(732544D)

PENGURUSAN ASET AIR BERHAD

24TH FLOOR, MENARA MULTI-PURPOSE, CAPITAL SQUARE 8, JALAN MUNSHI ABDULLAH, 50100 KUALA LUMPUR

TEL: 03-2614 5555 ;FAX: 03-2614 5588

www.paab.my

EMPLOYEE HANDBOOK

HUMAN RESOURCE DEPARTMENT

This Human Resource Handbook is a property of Pengurusan Aset Air Berhad (“PAAB”) and shall be intended for use by employees of PAAB only; not be removed from Company premises; not be intended or loaned to non employees of PAAB; not be photocopied in whole or in part; and be considered and treated as a strictly confidential document.

EMPLOYEE HANDBOOK

TABLE OF CONTENTS Page

WELCOME TO PAAB 1

ABOUT PAAB 2

VISION & MISSION 3

ORGANIZATION CHART 4

GRADING STRUCTURE FOR PAAB 5

DIVISIONAL ROLES & RESPONSIBILITIES

1. Chief Operating Officer (COO) 7

2. Facility & Planning Division 7

3. Project Management Division 10

4. Commercial Division 12

5. Corporate Division 16

6. Finance Division 21

7. Treasury Division 22

8. Human Resource & Administration Division 23

YOUR EMPLOYMENT WITH PAAB

1. Principal Terms and Conditions of Employment

1.1 Employment Policy 26

1.2 Employment Classification 26

1.3 Pre-Employment Medical Check-up 26

1.4 Re-Employment of Resigned Employee 26

1.5 Employment of Family Members and Relatives 26

1.6 Induction Programme 26

1.7 Probationary Period and Confirmation 26

1.8 Transfer and Secondment 27

EMPLOYEE HANDBOOK

1.9 Performance Review 27

1.10 Personnel Files & Records 27

1.11 Resignation 27

1.12 Termination 28

1.13 Retirement Age 28

1.14 Working Days/Hours 28

1.15 Lunch Hour 28

2. Employee Remuneration

2.1 Salary Administration 28

2.2 Annual Increment 28

2.3 Annual Bonus 29

2.4 Overtime (OT) Pay 29

2.5 Employee Provident Fund (EPF) 29

2.6 Social Security Organization (SOCSO) 29

3. Employee Benefits

3.1 Allowance 29

3.2 Leave 31

3.3 Medical Benefits 34

3.4 Group Insurance Schemes 36

3.5 Travelling on Company’s Business 37

3.6 Training and Development 39

3.7 Other Benefits 40

4. Work Ethics and Code of Conduct

4.1 Code of Conduct 41

4.2 Conduct with Media 42

4.3 Code of Attire 43

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5. Grievance, Employee Discipline and Sexual Harassment

5.1 Grievance 43

5.2 Employee Discipline 44

5.3 Sexual Harassment 44

REFERENCES 45

ATTACHMENT 46

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The Management of PAAB is proud to welcome you as a member of the PAAB family and

congratulate you for making a right decision to join our Company. We look forward to the

opportunity of working together to build PAAB into a dynamic and progressive organization

which you would be proud to be associated with.

At PAAB, we value our employees and regard them as assets to the Company. We believe

in fair employment opportunities and equal treatment to all employees and we promote

learning and capacity building as part of career and skills enhancement.

This handbook is intended to familiarize you with important information about the Company

and the pertinent roles and responsibilities of each division in the Company, as well as to

provide guidelines for your employment experience with us in an effort to foster a close and

healthy work environment. It is made available for you to help you understand how the

Company operates so that you will be better informed and guided throughout your

employment with the Company.

The content of the handbook is subject to modification and further development in the light of

experience or changes in circumstances.

This booklet remains the property of PAAB and is to be returned to the Human Resource

Department upon cessation of employment with the Company. If any statements in this

handbook are not clear to you, please contact the Human Resource Department for

clarification.

Once again, welcome aboard and we hope you will find your employment with PAAB a

rewarding and satisfying experience.

The Management

Pengurusan Aset Air Berhad

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PENGURUSAN ASET AIR BERHAD (PAAB) or Water Asset Management Company

(WAMCO) was established on 5th May 2006 as a wholly owned company under the Minister

of Finance Incorporated. PAAB forms part of the Federal Government’s efforts to restructure the water services industry in the country to achieve better efficiency and quality.

Our primary responsibilities is to develop the nation’s water infrastructure in Peninsular Malaysia and the Federal Territories of Putrajaya and Labuan in line with the water Services

Industry Act 2006 (Act 655)

PAAB is tasked with the following objectives:

Construct, refurbish, improve, upgrade, maintain and repair water infrastructure and

all other assets in relation to the water systems.

Source and obtain competitive financing for the development of the nation’s water assets and lease such assets to water operators licensed by Suruhanjaya

Perkhidmatan Air Negara (SPAN) for operations and maintenance.

Assist SPAN to restructure the nation’s water industry towards achieving the Government’s vision for efficient and quality water services.

The company has an authorized capital of RM 1 billion and currently, the paid-up capital is at

RM410 million.

We are committed to support the Government in achieving its national policy objectives for

the water supply and sewerage services industry.

More information on PAAB, please visit our website at www.paab.my

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VISION

To Be A World Class Water Asset Provider

MISSION

Commit to provide stakeholders with the best water asset development solutions.

Practice the most efficient business processes optimisation.

Promote technical innovations to ensure high quality water to consumers.

Strive to protect the environment by promoting green technology in the water

industry.

Development of an excellent corporate culture to make PAAB the preferred place for

both professional and personal development.

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ORGANIZATION CHART FOR PAAB

CHAIRMANげS OFFICE

CEOげS OFFICE

CEO Department

Operations Corporate

FACILITY &

PLANNING

PROJECT

MANAGEMENT

Project Planning

Facility

Management

Asset

Management

Land

Management

Southern

Region

Northern

Region

Central

Region

Eastern

Region

Johor

Melaka

Wilayah/

Selangor

Negeri

Sembilan

Pulau

Pinang

Kedah

Perlis

Pahang

Terengganu

Kelantan

COMMERCIAL

Tender

Secretariat

Tender

Evaluation

Contract

Procurement

CORPORATE FINANCE TREASURY HR & ADMIN

Compensation

& Benefits

Training &

Development

Administration

Cash Mgt

Funding

AccountsLegal

Risk Mgt

Corporate

Comm

IT

QA &

Resource

Quality

Assurance

Document

Resource

Lease Mgt

Corporate

Finance

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GRADING STRUCTURE FOR PAAB

STAFF CATEGORY GRADE POSITION

Senior Management

SM1 Chief Executive Officer

SM2 General Manager

SM3 Assistant General Manager

Management M1 Senior Manager

M2 Manager

Executive

M3 Assistant Manager

E1 Senior Executive

E2 Executive

E3 Junior Executive

Non-Executive C1 Clerical

C2 Non-Clerical

(Driver, Messenger, Tea Lady, Receptionist)

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DIVISIONAL ROLES AND REPONSIBILITIES

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CHIEF OPERATING OFFICER (COO)

COO is responsible to oversee the management and coordination of all capital works of the Company including to provide technical support on all operational related matters in order to achieve highest quality output, timely completion within budget and with minimum impact to social and environment. COO will liaise with ministers, higher level of government agencies, authorities and stakeholders in order to resolve all capital works to be undertaken by the Company and construction issues. COO is also responsible to develop and set forth comprehensive KPIs under COO’s office and ensure the targeted business plans are achieved.

Under COO’s Office there will be two Divisions, i.e Facility & Planning Division (FPD) and Project Management Division (PMD).

FPD is responsible to oversee the management of all approved business plan by SPAN such as project approval, allocation and overall timeline monitoring as set out by the Company. FPD is also to ensure all existing and new land asset data are complete and in order. Besides that, FPD is responsible to ensure all land for all migrated states are transferred to the Company.

