Management Services Division (BKP)

Human Resource Management Unit (UPSM)

FUNCTIONS	ACTIVITIES
Manage all services for the Department. Manage matters of recruitment, exchange, placement, confirmation in office, granting of pensionable status and retirement of officers. To coordinate and manage all matters pertaining to promotion, acting and refurbishment of officers (including PSH/SL1M/Industrial Training) i.e. loan, temporary exchange and contract matters. Coordinate and manage the application and setting of starting salary, free fare application as well as service leave (half-paid leave, unpaid leave and unrecorded leave). Manage the preparation of Income Change Statement (Kew.8) for officers who exchange, act, promote, work responsibilities, temporary change, loans and contracts. Coordinate the declaration of property of officers and staff. Urusetia Lembaga Kenaikan Pangkat peringkat Jabatan (bukan gunasama) dan meneliti dan memproses kertas kenaikan pangkat bagi Kumpulan Pengurusan dan Profesional (bukan gunasama). Review and manage the updating of the Service Book for officers and staff. Coordinate and monitor the implementation of the HRMIS system in the Department. Manage applications to leave the country on official and private matters from the Headquarters and regions. Manage applications for home transfer allowance, in- and out-of-station interchange allowances and hot clothes allowances. Secretariat for Departmental Subject Examinations. Ensure that the Personnel Data information is aligned with manual records. Ensure that HRMIS KPIs achieve the targets set by the Ministry. Review staffing requirements at the Department level. Communicates information on departmental posts, staffing and vacancies to the Ministry.	Manages human resource service matters, including appointments, confirmation in service, post confirmation, transfers, secondments, promotions, acting duties, contract personnel, departmental examinations and retirement. Manage matters related to training and competency improvement for JLM officers/staff. Manage and monitor the implementation of the Annual Work Target (SKT) and Annual Performance Report (LNPT). Manages the implementation of rewards, such as the Excellent Service Award, Excellent Service Medal and honours, and disciplinary measures, such as the Exit Policy. Manage and monitor the implementation of HRMIS modules which are also the Department's KPIs. Manage and monitor records related to officers/staff such as attendance record and service book updates. Secretariat to periodic meetings such as JLM Top Management Meeting, HRMIS Monitoring Meeting, Joint Department Council Implementation Meeting (MBJ) and Human Resource Management Meeting. Manage and review the facilities provided for officers/staff – hospital treatment facilities, Kew provision. 8 for salary changes, overtime, communication aid, sweater allowances and overseas approvals. Manage the file system, the Department's meeting letters. Manage Department vehicles, Touch & Go and Oil Indent Cards.

FUNCTIONS

ACTIVITIES

Manage all services for the Department.
Manage matters of recruitment, exchange, placement, confirmation in office, granting of pensionable status and retirement of officers.
To coordinate and manage all matters pertaining to promotion, acting and refurbishment of officers (including PSH/SL1M/Industrial Training) i.e. loan, temporary exchange and contract matters.
Coordinate and manage the application and setting of starting salary, free fare application as well as service leave (half-paid leave, unpaid leave and unrecorded leave).
Manage the preparation of Income Change Statement (Kew.8) for officers who exchange, act, promote, work responsibilities, temporary change, loans and contracts.
Coordinate the declaration of property of officers and staff.
Urusetia Lembaga Kenaikan Pangkat peringkat Jabatan (bukan gunasama) dan meneliti dan memproses kertas kenaikan pangkat bagi Kumpulan Pengurusan dan Profesional (bukan gunasama).
Review and manage the updating of the Service Book for officers and staff.
Coordinate and monitor the implementation of the HRMIS system in the Department.
Manage applications to leave the country on official and private matters from the Headquarters and regions.
Manage applications for home transfer allowance, in- and out-of-station interchange allowances and hot clothes allowances.
Secretariat for Departmental Subject Examinations.
Ensure that the Personnel Data information is aligned with manual records.
Ensure that HRMIS KPIs achieve the targets set by the Ministry.
Review staffing requirements at the Department level.
Communicates information on departmental posts, staffing and vacancies to the Ministry.

