Civil Service Exam Conditions and Procedure for Promotion, Selection, and Recruitment

Annex 1 of the Resolution No. 25, dated January 25, 2023, of the Civil Service Council

I. General Provisions

1.1. The procedures for selecting and nominating candidates for the position of direct budgetary supervisor in government administrative and service agencies, organizing exams to fill vacancies in the civil service, and the conditions for taking both general and specialized civil service exams, as well as the relations associated with promotion, will be regulated by these rules unless otherwise stipulated by law.

1.2. The purpose of the exam is to create conditions for selecting and appointing the most qualified candidates for civil service positions and direct budgetary supervisor positions in government service organizations, based on the principle of merit and in accordance with the general and specific requirements for these positions. The exam aims to select candidates who best meet these qualifications, ensuring the establishment of a pool of civil servants.

II. Types of Exams

2.1. Unless otherwise specified by law, the civil service exams will have the following types:

2.1.1. General Civil Service Exam (hereinafter referred to as "General Exam"):

2.1.1.1. A scheduled general exam, organized at least once per quarter nationwide (hereinafter referred to as "Scheduled General Exam");

2.1.1.2. A partial general exam organized upon the request of the Sector Council of the Civil Service Council to increase human resources in the aimags and the capital city (hereinafter referred to as "Commissioned General Exam").

2.1.2. Special Civil Service Exam (hereinafter referred to as "Special Exam"):

2.1.2.1. A special exam to fill vacancies in leadership positions within a civil service agency (hereinafter referred to as "Leadership Position Special Exam");

2.1.2.2. A special exam to fill vacancies in executive and auxiliary positions within a civil service agency (hereinafter referred to as "Executive Position Special Exam").

2.1.3. Selection of Direct Budgetary Supervisors:

2.1.3.1. Selection of direct budgetary supervisors for government administrative agencies;

2.1.3.2. Selection of direct budgetary supervisors for government service agencies.

III. Jurisdiction for Organizing Exams and Selection

3.1. The General Exam will be organized by the Sector Council of the Civil Service Council in the aimags and the capital city.

3.2. The Special Exam will be organized according to the following jurisdictions:

3.2.1. The Civil Service Council (hereinafter referred to as "Council") will organize exams for positions such as department heads, division heads, deputy directors of government agencies, and positions in organizations without a Sector Council;

3.2.2. The Sector Council (hereinafter referred to as "Sector Council") will organize exams for other civil service positions under government administration;

3.2.3. The Sector Council of the relevant ministry will organize exams for leadership positions in government agencies' structural units;

3.2.4. The Sector Council will organize exams for special civil service positions.

3.3. The selection of direct budgetary supervisors will be organized according to the following jurisdictions:

3.3.1. The Council will organize the selection of direct budgetary supervisors for positions classified as senior or responsible officers of government agencies;

3.3.2. The Sector Council will organize the selection of direct budgetary supervisors for other government administrative organizations;

3.3.3. The Sector Council will organize the selection of direct budgetary supervisors for government service organizations affiliated with ministries, agencies, or other state bodies;

3.3.4. The Sector Council in the relevant aimag, capital city, or district will organize the selection of direct budgetary supervisors for government service organizations under their jurisdiction.

3.4. If the structure and organization of a government agency changes, and the classification of a position within the organization changes to a civil service position, the decision of the competent authority must be submitted to the Council along with information on the education, experience, and qualifications of the employees in that position and proof that they are registered in the civil service reserve. In such cases, the Council may establish an exam commission and organize a special exam for civil servants who meet the position requirements and are registered in the civil service reserve.

4. Public Announcement of Examination Notices

4.1. The schedule for the general examination and relevant information must be publicly announced every year by December 15, and for requested general examinations, the schedule and related information must be announced through the Council's website at least 10 days before the registration starts.

4.2. If a vacancy arises for a permanent government position, the authorized agency or official must announce the vacancy to the public in accordance with the Civil Service Law, and to facilitate the movement of permanent government employees between government bodies and units, the vacancy must be communicated to other relevant government organizations where permanent government employees are working, at least 5 days before the registration deadline through the Council's website and the Human Resources Management Information System. If the permanent government employee meets the special requirements for the position, they can be transferred to the same level of position without any special examination.

