MINISTRY OF HIGHER EDUCATION

INTERNSHIP REPORT
STUDENT'S NAME : NUR DALILA ASILA BINTI AZMI
MATRIC NO : 2019704885
LECTURER'S NAME : MADAM DAYANG NAILUL MUNNA ABANG ABDULLAH
PROGRAMME : BA243 - BACHELOR IN HUMAN RESOURCE MANAGEMENT
COMPANY PROFILE

The Prime Minister conducted a special news conference on

March 9, 2020 (Monday), in conjunction with the Federal Cabinet
reshuffle, to announce the re-establishment of the Ministry of
Higher Education (MOHE). This is in accordance with the Act's
higher education provisions.

The Ministry of Higher Education (MoHE) is instrumental in the

development of a higher education ecosystem that comprises the
top public universities, private higher educational institutions,
polytechnics, and community colleges. These institutions are
important parts of the national education ecosystem because they
produce top-tier thinkers, scholars, masters, skilled, and semi-
skilled employees in their fields. MOHE has two (2) departments
that administer institutions of higher learning to achieve success in
this role.
 Student admission services to IPTA as
well as TVET programmes at
Polytechnics, Community Colleges,
and ILKA.

Learning sponsorship programmes

that students can apply for and loan

COMPANY
repayment information.

Special programmes to facilitate

SERVICES researchers in research and study.

One-stop information hub on graduate

marketability programmes and
initiatives.
MISSION

Sustaining a quality higher education ecosystem in

order to develop the potential of individuals and meet
national aspirations.
VISSION

High Quality Tertiary Education, Excellent Individual,

Prosperous Nation.
OBJECTIVES

The government and higher education sectors are committed to creating a world-
class nation with superior knowledge, culture, and civilization.

Act as a catalyst for the development of a sector that allows the country to
participate in the global marketplace.

To meet the problems of producing vast numbers of human resources with

increased knowledge and moral ideals.
ORGANIZATIONAL STRUCTURE
 TRAINING REFLECTION

I have been placed and assigned in the Human

Resource Management Division in the Services and
Performance Section of the Ministry of Higher
Education. Hence, I have been placed under Puan
Tazlila Binti Tarikh and Chief Clerk Sir Nor Azlan bin
Ahmad as my supervisor to assist and guide me
throughout my internship period for six months.

DEPARTMENT
 01 As part of my active participation in administrative
FRANCESCA BOWLES
office work, I am responsible for preparing a copy of
the "Buku Rekod Pekerja" (BRP) as well as a copy of
the employees' information, which includes their
identity card and bank statement.

02 Next, I have been assigned to prepare document for personnel

MySTEP and create the employee’s “Penyata Perubahan
Pendapatan Seorang Pegawai” (Kew8) for Personel MySTEP that
ROLES AND Human Resource person have prepared about their salary.

RESPONSIBILITIES 03 As a Human Resource internship student, I learned how to check

an employee's retirement date using the Human Resource
Management Information System (HRMIS) website, where I must
ensure that the employee's retirement date corresponds to the
option that the employee has signed or chosen according to the
Pekeliling 2011.

03 I have been appointed as a file keeper and responsible to make

sure the ins and outs of employee’s file in the headquarter and
need to record the file’s data in Microsoft Excel.
 BENEFITS SOFTWARE SKILSS

AND REFLECTION Throughout my internship journey at Ministry of Higher

Education I realized that my software skills got so much better

GAINED such as Excel. This is because most of the work in my sector

were in Microsoft Excel and Microsoft Office

PERSONALITY

I managed to be independent. Most of the time, my

supervisor less supervises and trusted me on the work that
was given. She also encouraged me to be professional.
ALLOWANCE Being polite, well-spoken, calm, and presentable is all part
of being professional at work that I have learned so far.