Manages human resource service matters, including appointments, confirmation in service, post confirmation, transfers, secondments, promotions, acting duties, contract personnel, departmental examinations and retirement.
Manage matters related to training and competency improvement for JLM officers/staff.
Manage and monitor the implementation of the Annual Work Target (SKT) and Annual Performance Report (LNPT).
Manages the implementation of rewards, such as the Excellent Service Award, Excellent Service Medal and honours, and disciplinary measures, such as the Exit Policy.
Manage and monitor the implementation of HRMIS modules which are also the Department's KPIs.
Manage and monitor records related to officers/staff such as attendance record and service book updates.
Secretariat to periodic meetings such as JLM Top Management Meeting, HRMIS Monitoring Meeting, Joint Department Council Implementation Meeting (MBJ) and Human Resource Management Meeting.
Manage and review the facilities provided for officers/staff – hospital treatment facilities, Kew provision. 8 for salary changes, overtime, communication aid, sweater allowances and overseas approvals.
Manage the file system, the Department's meeting letters.
Manage Department vehicles, Touch & Go and Oil Indent Cards.

Financial Management & Trust Account Unit (UPKAA)

FUNCTIONS	ACTIVITIES
Plan, Coordinate and Prepare Annual Managing Budgets.	Manages annual operating-budget applications until approval. Manages the distribution of operating and development allocations, including requirements for budget reallocation (virement).
Manage and Regulate Expenses and Payment of Managing Provisions, Development Provisions and Trust Accounts.	Processes applications for Government Orders, Work Indents, Contractual Commitments and Public Air Travel Warrants. Manages payment of invoices and bills to suppliers and claims by Department staff. Manages the Petty Cash Imprest (PWR). Manages emolument payments for permanent, MySTEP and contract personnel of the Marine Department of Malaysia. Manages refunds for cancelled cheques and Electronic Fund Transfers (EFT). Manages applications for personal advances. Prepares expenditure reports and trust ledgers for Trust Accounts. Manages and maintains investments for Trust Accounts. Prepares certificates verifying balances of votes, trust funds and payment deposits. Generates prescribed reports, including those required under SPANM, on a daily, monthly, quarterly and annual basis. Marine Headquarters Expenditure Performance Report Payment Instruction Report Procurement Report Imprest Report Coordinates responses to audit findings.
Manage Government Revenue and Non-Revenue Receipts and Trust Accounts.	Manages the collection of government revenue, non-revenue and Trust Account revenue. Manages revenue-refund applications. Maintains the detailed cash book. Prepares Receipt Account Documents (DAT). Maintains the mail register and dishonoured cheque register. Prepares certificates verifying receipt-deposit balances and revenue reconciliation. Generates prescribed revenue reports, including those required under SPANM, on a daily, monthly, quarterly and annual basis.
Manage Accounts Receivable (ABT) and Unpaid Accounts (ABB)	Prepares Accounts Receivable reminder letters, excluding rental arrears, for debtors. Maintains the Accounts Receivable and Accounts Payable registers. Monitors prescribed ABT and ABB reports on a daily, monthly, quarterly, half-yearly and annual basis.
Implementing the Financial Management Cross-Check Inspectorate at the Responsibility Centre (PTJ) and the Collector's Office.	Conduct financial management inspections at PTJ or the Collector's Office to comply with the financial and accounting regulations in force.
Secretariat for Financial Management Self-Evaluation System (SPKPK).	Prepares the information required for SPKPK.
Provide Advisory Services Related to Financial Regulations in force.	Provide advisory services related to financial regulations in force to PTJ or the Collector's Office.
Meeting Secretariat: Financial Management and Accounts Committee (JPKA); Activity Performance Management Committee (APMC); ePerolehan Implementation Team Committee (eP); and Accounts Receivable Committee (ABT).	Conducts JPKA, APMC and ABT meetings four times a year. Conducts the eP System Implementation Committee Meeting twice a year.

