Management Service Division

Organization Chart

Division Profile

icon

ENCIK HARUN ALI
Undersecretary
03-89115888 | This email address is being protected from spambots. You need JavaScript enabled to view it.

Background

The Management Service Division was established under the Ministry of Communications and Digital. It is headed by the Undersecretary: The division provides efficient and effective administrative support services to the divisions/units in the ministry.

Vision, Mission & Objectives

VISION

To be a leader of quality and innovative governance for the Ministry of Communications and Digital;
To ensure the ministry complex is in a safe and conducive condition; and
To provide optimal logistics so that all ministry activities can be implemented as planned

MISSION

To provide quality management service and promote the culture of innovation at the ministry

OBJECTIVES

To provide fast, efficient and effective support in terms of administration, maintenance, security, logistics, finance and services to administrative personnel, senior management and divisions in the ministry
To oversee all matters relating to inventories, stocks and disposal of every type of capital assets in accordance with the prescribed provisions of the law and regulations

Functions & Roles

FUNCTIONS

The Management Service Division is responsible for providing support services in terms of general administration, asset management, physical security, documents, printing and vehicle management to ensure the ministry’s objectives are achieved. It has an Asset and Finance Management Branch, Administration and Facility Management Branch, Resource Centre, Event and Innovation Management Unit and Record Management Unit.

ROLES

Asset and Financial Management Branch

Acquisition and registration of movable and immovable assets
Asset inspection;
Stock verification secretariat;
Disposal;
Maintenance of assets;
Loss and write-off management;
Office space rental/extension;
Land inventory and security;
Rental of federal land by individuals, corporations and companies;
Change of land use;
Acquisition of land;
Purchase of land from individuals, corporations and companies;
Assessment of condition/performance of movable and immovable assets; and
Maintenance operations of immovable assets
Preparation of the division’s budget covering preparation of the annual operating budget/outcome based budgeting, Report on Modified budgeting system and activity output specifications, divisional financial performance and expenditure, financial performance report and programme agreement;
Management of the issuance of government local orders, i.e. procurement of supplies, services and work;
Supervision, preparation and monitoring of payment management, i.e. bulk payment of bills, payment of refund claims, payment of invoices without local orders, payment of invoices with local orders, payment of invoices with contracts/agreements and payment of photocopiers and computer rentals;
Supervision, preparation and monitoring of the issuance of public air travel warrants, i.e. domestic public air travel warrant for official business, foreign public air travel warrant for official business of and free fares.
Management of petty cash;
Payment of the ministry’s utility bills; and
Supervision, preparation and monitoring of the management of the división’s revenue collection covering rental agreements and rental of the cafeteria, convenience store, ATMs and promotional sites.

Administration and Facility Management Branch

To manage correspondence and registered mail;
To manage matters relating to human resources;
To organise relevant courses;
To prepare staff attendance reports;
To manage staff leave/HRMIS/annual performance expectations and annual performance evaluation report; and
To manage the ministry’s vehicle reservations and official vehicle maintenance;
To supervise and monitor the safety of the ministry building;
To manage applications for security passes for all personnel in the ministry after receiving full details from the applicants; and
To manage and coordinate the use of the multipurpose hall, meeting rooms, discussion rooms and banquet room
To manage maintenance of physical facilities, assets and infrastructure of existing buildings to ensure they are in good condition for the uninterrupted operations of the ministry;
To manage maintenance of physical facilities, assets and infrastructure of the ministry buildings to ensure they are in good working condition;
To provide systems and standards of management and maintenance of government assets that are uniform and orderly so that the level of safety and comfort of a facility could be improved;
To manage and maintain of building facilities that are integrated and comprehensive;
To coordinate the management and maintenance of building facilities by government departments and agencies as well as perform asset maintenance audit in accordance with the prescribed programmes; and
To give advice on more effective and economical use of the systems, practices, standards and current technologies in the field of building facility management and maintenance.

Resource Centre

• To improve the skills and competence of all officers of the ministry and its agencies through reading, research and reference.
To become a centre for collecting, processing, storing and disseminating information about the ministry
• To serve as a centre of information excellence in the local broadcasting, film and music industries.

Event Management and Innovation Unit

a) Corporate:-

Participation of the ministry in Maal Hijrah/Maulidur Rasul/Labour Day/National Day celebrations;
• Monthly assemblies;
• Meetings;
• Work procedure manual/desk file;
• Star rating system’;
• Key performance indicators;
• Quality Day;
• Quality improvement; and
• Management Integrity Committee and Committee to Reduce Bureaucratic Red Tape.

b) Event Management:-

To coordinate and carry out official government events jointly with the Prime Minister’s Department for independence programmes such as: assisting with programmes under the ministry/departments and agencies in terms of programme coordination; assisting programmes under the ministry/departments and agencies in terms of advice on protocol;
To coordinate and carry out official government events jointly with the Prime Minister’s Department for independence programmes; and
To assist with programmes under the ministry/departments and agencies in terms of advice on protocol

Record Management Unit:-

a) Registry:-

Matters relating to registration and distribution of correspondence; and
Opening of housekeeping and functionality files by classification; etc

b) Records and Archives-

To provide advisory service to departments and agencies under the ministry; and
To monitor implementation of the digital document management system in departments and agencies under the ministry; etc

Client's Charter

a) Maintenance Management

To provide logistical support within 1 day of the date of receipt of request
To make known the repair status for all types of complaints about damage or breakdown within 1 day of the date of receipt of the report.

b) Asset and Property Management

To register assets within 2 days of receipt of information
To obtain approval for disposal within 1 week of receipt of complete application.
To manage the procedure for asset loss within 2 weeks of the date the complete report is received.
To submit property transactions such as proprietary application, surrendering of ownership, land acquisition and rental within 1 month to the office of the Director-General of Lands and Mines.

c) Administrative Management

To manage meeting room bookings and refreshments within 1 day of the date of receipt of application.
To receive and record incoming mail within 1 day of the date the mail is received.
To deliver urgent letters by hand within 1 day using courier service.
To manage application for official vehicles within 1 day of the date of application

d) Financial Management

To manage applications to travel abroad on official business within 1 week of the date complete application is received.
To manage plane tickets within 1 day of the date of complete application

e) Innovation/Official Ceremony Management

To implement the ministry's star rating system in all divisions/departments/agencies
To organise Innovative and Creative Circles (ICCs), Innovation Award and the National Innovation Day once a year
To organise workshops for quality and innovation awareness such as MS ISO, ICCs, 5S and ISO audit four times a year.

Print Email