Throughout these 6 months of internship period the benefits

that I gained during my internship period in Ministry of Higher HANDS-ON SKILLS
Education has provided their internship student an allowance.
The rate of payment of allowance is RM5.00 per hour limited to
a maximum of 90 working days. I gained other practical skills along the process, such as how to
record a "Buku Rekod Pekerja." Since I had the opportunity to
MULTITASKING record an employee's service book, my supervisor was really
helpful and encouraging, guiding me through the procedure. In
The readiness to take a risk and learn to be a multi-task. The most addition, I learned how to use Photostat machines and other
challenging part was to fitting in and I needed to be a fast learner. tools, as well as other information and skills.
Aside from being assigned as a file keeper, I also have to complete
other tasks. When a work is assigned, I usually complete it on my
own first, and then they comment and guide me when I make a
mistake. Despite the difficulties, I gained excellent experience and
knowledge.your classmates?
 SWOT ANALYSIS
STRENGHTS
- Strong organizational image
- Task oriented structure
OPPORTUNITIES
- Networking opportunities
- Provide the entrepreneurship
education programmes for
undergraduates in Malaysia
WEAKNESSES
- Lack of human resources that can
lead to an excessive of workload
- Hierarchical structure lead to longer
time to make decision
THREATS
- Threat for the employee well-being
due to the Pandemic COVID-19
- Limitation of organization activities
due to the pandemic COVID-19
MINISTRY OF HIGHER EDUCATION

DISCUSSIONS

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 STRONG ORGANIZATIONAL IMAGE STRENGTH

This is due to the fact that Malaysian higher education institutions have partnered with higher education institutions from other nations
such as the United Kingdom, the United States, Australia, Canada, and France to offer twinning programmes. Some of the world's best
universities have formed partnerships with private higher education schools in the area.

It undertakes the implementation of the Malaysian Qualifications Education Framework and assures the quality of higher education in
Malaysia. The Higher education provision is well regulated.

Most of the employees at Ministry of Higher Education are from the fresh graduate with a good educational background and
experienced employee that seeking for opportunities to work at the company. It demonstrates that the organization has a high
reputation, causing the employee to desire to work there to gain more experience.

Besides, there are many candidates especially undergraduate who want to work at Ministry of Higher Education, thus the employer will
have no trouble finding new employees.
 TASK-ORIENTED STRUCTURE STRENGTH

This is because according to the organizational chart, Ministry of Higher Education is using a task-oriented
structure.

When a task-oriented is in place, managers can divide responsibilities to people in a logical manner, resulting in an
additional layer of efficiencies. This task-oriented structure also makes it easy to keep track of ongoing activities,
project progress, and quality of final result. This will motivate the employee to perform well in their tasks.

Furthermore, Ministry of Higher Education is developing structures that are divided into different departments and
teams in order to develop corporate culture and place a greater focus on cooperation, which means that everyone
within the organization is working toward a common goal. Employees develop a sense of team loyalty as a result of
a strong culture and collaboration, which may help a company to achieve long-term run.


S
LACK OF HUMAN RESOURCES

SE
THAT CAN LEAD TO EXESSIVE
AES
K N WORKLOAD
WE

This is because, in service department in Unit Prestasi and Perkhidmatan all the
employees have their own responsibility and task that they need to do.

In Ministry of Higher Education, under one executive officer, there are only two
administrative or operational assistants who manage the work. For instance, most
employees will take a few days off during a public holiday, causing all work to be
delayed, and if one of the officers is away or takes a little time off, a lot of work will
be undone.

This problem can cause a work delay and workload just because the employee
needs to do an extra jobs that the worker's superiors give to them in a specified
time frame that they are unable to finish.


S
HIERARCHICAL STRUCTURE LEAD

SE
TO LONGER TIME TO MAKE
AES
K N DECISION
WE

Hierarchical structure lead to longer time to make decision. Based on my observation, each
decision takes longer to make and even longer to implement at Ministry of Higher Education,
since there are multiple layers of authority that must issue approval. Employees are unable to
respond quickly because they require authorization from higher management.

Ability to make a quick decision can be just as destructive to the company as taking too long
to make one. Responding too quickly can result in organisational resources being misallocated
to initiatives with no chance of success, while failing to respond quickly enough can result in
missed opportunities.

For example, in Ministry of Higher Education they need to ask approval from the superior first
before the chief clerk blast or spread the information to the employees. And this can cause a
little bit delay of getting information especially in some urgent matters or any decision that
needs the answer immediately.
 OPPORTUNITIES NETWORKING OPPORTUNITY

The good news is that networking opportunity can be existed at Ministry of Higher Education. This is a good method
to keep up with industry developments, network with people who have had similar job tasks or problem issues, and
potentially get asked to future networking events The Ministry of Higher Education will be able to network with other
states as well as personnel from other organizations.

The significance of networking at all levels of the organization, which opens up a variety of new chances for the
organization in The Ministry of Higher Education since the employer and employee will have a meeting decision
maker with other organizations. Networking can contribute in the formation of strong relationship with other
organization.