4.3. If the vacancy remains unfilled as per section 4.2, the authorized agency or official must submit a request to the Council or Sector Council within 21 days from the vacancy occurrence to conduct a selection process, along with the following documents:

4.3.1. Position description;

4.3.2. A decision confirming the vacancy.

4.4. If the decision confirming the vacancy complies with the legal requirements, the notice of the vacancy will be published on the Council's website at least 10 working days before the examination.

4.5. The examination notice will specify the purpose of the exam, registration dates, location, required documents, and contact information.

4.6. If any changes are made to the examination notice or related information, these will be publicly announced.

4.7. If a vacancy is not filled within the time frame prescribed by Article 27.2 of the Civil Service Law, a notification will be sent to the authorized official to release the responsible employee from duty, as per Article 32 of the same law. In this case, the Council or Sector Council may inform the authorized official and announce the vacancy publicly.

5. Conditions for Examination Participation

5.1. The following individuals are eligible to register for the examination:

5.1.1. Must be a citizen of Mongolia;

5.1.2. Must have higher education;

Note: This requirement does not apply to auxiliary positions as defined in Section 10.2 of the Civil Service Law or to those defined in Section 22.1.2.

5.1.3. Must not have been convicted by a court of law for corruption or official misconduct as defined by the Criminal Code;

5.1.4. Must not have any mental illness;

5.1.5. If subject to mandatory military service, must have completed their service as required by law;

Note: This requirement does not apply to individuals who were exempt from military service before June 3, 2008, due to health reasons or other legal exemptions.

5.1.6. Must not have been dismissed from the civil service for reasons defined in Sections 46.2.2 and 46.2.3 of the Civil Service Law;

5.1.7. Must not be under a court order prohibiting them from holding public office or serving in the civil service;

5.1.8. Government employees wishing to transfer within the civil service system must submit a request as per Section 18.1 of the Civil Service Law;

5.1.9. Citizens must be registered in the permanent civil service reserve;

5.1.10. Must meet the special requirements specified for the position being applied for.

5.2. The conditions in Sections 5.1.8-5.1.10 do not apply to individuals applying for the general examination.

5.3. The conditions in Sections 5.1.5, 5.1.8, and 5.1.9 do not apply to individuals applying for positions under direct budgetary authority.

6. Establishment of Examination Committees

6.1. A Central Committee and Sector Committees, each consisting of at least five members, will be formed by the decision of the Council and Sector Councils to organize the general examination.

6.2. A special examination committee will be established for filling vacancies in permanent government positions or positions under direct budgetary authority, consisting of at least five members. The Council or Sector Council will determine the composition of the committee.

6.3. The committees may include officials from other government agencies and those with relevant knowledge and experience. For example, representatives from local educational departments may be included in committees for selecting school directors.

6.4. The Central Committee will have the following responsibilities:

6.4.1. Provide professional and methodological leadership to the Sector Committees, monitor the implementation of regulations;

6.4.2. Address any issues or complaints related to the general examination;

6.4.3. Submit proposals for individuals who pass the general examination to be registered in the civil service reserve.

6.5. Sector Committees and the examination committee will have the following common responsibilities:

6.5.1. Discuss and resolve any issues related to the committee members' duties or the examination process;

6.5.2. Make decisions impartially and free from conflicts of interest;

6.5.3. Accept applications and other materials electronically;

6.5.4. Ensure the availability of examination venues, equipment, and other necessary arrangements;

6.5.5. Ensure that individuals with disabilities are provided with suitable conditions for taking the examination;

6.5.6. Communicate examination results in a timely manner;

6.5.7. Address complaints related to registration and organization;

6.5.8. Submit reports and relevant documents to the Council and Sector Councils.

6.6. The examination committee will also:

6.6.1. Verify whether applicants meet the eligibility conditions outlined in Section 5.1;

6.6.2. Review the position description for the advertised position to ensure the applicant meets the required qualifications;

6.6.3. Conduct skill-based interviews and evaluate candidates.

6.7. The decisions made during committee meetings will be recorded in the minutes, and the minutes will be signed and verified according to relevant regulations.

