Administration Division (A)

Last Updated (Saturday, 08 August 2009 02:13)

 

 

Division	:	Administration
Designation	:	Director
Address	:	Immigration Department of Malaysia Headquarters Level 6 (PODIUM) No 15, Persiaran Perdana, Precinct 2 62550 Putrajaya
Telephone	:	03-88801643
Fax	:	03-88801584

 

 

VISION

 

"Towards quality and integrity supporting service"

 

 

MISSION

 

To ensure a quality, transparent and effective supporting services to all the clients with commitment and intergrity.

 

 

OBJECTIVE

 

To manage efficiently and effectively in ensuring the objectives of the department are fully achieved with strategic approach in terms of planning, monitoring and control in administrative matters.

 

 

ORGANISATION STRUCTURE

 

Administration Unit

Responsible towards security, cleanliness, occupancy, maintenance and landscaping of office building.

To ensure proper usage and maintenance of vehicles / purchasing of petrol and usage of toll cards.

Proper management of Department's assets and inventory.

To prepare driver and guard's duty roster.

To process application and installation of telephone lines/fax lines for Headquarters and state immigration offices.

To process application and issuance of authority and security cards.

To issue certificate of recognition and pension certificates/excellent services and others.

 

Quality and Planning Unit

 

To conduct research to enhance the image of the department and personnel.

Representing the Department in coordination meetings with other agencies.

To conduct research and prepare proposal papers to Top Management  on immigration related matters.

To prepare feedback on minutes of meetings.

Secretariat for department exhibitions and events such as KMK, Immigration Day and others.

 

ISO TaskForce Unit

To prepare manuals on Department's functions according to ISO Standards.

Documentation of activities in relation to the functions and management of Immigration Department in implimenting MS ISO 9000 Quality Management System and updating it from time to time.

To oversee the implementation of Quality Management System MS ISO 9000 so as to ensure compliance to standards.

To analyze the implimentation of MS ISO 9000 Management System to identify its effectivenes.

To perform as a secretary to the Department Quality Committee and Quality Award etc.

 

Store Management  Unit

To prepare estimation proposal for yearly supplies.

To ensure adequate supply of stocks and inventories.

To manage order of passports and travel documents, stationeries, prescribed forms and uniform accessories for Immigration Officers.

To dispose assets and inventories.

To receive, store and distribution of stock to the Department's clients.

To conduct stock verification, stock inspection and stock turnover.

Registration and Record Unit

To manage and record mails from through ordinary post, registered post, express post, 'pos laju', courieer  service, diplomatic bag and hand delivery.

To receive, reload and manage letters that needs to be sent out through 'pos laju', registered post, air-mail, diplomatic bag and hand delivery.

To record personal letters that are received through 'pos laju'/registered/courieer and hand delivery in the Registry Book.

To receive invoices from 'pos laju' and preparing a memo to the Finance Division for payment.

To check bulk mail post docket from the post office and to claim for additional claims from Impress Account, Finance Division.