The ability to exchange information on experiences, challenges, and goals is a key benefit of networking because it
allows the company to identify opportunities that it might not have recognized otherwise.
 PROVIDE THE ENTREPRENEURSHIP PROGRAMME FOR
OPPORTUNITIES
POSTGRADUATE

Ministry of Higher Education also has provide the entrepreneurship programme whereby all the
Entrepreneurship Education is increasingly emphasised in all academic programmes ranging from
elementary level to postgraduate level to enhance entrepreneurial mindset.

MOHE strongly advocates the concept of entrepreneurship to be implemented at the public universities. For
example, in 2010, MOHE has established the Dasar Pembangunan Keusahawanan 2010 (DPK 2010) to serve
as guidelines for HLIs to nurture entrepreneurship culture within each institution with three main components
and six initiatives. Entrepreneurial awareness refers to the understanding of the importance of
entrepreneurship, the know how to implement and the concept of team working (Mohe, 2021)
 EMPLOYEE WELL-BEING WHILE
WORKING AT THE OFFICE DUE TO
THE PANDEMIC COVID-19

Firstly, threat for the employee well-being while working at the office due to the
pandemic COVID-19.

This is due to the fact that the Ministry of Higher Education employs a huge number
THREATS of people from several departments.

This threat will occur when employee in the Ministry of Higher Education has been
infected by covid 19, then the whole department will be temporarily closed for the
sanitation purpose.

Therefore, the Ministry of Higher Education will conduct office sanitation on the day
and all the employees of the Ministry of Higher Education will be instructed to return
home during the sanitation. This will affect the company and employee performance
because they will be lost focus during the isolation period (Cdc, 2020)
 LIMITATION OF ORGANIZATION
ACTIVITIES DUE TO THE PANDEMIC
COVID-19.

Next, limitation of organization activities due to the pandemic COVID-19. Based on my

observations, employees at the Ministry of Higher Education employees always participate in
activities.

THREATS
During the covid-19 pandemic, however, the company must avoid physical events or
gatherings. They did not discontinue training, but they did arrange online training for the
employees so that they could receive continuous training.

In Ministry of Higher Education there will always have an activity in the organization every
month. Unfortunately, due to the pandemic COVID-19, all the activities have to be cancelled
because the organization in the Ministry of Higher Education want to make sure that all the
employee will not be exposed by doing activities that involved in a huge amount of people.

Furthermore, if the organization conduct activities there's a chance that attendees at the
conference or event will unintentionally bring the COVID-19 virus with them. Others may be
exposed to COVID-19 without realising it.
MINISTRY OF HIGHER EDUCATION

RECOMMENDATIONS

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 STRENGTHEN THE ROLE TO THE COMMUNITY Recommendation

Ministry of Higher Education can strengthen the role to the community.

This means, the company should play a role in the community, and they should
be able to answer all questions about education.

This applicable for all department which is in Ministry of Higher Education it

consists many departments from Jabatan Pendidikan Tinggi, Jabatan
Pendidikan Politeknik & Kolej Komuniti and Akademi Kepimpinan Pendidikan

STRENGTH
Tinggi.

For example, in this situation, they must be visible to the community as part of
the Human Resource Management the employee need to know how to answer a

1
question from clients so that the go organizational image will sustain.

This applicable for the clients, students, and other employees from other
company so that they will be able to contact the company via phone or social
media to ask question. The company will no longer receive complaints as a result
of this, and the community will have easier access to timely update.
 EXPOSE EMPLOYEE TO MULTITASKING Recommendation

Expose employee to multitasking. Multitasking is operationally characterized

in the literature in terms of three characteristics: working on many activities,
shifting attention between tasks, and working on a set of tasks in a short
period of time (Grove,2020).

For example, in Ministry of Higher education the superior at each

department should help the employee to to distinguish urgent from
important tasks. This is because one of the keys to effective multitasking is a
well-organized to-do list. And the key is a clear awareness of the distinctions
between urgent which is short deadlines and essential which is long-term
STRENGTH
sustainability issues.

When the employee can concentrate to their work, it will help them easily get
the idea or can solve the problem to the job.
2
The employer should make sure the employee to know what they are doing,
even if employer need to reminders them often.
 1
ES
USING A LINEAR STRUCTURE
SS N E
A K
WE Each employee has only one supervisor, hierarchy is the main link between
organizational levels, supervisors are not skilled, formalization is low, and
centralization is high in a linear structure.

The Ministry of Higher Education should implement a linear organization that

enables quick decision-making (Veyrat, 2017).

Each department or sector's supervisor will have the authority to make the decision.
As a result, the employee did not have to wait for top management to make a
decision. Furthermore, when using a linear structure, employee discipline is easy to
maintain.