Information Technology & Electronic Government Unit

FUNCTIONS	ACTIVITIES
To manage the Department's ICT Steering Committee (JPICT) Meeting.	i. Provides advice, reviews and coordinates technical-approval application papers for the procurement of departmental ICT hardware, software, networks and services. ii. Ensures JPICT application papers are complete and ready for approval by JPICT Committee members. iii. Monitors the procurement and implementation status of approved departmental ICT hardware, software, network and service projects.
Plans and manages the implementation of departmental Information Security Management System (ISMS) activities and certification.	i. Plans departmental Information Security Management System implementation activities. ii. Implements ISMS activities. iii. Monitors and evaluates activities. iv. Maintains and improves the ISMS. v. Manages preparations for departmental ISMS certification.
Manage the implementation and monitoring of the Department's Digitalisation Strategic Plan.	i. Implementing the Digitalization Strategic Plan. ii. Monitor the achievement of the Digitalisation Strategic Plan.
Plan and Manage ICT Training to staff and ICT personnel.	Plans and manages ICT training for departmental staff and ICT personnel.
Manage Development and Maintenance for Application Systems, Integrations and Databases.	i. Plans and manages system and integration requirements studies and analysis. ii. Plans and manages the design of application systems, integrations and databases. iii. Plans and manages system and integration development. iv. Plans and manages system and integration testing. v. Implements and monitors system and integration deployment. vi. Implements and monitors changes to system, integration and database information. vii. Implements and monitors system and integration maintenance. viii. Implements registration and maintenance of application-system passwords. ix. Provides technical services for biometric fingerprint-registration applications. x. Provides technical services for departmental identification-card applications.
Manage and Monitor Development and Maintenance for the department's intranet website and site (JALIN).	i. Plan and monitor development for intranet websites and sites (JALIN). ii. Implement and monitor maintenance for intranet websites and sites (JALIN).
Planning, managing, and monitoring Office Automation Operations.	i. Regulating the movement/loaning of ICT hardware. ii. Providing ICT equipment for departmental activities. iii. Maintaining ICT hardware/software. iv. Implementing the disposal of ICT hardware / software.
Planning, managing, and regulating Data Center Operations.	i. Maintains the Data Centre. ii. Registers and maintains access to Data Centre facilities, including servers and network hardware.
Planning, managing, and regulating Network Operations.	Maintaining the department's network.
Planning, managing, and monitoring ICT Security.	i. Registers and maintains email passwords. ii. Controlling Virus and Spam Threats. iii. Controlling the security of hardware, networks, and information. iv. Performing data / application backups. v. Performs recovery of data, systems or integrations.

Asset Management Unit

FUNCTIONS	ACTIVITIES
i. Manages and coordinates the Department’s movable assets. ii. Plans, coordinates and monitors the procurement of the Department’s movable assets. iii. Coordinates and monitors the maintenance of Department buildings. iv. Coordinates matters relating to compliance with procedures for managing Department movable assets. v. Performs secretariat duties for the Department Movable Asset Management Committee meeting. vi. Coordinates and monitors implementation of the Asset Management System. vii. Records and analyses the Department’s movable assets, including those in the regions, and submits quarterly reports to the Ministry of Transport. viii. Appoints and coordinates Investigation Committees for cases involving loss of movable assets. ix. Prepares the Department Annual Report on Movable Assets and Stores. x. Coordinates the appointment of asset officers for Federal, LDA and KWPPL matters.	A. Manage, plan, monitor and coordinate the Management of Government Mobile Assets owned by JLM (including all regions), LDA, KWPPL and ILPL Trust Accounti. Manages Government Movable Assets in accordance with the rules prescribed under Treasury Circular 1 (1PP) — Asset Management (AM). ii. Coordinates the appointment of Asset Officers, Asset Inspection Officers and Disposal Inspection Boards for the Marine Department Malaysia Headquarters and regional offices, the Light Dues Board Trust Account (LDA), the Central Maritime Trade Fund (KWPPL), and the Maritime Transport Training Institute (ILPL). iii. Receives applications concerning the loss of Government Movable Assets from regional offices and the LDA, KWPPL and ILPL trust accounts. iv. Conducts Department-level Government Movable Asset Management Committee (JKPAK) meetings and serves as a member of the Ministry-level JKPAK. v. Plan to implement courses related to Assets and Stores for Departments and Regions.B. Manages, plans, monitors and coordinates Government Store Management for JLM, including all regions, LDA, KWPPL and the ILPL Trust Account.i. Manages the Main Government Store in accordance with Treasury Circular 1 (1PP) AM 6, Procedures for Government Store Management. ii. Implements stock procurement for Headquarters and the LDA, KWPPL and ILPL Trust Accounts. iii. Preparing Store Report for Mobile Asset Management Committee Meeting (JKPAK) at Department and Ministry Level. iv. Receives applications relating to loss of Government stock from the regions and the LDA, KWPPL and ILPL Trust Accounts.C. Manages, plans, monitors and coordinates maintenance of JLM and LDA buildings at Marine Headquarters.i. Implements building maintenance using Federal, LDA, KWPPL and ILPL allocations.