PMD is responsible to manage and coordinate all capital works undertaken by the Company starting from the appointment of Consultant to the hand-over of projects to the Water Operator. All capital works must be completed in time with the highest quality output and within the approved budget.

The main roles and responsibilities for each division/department/section heads under COO’s office are tabulated below:

A. FACILITY & PLANNING DIVISION

Develop and set a clear objective for the division/department/section with proper KPIs and level of services to measure efficiency and delivery of the agreed objectives.

• Lead, manage and administer the FPD towards achieving the Company’s vision and mission

• Plan and set up manpower requirement including human resource intake schedule and recruitment of competent human resources with proper job description, roles and responsibilities.

• Oversee the management of all approved business plan by SPAN. • Plan, establish quality standards and efficient management of the process approval

for all CAPEX to be undertaken by the Company and achieve highest quality output, timely completion as per the Water Operator’s needs and within the allocated budget.

• Prepare board paper for project initiation, if necessary and report project allocation status to the management.

• Oversee the management of Asset Management and Land Management in identifying and processing of water assets transfer.

• Develop and prepare standard operating procedures/guidelines for management’s approval.

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• Attend regulatory meeting with SPAN/Water Operator and report on status of CAPEX’s approval and implementation.

• Prepare monthly progress report on all activities pertaining to project planning, land and asset matters to the Chief Operating Officer and other relevant reports for updating the management

A.1 Project Planning Department

• Review, analyse and prioritize all approved business plan by SPAN for the migrated states based on 3 years rolling plan and 30 years business plan.

• Carry out site assessment, if required and liaise with Water Operator on the proposed CAPEX works and ensure all the information and data are in order before conducting Project Evaluation Committee meeting (PEC).

• Conduct PEC meeting before issuance of Project Execution Letter (PEL). • Develop, prepare and monitor the Master Implementation Programme (MIP) for the

approved CAPEX Works. • Develop, review and monitor the Master Implementation Programme submitted by

the Consultant/Contractor/Implementing Agent. • Monitor the overall project status on macro basis and the timeline as set in the MIP. • Develop, prepare, and monitor all the approved cashflow/budget/allocation by

SPAN and the Company. • Prepare yearly CAPEX budget and cashflow including 6 months funding

requirements for the Company. • Create Work Breakdown Structure (WBS) into SAP system such as project number,

project classification, etc. • Update all the information and data for Project Management dashboard. • Liaise closely with Finance Division (FD) and Legal Department pertaining to all

completed project in order for FD to be able to charge lease rental to Water Operator.

• Prepare project reporting to Stakeholders. • Attend regulatory meeting with SPAN/Water Operator and report on status of

CAPEX’ approval and implementation. • Prepare monthly progress report on all activities pertaining to project planning to the

Head of Division and other relevant reports for updating the management.

A.2 Facility Management Department

• Develop a comprehensive program and strategy to ensure all asset data for states that signed up with the Company are complete and in order.

• Develop a comprehensive program and strategy to ensure all land for states that signed up with the Company are transferred to the Company.

• Develop and manage a proper database system for Asset and Land Management for easy retrieval and reference.

• Collect and collate data and information on the existing water assets including land information for database management.

• Liaise and communicate with relevant parties including Water Operators, government departments and other related agencies related to asset takeover and land title transfer exercise.

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• Manage the overall development of Total Asset Management System (TAMS) and supervise external parties engaged by the company to ensure it is completed within the prescribed time.

• Monitor and update all the assets for safe keeping and archiving of all database records on the assets at headquarters and/or at various states.

• Analyze data for statistical report and projections for the assets acquired by the Company.

• Prepare monthly progress report on all activities pertaining to asset and land matters to the Head of Division and other relevant reports for updating the management.

A.2.i Land Management Section

Facilitate land transfer exercise for the migrated States.

Submit application for land alienation for the migrated States.

Submit land acquisition application for Water Supply System (WSS) sites for the State for the migrated States.

Organize and coordinate meeting at Federal, State & District levels on any land issues.

Attend land acquisition hearing / enquiry conducted by Land Administrator to determine the amount of compensation to be paid to the affected party.

Advise Water Operator, KeTTHA on WSS matters.

Ensure the targeted business plans set by the Division are achieved.

Monitor and update the overall payment made related to land matters.

Liaise with other departments / divisions within the company on any land matters.

Manage and monitor Land Management System.

Prepare monthly progress report on all activities pertaining to land matters to the Head of Department/Division and other relevant reports for updating the management.

A.2.ii Asset Management Section

Collect and develop a proper Asset Detailing (Asset Data and Asset Information Capturing).

Collect and collate data on existing and new water assets acquired by the Company for updating and reporting purposes.

Coordinate and supervise external parties engaged by the Company for the development of Total Asset Management System, including review on submitted reports/documents and monitor the overall budget and cashflow.

Review, approve and monitor the Asset Management Policy/Plan.

Develop and manage a proper database system for asset management for easy retrieval and reference.

Ensure regular updating of all assets and safe keeping and archiving of all database records on the assets at headquarters and/or at various states.

Analyse data for statistical report and projections for all the assets acquired by the Company.

Prepare monthly progress report on all activities pertaining to asset matters to the Head of Department/Division and other relevant reports for updating the management.

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PROJECT MANAGEMENT DIVISION

Develop and set a clear objective for the division/department/section with proper KPIs and level of services to measure efficiency and delivery of the agreed objectives.

• Lead, manage and administer the PMD towards achieving the Company’s vision and mission.

• Plan and set up manpower requirement including human resource intake schedule and recruitment of competent human resources with proper job description, roles and responsibilities.

Manage the appointment of Engineering Consultant/QS Consultant/Implementing Agent to carry out the study, design and tender up to post construction for the approved CAPEX works including the appointment of Surveyor, Soil Investigation Contractor, UDM Contractor and other appointment related to CAPEX works.

Manage the design works, assessment of asset condition (if necessary) and provide technical advices on construction works and maintenance of assets.

Make recommendation to the Procurement Board on the appointment of Contractor and prepare board paper, if necessary.

Plan, establish quality standards and efficient management of the projects undertaken by the Company and achieve highest quality output, timely completion within the budget and with minimum impact to the social and environment.

Oversee the management and coordination of all capital works undertaken by the Company.

Develop a standard work procedure and manuals that can be used for future similar projects and set as a benchmark for reference in the industry.

Liaise with relevant authorities to smoothen the implementation of projects and approval obtained.

Develop, establish and update case study document on reference of lessons learnt for future improvement.

Develop and prepare standard operating procedures/guidelines for management approval.

Prepare monthly progress report on all activities pertaining to project management to the Chief Operating Officer and other relevant reports for updating the management.

B.1 Regional Department (Central & Special Project, Northern, Southern and

Eastern)

Lead in managing the overall CAPEX implementation from study stage to post-construction stage

Prepare and provide the Terms of Reference (TOR) for the appointment of Consultant and recommend to the relevant Procurement Board for approval and prepare board paper, if necessary.

Review, scrutinize and monitor all technical documents submitted by Consultant including technical memorandums, reports, specifications, design drawings, tender documents and other documents related to the project.

Lead, manage and monitor the performance of consultants as per agreed KPIs and Level of Services for the project assigned to them.

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Ensure the design meets the expected performance, complies with the acceptable standards and within the company’s schedule and allocated budget and meet the authorities or regulatory requirements.

Liaise with Water Operator on the technical and operational matters in order to meet their needs during the design stage.

Lead and provide input to the Technical Evaluation Committee (TEC) of Tender Evaluation Committee for the appointment of surveyor, soil investigation contractor, UDM contractor and recommend to the Procurement Board for approval.

Manage and update submission for the authorities’ approval as assigned to Consultant to avoid delay to project implementation.

Lead and provide input to the Technical Evaluation Committee (TEC) of Tender Evaluation Committee for the appointment of contractor and recommend to the relevant Procurement Board for approval and prepare board paper, if necessary.

