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Tough new guidelines on foreign travel for ministers, officials
View(s):- Even communications with DPL missions must be channelled through MFA
By S. Rubatheesan
Sri Lankan missions abroad have been informed to refrain from entertaining any direct requests from ministers or senior government officials during foreign visits and any such requests should be channelled through the Ministry of Foreign Affairs (MFA) only, according to revised protocols and directives issued by the Presidential Secretariat.
The new measure has been taken following several requests made to the Foreign Ministry at short notice to arrange official-level meetings with foreign counterparts for Sri Lankan ministers and other officials travelling abroad.
“There have been instances where several ministerial and other dignitary visits from Sri Lanka have taken place to a single foreign capital successfully. On some occasions, these multiple visits have prompted the foreign states concerned to query the rationale and the need for such visits often for the same purpose,” the circular noted.
The circular consists of a series of newly revised protocols and directives addressing some of the shortcomings in ministerial affairs.
As Sri Lanka’s missions abroad function with limited staff and resources, especially under current circumstances, the circular added that “requests for Mission facilitation, without adequate prior notice, would place the Mission in an extremely difficult situation and a tardy outcome.”
The circular titled “Interaction by government Ministries/Institutions with foreign states, international organisations, diplomatic missions accredited to Sri Lanka and Sri Lanka Missions abroad” was issued to all ministry secretaries, provincial council chief secretaries, and secretaries to provincial governors.
The circular, issued by Presidential Secretary Saman Ekanayake, was a revision of the previous one which was issued on January 14, 2011. The revised circular came into effect on December 23.
It is also noted that certain ministries make direct requests to Sri Lanka missions abroad and certain instances, to entities of foreign governments requesting facilities and arrangements for Sri Lankan VIPs to make official and non-official visits to those countries, the circular added. “This practice is inappropriate both from administrative and protocol aspects as well as foreign relations point of view,”
Sometimes Sri Lanka missions were not informed about the visit of ministers, state and deputy ministers and missions were in a position to extend any assistance, the circular said.
On receiving several requests to obtain visas or support such applications in SL missions abroad, the new circular said the Foreign Ministry had no authority to facilitate visas for private travel including those holding official positions. Government institutions are also directed not to issue official letters supporting visa applications for private travel.
Cabinet ministries and state agencies are also barred from making any media statements concerning foreign policy and international relations of Sri Lanka, issues related to foreign countries, foreign missions accredited to Sri Lanka, or SL missions abroad without written clearance from MFA.
“This is in order to prevent any unwarranted bilateral or multilateral developments and to streamline a consistent approach towards Sri Lanka’s foreign policy.”
Meanwhile, ministers, state and deputy Ministers, parliamentarians, and senior officials are requested to observe utmost caution in making media statements.
Ministers, line agencies, and public officials are instructed to invite a representative of the MFA and other related ministries when meeting with visiting ministers, signatories, delegations, ambassadors or senior officials of foreign governments.
“In the event this stipulation is observed in the breach, the agency concerned should at least make available to the MFA a summary report of the discussions at the meeting,” the circular added, indicating depending on the level of significance of the meeting, respective agencies should seek the advice of MFA on matters to be raised at the meetings.
Under the new directives, no government entity is allowed to engage by accepting or extending invitations for events with states or governments which are not recognised or the state has not established diplomatic ties. “In the past, there were many instances where Sri Lankan dignitaries/senior officials had attended events. This has led to compelling bilateral and multilateral issues of concern,” the circular said.
Any invitations by diplomatic missions or posts in Sri Lanka on behalf of their governments or organisations to government leaders, Ministers, Governors, MPs, and senior officials should not be accepted without the consent of MFA.
Meanwhile, Sri Lankan missions overseas will not be able to arrange facilities during arrival, transit, departure, and their stay for the VIP lounge, accommodation, and transport on a free-of-charge basis.
Accordingly, the line ministry or institutions of relevant officials who wish to utilise such services abroad should make the payments in advance to Sri Lanka missions abroad through the MFA.
In addition, the mission is not expected to pay any bills for accommodation, telephone calls, transport, porterage etc. and release of cash advance unless specified by the ministry, the circular said stressing any such expenses should be incurred by the respective line ministry.
Provincial Councils and local government bodies are barred to establish direct contact or correspond directly with foreign governments or missions accredited to Sri Lanka and other international organisations, according to the circular.
“If a foreign diplomatic mission in Sri Lanka contacts an official of other ministries or departments, which may seem a routine matter, but which may subsequently develop into a more important policy issue, it is essential that the MFA is informed of the matter at the earliest possible,” the circular said, stressing that the ministry should be kept informed of all such communications.
This measure, the circular stressed, is to avoid an impasse which happened on many occasions in the past where the ministry had to intervene to resolve those issues. “Such issues, if left unresolved or allowed to escalate, could become irritants or inter-state disputes, which adversely affect the overall bilateral relationship between Sri Lanka and the foreign state or organisation concerned.”
To monitor the compliance of the newly revised directives, a high-level committee headed by the Minister of Foreign Affairs is to be established. The Committee can call for clarifications and the status of compliance with the directives from ministry secretaries and heads of institutions accordingly, the circular added.
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