FUNCTIONS

ACTIVITIES

i. Manages and coordinates the Department’s movable assets.
ii. Plans, coordinates and monitors the procurement of the Department’s movable assets.
iii. Coordinates and monitors the maintenance of Department buildings.
iv. Coordinates matters relating to compliance with procedures for managing Department movable assets.
v. Performs secretariat duties for the Department Movable Asset Management Committee meeting.
vi. Coordinates and monitors implementation of the Asset Management System.
vii. Records and analyses the Department’s movable assets, including those in the regions, and submits quarterly reports to the Ministry of Transport.
viii. Appoints and coordinates Investigation Committees for cases involving loss of movable assets.
ix. Prepares the Department Annual Report on Movable Assets and Stores.
x. Coordinates the appointment of asset officers for Federal, LDA and KWPPL matters.

A. Manage, plan, monitor and coordinate the Management of Government Mobile Assets owned by JLM (including all regions), LDA, KWPPL and ILPL Trust Accounti. Manages Government Movable Assets in accordance with the rules prescribed under Treasury Circular 1 (1PP) — Asset Management (AM).
ii. Coordinates the appointment of Asset Officers, Asset Inspection Officers and Disposal Inspection Boards for the Marine Department Malaysia Headquarters and regional offices, the Light Dues Board Trust Account (LDA), the Central Maritime Trade Fund (KWPPL), and the Maritime Transport Training Institute (ILPL).
iii. Receives applications concerning the loss of Government Movable Assets from regional offices and the LDA, KWPPL and ILPL trust accounts.
iv. Conducts Department-level Government Movable Asset Management Committee (JKPAK) meetings and serves as a member of the Ministry-level JKPAK.
v. Plan to implement courses related to Assets and Stores for Departments and Regions.B. Manages, plans, monitors and coordinates Government Store Management for JLM, including all regions, LDA, KWPPL and the ILPL Trust Account.i. Manages the Main Government Store in accordance with Treasury Circular 1 (1PP) AM 6, Procedures for Government Store Management.
ii. Implements stock procurement for Headquarters and the LDA, KWPPL and ILPL Trust Accounts.
iii. Preparing Store Report for Mobile Asset Management Committee Meeting (JKPAK) at Department and Ministry Level.
iv. Receives applications relating to loss of Government stock from the regions and the LDA, KWPPL and ILPL Trust Accounts.C. Manages, plans, monitors and coordinates maintenance of JLM and LDA buildings at Marine Headquarters.i. Implements building maintenance using Federal, LDA, KWPPL and ILPL allocations.