Organize and conduct client coordination meeting with consultant and project site meeting with contractor, as well as with the implementing agent as part of coordination works.

Review, scrutinize and monitor all technical documents submitted by Contractor including master implementation programme, monthly progress reports, equipment approval, work method statement, FAT procedures, shop drawings, testing and commissioning procedures, operation and manual procedures, as built drawings and other documents related to the project during implementation stage.

Develop and establish the Project Risk Profile and Mitigation measures with continuous monitoring for review and update for preventive measures.

Manage and monitor all contractual administration including design and equipment change, CPC, VO, EOT, CMGD, etc.

Lead and provide input to the VO Committee and recommend to the relevant Procurement Board for approval.

Manage and monitor all Consultants’/Contractors’ claims and project cashflow.

Prepare final report/checklist of acceptance of project for handing over to Water Operator.

Monitor all remedial works during the defect liability period.

Serve as committee member for the technical approval committee coordinated by SPAN/SIRIM/IKRAM as appointed by the Head of Division.

Prepare monthly progress report on all activities pertaining to project progress to the Head of Division and other relevant reports for updating the management.

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COMMERCIAL DIVISION

A. TENDER SECRETARIAT

Control of the overall tender processes and systems in order to ensure efficiency and effectiveness, as well as value in all transactions. This will translate to better value and services to customers, achievable through the implementation of suitable tender systems and processes with check and balance mechanism, monitoring tools and enforcement of approved procedures.

Perform & monitor the Tender Secretariat duties, such as follows:- o Arrange for finalization of tender and quotation documents. o Arrange for approval for calling of tender / quotation. o Arrange for the appointment of Opening Committee and Evaluation

Committee members. o Arrange and finalize tender evaluation criteria (Technical by

Consultant/Project Originating Department and Commercial by Tender Secretariat Department / Consultant Quantity Surveyor).

o Arrange for tender / quotation opening processes. o Arrange and monitor the tender / quotation evaluation processes. o Member of the Technical & Commercial Tender Evaluation Committees

(TEC/CEC) and Consultant Evaluation Committee (CEC). o Monitor Technical and Commercial Evaluation (by Tender Secretariat

Department / Consultant Engineer / Consultant /Quantity Surveyor). o Compile and distribute the evaluation reports. o Arrange for Tender Clarification or Negotiation Meeting. o Serve as Secretariat for Procurement Board Meeting. o Arrange for Item for Approval (IFA) and Checklist for award of tender. o Arrange and prepare Board or MOF Paper, (if any). o Prepare minutes of meeting and Letter of Award. o Prepare and present monthly report on Tender Status for Head of Division

meeting.

Monitor closely the revenue from selling of tender / quotation documents.

Develop and maintain policy and procedures that are responsive and enable good control in conducting tender activities. This is to ensure good tender practices are used companywide in all procurement transactions.

Ensure proper documentation of all tender activities/processes for review and auditing processes.

Review of tenders’ and proposals’ evaluation in order to provide management with recommendations that are the best of value and in line with the Company’s procedures and goals.

Decide on the suitable tender approach, review selection of suppliers, resolve tender issues, review tender evaluation report and make recommendation to management.

Develop departmental staff competencies through training and development programme, on the job training, cross training and other approaches to enable better services to meet the customers’ needs.

Liaise with the consultants and the implementing agents (water operator) in regards to tendering.

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B. TENDER EVALUATION

1. Control of the overall evaluation processes and systems in order to ensure efficiency and effectiveness, as well as value in all transactions. This will translate to better value and services to customers, achievable through implementation of suitable and consistent criteria, processes with check and balance mechanism, monitoring tools and enforcement of approved procedures.

2. Perform & monitor the Tender Evaluation Committee duties, such as follows;

B.1 OPEX

Attend pre-development and design stage meetings as and when required

Review (Request for Proposal/Quotation) RFP/RFQ, Quotation and Tender documents

Propose and finalize tender/quotation evaluation criteria

Arrange and monitor tender / quotation evaluation process.

Carry out the evaluation process (technical and commercial) and preparation of the evaluation report.

Attend the Technical/Commercial Evaluation Committee (TEC/CEC) meeting and Consultant Evaluation Committee meeting

Prepare the post-tender clarification as and when required

Prepare and attend tender clarification / negotiation meeting as and when required

Prepare TEC/CEC recommendation on technical and commercial evaluation to Head of Originating Division

Compile and finalize Technical and Commercial Evaluation Report

Present and make recommendation together with the Head of Originating Division to Procurement Board for approval

Prepare Item for Approval (IFA) for the Procurement Board

Arrange and prepare Board Paper or MOF paper (if any).

B.2 CAPEX

Attend pre-development and design stage meetings as and when required

Review (Request for Proposal/Quotation) RFP/RFQ, Quotation and Tender documents

Review and finalize tender/quotation evaluation criteria proposed by dedicated/appointed consultant or Implementing Agent (i.e Water Operator)

Monitor tender / quotation evaluation process.

Monitor Technical and Commercial Evaluation carry out by dedicated/appointed consultant or Implementing Agent

Attend the Technical/Commercial Evaluation Committee (TEC/CEC) meeting and Consultant Evaluation Committee (CEC) meeting

Review the post-tender clarification prepared by the consultant as and when required

Attend tender clarification/negotiation meeting as and when required

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Arrange Post-tender Clarification or Negotiation Meeting as and when required.

Prepare TEC/CEC recommendation on technical and commercial evaluation to Head of Originating Division

Compile and finalize of Technical and Commercial Evaluation Report

Present and make recommendation together with Head of Originating Division to Procurement Board for approval

Prepare Item for Approval (IFA) for the Procurement Board

Arrange and prepare Board Paper or MOF paper (if any).

3. Seek to understand the overall needs of the project in order to ensure that the evaluations were carried out appropriately by trustworthy personnel.

4. Develop and maintain policy and procedures that are responsive and enable good control in conducting evaluation activities. This to enable good evaluating practices to be used companywide in all procurement transactions in achieving the goals. Ensuring proper documentation of processes for review and auditing.

5. Review evaluation of tenders and proposals in order to provide management with recommendations that are the best value and in line with company procedures and goals. Decide on suitable criteria to be used during the evaluation, resolving evaluation stage issues, review tender evaluation report and recommendation to management.

6. Develop departmental staff competencies through training and development programme, on the job training, cross training and other approaches to enable better services to meet the customers’ needs.

7. Liaise with related Department/Division, appointed consultant and Implementing Agent regarding the evaluation matters.

8. Perform other task as and when directed by Head of Division.

C. CONTRACT

Check and review tender documents prepared by the Consultants or Department/Division for Projects to be tendered out.

Prepare cost estimates, when needed, for projects using “rule of thumbs”, breakdown of rates or other methods available.

Provide input for preparation of Standard Bills of Quantities to be utilized in all Pengurusan Aset Air Berhad that will be tendered out.

Prepare cost controls input, cost advice and cash flow forecasting.

Attend site meetings/technical meetings and contribute input on contractual and costing matters.

Function as a Secretariat for the Variation Order Committee including checking and processing of variation orders, preparation of variation accounts, and valuation of variations.

Joint site evaluation and check the final recommended amount for interim payment from Consultant

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Check and process contractual claims on the Project/s.

Check and process Certificates such as extension of time, partial/section completion, non-completion and completion certificates

Check, review and prepare final accounts for the Project/s.

Prepare reports to the Tender Secretariat for the appointment of Consultants

Become a member of the Technical and Commercial Tender Evaluation Committees.

Prepare Standard Operating Procedures on Project contract matters

D. PROCUREMENT

Central Purchasing Contracts o Generate cost savings through the Central Purchasing Contracts to meet the

department’s KPIs including to prepare, administer, coordinate, implement and monitor of pre and post supply contract activities from preparation of contract documents, awards until successful completion of contract/project.