The supervisor can concentrate solely on their department's personnel. As a result,

they can easily monitor the employee and it is also ease of setting clear areas of
competence and responsibility.
 2
ES
HIRING A PART TIME EMPLOYEE
SS N E
A K
WE
This problem can be solved by hiring a temporary part time employee which is
Ministry of Higher Education can open more vacancies for the fresh-graduates to
apply a job through the Malaysian Short-term Employment programme
(MySTEP).

This is because in order to solve this problem, it also can give the opportunity to
fresh graduate who has not getting a job to gain experience while they are
searching to get a permanent job.

A contract employee, like a contingent worker, is an individual hired by an

organization for a specified period of time or for a specific project. When a need
arises, companies frequently recruit contract staff.

These workers could, for example, fill job openings, support short-term needs, or
alleviate skills shortages. These persons frequently offer specialist abilities, such
as graphic design or web development, when recruited for a specific project
(Abdullah, 2021).
 OPPORTUNITIES 1

PROVIDE MORE GRADUATE TALENT POOL IN MALAYSIA

This is because the aim of talent management within the public service sector is to
provide pools of public servants with outstanding characteristics to serve public,
stakeholder and sustain competitive advantage in the long run (EPU, 2016).

There is a shortage of support for future entrepreneurs. This excellent initiatives

that encourage and assist young people in pursuing an entrepreneurial idea, but
they are unsustainable. Government and educational institutions have a
tendency to exaggerate the importance of answers to this problem
(Donaghy,2015).

Ministry of Higher education can improve chances for young people to interact
with companies on a personal level and begin trying to apply and gaining skills
outside of the university and not only focusing on the entrepreneurship program
student only. The ability to create and keep creative, skilled employees in the
public sector is critical because their frameworks shape the country's image.
 OPPORTUNITIES 1

FOLLOW UP AFTER DOING A NETWORKING MEETING

Next, is follow up after doing the networking meeting or event. It is a simple

task, yet many professionals neglect this critical step in the networking
process. This is because usually employee did not do a follow up after a
meeting so how can the networking works.

Just after discussion, it's important to follow up as quickly as possible. You can
do so by sending an email , or by contacting them. Express your respect for
their time and offer specific details from your talk (Doyle, 2021).

All the employee in Ministry of Higher Education can follow up after interacting with
someone new, the time the employee spent speaking with them won't help them
advance in their job especially a Human Resource management where they need to
know about the employee's in MOHE from the other organization.
 TH
PROVIDE WELLNESS

RE
PROGRAMME FOR THE EMPLOYEE

AT
Firstly, provide a wellness programme for the employee at the Ministry

1
of Higher Education.

This is because, as we can see nowadays a pandemic COVID-19 is so

unpredictable which this disease can happen everywhere at any time.
By doing this, all the employee can be more aware and also prepared
their mind to be more positive and productivity while working.

For example, Ministry of Higher Education can provide a wellness

programme for employee. This programme can encourage the
employee on how to living a healthy lifestyle while dealing with the
COVID-19 current situations especially in the workplace.

This is the best and easiest way to boost up the employee mood and to
give them more training programs, casual meetings, or
lunches/evenings out should be implemented to create healthy
working connections among your employees.
 TH
ONLINE ACTIVITY IN THE

RE
ORGANIZATION

AT
2
As for now, it is advisable according to the current situation, the best way
is to do an online activity in the organization so that all the employees can
participate through any networking that use. This is because, in order to
reduce the risk of contracting COVID 19 diseases.

To minimize a viral spread, the Ministry of Higher Education should

implement strict standard operating procedures (SOP) in the studio. Some
of the rules that must be applied in their studio include an appropriate
amount of personnel, proper social distancing, hand sanitizing stations,
and the requirement of wearing a face mask.

It is vital to ensure the safety of employees and clients, since this will
make them feel more secure and trusting of the organization. Reduces the
number of people employed by a company and the total number of people
employed.
 CONCLUSION

To summarize, during my six month industrial training programme

at the Ministry of Higher Education, I learnt a lot about the ins and
outs of the government sector's business, as well as valuable human
resource teachings. Not only was I able to put all of my academic
knowledge to use, but I was also able to learn about the company's
advantages and disadvantages as well as how the government
sector solved the problem.

I will be extremely grateful for the opportunity, as well as the skills

and information I gained during my stay here. I am excited to put
these talents to use in my future work, and I intend to continue to
progress in my future organization.

Thank you