Human Resource Management Division

Main Roles and Functions

Human Resource Management

1. All matters relating to Human Resource of Pustaka Negeri Sarawak according to the following:

• Recruitment and Selection

To ensure the required new employee is recruited effectively and on timely basis.

• Process

Initiate Staff Requisition for employment

Based on the manpower resources needs which have been determined and approved via warrant issued by the State Financial Secretary (SFS) or as and when there is manpower required. The decision and directives to hire shall come from the following interested parties:

a. Board of Management; or

b. Management; or

c. Other interested parties which includes the Sarawak State Government.

Process for requisition of new staff

HR Manager will write the minute to Head of Department (HOD) about the vacant post. Once the approval is received from HOD, the Admin Assistant shall prepare the draft job vacancy and checked by HR Manager. Upon approval by HR Manager, the Admin Assistant will publish the job advertisement via Pustaka’s e-Recruitment system at URL: http:www.pustaka-sarawak.com/recruitment. Next, the job advertisement will be forwarded to ICT sector to be published in Pustaka’s website. The advertisement will be published within 14 days time.

Refer to:

•Pekeliling Perkhidmatan Bil.4 Tahun 2002: Pelaksanaan Sistem Saraan Malaysia bagi Anggota Perkhidmaan Persekutuan

•Pekeliling Perkhidmatan Bil. 1 Tahun 2016: Rasionalisasi Skim Perkhidmatan Bagi Perkhidmatan Awam Persekutuan di Bawah Sistem Saraan Malaysia

Monitor Job Application

After advertisement is published, all applications received will be managed via Pustaka’s e-Recruitment system at URL: http://www.pustaka-sarawak.com/recruitment

Shortlist Potential Candidates

Selection process will begin by shortlisting the candidates according to the requirement for the post advertised. The HR Manager will assign this task to relevant senior ranking officers. Once it is shortlisted by the assign officers, the Assistant Administrative Officer shall prepare for assessment and interview.

Refer to: •Pekeliling Perkhidmatan Bil.4 Tahun 2002: Pelaksanaan Sistem Saraan Malaysia bagi Anggota Perkhidmaan Persekutuan •Pekeliling Perkhidmatan Bil. 1 Tahun 2016: Rasionalisasi Skim Perkhidmatan Bagi Perkhidmatan Awam Persekutuan di Bawah Sistem Saraan Malaysia

Prepare for Interview

Once the list of shortlisted candidates is ready, the assessment and interview date will be determined. The Admin Assistant shall contact them within 2 weeks to sit for the written test, productivity tool test and interview session.

The panel of interviewers will be identify according to the following criteria:

P&P Group

i. Director of State Human Resource Unit (SHRU) or representative;

ii. Chief Executive Officer (CEO) or representative;

iii. Officer representing the Public Services Commission (PSC;

iv. One Board Member or representative;

v. HOS or representative

• Performance Appraisal
• Promotion
• Leave Administration
• Medical benefit
• Emolument
• Retirement and other staff benefit

According to the procedure and regulation as outlined in Sarawak General Order 1996; The Public Service Commissions Rules, 1996;Statutory Bodies (Conduct and Discipline) Ordinance, 2004 ;Sarawak State Library Ordinance, 1999 and Board of Management Pustaka Negeri Sarawak,

2. Provide for staff’s competencies training in order to increase efficiency, effectiveness and overall development of staff in delivering quality services both internally and externally.

3. Identifies training need requirements, develops training plans and execute training programs for Pustaka and library employees under the Local Council Libraries. 4 . Establishes and maintains liaison with officials in other Federal and State agencies and other training providers, to meet the current trends in training and employee development programs

5. Corporate services for for Human Resources under the Board committee.

Human Resource Development

Management of Training
There are 2 types of training in Sarawak State Library:
1. Generic Training
2. Specific Training
including attachment, benchmarking and mentor-mentee

Training Processes

Identification of Training Needs
Document review will be done on the following at the end of the year:
1. Training report/data analysis on training
2. Performance appraisal forms (previous years)
3. KPI records (Balanced Scorecard)
4. Disciplinary records;
5. Strategic Plans; and
6. Other relevant documents

Preparation of Training Plan (TP)
Upon receiving the written/email notification from the respective HOD/ HOS, the Training Manager (TM) shall summarise training needs into a draft TP by the 4th week of January.