Administer of Internal Purchase Requisition o Receive internal purchase requisition from multiple departments, review for

reasonableness, accuracy and correctness of requisition. o Ensure that all requisition is being carried out in conjunction to company’s

policies and procedures as well as within the approved budget.

e-Procurement o Carry out bidding through e-Procurement online system.

Implementation of Enterprise Resource Planning (ERP) System o Issue Request For Quotation (RFQ) and Purchase Orders (PO) through ERP

System. o Generate Good Receive Note (GRN) in the system upon receiving of Orders for

payment purposes including issuance of request for payment and invoice matching.

Development and Implementation of all Policies and Procedures o Develop internal policies, procedures and business processes including Standard

Operating Procedures and Manuals in connection with company’s procurement of Supply, Works and Services to suits the Governments requirements and regulations.

o Implement and generate awareness among company’s staff and user. Post-Contract/Order Award Administration

o Prepare Vendor Performance Assessment and Customer Satisfaction Index based on approved criteria and rating system.

Miscellaneous General o Issue routine correspondence related to the Procurement Department’s work and

respond to internal and external queries related to purchasing. o Prepare weekly and monthly reports of all procurement activities and transactions

for managements review

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CORPORATE DIVISION

A. LEGAL

Implement Pre/Post Agreements for the Restructuring Exercise with the States

o Work closely with Finance Division to ensure that the agreements incorporate all

the commercial and legal terms as been approved by the federal authorities,

state authorities, water operators and PAAB’s management. o Negotiate on the terms and conditions of the agreements with the federal

authorities, state authorities and water operators.

o Collaborate with FD in monitoring the post restructuring exercise.

Provide Legal Support in all Operating Areas o Act as an aide to other departments to ensure company’s operation is in

compliance with the current regulations, laws and our own policies.

Miscellaneous General o Respond to internal and external queries related to legal issues

B. CORPORATE COMMUNICATIONS

Editorial o Write press releases, speeches, articles etc

Media/Government Relations

o Maintain good working relationship and liaison with the media, related government ministries, organization/association in the water industry.

o Create opportunities for CEO’s interviews. o Ensure press conferences are done in an orderly manner. o Lead in the Frequently Asked Questions (FAQs) compilation when need arises. o Create a new Media Crisis & Issues Management Team and Manual o Ensure that the targeted Return on Investment (ROI) is reached. o Monitor news monitoring on daily basis

Events Management/Corporate Responsibility

o Organise all corporate events and ensure they are being carried out according to the highest standards. (Corporate events include staff gatherings, Family Day, management retreat, Townhall, Hari Raya open house, signing ceremonies, social events with external parties, corporate responsibilities program and etc).

Publications

o To ensure that all annual publications are published on time. (Publications include Annual Report, notebook/diaries, company’s paperbags, corporate folders and etc.)

Website & Intranet

o Oversee that corporate website’s contents are updated. o Ensure the intranet is updated with new contents monthly

Others

o Undertake special assignments and ad-hoc projects as specified by the Management.

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C. INFORMATION TECHNOLOGY

Infrastructure Support

o Provide a service on infrastructure standards, design, implementation and technical support as per following items: - Networks infrastructure (Hub, Switches, Wireless) - Servers & Storage (hardware, network operating system, services) - Server rooms (rack, raised floor, air-conditioning, UPS, fire suppression

system) - Desktop & Notebook (Operating system standards, installation & support) - Security Administration (antivirus, antispam, firewall) - Email (create, delete, configure) - Database Administration - Backup (system, database, recovery and offsite storage)

Application Support

o Provide a service on application standards, design, implementation and functional support as per following items: - ERP (SAP) system support - Website maintenance - Application Integration

Service Management

o Provide a service on IT Policy, security compliance, risk management, IT audit and business continuity

D. RISK MANAGEMENT

Review and recommend changes to ERM framework where necessary.

Attend, participate and update Risk Management Committee (RMC) with regular reporting and meeting.

Consolidate risk information and monitoring the status of risk management activities across the Organisation.

Obtain CEO’s approval on the PAAB’s Risk Profile. Actively provide ongoing support to the CCO and RMC, including facilitating strategic

risk assessments.

Assist RMC in benchmarking risk exposure of the organisation against other industry players.

Provide independent assessments of, and recommendations to, improve risk management capabilities.

Keep abreast of market best practices and latest developments in risk management to update PAAB’s Enterprise Risk Management Framework.

Assist RMC in championing risk awareness and training efforts in PAAB.

Establish relevant training programs for staff of PAAB towards enhancing their knowledge and skills in risk management.

Participate and advise relevant functional teams and task forces for e.g. Project Taskforce, Tender Committee, Crisis Management Team, Disaster Recovery Team, etc. on issues relating to risk management affecting PAAB.

Review new projects, business or capital expansion and provide independent assessments on risks for projects under review.

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Develop and maintain documented Risk Management System, Policy and

Procedures.

Monitor changes in business conditions and the operating procedures.

Embed risk management in key processes of PAAB and ensure sustainability of the risk management program.

Maintain all documentation works for the department and any other works that are required to be performed from time to time by the Management.

E QA & RESOURCE CENTRE

E.1 QUALITY ASSURANCE

Assist in establishing Standard Operating Procedures, Quality Manuals and Work Guidelines and continuously carry out reviews for further improvements

Assist in establishing Level of Services, gauge and benchmark for continuous improvements

Assist in establishing procedures for carrying out checks, inspections and process audits, be it pre- / in-process / post- processes, to ensure quality is not compromised throughout the entire delivery process

Assist in compilation of lessons learnt and carrying out of post mortem reviews in search for innovative & proactive solutions for future improvements Responsibilities

Overall Responsibility

o Establish & enhance the company’s Quality Assurance system by establishing standardisation in work procedures and documentations and develop Quality Control measures in tracking quality metrics in various areas and during project implementation relating to the project cycle from its inception and design up to the handing over of water assets to the Water Operators.

Responsibilities & job scope at Project Level o Establish and develop company’s Quality Assurance and Quality Control system

for use by relevant staff in the following areas: - Testing of products & equipment; - Project inception, study, design and tender stages; - Project implementation / construction stage including land & asset acquisition

& verification; - Project testing & commissioning stage; - Project final inspection, acceptance & handing over stage; - Asset management, operation & maintenance.

o Establish QA/QC Yearly Program & Schedule for QA/QC Meetings, Quality Inspections & Audits, Factory Acceptance Tests and Factory Visits in line with the latest approved Master Implementation Program (MIP) for ongoing projects.

o Conduct Quality Checking / Reviews on project documents prepared by team members and provide recommendations for improvement.

o Assist various Divisions / Departments in reviewing suppliers’ / consultants’ / contractors’ submissions, relating to Study / Design / Tender / Construction supervision plan / system, according to the latest approved Project Quality Plan (PQP) and/or Quality Assurance Plan (QAP).

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o Obtain, maintain & check test result / record / report submissions, from consultants and field testing laboratories in verifying the soils, concrete, radiography and other testing required by project specifications and requirements, for tabulation of statistical reports for future improvements.

o Establish tracking / monitoring system and develop quality metrics for measurement on adherence of Project Team / Supplier / Consultant / Contractor to the PQP / QAP.

o Conduct random checking for the consistency of entries in the site diaries / reports of project personnel and their compliance to the PQP / QAP.

o Establish & implement a quality audit system with audit criteria and relevant forms & checklists for conducting quality audits on compliance to GDL’s / SOP’s by vendors / suppliers / consultants / contractors as necessary and report on the audit findings with recommendations for improvement.

o Monitor the issuance of internal & external Non-Conformance Report (NCR) / Corrective Action Requests (CAR) for Operations / Projects, monitor the follow-up actions to resolve outstanding issues & review the effectiveness of corrective actions to prevent recurrence.

o Compile case studies / lessons learned on good management values and shortfalls for improvements to future projects in all areas/field.

