The Parliament of Malaysia - Organisation

• Controlling expenditure by obeying Section 4 of the Financial Agenda Act 1957, Treasury Instructions and other enforced regulations
• Preparing the Departmental Annual Estimation Report that abides to the Treasury Circulation Letter and stipulated Guidelines
• Processing the Financial and Accounting Records
• Processing the payment of salary for members of staff, of allowance for the Members of Parliament and Department bills
• Checking and preparing Monthly Accounting Reports
• Processing the purchase of offices
• Processing vehicles/computer loans by members of staff and by Members of Parliament
• Processing the advancements made to members of staff and by Members of Parliament
• Collecting revenues

• Ensuring a prompt, efficient and organised support to all Sections/Branches to enable them to carry out their functions smoothly and effectively
• Ensuring matters related to administration and training are carried out efficiently, neatly and effectively, protecting government's interest and safeguarding the welfare of officers/staff
• Ensuring matters of acquisition/purchase are carried out efficiently, systematically and truthfully so as to avoid any deviation or delay in its process
• Ensuring regulations regarding safety and security control are constantly neat, systematic and efficient to ensure that safety conditions and traffic flow are safeguarded and systematic, and to avoid any deviation or leaking of information on the government's official affairs
• Ensuring the areas outside and inside of the office are always clean and neat so that the work place is pleasant and comfortable so as to encourage the enhancement of the quality of work performance.
• Ensuring charitable as well as sporting activities are conducted smoothly and effectively to develop the spirit of togetherness amongst officers/members of staff and to form a team that is efficient and solid
• Ensuring salary fixture, allowance and facilities pertaining to officers, members of staff and Members of Parliament are in line with the allocation and related laws.

• Managing Filling of Vacancy for Officers and Members of Staff of Parliament
• Managing the Hiring of Officers and members of staff
• Managing Confirmation of Post/Entrance to Post with Pensionn
• Managing the process of Application for Officer/Staff Training
• Managing the process of the Preparation of Management Paper for Promotion
• Processing the Preparation of the Management Paper for Deputisation and Work Relief
• Processing Officer/Staff Application for a New Post
• Managing the renewal of the Tenure of Contract Officer or Staff on Loan
• Managing Pension for Officer/Staff/Members of Parliament
• Managing the Preparation of Paper/Document for Disciplinary Action
• Processing Asset Declaration
• Processing Safety Form
• Preparing Amendment Statement (Kew. 8)
• Urusetia Salary Movement Panels

• Ensuring that the landscape of the area of the building and indoor gardens are always neat, fertile and beautiful
• Ensuring that the kept animals are always healthy
• Decorating the Parliament Building with beautiful and healthy plants

• Managing the cleanliness of the building’s interior.
• Managing the suitability and usability of the furniture and equipment in the department
• Checking and ensuring that the entire building is always in good order
• Ensuring that all mechanical equipment and water supply system of the building are managed according to schedule so that all systems are functioning satisfactorily

• Giving safety advice to sections/unit under the Parliamentary Department with the intention to help maintain the level of physical, document and personal safety to be in line with the Safety instructions
• Studying current safety regulations, planning and arranging new regulations if necessary, as well as implementing them with the approval of the Secretary for the Parliament of Malaysia
• Studying the need of the pass system at the Parliamentary Department in accordance with Prohibited Area and Place Section 1959 and giving out security passess
• Managing security locks to the Parliament building
• Ensuring the safety of Members of Parliament, guests of the country, officers and members of staff, as well as of visitors present inside the building and its area together with the Royal Police of Malaysia

• Strengthening the collection of publications by the Parliament by actively gathering all collections, promptly and systematically documenting, and applying for sufficient fund
• Strengthening the Resource Centre’s collections on Politics, Parliament and Government
• Ensuring the management of planned materials
• Providing an environment that is comfortable and harmonious for reference and reading activities of Members of Parliament
• Preparing a reference for enquiries for information
• Studying and analising the needs of Members of Parliament
• Encouraging the sharing of information amongst research institutions

• Developing and preparing softwares for Document Management System (Order Paper and Hansard) to be shared by all representatives in Malaysia based on the Smart Sharing Concept
• Integrating information technology of the Parliament with all State Legislative Assemblies
• Developing applications at the branches at every department to implement operations to enhance the smooth flow of the work process and good work performance
• Providing regular consultancy service to Heads of Department in the implemention of information technology that is always expanding
• Providing skills training to members of staff so that they are more IT literate and are able to lend supporting help
• Managing the maintenance of all computer equipment so that they are always in good condition and are suitable for use
• Managing the maintenance of all computer operation systems so that all processes are working smoothly, accurately and effectively
• Upgrading the capability and efficiency of application systems in tandem with current development and environment