Monitor Training Execution
1. External training - the TM shall source for the quotations and course content and submit to the HOD/HOS for review and obtain approval from the CEO.
2. Internal training - the TM shall send email to the respective division/sector to notify them immediately and arrange for the training accordingly.

Conduct of Training
The training hours shall follow Surat Pekeliling Perjawatan Negeri Sarawak Bil 5 Tahun 2016 .
1. Kumpulan Pengurusan dan Profesional Gred 41 ke atas (42 jam)
2. Kumpulan Pelaksana Gred 27-40 (36 jam)
3. Kumpulan Pelaksana Gred 1-26 (24 jam)

Post-Training Evaluation
1. The employee's supervisor shall complete the Employee Training Effectiveness Form within 7 days upon receiving the notification via email.
2. The Employee Training Effectiveness Form exercise will be carried out after 6 months from the training date.
3. The supervisor may decide whether the employee’s training experience is suitable for Knowledge Management sharing session (Ok session?). Upon identification, the name of the employee will be submitted to Knowledge Management Division for their next step of action.

Documented Information Control
1. Upon receipt of the written training needs submission from each sectors concern from the HOS, the TM shall maintain a file labelled as PUSTAKA Training Plan and arrange them in sequence according.
2. The training hours shall follow Surat Pekeliling Perjawatan Negeri Sarawak Bil 5 Tahun 2016.

• Kumpulan Pengurusan dan Profesional Gred 41 ke atas (42 jam)
• Kumpulan Pelaksana Gred 27-40 (36 jam)
• Kumpulan Pelaksana Gred 1-26 (24 jam).

Produced Documents

1. ISO Training Procedure
2. Training Data Analysis Report/KPI Reporting
3. Training Calendar
4. Evaluation forms
5. Training form

Staff

• Suria Sonia Ahip Abdullah - (Division Head)

Human Resource Management

• Alya Faeeqah Hamali (Assistant Administrative Officer,)
• Masni morshidi (Administrative Assistant)
• Christine - Contract (Administrative Assistant)

Human Resource Development Unit

• Siti Munirah Binti Idris (Office Secretary, Unit Head)
• Aida Lailani Binti Yahya (Assistant Administrative Officer)

Former Staff

• Cik Victoria Jonathan (Administration Officer, Head of Human Resource Division)
• Cik Syeeida Hj Ali Husien (Administration Officer, Head of Human Resource Division)
• Puan Laurena Anak Aloh (Administration Officer, Head of Human Resource Division)
• Puan Suria Sonia Ahip Abdullah (Administration Officer, Human Resource Development Division)
• En.Muhammad Shahrul Bahro (Administration Officer, Human Resource Development Division)
• En. Zainul Asri Sobey (Assistant Administrative Officer, Human Resource Development Divison)
• Pn.Anita Haji Hamdan (Assistant Administrative Officer, Human Resource Development Divison)
• En.Mohd Nazari Bin Razali (Assistant Administrative Officer, Human Resource Management and Human Resource Development)
• Pn.Nur Xyalihin Jamel (Office Secretary)
• Cik Shirley Mambai (Administrative Officer) 18 November 2021 Reshuffle to Miri

Key Performance Indicators

Statements of Objective _________________________________		Measures _____________________________________		Targets ____________________________
To recruit permanent staff within 12 months after job vacancy has been advertised.		New staff report for duty.		12 months
The percentage of staff completed training hours based on grade.		Percentage of staff achieves hours oftraining according to various categories at least one generic or one specific training: Management group (Grade 41 and above) - 42 hours Implementer Group (Grade 27 - 40) - 36 hours Implementer group (Grade 1 - 26) - 24 hours		80% 75% 70%