7. Examination Registration

7.1. Registration for the general examination will be conducted for 15 days. Special examinations for filling vacancies in permanent government positions or positions under direct budgetary authority will be organized as per Section 4.4.

7.2. Applicants must submit the following documents and information through the electronic registration system:

7.2.1. Application for the examination;

7.2.2. Civil servant's application form;

7.2.3. Passport-sized photo;

7.2.4. Identity card;

7.2.5. Educational qualification certificate (if obtained from a foreign institution, an official translation of the diploma must be provided);

7.2.6. If applicable, a certificate confirming completion of relevant professional training;

7.2.7. Labor and social security records, including social security contribution certificates;

7.2.8. A certificate confirming no criminal record;

7.2.9. Documents confirming previous appointments, dismissals, or temporary suspensions from positions;

7.2.10. Military service certificate, if applicable;

7.2.11. For individuals with disabilities, relevant documentation.

7.3. For general examination applicants and those entering the civil service for the first time, documents related to social security and employment history (Sections 7.2.7 and 7.2.9) may be omitted.

7.4. Public servants wishing to apply for a position must also submit documentation of their performance reviews and qualifications, as well as recommendations from the appointing authority.

7.5. Applicants must submit accurate and complete information in the electronic registration system.

7.6. The general examination will be held at the applicant's primary residence.

7.7. The committee has the right to request additional materials or verify the authenticity of documents if necessary.

7.8. The committee will review whether the applicant meets all conditions and has provided complete documentation. If they do not meet the requirements, they will be notified at least one day before the exam begins.

7.9. Complaints related to registration for the general examination can be submitted within 3 working days, and complaints related to other examinations can be submitted within 1 working day. The committee will address these complaints before the examination begins.

8. Procedure for Filling Vacant Positions

8.1. If a leadership position in the state civil service becomes vacant, the position will be filled based on the principle of promotion by selecting candidates from current state civil servants or individuals in the reserve pool who are working in state organizations.

8.2. The vacant positions in executive or supporting roles of the state civil service will be filled in the following order:

8.2.1. From among state civil servants working in the relevant organization or other related state institutions;

8.2.2. If it is not possible to fill the position as per section 8.2.1, then from individuals in the reserve pool of the state civil service.

8.3. When filling vacant positions of assistant officials, the sequence outlined in section 8.2 does not apply, and candidates will be selected from those in the reserve pool of the state civil service. If the individual appointed to the position of assistant official passes the exam with the highest score, and subsequently resigns from the position as per their request or as stipulated by law, the Council or the Sectoral Council will nominate individuals from the pool of participants in the selection process based on the score ranking.

8.4. According to Article 26.3 of the Civil Service Law, civil servants who have met 50% of the special requirements related to years of service and meet the following conditions may participate in special examinations and selection processes for budget managers in state administrative bodies, following the principle of promotion:

8.4.1. They have not received an evaluation of "unsatisfactory" in any of the last three performance or skill assessments;

8.4.2. They have not been subjected to any ethical or disciplinary sanctions in the last 12 months;

8.4.3. The relevant appointing authority or official has recommended the individual for promotion;

8.4.4. They have completed specialized training and passed the relevant courses.

8.5. Vacant positions for budget managers in state service organizations will be filled without regard to any sequence.

8.6. A civil servant who has been appointed to a position in accordance with state administrative regulations may be directly assigned to a special or service position in the state administration, as approved by the Council.

8.7. High-ranking state officials can be transferred to other administrative or special state positions.

8.8. If a civil servant has been released from their position for over six months to participate in a new training or internship program, they may be reappointed to a similar role or equivalent position as per the relevant laws and contractual obligations.

8.9. The time spent working in political positions will be recognized as equivalent to time served in state administrative positions based on government regulations. Similarly, time spent in senior management positions will be treated in the same manner as state administrative roles based on the approved list of the Council.

8.10. If specific language skills are required for a position, the individual’s qualifications will be verified based on education documents or international language proficiency certificates.

