discuss the points checked
according to rule 23 at the Board’s regular meeting and
provide the Board’s opinions and comments to the relevant
ministry and organization.
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25. In order to reward the service personnel who deserve


promotion to the next higher rank within a reasonable period
of time since they fulfil their duties in a competent and
outstanding way, to allow the well-experienced and
outstanding service personnel in the ministries and
organizations to enjoy benefits and to prevent the shortage
of personnel at the respective ranks, the relevant ministry
and organization may promote the service personnel as
special cases although service personnel do not meet the
requirements of the term of post.
26. In promoting service personnel by relaxing the term
of service in accordance with rule 25, the ministries and
organizations shall take into consideration the following as
priorities:
(a) proficiency and industriousness;
(b) loyalty to superior officers and colleagues;
(c) good morale and goodwill for the interest of
the State and the department;
(d) innovativeness;
(e) outstanding educational qualification and skill;
(f) good leadership;
(g) good morale.
27. When the ministries and organizations promote
service personnel by relaxing the requirements for the term
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of post in accordance with rule 25, it shall be done only for


one third of the vacant posts.
28. If the ministries and organizations want to promote
service personnel by relaxing the minimum requirement of
the academic qualifications, the ministries and organizations
shall consider the following and obtain the approval of the
Union Government. But the term of post shall meet the
requirement. If service personnel are to be promoted to the
post of gazetted officer, the ministries and organizations
shall continue to propose it to the Union Civil Service Board
together with the approval of the Union Government and
coordinate with the Board:
(a) proficiency and industriousness;
(b) loyalty to superior officers and colleagues;
(c) good morale and goodwill for the interest of
the State and the department;
(d) innovativeness;
(e) outstanding educational qualification and skill;
(f) good leadership;
(g) good morale.
Chapter IV
Training of Civil Service Personnel
29. The Board shall conduct service personnel training
with the aim to develop the capacity in the following areas:
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(a) knowledge about the laws, rules, regulations,


by-laws and procedures which the service
personnel should have;
(b) office management skill;
(c) organizational management skill;
(d) public management skill;
(e) understanding of good governance and
leadership concepts;
(f) understanding of political, economic and social
situation of Myanmar and other countries;
(g) knowledge about the policies, objectives,
processes, laws, orders and directives adopted
and issued by the State;
(h) basic information and technology skill which
service personnel should have.
30. The Board shall conduct the following training
courses:
(a) Special Refresher Courses
(1) Training Courses conducted in response
to the instruction of the Union
Government Office from time to time;
(2) Training Courses conducted in response
to the proposal from the ministries and
organizations from time to time.
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(b) Regular Courses


(1) Management Course for Executive Level
Officials;
(2) Management Course for Senior Level
Officials;
(3) Management Course for Mid-Level
Officials, Advanced Diploma in Civil
Service Management Course;
(4) Basic Course for Civil Service Officers;
(5) Basic Pre-service Course for Civil
Service Officers, Post Graduate Diploma
in Civil Service Management Course;
(6) Basic Course for Junior Civil Service
Officers;
(7) Enhance Course for Office Superintendent;
(8) Basic Course for Clerical Staff.
31. The Board shall deliver the following subjects at
the training courses mentioned in rule 30 as necessary:
(a) Management;
(b) Economics;
(c) Law;
(d) Social Science;
(e) Political Science;
(f) English;
(g) Information and Communication Technology.
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32. The management course for executive level officials


shall be joined by the healthy deputy directors general and
the officers of the same ranks who are selected by the relevant
ministries and organizations.
33. The management course for senior level officials
shall be joined by the healthy directors and the officers of
the same ranks who are selected by the relevant ministries
and organizations.
34. The management course for mid-level officials,
advanced diploma in civil service management course shall
be joined by the healthy assistant directors, deputy directors
and the officers of the same ranks who are selected by the
relevant ministries and organizations.
35. The basic course for civil service officers shall be
joined by the healthy staff officers and the officers of the
same ranks who are selected by the relevant ministries and
organizations.
36. The basic pre-service course for civil service
officers, post graduate diploma in civil service management
course shall be joined by the healthy officers who are selected
for initial appointed posts of the gazetted officer rank by
the Board for the relevant ministries and organizations.
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37. The basic course for junior civil service officers