Responsibilities & job scope at QA/QC Level o Establish & implement Guidelines (GDL’s) & Standard Operating Procedures

(SOP’s) for Quality Assurance and Quality Control system & carry out periodic reviews to gauge its effectiveness including the Document Control System, the Management System for Forms & Checklists and Soft copy & Data Management System.

o Other job related tasks instructed from time to time by The Management.

E.2 DOCUMENT RESOURCE

Custodian of archived document o DRC functions as a temporary storage for old but important documents that

need to be retained by the Company for future reference and for compliance with legal requirements. As custodian of archived documents, DRC shall keep and maintain a record of all documents sent for storage, including a log book to monitor the movement of in and out from the storage. All the documents sent for storage must be registered using the Storage Register form and request for retrieval of documents must be made via Request for Retrieval form.

Resource Centre o The Company has been registered with SIRIM and National Library of

Malaysia (NLM). With this registration, the Company has access to borrow books, journals, technical reports, technical regulations and other reading materials from SIRIM and NLM in mass quantity. DRC shall regularly update staff on what topics available for loan and staff only needs to respond accordingly. Alternatively, staff may also borrow directly from SIRIM or NLM using the library membership card issued under Company’s name, and which can be obtained from DRC’s personnel.

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o DRC also maintains and obtains library resource/material for reading and reference purposes. Monitor the movement of Incoming and Outgoing documents for all project received by Technical Services Division (TSD)

o This is to enhance internal communication and also to ensure prompt

attention and action taken by the responsible person. To meet this role, DRC shall be responsible for the following: - Monitor and alert the State Technical Managers on the movement of

documents which required action taken. - Prepare reports on the movement of documents for the division

meeting.

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FINANCE DIVISION

A. CORPORATE FINANCE AND LEASE MANAGEMENT

Liaise with clients; mainly State water operators and other external parties such as

consultants, solicitors and bankers.

Formulate, implement and review the Company’s financial and corporate restructuring exercises and activities.

Perform in-depth quantitative and qualitative financial analysis including project

evaluation, financial modeling and scenario analysis.

Review the financial statements, cash flow and CAPEX projections submitted by

clients, including the business plan submitted for regulatory purposes.

Assist in preparing the Company’s 3-year rolling business plan and financial

projections as well as other Company-related reporting to management.

Ensure compliance of the Company’s policies, processes and procedures as well as statutory and regulatory requirements.

B. ACCOUNTS

Ensure the Company’s policies, financial, accounting system and standards are in

compliance with statutory requirement.

Handle the Company’s financial matters including liaising with auditors, tax agents and bankers.

Ensure timely and accurate preparation and maintenance of management accounts,

financial reports and accounts for statutory bodies in accordance with statutory

requirements, regulatory guidelines and established accounting standards.

Prepare annual budget and monthly cash flow forecast to streamline the daily

operation and monitoring of cash flow movement within the Company.

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TREASURY DIVISION

Coordinate all activities related to banking and treasury that includes cash

management, management of cash receipts and disbursements, bond issuance,

redemption and interest rate risk management.

Manage liquidity, interest rate and loss or impairment of principal risks.

Ensure adequate liquidity to facilitate the Company’s operations including analyzing the cash flow patterns to achieve optimal working capital levels for the Company as

well as managing the borrowing and forecasting.

Formulate the funding plans for the Company and fund raising exercise including

liaison with financial institutions, rating agencies and institutional investors.

Liaise with banks/other counterparties in the investment of surplus funding including

Fixed Deposit(FD) placement/rollover and update of FD schedule.

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HUMAN RESOURCE & ADMINISTRATION DIVISION A. COMPENSATION & BENEFITS

Compensation o Wage and salary administration o Job description o Job evaluation o Performance review (KPI/KRA)

Employee Benefits o Insurance and claims o Leave administration o Medical and claims o Claims reimbursement o And all other benefits as per employee scheme of benefits

Employee Services o Attend to internal/external enquiries on HR operational issues o Centre of information on staffing and HR related matters o Continuously improve HR processes to enhance work efficiency and increase

productivity o Coordinate/organize activities that will benefit employee company-wide o Provide counselling and advisory services

Personnel Records o Information system records that keep accurate and updated information of

employees

Health and Safety o Promote Health, Safety and Wellness

Strategic Partner o Contributes to the development of and the accomplishments of the organization-

wide business plan and objectives B. TRAINING & DEVELOPMENT

Employment and staffing matters o Interview, selection, recruitment, labor coordination

Training and Development o Orientation/Induction programme o Performance management, skills training, productivity enhancement

Employee Services o Attend to internal/external enquiries on HR operational issues o Centre of information on staffing and HR related matters o Continuously improve HR processes to enhance work efficiency and increase

productivity o Coordinate/organize activities that will benefit employee company-wide o Provide counselling and advisory services

Employee Relations o Labor relations, labor law compliance, disciplines

Health and Safety o Promote Health, Safety and Wellness

Strategic Partner

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o Contributes to the development of and the accomplishments of the organization-wide business plan and objectives

C. ADMINISTRATION

Arrange for accommodation and flight reservation for top management

Responsible for office security and issuance of door access card

Responsible for office cleaning, office equipment and building maintenance

Handle office Renovations – Head Office and State/Site Office

Manage purchasing of Non Construction Works (Services)

Prepare purchase order and process invoices/bills for payment

Handle general and motor vehicles insurance (new/renewal of insurance)

Responsible for Company cars maintenance, including pool car.

In-charge of telephone system and photocopier machines

Purchase of stationeries and groceries replenishment

Responsible for staff refreshment, including prepare drinks to guests and visitors

Attend to complaints and problems raised by staff on Administration issues.

Daily newspapers subscription

Arrange to bank-in company cheques.

Send and collect documents

Attend to mail and courier service

Segregate/distribute incoming faxes to all divisions

Manage incoming and outgoing calls from office general lines

Manage meeting rooms booking

Conduct asset tagging on Company’s assets/properties. Corporate rates and credit facility application.

Arrange corporate shirts and uniforms for those required to wear uniforms

Rental Agreement

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ROLES AND REPONSIBILITIES MATRIX FOR

- CROSS DIVISIONS IN PAAB

1/6

ROLES AND RESPONSIBILITIES IN MATRIX FY 2012 - Revision 0

TD

PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

LMS AMS

A. PROJECT INITIATION/APPROVAL

1 Review WO’s Business Plan and discuss with WO √ √ √

2 Prepare overall MIP for approved CAPEX by SPAN √

3 Review submission of project brief from WO √ √ Initiate by PPD

4 Conduct and arrange PEC meeting with WO √

5 Prepare minutes of PEC Meeting and email/distribute to all PEC members √

6 Prepare IFA for circulation √

7 Prepare Project Execution Letter √

8 Review and notify PD to determine which pipes to be integrated with PAAB’s MS CPC √ √ √

PMD to provide info incl. types of pipes, spec used i.e. JKR or

BS, total length/est qty, project duration, expected

commencement, completion and total project cost for Major

and Minor works.