9. Examination Composition, Content, Format, and Evaluation

9.1. General Examination Components:

9.1.1. General knowledge;

9.1.2. Mongolian language and writing skills;

9.1.3. Analytical thinking skills (cognitive abilities).

9.2. Special Examination Components:

9.2.1. Knowledge of laws, regulations, and policy documents;

9.2.2. Analytical thinking skills;

9.2.3. Problem-solving abilities;

9.2.4. Oral and written Mongolian language skills;

9.2.5. Leadership and organizational skills;

9.2.6. Teamwork and collaboration abilities.

9.3. In addition to the above, budget managers will undergo the following additional tests:

9.3.1. Ability to manage budgets and finances;

9.3.2. Human resource management skills;

9.3.3. Performance management abilities.

9.4. The general knowledge exam (section 9.1.1) will be graded out of 40 points, with the following specific evaluations:

• 10 points for knowledge of laws, regulations, and policy documents;
• 20 points for knowledge of Mongolian history, culture, and socio-economic conditions;
• 10 points for knowledge of digital platforms and computer programs.

Candidates who score 24 points or more in this section are eligible for the next round of exams. For individuals with disabilities, 20 points or more will qualify them for further stages.

9.5. The Mongolian language and writing skills test (section 9.1.2) will be scored out of 30 points, and candidates who score 18 or more will progress to the next phase.

9.6. Analytical thinking ability (section 9.1.3) will be tested with a maximum score of 30 points, and candidates with 18 or more points will be deemed successful.

9.7. The duration for the general knowledge test (9.1.1) is 40 minutes; for the language and writing skills test (9.1.2) and analytical thinking test (9.1.3), the duration is 30 minutes each. The duration for candidates with disabilities may be extended based on their needs and the recommendations of the relevant professionals.

9.8. A candidate who passes the general knowledge, Mongolian language, and analytical skills exams will be considered as having passed the general examination.

9.9. For assistant official positions, the interview evaluation will focus on leadership, organizational skills, and teamwork abilities, with a maximum score of 10 points for each.

9.10. For executive roles in the civil service, exams will be scored as follows:

• Knowledge of laws and policy documents (10 points);
• Analytical and problem-solving skills (20 points each);
• Leadership and team management (10 points each for interviews).

A total score of 60 or higher will be required for passing.

10. Reporting

10.1. The sectoral committee must submit a report on the general examination within five working days.

10.2. The central committee will consolidate the report, register the candidates who passed, and submit the final recommendation to the Council for approval.

10.3. The committee must submit the special examination report to the Council and the relevant sectoral committee within three working days after completion.

10.4. The report will include detailed information on the examination process, participation, and evaluation.

11. Registration in the Reserve Pool

11.1. Based on the reports, the Council will decide which candidates passed the general examination and register them in the reserve pool.

11.2. The registration period in the reserve pool is three years, starting from the date of the Council's decision.

11.3. If an individual was appointed as a budget manager in a government service organization, they will be considered to have passed the general examination.

11.4. The Council will provide relevant information on disabled candidates to the employers and interested parties.

12. Nomination and Appointment

12.1. The Council will review the selection reports and nominate candidates with the highest scores for available positions.

12.2. For assistant official positions, the individual with the highest combined interview scores will be nominated.

12.3. The appointing authority must appoint the nominated candidate within 30 days after receiving the Council's decision.

12.4. If multiple candidates have the same total score, priority will be given based on individual test scores.

12.5. Newly appointed civil servants will undergo a probationary period.

12.6. The appointing authority can reject the nomination for leadership positions based on legal grounds, providing written reasons to the Council within 14 working days.

12.7. If the rejection is legally justified, the Council will re-nominate from the pool of candidates based on their score rankings.

12.8. If the rejection is not legally justified, the Council will instruct the appointing authority to implement the nomination.

12.9. If a nominee refuses the appointment without valid reasons or fails to respond within 14 days, the nomination will be reviewed based on scores.

12.10. Before appointment, candidates must provide medical certification confirming no mental illness, as per the Civil Service Law, and a declaration regarding potential conflicts of interest as per anti-corruption laws.

Article Thirteen: Responsibility

13.1. The participant will be removed from the exam hall in the following cases:

13.1.1. If they cause disruption to others or to the exam process.

13.1.2. If they communicate with others through signs, gestures, or engage in conversation, or if they leave their seat without permission during the exam.

