a. HRMIS and Administration Section

Administration Unit

• Correspondences and filing matters
• Workspace matters
• Acquisition and disposal
• Transportation and logistics
• Assets, machines and store maintenance
• Departmental Joint Council (DJC)
• Filing room management
• To coordinate feedbacks and meeting reports, Cabinet’s quiries and Government’s projects (PIKA, questionnaires and etc.)
• To coordinate HRM audit
• Secretariat for HRM meetings
• HR Division attendance reports
• HR Division Welfare Club
• Key Performance Indicator (KPI)

Finance Unit

• To prepare and monitor annual budget distributions
• To prepare ABM financial reports
• To manage Local Orders (LO)
• To manage additional budget distributions
• To prepare financial statement and report
• To manage Vote Book maintenance
HRMIS Unit

• To monitor the strategies implementation of HRMIS modules/submodules application in Ministry / Departments / Agencies

• Secretariat for HRMIS meetings :
o HRMIS Modules and Submodules Work Meeting
o HRMIS Implementation Committee Meeting
o HRMIS Application and Implementation Monitoring Meeting
o HRMIS Core Team Meeting
o HRMIS ‘Jaguh’ Team Meeting
• To manage training for HRMIS users in the Ministry
• To prepare basic data and roles/workflows
• Helpdesk Level ‘0’

b. Services Section

Services Unit

• Job rotation
• Succession planning
• Confirmation
• Transfer and posting
• Personnel recruitment
• Probation period extension
• Overseas visit approval
• Incentive payment
• Retirement (compulsory and optional)
• Medical claims
• Service records book (HRMIS/SMK/Manual)

Intake Unit

• To manage intake process which is under Public Services Department (PSD) and Public Services Commisioner (PSC)
• To manage approval for all intakes which is under Public Services Department (PSD) and Public Services Commisioner (PSC)
• To record curriculum vitae
• To prepare intake documents

c. Organization Development Section

• To manage personnel activities
• Personnel reviews
• Services scheme reviews
• Allowances/incentives of services scheme reviews
• Personnel audit
• Career path for services scheme
• Re-organization and establishment of organizational structure
• Contract for service
• Temporary/permanent/secondment of officers
• Appointment and extension of short term service and temporary staff
• To manage letters/memo and updating Personnel Warrant
• To prepare Annual Personnel List and to check Personnel Proof (I and II)
• To prepare personnel report and record (for unexpected management expenses)

d. Training Management Section

• Induction courses
• Training monitoring
• Induction evaluation panel
• Comprehensive training plan
• Enhancement courses
• Implementation of training policy
• Training programmes calendar
• Coordination of courses organized by central agencies
• Application of training, workshop, seminar and local/overseas conferences
• Organizing courses for front liners
• Implementation of Islam Hadhari and good values through relevant courses
• Industrial training
• BTN courses coordinators

e. Competency Development Section

• To conduct Competency Evaluation courses
• To manage all levels of Competency Evaluation Examination
• To coordinate the legislation process of documents for Competency Evaluation
• Secretariat for Competency Evaluation Panel
• Secretariat for Competency Evaluation Board
• Implementation of Competency Evaluation for PMR level
• To manage Competency Evaluation status value
• To manage Competency Evaluation appeals
• To organize enhancement programmes on Competency Evaluation

f. Promotion and Disciplinary Section

• Disciplinary matters
• Promotion matters
• Secretariat for Human Resource Development Panel (PPSM)
• Secretariat for Management Integrity Committee (JKP) Meeting
• Secretariat for the National Integrity Plan (PIN)programs
• Property and Assets Declaration matters
• Nomination for Federal and state Honorary Titles, Honours and Medals
• Security Vetting
• Secretariat for the Execution of Sistem Pemantauan Audit Nilai (SPAN)
• Managing the acquired task/work
• Managing complaints and misconduct issues
• Applications for the approval of government lands/ properties/shares
• Monitoring of Monthly Attendance Report

g. Psychology Services Section

• Implementation of psychological application in human resources development :
o Psychological application in personal development
o Psychological application intervention
o Research application in psychology
o Psychology application in personal appraisal

• Psychological application in HRMIS
• To assist in the implementation of National Integrity Plan and good values
• Coordinators in implementing Sistem Pengurusan Audit Nilai

a. HRMIS and Administration Section
i. Administration Unit
By hand mail deliveries :

• To deliver by hand mails to BPKN by 9.00 am on the same day.

Correspondences matter :

• To ensure all received letters are recorded and sorted by Sections within 1 hour after received from BPKN.

Damages complaint :

• To report to BPKN within 30 minutes from date/time of the complaint received.
• To inform BPKN about any mechanical failures within 5 minutes from date/time of the complaint received.
• To inform BPKN about civil failures within 1 hour from date/time of the complaint received.

To monitor the safety of all officers/staff at Level 9, Wisma Sumber Asli.