9 Notify those pipe to be integrated with PAAB’s CPC to PD √

10 Confirmation of existing asset disposal √ √ √

11 Monitor approved budget by SPAN and Allocated budget by PAAB √ √

12 Prepare Board Paper for approved allocation budget by PAAB √

13 Prepare Board Paper for project execution, if any √

14Review request from WO on emergency works and request for approval from PEC

members√ √

15 Request for additional budget for CAPEX works √ √

B. APPOINTMENT OF CONSULTANT

1 Notify TSD, TED, PMD and CD on appointment of consultant, if any √

2 Prepare TPA √ √

3 Prepare and finalize of TOR √ √

4 Prepare and finalize of IFA √

5 Evaluation on shortlisted consultant √

6Preparation and submission of recommendation Paper and slide presentation to Tender

Secretariat√

7 Notify, conduct and arrange Procurement Board meeting √

8 Compilation and distribution of Evaluation Report to PB Members √

9 Presentation to Procurement Board √

10 Prepare and finalize minutes of meeting √

11 Prepare and issue LOI to the recommended consultant √

12 Review and evaluate Technical & Financial proposal from consultant √

13Notify, conduct and arrange for CEC meeting for clarification or negotiation and prepare

minutes of meeting√

14 Finalize IFA and decision by the approving Authority, if required √

15 Prepare Board Paper, if any √

16 Prepare and issue LOA to the successful consultant √

17 Distribute copy of LOA to the respective parties (only HOD) √

18 Conduct consultancy kick off meeting (Engineering & QS) √

19 Monitor and track on appointment of consultant √

20 Assessment on consultant performance and database √ √

(i) Consultancy Agreement

1 Prepare draft consultancy agreement (Engineering & QS) √ √ PMD/CD/consultant to prepare the draft

2 Review and finalize consultancy agreement (technical term) √ √ PMD for Engineering Consultant CD for QS Consultant

3 Review and finalize consultancy agreement (contractual term) √

4 Submit to CEO's office for CEO's signature √

5 Forward to the consultant for stamping, copying and binding √ √ PMD for Engineering Consultant CD for QS Consultant

6 Distribute to all respective parties √ √ PMD for Engineering Consultant CD for QS Consultant

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

TD

PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

LMS AMS

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

C STUDY AND DESIGN STAGE

1 Create WBS and PR to SAP system √

2 Establish MIP for consultancy services √ √ PPD to provide inputs

3 Review and comment all technical submittals by consultant √

4 Conduct and arrange client coordination meeting with consultant/WO √Representative(s) from other Division/Department may

attend

5 Finalization of work packages √ √

6 Land acquisition √ √ PMD to notify to LMS

6.1 Review & comments Land Application Brief (LAB) submitted by Consultant √

6.2 Review & comments Land Application Plan submitted by Consultant √

6.3 Verify official land searchs/ official title search conducted by Consultant √

6.4 Preparation and submission land acquisition application to badan kawalselia Air or UPEN √

6.5 Attend site visit √ √ √

6.6 Attend enquiry to determine compensation √ √ √

6.7 Obtain Form I (if required) √

6.8 Obtain Form G/H √

6.9 Arrange payment to ensure payment is made within timeframe √ √

6.10 Prepare and submit payment to land Administrator / Badan Kawalselia Air / UPEN √

6.11 Obtain form K √

6.12 Attend meeting with State Legal Advisor and Sessi on High Court appeal case √ √ √

6.13 Arrange payment decided by the High Court √ √

7 Review, comment and finalize draft Tender Document √ √ √ √ √ Lead by PMD. ComD will review on ITT, COC and BQ

8 Submit final Tender Document to TSD for calling tender √

(i) Pre-development Works (Survey, S.I & UDM)

1 Review and finalize scope of works & BQ (Term Contract) √

2 Preparation & issuance of work order (Term Contract) √ √ CD to vet only. Copy of work order to CD and FD-ACC

3 Record and initiate claim to FD √

D. TENDER STAGE

1 Finalize cost estimates (to facilitate among Engineering & QS Consultant) √

2 Make copy for Tender Table Document and Tender Document for selling, if any √

3 Prepare TPA √ √ Input from PMD

4 Prepare, finalize and obtain approval for tender advertisement √

5 Upload advertisement in PAAB Website √

6 Conduct and arrange tender briefing √

7 Brief/present to tenderers during tender briefing √ Consultant to prepare and carry out the briefing

8 Arrange tender site visit √ √

9 Conduct tender site visit √ √ PMD representative may from HQ or state

10 Sell tender document √

11 Issuance of Material Requisition Form by WO up to 80% of MS requirements √ WO to submit MR form to PD up to 80% order.

12 Issue tender addendum and tender enquiries, if any √ √ Initiate by PMD

13 Tender closing √

E. TENDER EVALUATION STAGE

1 Setup Opening Committee √

2 Tender opening √

3 TEC/CEC committee √

4 Review Tender Evaluation Criteria √

5 Conduct and arrange TEC/CEC meeting with consultant √

6 Prepare TEC/CEC minutes of meeting √

3/6

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PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

LMS AMS

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

7 Issue technical clarification, if any √

8Prepare and submit recommendation paper and presentation material for presentation to

Procurement Board √

9 Prepare IFA for appointment of Contractor √

10 Notify, conduct and arrange Procurement Board meeting √

11 Compilation and distribution of Evaluation Report to PB Members √

12 Present to Procurement Board √

13 Prepare and finalize Procument Board minutes of meeting √

14 Safekeeping of Procument Board Paper & MOM √

15 Prepare Board Paper for project awarding, if any √

16 Clarification & Rationalization of rates for award, if any √

17 Prepare and finalize the LOA √ √ √ LD to review

18 Prepare and finalize the checklist to Consultant and forward to TED √

19 Issue LOA to successful tenderer √

20 Distribute copy of LOA to relevant HOD √

21Forward successful tender doc to PMD, CD and consultant for preparation contract

document√

22 Notification to unsuccessful tenderer and return the tender bond & tender documents √ Upon acceptance of LOA by successful tenderer

23 Upload tender result in PAAB Website √ Upon acceptance of LOA by successful tenderer

24 Dispose unsuccessful Tender Document, if any √

F. CONSTRUCTION STAGE

1 Create WBS and PR to SAP system √

2 Create contract number and PO number in SAP system √

3 Coordinate Project Kick off meeting and Monthly Project Site Meeting √ √Representative(s) from other Division/Department may

attend

4 Issue the power delegation to the consultant as SOR √

5 Establish MIP for works √ √ PPD to provide inputs

6 Review all technical submittals by contractor (technical schedule) √ √

7 Monitor closely project progress √ √

8 Coordinate for local FAT √

9Liaise with the management for nomination for oversea FAT and prepare IFA for blanket

approval√

10 Carry out testing and commissioning with contractor/consultant/IA/WO √ √

(i) Depositing of Condition Precedence Documents

1 Follow up with contractor for submission of Performance Bond and Insurances √ √

2Review Performance Bond and insurances and circulated if ok or otherwise revert to

contractor for amendment √

3 The final and original copy to CD for safe keeping √

4 Allow contractor to commence the works accordingly √ √

(ii) Central Purchasing Contract (CPC)

1 Review with PD those project to be integrated with CPC at STAGE A & STAGE C √ √

2 Receive MR from IA/Consultant at STAGE D and after survey work on site √

Up to 80% during selling of tender docs and the remaining

20% shall be issued once the survey work is completed to

determine the actual length of work.

Not later than 14 days of the site possesion.

PMD to instruct Consultant/IA to vet the document.

TD

PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

LMS AMS

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

3Obtain SO/SOR approval - the SO/SOR in this case shall be the SO/SOR as named in the MS

CPC Contract; NOT the Works Contract.√

Up to 80% MR - Requested by WO site engineer, Received by

WO project manager, endorsed by WO Head of Projects &

send to PD via fax or email to be approved by MS CPC

SO/SOR. While for the remaining 20% MR - Requested by

Works Contractor, Received by WO site engineer, endorsed

by WO project manager and approved by WO Head of

Projects & send to PD via fax or email to process. If the 20%

becomes 20%++, then - Requested by Works Contractor,

Received by WO site engineer, endorsed by WO Head of

Projects & send to PD via fax or email to be approved by MS

CPC SO/SOR.

4 Prepare PO and obtain SO's approval √

5 Issue PO to the appointed manufacturer(s) √

6 Pre-delivery Inspection at the factory, if required √ √ √ √To set new TOR where the WO should send a rep during pre-

delivery inspection at the factory.

7 Pipe delivery to site including on site inspection √ √

WO Technical Team/QAQC + Works Contractor +

Manufacturer + Transporter (all parties shall duly signed the

'Inspection Form'.

