Administrative Unit
Last Updated: 22 May 2020.
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Administrative Unit

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Vision

Creating efficiently and effectively human resource management towards excellence delivery system of JPS Perak.

Mission

Plan and manage the quality of human resources towards achieving the vision of of JPS Perak.

Objective

1. Ensure all personnel, services and HRMIS managed efficiently and properly.
2. Ensure all general administration including system files and correspondence dealt with systematically and efficiently.
3. Ensure that mobile asset management and storage procedures implemented by the Government Mobile Asset Management and Store Management Procedure.


Function

In summary, the Management Services Division serves as the support of managing services, employment, retirement, financial affairs, general administration and secretarial meetings and official functions of the department. In line with department and job function is more complex, this section should also be revamped and restructured in order to carry out its functions in realizing the vision of the department. The Management Service works for the following purposes:

1. Manage all matters relating to the following services:

  • Confirmation of appointment.
  • Confirmation of the positions and pension status.
  • Extension of trial period.
  • Determination of starting salary.
  • Managing leave.
  • Changes in salary.
  • Discharge / Resigned
  • Pension

2. Manage all aspects relating to discipline, promotion, nominations for honorary titles and covering

3. Manage Assets Declaration Report, Application of Security Clearance and Coordinating Annual Performance Evaluation Report of JPS Perak.

4. Updating data in HRMIS application systems.

5. To manage JPS Perak mobile assets according to Treasury Circular No. 5/2007.

6. Organise meetings such as MBJ, Panel of Human Resource Management and Department Management Integrity Committee meeting.

7. To manage files of common department, circulation department letters and disposal of files.


Client's Charter

Client's Charter of Administration Section are as follows:


HRMIS

  • To process transactions for both served position and terminate new officers held position, change or move up within one (1) day of placement or exchange of letters received.
  • Take action on complaints received from the owners of Competency (user) by extending the complaint to the Help Desk, Public Service Department (PSD) immediately.

Training and Courses

Bring matters related to the services to the parties concerned within two (2) weeks after the application is received and inform the applicant within one (1) week from the date of the approval:

  • Managing the application for exemption of induction course and examination for the purpose of confirmation of service.
  • To manage courses application within three (3) days of receipt.
  • To manage examination application within three (3) days of receipt.

Services

  • Processing of salary / Statement of Changes (Kew. 8) within one (1) week after receiving the instruction to change the emoluments / earnings and sent to the Finance Section within three (3) days.
  • Ensure that any changes and updates to the officer service books updated within three (3) days.
  • Submit matters relating to the services to the parties concerned within two (2) weeks after the application is received and inform the applicant within one (1) week from the date of approval:
  • Confirmation of appointment.
  • Confirmation of the positions and pension status.
  • Extension of trial period.
  • Determination of starting salary.
  • Managing leave.
  • Changes in salary.
  • Discharge / Resigned
  • Process Assets Declaration Report Form within one (1) week from the date of receipt of the document.
  • Process Nomination Form for the Honors and Medals once a year.
  • Sending the application of 'tanggung kerja' within two (2) days of receipt of the documents and inform the applicant within two (2) days from the date of the approval.
  • Provide LNPT form as per schedule not later than the month of November to be completed by the officer being evaluated.
  • Manage security clearance form to be submitted to the Security Office of the Prime Minister within two (2) days from the date of receipt.

Pension

  • Provide basic information of prospective retirees two (2) years before the date of retirement to SUK.
  • Processing of 'retirement by option' pension documents within 14 days from the date of approval of the 'retirement by option' being approved.
  • Processing the 'retirement by option' pension documents within five (5) days of receipt of the written proof of death.

Correspondence

  • Internal Circulation at least 3 times a day (9.00 am, 12 tghari, and 3:00 pm) in pigeon hole of each district and to section.
  • External Circulation will be 1 time a day at 10.30 am.
  • Register all incoming mail within one (1) hour from the time received.
  • Ensure that all letters received are recorded and included in the lockers to the Director / Deputy Director within one (1) hour after the letter is received.
  • Distribute the letter to the relevant officer for action after being delegate by the Director / Deputy within 30 minutes after the letter leave the Director/Deputy room.

Assets

  • Ensure Asset and Store Management operated efficiently, effectively and best value for money.
  • Managing the outgoing stock from stores (10 items in 2 hours).
  • Managing the store inspection to ensure compliance with the current Asset Management regulations of the Department.
  • Managing the loss / destruction / asset verification according to Treasury Circular No. 5/07.
  • Inspection of the assets are held once a year.
  • Ensure a surprise inspection on the store held once in 6 months.

Secretariat

  • Conduct meetings with MBJ Departments four times a year.
  • Conducting Management Integrity Committee Meeting four times a year.
  • Conducted Excellent Service Awards Ceremony and Presentation of Certificate of Appreciation for Pensioners once a year.