- Manage the annual requirements of trainings / seminars / courses / quality and risk management workshops
- Provide consultation based on scope / field
- Prepare annual meetings tentative planning
- Coordinate all meetings preparation requirement
- Prepare paper work report / Related suggestions
- Get all reports and paper work for upload into the e-Mesyuarat system
- Brief (pre-council) the Chairman before the meeting is held
- Record meeting minutes and key-in into the system
- Assist the Chairman to approve the circulated minutes that had been endorsed
- To ensure the Memorandum of Implementation (MOP) is answered before the next meeting
- Manage staff records
- Monitor staff leave
- Manage staff sick leave
- Monitor staff leave for umrah
- Manage staff maternity leave according to expected date
- Manage staff early maternity leave
- Manage staff unpaid leave and full paid leave
- Monitor staff carry forward leave
2. Manage records and files (administration & finance)
- Prepare memorandum
- Manage letter in
- Manage letter out
- Maintain records and files
- Implement file disposal
3. Coordinate staff training needs
- Manage staff nominations for generic training
- Manage monthly training
4. Manage office requirements
- Conduct meetings
- Manage stationery / office supplies (e-Store)
- Manage souvenir application (e-Gift)
- Coordinate office maintenance (UNIMAS Support)
- Coordinate the preparation of the annual report of PTj
- Manage assets and inventory
- Implement of ICT assets disposal PTj
- Implementation of non-ICT asset disposal PTj
5. Prepare Budget Application for Managing Personnel Budget
Manage budget allocation
- Prepare an estimates Managing Budget
- Make an estimates Managing Budget Planning based on approved amount
- Monitor the performance of provisions and expenses (including UNPAID POs) - Provide transfers
2. Manage acquisition
- Manage direct purchases (supplies/services) including flight ticket, accommodation, foods, drinks and souvenirs
- Manage purchase quotation process
- Manage the tender procurement process
3. Review and verify rental payment documents
- Manage rentals fee for photocopiers
4. Manage financial claims (advance / petty cash/ travel / overtime allowance)
- Manage advance claims for Head of PTj
- Manage claims for petty cash
- Manage travel claims on official off-site duties
- Apply for overtime allowance provision
- Issues an instructions and reviewing Overtime Work Allowance (EKLM) claims