(iii) Contract Document

1 Submit draft contract document to Consultant √ Consultant to submit directly to CD

2 Rationalize rate after award √

3 Review and finalize the completeness of General requirements, Rationalisation of BQ √ √

4Review and finalize the completeness of Specification, catalogues, contract drawings and

related technical data. √ √

5 Review and finalize contract document and forward to contractor for signature √

6 Review the contractual terms √

7 Submit to CEO's office for CEO's signature √

8 Forward to the consultant for stamping, copying and binding √

9 Distribute to all respective parties √

9 Record by DRC √

(iv) Progress Payment/Final Account

1 To follow up with contractor for submitting interim claim √ √

2 Site evaluation/Final measurement √ √ √To be carried out not later than 7 days after submission

3 To verify quantities workdone and endorsed the final summary accordingly √ √

4 Submit recommendation of payment certificate from consultant/IA to CD √

5 Process payment recommendation by consultant/IA √

6 Process final payment certificate √

7 Recommend to SO for approval √

8 Obtain relevant authority signatories to payment request √

9 Distribute the approved certificate to contractors/W.O/Consultant √

10 Forward to FD √

11 Prepare and release cheque or via electronic transfer √ √ Prepare by ACC

12 Forward and notify the cheque to the contractor √ Copy to PMD

(v) Progress Payment/Final Account to Consultants/ Term Contractors

1 To follow up with consultant for submitting interim claim √

2Checking anf verify the workdone, checking and verify receipts for reimbursable expenses

claim√

3 To verify quantities workdone and endorsed the final summary accordingly √

Processing period 10 days and the payment shall be made

within 30 days

Copy of approved certificate to PMD

PMD to review, checked and verify all workdone claim

including receipts for reimbursable claim. This is very

important due to PMD is the only division who monitored

the progress of Consultant and Pre-Development works. If

5/6

TD

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LMS AMS

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

4 Submit recommendation of workdone from consultant/IA to CD √

5 Process the recommended payment √

6 Recommend to SO for approval √

7 Obtain relevant authority signatories to payment request √

8 Distribute the approved payment certificate to Consultant √ Copy to PMD

9 Forward to FD √

10 Prepare and release cheque or via electronic transfer √ √

11 Forward and notify the cheque to the consultant √ Copy to PMD

(vi) VO

1 Monitor and identify V.O issues arises during contract period √ √

2 Monitor and follow up preparation of V.O Pre Estimate By Consultant / IA √ √

3 Formalization of the V.O application ( Form A) complete with full V.O report √ √

4 Submit proposal paper from consultant/IA to CD √

5 Setup VO Committee √ CD as a V.O Secretariat

6 VO Committee √ CD may invite other division/department

7 Prepare and finalize VO Commitee minutes of meeting √

8 Preparation of Final V.O report upon recommended by V.O committee √

9Prepare and submit recommendation paper and presentation material to TSD for

presentation to Procurement Board √

10 Prepare and finalize IFA √

11 Notify, conduct and arrange Procurement Board meeting √

12 Compilation and distribution of Evaluation Report to PB Members √

13 Present to Procurement Board √

14 Prepare and finalize Procument Board's minutes of meeting √

15 Safekeeping of Procument Board Paper & MOM √

16 Prepare and finalize SO's instruction √ √CD to vet the document. PMD to instruct the Consultant/IA

to prepare.

17 Issue SO's instruction to the contractor √

18 Carry out site verification to the V.Os √

19 Finalized the V.O and forward to CD for further process √ PMD to verify the quantities workdone

20 Issuance of V.O Certificate √ √ CD to vet the document

21 Amend contract sum accordingly √

(vii) EOT & CNC

1 Monitor any delay issue/s during contract period √

If progress apparent to be delayed, PMD to notify contractor

for giving notice to PAAB not later than the expiry of the

contract period

2 Prepare and formalization of the EOT assessment form ( EOT Form 1) complete with report √PMD to monitor, follow up consultant / IA on preparation of

said form

3 Identify the impact - with cost / without cost cost implication √PMD to monitor, follow up with consultant / IA on

identification of impact

4 Monitor / Prepare recommendation paper/certificate from consultant/IA to CD √

5 Review the recommendation paper/certificate by consultant/IA √ √ CD to vet the document

6 Recommend to SO for approval √ √ CD to vet the document

7 Prepare and finalize EOT certificate √ √ CD to vet the document

8 Issue certificate to the contractor √PMD to issue the EOT cert before the expiry of the contract

period / CD to keep copy

9 Issuance of delay notice if the contractor are not entitled to grant EOT √ √

Notice shall be issued not later than the expiry of contract

period with considered the ample time for contractor to

reply the notice. CD to vet the

notice and ample time for contractor to reply are 7 days, if

required.

the progress of Consultant and Pre-Development works. If

non verified documents submitted to CD, it would be

returned accordingly to PMD for verifications prior any

further process to be done.

TD

PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

LMS AMS

FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

10 Issuance of CNC to contractor √

Not later than the expiry of the contract period in order to

prevent PAAB's right to impose LAD is not affected.

11 Distribute to all respective parties √

12 Impose LAD accordingly √

(ix) CPC, Partial/Section Completion, CMGD

1 Follow up contractor to notify PAAB for the practical completion √ Not later than the expiry date of contract

2 Carry out final inspection and establish defects list √ √ within 14 days of receipt such notice

3 Preparation of completion report for issuance of Certificate Practical Completion √ Not later than 14 days of expired of the contract period

4 Issuance of CPC √ √ CD to vet the documents

5 Distribute the Certificate to relevant parties √ Copy to LM, CD and PPD

6 Monitor remedial works during DLP √ √ PMD to monitor any defects during DLP

7 Final inspection on the date of expiry DLP and establish final defects list √ √ On the date of Expiry of DLP, Final Defects list to be

8 Final inspection to the final defects √ √ 3 months after final defects list established

9 Preparation of final report of fully completion of defects √ √

10 Issuance of CMGD √ CD to vet the document

11 Release Bank Guarantee Performance Bond accordingly √

G. POST CONSTRUCTION

1 Request contractor's performance from consultant/IA and record √

2 Ensure operation and maintenance manual is in order √ √

3 Ensure as-built drawing is in order √ √ √ Copy to be extended to AMS

4 Monitor defect list √ √

5 Prepare checklist for handing over to WO √ √

6 Asset detailing/registration for new water asset √

H. TERMINATION OF CONTRACT1 Notice of termination √ √

2 Prepare and review report √ √ √

3 Review and finalize memorandum of Agreement (Terminaton) √ √ √

I. LEASE RENTAL

1 Notify all completed works with CPC to FD and PPD √

2 Forward the final list to LD √

3 Prepare 1st Supplemental Lease Agreement √ √

4 Obtain CEO's signature √ √

5 Forward to Water Operator √

(i) Due Diligence for Mini Works

1To request complete documents for due diligence exercise after submission of Mini Works

claim by WO√

Due Diligence shall not be carried until all documentation is

completely provided by the WO

2 Carry out auditing for works verification √ √

3 Final account certification, obtained S.O approval and relevant authority signatory √

4 Finalise assets listing as supporting document to SFA √ √ √

J. Reporting / Progress Monitoring / Meeting / Others

1 Data Entry for Project Monitoring Dashboard √ √

2 Prepare Monthly Project Progress Report to Stakeholders/SPAN √ √ √ Initiate by PPD. May require input from PMD and ACC

7/6

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PPD REGION STATE TSD TED CD PD ACC LM CF CMD LD RMD QA

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FPD

Remarks

CCO

Activities / Scope of WorksNo.