Procurement Unit

FUNCTIONS	ACTIVITIES
Coordinate and assist the Department and Trust Accounts in implementing procurement through Direct Purchase, Quotation and Open Tender.	i. Ensures procurement is implemented according to the approved Annual Procurement Plan. ii. Reviews and approves requisition notes in the ePerolehan system for direct purchases. iii. Provides secretariat services for quotation and tender procurement.
Obtain the approval of the Department before issuing the Letter of Intent/LOI, Letter of Acceptance/LOA and assist in conducting pricing/technical negotiations with the contractor.	i. Receives assignments in the system. ii. Downloads and prepares Letters of Acceptance. iii. Review by the Superintending Officer’s Representative (WPP). iv. Obtains the signature of the authorised officer. v. Delivers the Letter of Acceptance to the supplier, manually and through the ePerolehan system. vi. Supplier confirms in the ePerolehan system. vii. Receives the manual Letter of Acceptance from the supplier. viii. Submits one copy to Finance for payment purposes. ix. Submits one copy to the Superintending Officer’s Representative.
The duties of the secretariat for the Department's Quotation Committee Meeting, the secretariat for amendments/changes to the current contract in force and the extension of the contract subject to compliance with the Treasury Circular in force.	i. Receives opening, technical and financial evaluation documents through the system or manually, and receives papers on contract amendments, changes or extensions from the Superintending Officer’s Representative. ii. Prepares briefing papers for presentation at the Quotation Committee meeting. iii. Issues notices for Quotation Committee meetings. iv. Attends Quotation Committee meetings. v. Prepares minutes of Quotation Committee meetings. vi. Ensures the Integrity Pact for Appendices 4 and 5 is signed by the Chair and members of the Quotation Committee. vii. Prepares the Quotation Committee meeting decision letter. viii. Distributes the Quotation Committee decision letter to the relevant Units and Divisions. ix. Ensures the Chair and members confirm the decision in the eP system. x. Prepares the Letter of Acceptance.
Coordinates verification, return and extension of performance bonds, and assists in coordinating contract termination matters between the Department and contractors.	i. Receives bonds from suppliers. ii. Prepares bond-verification letters to banks. iii. Receives bond verification from banks.
Coordinates and monitors implementation of the current-year procurement plan in the ePerolehan system.	i. Prepares letters or emails to all Units, Divisions and Regions for submission of the Annual Procurement Plan. ii. Receives the Annual Procurement Plan from Units, Divisions and Regions. iii. Compiles all received Annual Procurement Plans. iv. Submits one copy to the Financial Management and Trust Accounts Unit. v. Holds discussions with Units, Divisions and Regions to confirm allocations. vi. Presents the plan at the allocation-expenditure coordination meeting. vii. Submits the Annual Procurement Plan decision to the Procurement and Finance Division, Ministry of Transport Malaysia, for approval by the Controlling Officer. viii. Receives approval for the Annual Procurement Plan. ix. Enters the approved Annual Procurement Plan in the ePerolehan system.
Implement the implementation of contract management and the preparation of draft agreements in accordance with the terms set, coordinate and prepare additional agreements on any approved contract amendments.	i. Prepares draft agreements. ii. Submits them to the Legal Adviser for review. iii. Receives them from the Legal Adviser. iv. Prepares contract documents. v. Submits them to the Superintending Officer’s Representative for review. vi. Prepares four (4) copies of the contract. vii. Submits the contract to the company for signature. viii. Submits the contract to the authorised officer for signature. ix. Submits the contract to the supplier for stamping by the Inland Revenue Board. x. The supplier binds the contract documents. xi. Receives them from the supplier. xii. Completes the process in the ePerolehan system.

Development Unit

FUNCTIONS	ACTIVITIES
Coordinates and monitors Department development projects to ensure they proceed smoothly and according to the approved schedule and costs.	i. Coordinates and implements Department development projects in accordance with the Malaysia Five-Year Development Plan (RMK). ii. Applies for additional ceilings for projects approved under the RMK. iii. Provides secretariat services for development-project Technical Evaluation and Price Negotiation Committees, serves on the Consultant Evaluation Committee, and supports the Government Requirements Preparation Committee.
Prepares and monitors consultant agreements and contractor contracts to ensure the relevant documents are completed within the prescribed period.	Prepares consultant agreements and contractor contracts, and ensures agreement and contract documents are completed within the prescribed period.
Assists in updating and reviewing payment-related matters to ensure prescribed procedures are followed.	Assists in managing budget reallocation with the Development Division, Ministry of Transport Malaysia, where allocations are insufficient.
Implements and coordinates project-implementation monitoring to ensure projects are completed within the prescribed period.	i. Conducts Department project-monitoring processes. ii. Coordinates evaluation of the outcomes and impacts of completed development projects.
Implement and coordinate immovable asset management to keep information up to date based on established procedures.	i. Manages applications to lease demised premises and vacant land owned by the Federal Lands Commissioner for use by the Marine Department of Malaysia. ii. Manages land-acquisition applications for the Marine Department of Malaysia.
Meeting Secretariat: i. Marine Department Malaysia Development Project Monitoring Meeting (twice a year). ii. Marine Department Malaysia Building Space (Premises) Rental Committee Meeting (four times a year). iii. Marine Department Malaysia Government Immovable Asset Management Committee (JKPAK) (Facilities) Meeting (twice a year). iv. Twelfth Malaysia Plan (RMK) Project Presentation Meeting (once a year). v. Marine Department Malaysia Work Variation, Extension of Time and Loss & Expense Committee Meeting (where applications are received).	-
Coordinates and monitors Department development projects to ensure they proceed smoothly and according to the approved schedule and costs.	i. Coordinates and implements Department development projects in accordance with the Malaysia Five-Year Development Plan (RMK). ii. Applies for additional ceilings for projects approved under the RMK. iii. Provides secretariat services for development-project Technical Evaluation and Price Negotiation Committees, serves on the Consultant Evaluation Committee, and supports the Government Requirements Preparation Committee.