Finance Division (B)

Last Updated (Saturday, 10 October 2009 08:29)

 

 

Division	:	Finance
Designation	:	Director, Finance Division
Address	:	Immigration Department Headquarters 6 Floor (PODIUM) No 15, Persiaran Perdana, Precinct 2 62550 Putrajaya
Telephone	:	03 88801135
Fax	:	03 88801133

 

 

FUNCTIONS

 

Responsible in providing financial management as a support services in Responsible Centre (PTJ) that will enable all activities pertaining to management, financial and security to function accordingly and efficiently, towards the achievement of the department's objectives.

 

 

MISSION

 

To improve financial management through an efficient distribution, control on allocation and continuous monitoring activities of Immigration Department.

VISION

"Towards an excellent Financial Management".

 

STRATEGY

 

Encouraging the participation and involvement of the State Directors/Divisional Directors(HQ Level) in the financial management activities;

To increase the awareness on the importance of accountability in financial management;

To enhance knowledge on approaches of the financial system through professional trainings

Abide to financial regulations and procedures.

ORGANIZATION STRUCTURE

 

Development Unit

• Preparation & coordination of department's development budget;
• Coordinating and processing application for staff's housing procurement
• Coordinating and processing application/proposal for office building / quarters development
• Distribution of allocation to other related agencies and states
• Weekly monitoring of physical expenditures performance
• Preparation of payment voucher
• Coordinating and processing application for allocation virements
• Coordinating & preparation of the Five Years Malaysia Plan
• Coordinating & Preparation of the Mid Term Review
• Up-dating of Development's Vot Book
• Preparation of Reconciliation Report

 

Managerial Unit

• Coordinating & Preparation of Department Annual Operating Budget;
• Distributing allocation (expenditure) to Divisional (HQ Level), States & attaché offices
• Preparing the Department's Monthly Expenditure Report
• Monitoring the department's expenditure performance
• Preparing the Quarterly Expenditure Report
• Coordinating the mid-year Allocation review
• Preparation of application for allocation virement
• Processing application for government local order for headquarters.
• Processing of air transportation warrant

 

Procurement Unit

• Procurement through quotations for Headquarters
• Procurement through tender by the department
• Procurement through limited tender by the department
• Procurement through direct negotiations
• Management of rental for housing / office building
• Monitoring the application of the department's e-Perolehan (e-Procurement)

 

Administration Unit

• Managing and recording of mails and correspondence
• Administer the division's filing / disposal of records and staff's annual leave record
• Asset & Inventory management
• Meetings management
• Related work/tasks on personnel services & manpower requirements

 

Payment / Emolument Unit

 

PAYMENT

• Payment of bills and government local orders
• Payment of Travelling Allowances Claim
• Lump sum payment / Travelling Warrant
• Petty Cash Management (Headquarters)
• Updating Operating Vot Book
• Preparing the Expenditure Reconciliation Report
• Reconciliation of Vot / Lump Sum

EMOLUMENT

• Emolument payment for all personnel at headquarters level;
• Preparation of salary deduction order
• Collection of overpaid emolument
• Payment of overtime allowances claim
• Payment of allowances - ‘warm clothing allowance' / Ceremonial attire
• Managing EPF (Employees Provident Fund) deduction

Revenue / Trust / Deposit Unit

REVENUE

• revenue collection management
• Coordinating daily revenue collection at HQ level.
• Monitoring and Updating the department's of Revenue Collection Reports
• Reconciliation of Revenue Account
• Revenue refund
• Preparation of a scheduled report on the department's revenue collection
• Coordinating the department's Receivable Account & application for write-off
• Coordinating the electronic revenue collection system

TRUST & DEPOSIT

• Supervision of trust and deposit account
• Reconciliation of Trust and Deposit account
• Gazetting of Deposit Account
• Processing application for approval of housing & office space rental for Immigration Attaché
• Processing application for approval of Personal Advance Payment, children's school fee, security deposit on rented house and preparation of report on Personal Advance Payment Balance to Treasury
• Managing audit queries on accounting aspect
• Managing London's Quarterly Petty Cash Account (Menguruskan akaun Panjar 3/12 London)

 

LOANS & PERSONAL ADVANCE

• Processing computer loan
• Processing vehicle loan
• Processing personal advance payment
• Processing housing loan
• Processing over-payment of computer and vehicle loan

Control and Monitoring Unit

• Implementation control system on electronic revenue collection
• Implementation of eSPKB and e-perolehan systems
• Monitoring the management of payments
• Monitoring the department's trust and deposit accounts
• Updating accounting codes application
• Taking action on Audit Finding