Secretariat of HR Division meeting :

• Departmental Joint Council (DJC) Meeting
• HRM Meeting
• HR Division Monthly Meeting
• JKP/PIN Meeting
• Other meetings


To assist BPKN in managing Ministry official ceremonies at least once a year.

Hygiene :

• To ensure all cleaning activities are done by Cleaning Contractor twice a day.

Store :

• To ensure all internal stationeries request are prepared within 1 hour from date/time order received.
• To ensure all external stationeries request are prepared within 1 day from date/time order received.
• To coordinate and to conduct HRM auditing tasks for all Departments/Agencies under Ministry at least once a year and to ensure audit report is prepared within 7 days after that.

ii. Finance Unit

• To request urgent Local Orders (LO) within 1 day and common Local Orders (LO) within 3 days after verification by Under Secretary Division.
• To settle mileage/overtime claims within 3 days after applications received.
• To settle other claims within 7 days after applications received.

iii. HRMIS Unit

• To ensure HRMIS data is updated.
• To ensure personnel data in HRMIS is updated within 1 day from the posting and transfer letter received.
• To take action on reports lodged by Competency Users by sending them to HRMIS Helpdesk, PSD immediately.
• To provide HRMIS training and guidelines .
• To extend HRMIS Modules and Submodules Application to Departments/Agencies.
• To generate and prepare Analysis Report on Service Profiles and Personnel Records Updates for all officers/staff of the Ministry once a week.

b. Service Section

To settle posting/transfer of officers within 1 week after receiving posting order and inform the respective officer within 3 days from the final decision.

To manage salary adjustment (Kew. 8) within 1 week after receiving emolument/salary adjustment order and submit to Finance Unit within 3 days.

To ensure all changes and updates on service record books are done within 3 days.

To submit all related items regarding services matter as follows to respective parties within 2 weeks after receiving and inform the result to the applicant within 1 week:

• Confirmation
• Probation period extension
• Basic salary
• Leave management
• Resignation
• Induction course exemption

c. Organization Development Section

To prepare and propose personnel reviews and comments towards establishment of the organization structure to Public Services Department (PSD) within 8 weeks from date/time application received .

To prepare and propose allowances, services scheme review and comments to Public Services Department (PSD) within 8 weeks from date/time application received.

To verify all personnel activities to Public Services Department (PSD) within 2 weeks from date/time application received.

To verify application of temporary / permanent / secondment of officers from Departments / Agencies under Ministry to other respective Departments / Agencies within 2 weeks from date/time application received.

To verify application of appointment and contract for service within 2 weeks from date/time application received .

To verify application of temporary and short term service to KSU within 1 week from date/time application received.

d. Training Management Section

Proceed the application to attend or organize local and overseas training programmes (course/workshop/seminar) to Administration and Finance Division within 4 days from acceptance date and inform the applicants within 3 days upon approval.

To execute Induction Course (Umum) within 36 months after officer appointing date and inform the result to respective officer within 2 week after Induction Evaluation Panel Meeting.

To execute Induction Course (Khusus) within 12 month after officer appointing date.

To proceed and ensure all Ministry staff join the training programmes (courses/workshop/seminar) at least 7 days per year.

To coordinate Training Comprehensive Plan (Masters & PhD Programme) through RMK-9 development budget which covers education fees, accommodation fees, allowances and other facilities.

e. Competency Development Section

To manage Competency Evaluation Examination and Courses according to schedule every year.

To process application for all types of examinations/Competency Examination for Open Service and submit those applications to Public Services Department (PSD).

f. Promotion and Disciplinary Section

To prepare and present the Disciplinary Report to the NRE Disciplinary Board within eight (8) weeks from the date of report received. The result will be informed to the respondent within 1 week from the date of the Board’s meeting.

To complete and settle the promotion matters within 16 weeks. Submit the promotion proposal paper to the Public Service Department (PSD) within 1 week from the received date.

To process the application for the approval of government lands/ properties/shares within 1 week from the received date and will inform the result to the applicant within 1 week.

To process the application of Property and Assets Declarations within 1 week from the received date.

To process the application of Nomination for Federal and state Honorary Titles, Honours and Medals within 1 week from the received date.

To process the application for the approval for the acquired task/work (permohonan kelulusan tanggung kerja) within two weeks from the received date and will inform the result to the applicant within 1 week.

To process the Security Vetting Forms (Borang Tapisan Keselamatan) to the Prime Minister’s Office (PMO) within 1 week from the received date.

To respond within 1 day for any complaint or misconduct issues received and inform solutions/actions taken in 3 days for cases which not involve the vendor.

g. Psychology Services Section

To ensure application for psychology and counselling services is processed within 7 days after received date.

To ensure all programmes which involve psychology application in civil service human resource management are held at least 5 times per year.

To ensure the average score for psychology and counselling performance is at least 3 and above (out of 5).