13.1.3. If they attempt to use items that may interfere with the exam process, such as mobile phones, tablets, smartwatches, or other devices.

13.1.4. If they fail to comply with the legitimate instructions of the exam monitoring staff.

13.1.5. If someone else attends the exam in their place.

13.2. If a participant fails to meet the requirements of this regulation, submits fraudulent documents, or provides false information, their exam will be annulled.

13.3. If it is found that the relevant laws and regulations were violated in conducting the selection process, the Council or Branch Council will invalidate the entire or part of the selection process.

Article Fourteen: Exam Service Fees

14.1. The participant will be responsible for covering any costs associated with the exam, including their personal expenses and the exam service fees.

14.2. The amount of the exam service fee may be determined by the Central Commission based on the recommendations of the Sector Commission.

14.3. The exam service fees will be used solely for the exam-related activities, with proper financial accounting maintained, and will be included in the exam report and archived.

14.4. Costs related to the operations of the Sector Commission will be included in the annual budget of the relevant aimag (province) or the capital city’s Governor’s Office.

14.5. The expenses for rewarding members of the Exam Commission, as well as for purchasing and updating equipment, will be included in the annual budget of the aimag, capital city, ministry, agency, or the relevant government body.

Annex 2: General Exam Results Sheet of the State Civil Service Examination

Exam participant's information:

• Registration Number: ..................................
• Family Name: ..................................
• Father's / Mother's Name: ..................................
• Full Name: ..................................
• Province or City where the Exam was taken: ..................................

Date: ......, year ......, month ......, day .....

Annex 3: Registration Form for the State Civil Service Reserve

Annex 4: Special Exam Results Sheet for Assistants in the Civil Service

• Agency Name: ..................................
• Position Title: ..................................
• Position Classification/Grade: ..................................

Exam Committee:

• Chairperson: ..................................
• Secretary: ..................................
• Members: ..................................
• Date: ......, year ......, month ......, day .....

Annex 5: Special Exam Results Sheet for Civil Service Executive Positions

• Agency Name: ..................................
• Position Title: ..................................
• Position Classification/Grade: ..................................

| # | Participant's Name | Legal Knowledge (out of 10) | Analytical Skills (out of 20) | Problem-Solving Skills (out of 20) | Mongolian Language Skills (out of 20) | Leadership Skills (out of 10) | Management Skills (out of 10) | Teamwork Skills (out of 10) | Total Score (out of 100) | | --- | ------------------- | --------------------------- | ---------------------------- | --------------------------------- | -------------------------------- | -------------------------- | ------------------------ | ---------------------- | | 1 | Full Name | | | | | | | | | 2 | Full Name | | | | | | | |

Exam Committee:

• Chairperson: ..................................
• Secretary: ..................................
• Members: ..................................
• Date: ......, year ......, month ......, day .....

Annex 6: Special Exam Results Sheet for Executive Directors in State-Owned Enterprises

• Agency Name: ..................................
• Position Title: ..................................
• Position Classification/Grade: ..................................

| # | Participant's Name | Legal Knowledge (out of 10) | Analytical Skills (out of 10) | Problem-Solving Skills (out of 10) | Mongolian Language Skills (out of 10) | Leadership Skills (out of 20) | Management Skills (out of 20) | Teamwork Skills (out of 20) | Total Score (out of 100) | | --- | ------------------- | --------------------------- | ---------------------------- | --------------------------------- | -------------------------------- | -------------------------- | -------------------------- | ------------------------ | | 1 | Full Name | | | | | | | | | 2 | Full Name | | | | | | | |

Exam Committee:

• Chairperson: ..................................
• Secretary: ..................................
• Members: ..................................
• Date: ......, year ......, month ......, day .....

Annex 7: Special Exam Results Sheet for Budgetary Executive Directors

• Agency Name: ..................................
• Position Title: ..................................
• Position Classification/Grade: ..................................

Exam Committee:

• Chairperson: ..................................
• Secretary: ..................................
• Members: ..................................
• Date: ......, year ......, month ......, day .....