• Acting as the Society/Assembly Secretariat to all Members of Parliament
• Ensuring that visits and proceedings participated by any Member of Parliament run smoothly
• Providing the requirements for and information on International and Regional Parliamentary Proceedings
• Ensuring foreign visitors receive appropriate treatment and facilities
• Managing international relations for the Parliament and Foreign Countries

• Accompanying the President of the Dewan Negara /Dewan Rakyat while entering to Assembly Hall during a parliamentary proceeding by carrying the mace, a symbol of power of Yang Di-Pertuan Agong
• Ensuring the safety inside the Assembly Halls of Dewan Negara and Dewan Rakyat, especially during a proceeding
• Ensuring the safety and cleanliness of the mace of Dewan Negara and Dewan Rakyat
• Accompanying and briefing groups of visitors to the Parliament Building
• Controlling the discipline of both Dewans, ensuring that all visitors and government officials on duty obey the dress code while attending a proceeding

• Issuing Notice of Announcement of Proceeding to all Members of Parliament and Ministries;
• Obtaining Written and Oral Enquiries from all Members of Parliament;
• Editing Enquiries and issuing Proceeding’s Printed Order Paper;
• Distributing enquiries to Ministry for response;
• Issuing Daily Proceeding’s Printed Order Paper in two languages (Bahasa Malaysia and English);
• Managing the process of the tabling of Bills from the Ministry and informing the Federal Judge to be gazetted upon receiving the Royal Assent once approved by both Dewans
• Distributing answers or responses prepared by the ministry to Members of Parliament if enquries are not answered in the daily session;
• Allocating numbers and managing the tabling of documents, such as Order Paper, Statute and others, to the Houses as well managing their gazetting;
• Managing the discussion of proposals by the Government, Individual and others, as well as the follow-up process upon receving the approval from both Dewans;
• Preparing minutes of meeting (Proceeding’s Procedural Votes) and distribution of minutes to the Dewans, as well as the declaration by the President/Speaker or Tuan Yang di-Pertua.

• Building a positive image of the Parliamentary Department by creating a close public relations atmosphere between the Malaysian Parliament and the mass media.
• Managing public relations matters and the mass media regarding the activities and information pertaining to the Parliamentary Department, Dewan Negara and Dewan Rakyat, as well as overseeing the requirements for coverage, mass media control and collective materials during the Opening Ceremony of Parliament.
  Managing, conducting and providing visitors’ visitation briefing materials to the Parliament/ Dewan Negara/ Dewan Rakyat sessions and school holidays.
• Assisting in conducting official/courtesy visits by foreign visitors to the Parliament, the President/Speaker (Yang di-Pertua) of both Dewans, especially in terms of coverage by the mass media.
• Acting as spokesperson for the Parliamentary Department by providing draft statement, overseeing press statement, answering any comments from the public in the mass media pertaining to the Parliament, as well as organising and taking appropriate public relations actions by the department.
• Managing the Customers Complaints Secretariat and taking appropriate actions on every complaint received.
• Supervising/preparing requirements by the press covering a proceeding in session in Dewan Negara and Dewan Rakyat.
• Assuming the role of the Publicity Secretariat in proceedings organised by the Malaysian Parliament.
• Participating in editorial committee in the publication of Buletin Parlimen Malaysia
• Preparing informative materials/information from time to time for the use of the Secretary for the Parliament and all members of the Parliamentary Department.
• Conducting/updating and acting as Information Manager of the software for the Parliamentary Department’s website.

• Preparing Daily Official Statement of Dewan Negara/ Dewan Rakyat for Members of Parliament;
• Preparing verbatim reports on National Accounting Committee Proceeding;
• Preparing verbatim reports on Parliamentary Speakers Proceeding and State Legislative Assembly of the entire country;
• Preparing verbatim reports on Parliamentary Selection Committee and on seminars organised by the Parliament.

• To conduct simultaneous translation/interpretation while Parliament is in session;
• Translating Proceeding Printed Order Paper;
• Carrying out the duties of a language expert at International Meetings organised by the Parliament (AIPO, CPA, IPU and others).

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