shall be joined by the following healthy service personnel
who are selected by the relevant ministries and organizations:
(a) management staff (economic) grade (2);
(b) professional staff grade (3);
(c) technical staff grade (5);
(d) management staff (administration, social) grade
(1).
38. The enhance course for office supervisors shall be
joined by the healthy branch clerks and office
superintendents who are selected by the relevant ministries
and organizations.
39. The basic course for clerical staff shall be joined
by the healthy senior and junior clerks who are selected by
the relevant ministries and organizations.
40. The relevant ministries and organizations shall
coordinate with the Board for the officers who are directly
selected by the Board to be able to join the basic pre-service
course for civil service officers as a special case.
41. The Board shall conduct workshops and training
with the aim of developing the capacity of the civil service
officers in the ministries and organizations.
42. Apart from workplace skills training in line with the
work nature of the relevant ministries and organizations, if
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the ministries and organizations want to conduct


management courses and civil service training courses at
the central institutes of civil service, they must do it in
coordination with the Board.
Chapter V
Obtaining Approval of the Board
43. The following cases need the approval of the Board:
(a) the case where the joining time exceeds 30 days;
(b) the issuance of the external service regulations
for service personnel on deputation;
(c) the matter of allowing prior increment.
44. The Board shall scrutinize the following when
considering to approve the external service regulations for
service personnel on deputation proposed by the ministries
and organizations:
(a) Whether the name of country or the
organization and the assigned tasks and duties
on deputation are mentioned or not;
(b) Whether the exact period of deputation is
mentioned or not;
(c) Whether the statement that the service
personnel are not entitled to pay from the
parent organization starting from the date of
the transfer on deputation is included or not;
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(d) Whether the statement that, if the ministry or


organization which employs the service
personnel on deputation does not make his or
her contributions for pension benefit to the State
Budget at a specified rate, the service personnel
themselves must make it is included or not;
(e) Whether the statement that, if leave
accumulation is not allowed during the
deputation period, the leave salary contribution
need not be paid is included or not;
(f) Whether the statement that the interim can be
filled the post of the service personnel on
deputation temporarily is included or not;
(g) Whether the deputation period exceeds the
time when the service personnel attain the age
of superannuation retirement or not.
45. In approving the matter of allowing prior increment
proposed by the ministries and organizations, the Board
shall examine whether the case is one of the following:
(a) the case is that the initial pay should be raised
when a person acquired extraordinary
qualification is firstly appointed as a civil servant;
(b) the case is that a civil servant deserves to be
rewarded for performing duty outstandingly
at the present post;
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(c) the case is that a civil servant should be granted


prior increment due to any other sufficient reasons.
46. Service personnel are automatically removed from
post commencing from the date immediately after the date
of continuous absence from work for five years either on
leave or without leave except that they perform duties on
deputation with the external service regulations. However,
if the relevant ministry or organization proposes to the Board
to cancel such removal, the Board shall be able to do so if
there are sufficient reasons for it. This provision is not
applicable to the service personnel who are absent from
duty due to temporary demotion.

Chapter VI
Providing the Comments of the Board and Reporting
47. The Board shall provide comments either about the
civil service personnel law, rules, regulations and procedures,
or about selection and appointment of, training for, promotion
of and maintenance of the disciplines against the service
personnel if requested by ministries and organizations.
48. When a gazetted officer from any ministry or service
personnel organization is to be transferred to another ministry
or service personnel organization and the relevant ministry
or organization request the Board to provide comments,
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the Board shall conduct the required scrutiny, report it to


the Union Government Office, and provide its comments
to the relevant ministry or organization.
49. When the ministries and organizations coordinate
with the Board to deliver the topics on civil service personnel
law, civil service personnel rules, civil service regulations,
civil service code of conduct, civil service history and civil
service management at the trainings conducted in their
organization, the Board shall provide assistance as necessary.
50. The Board:
(a) shall keep a record of the service personnel
dismissed and removed from the post, and prepare
a report and present it annually to the President.
(b) may request the necessary data from the
relevant ministries and organizations for the
purpose of research relating to the affairs of
service personnel.

51. The Union Civil Service Board Rules (the Republic


of the Union of Myanmar, the Union Civil Service Board,
Notification No. 1/2011) is hereby repealed by these rules.

(Sd.)Win Thein
Chairperson
The Union Civil Service Board

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