PMD ComD FD

FMD

3 Prepare 6 months funding requirements for CAPEX as requested by TD √ √ √ √ √ √ √ √

PMD will prepare for engineering consultancy, pre-

development and project cashflow

CD will prepare for QS consultancy cashflow

PD will prepare for CPC cashflow

FMD will prepare for LA & asset cashflow

PPD will finalize prior submission to TD

4Prepare, review, monitor annual CAPEX budget and project cashflow as requested by

Finance Division√ √ √ √ √ √ √

PMD will prepare for engineering consultancy, pre-

development and project cashflow

CD will prepare for QS consultancy cashflow

PD will prepare for CPC cashflow

FMD will prepare for LA and asset cashflow

PPD will finalize prior submission to FD

5 Attending regulatory meeting and report to SPAN on CAPEX progress √ √ √

PPD will report on project approval status

PMD will report on project progress status

FD will report on financial isssues

6Conduct and arrange CAPEX Implementation meeting with Water Operatos (Quarterly

meeting)√

7 Preparation of minutes of meeting and email/distribute to all parties √

8 Member of Water Product Committee as conducted by SPAN √

9 Notify to BODs on CAPEX allocation status during BODs meeting √

10 Notify to BODs on CAPEX progress status during BODs meeting √

11 Prepare TOR for Implementing Agent and renewal √

12 Wang Amanah/Deposit/Planning Approval Fees √ √

Abbreviations :

1 ACC Accounts Department 25 LOI Letter of Intent

2 AMS Asset Management Section 26 MIP Master Implementation Programme

3 BODs Board of Directors 27 MR Material Requisition

4 CAPEX Capital Expenditure 28 PD Procurement Department

5 CCO Chief Corporate Officer 29 PEC Project Evaluation Committee

6 CD Contract Department 30 PMD Project Management Division

7 CEC Consultant Evaluation Committee/Commercial Evaluation Committee31 PO Purchase Order

8 CF Corporate Finance Department 32 PPD Project Planning Department

9 CMGD Certificate of Completion of Making Good Defects 33 PR Purchase Requisition

10 CNC Certificate of Non Completion 34 QA Quality Assurance

11 ComD Commercial Division 35 RMD Risk Management Department

12 CPC Central Purchasing Contract/Certificate of Practical Completion 36 SAP System Analyze Product

13 DRC Document Resource Center 37 SO Superintending Officer

14 EOT Extension of Time 38 SOR Superintending Officer Representative

15 FAT Factory Acceptance Testing 39 SPAN Suruhanjaya Perkhidmatan Air Negara

16 FD Finance Division 40 TD Treasury Division

17 FMD Facility Management Department 41 TEC Technical Evaluation Committee

18 FPD Facility & Planning Division 42 TED Tender Evaluation Department

19 IA Implementing Agent 43 TOR Terms of Reference

20 IFA Item For Approval 44 TPA Tender Process Approval

21 LD Legal Department 45 TSD Tender Secretariat Department

22 LM Lease Management Department 46 VO Variation Order

23 LMS Land Management Section 47 WBS Work Breakdown Structure

24 LOA Letter of Acceptance 48 WO Water Operator

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1.0 PRINCIPAL TERMS AND CONDITIONS OF EMPLOYMENT

1.1 Employment Policy

The Company has a strong commitment to equal opportunity in the workplace and

believes in treating people with respect and dignity. The Company provides equal

employment and advancement opportunities for all qualified persons and does not

discriminate against any employee or applicant for employment because of race,

color, religion, gender, age, ethnic, disability or any protected status in accordance

with appropriate Malaysian Laws.

1.2 Employment Classification

Employment with the Company can be classified into three category; permanent,

contract or temporary, depending on the condition and purpose of the employment.

1.3 Pre-Employment Medical Check-up

It is a pre-requisite for all potential employees to pass the pre-employment medical

check-up prior to appointment. The medical check-up must be done at the

Company’s appointed panel clinic and the cost of the medical check-up will be fully

borne by the Company.

1.4 Re-employment of Resigned Employee

Resigned staff with good standing may be considered for re-employment subject to

CEO’s approval.

1.5 Employment of Family Members and Relatives

The Company does not allow employment of Family Members and Relatives as this

will lead to conflict of interest.

1.6 Induction Programme

All new employees are required to attend Induction programme to familiarize

themselves with the organization and also for them to learn more about the

Company’s benefits, policies, practices and procedures.

1.7 Probationary Period and Confirmation

The probationary period for Executive employee is 6 months and Non-Executive

employee is 3 months, but this period may be extended for a further period not

exceeding 12 months in total. An employee is not deemed to be confirmed unless

he/she is informed in writing.

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1.8 Transfer and Secondment

It is a prerogative of the Company to transfer or second employee to any department

or division within the Company and to any place of business of the Company.

Similarly, an employee may also request for a transfer or secondment subject to

approval by both the releasing and the receiving Heads of Division.

1.9 Performance Review

The performance review period is from January to December of each year and

performance will be measured against the Key Performance Indicators (KPIs) for

Executive employee and Key Result Areas (KRAs) for Non-Executive employee, as

per the following measurement:

Head of Division 100% Key Performance Indicators (KPIs)

Executive and above 80% KPI and 20% Behavioral Competencies

Non-Executive 50% KRA and 50% Behavioral Competencies

Your performance shall be measured or rated by using 5 indicators; being

1=Threshold, 2=Minimum, 3= Target, 4=Exceed and 5=Stretch

Demerit point of 0.5 from the overall rating shall apply in cases where an employee

receives Letter of Warning/s, contributes to unsatisfactory audit rating or to non-

compliance to regulatory guidelines, which results in a reprimand or fine being

imposed.

1.10 Personnel files & Records

An employee is responsible to update Human Resource on any changes related to

his/her personal particulars to ensure current and accurate information is maintained

for efficient communication in case of emergencies.

1.11 Resignation

Resignation is defined as voluntary employment termination initiated by an employee

and the notice required to serve is as follows:

Employment Status

Management/Executive Non-Executive

Notice (Or) Salary In-lieu of Notice

Notice (Or) Salary In-lieu of Notice

Probationary 1 Week 1 Week 1 Week 1 Week

Confirmed 3 Months 3 Months 1 Month 1 Month

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An employee is required to complete the Exit Checklist before his/her last working

day with the Company and the Company shall withhold the last salary payment or

any monies due until such checklist is completed and returned to Human Resource.

1.12 Termination

The Company reserves the right to terminate summarily the service of an employee

at any time should he/she be found guilty due to serious misconduct or breach of

contract.

1.13 Retirement Age

Retirement age for male and female employees is upon reaching 56 years old and

any offer of reemployment after retirement will be on contract basis, subject to

approval by the Chief Executive Officer.

1.14 Working Days/Hours

Monday to Thursday : 8.30am – 5.30pm

Friday : 8.00am – 5.00pm

1.15 Lunch Hour

Monday to Thursday : 12.30pm – 1.30pm

Friday : 12.30pm – 1.30pm

(Female Muslim & Non-Muslim employees)

: 12.30pm – 2.30pm

(Male Muslim employees)

2.0 EMPLOYEE REMUNERATION

2.1 Salary Administration

An employee is required to open bank account at the Company’s designated bank for

purpose of salary crediting which normally by 25th of every month.

2.2 Annual Increment

Annual Increment is not contractual and will be subject to the conduct and

performance of an employee, performance of the Company and the ability of the

Company to pay.

An employee needs to be confirmed by 31 December each year in order to be

eligible for increment, if any, and confirmed employee with less than one year

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service, shall be paid pro-rated based on the number of days in service. An

employee however, shall not be entitled for increment in the event of resignation from

the Company or termination of service by the Company due to serious misconduct.

2.3 Annual Bonus

Annual Bonus is not contractual and will be subject to the conduct and performance

of an employee, performance of the Company and the ability of the Company to pay.

An employee needs to be confirmed by 31 December each year in order to be

eligible for bonus, if any, and confirmed employee with less than one year service,

shall be paid pro-rated based on the number of days in service. Newly joined

employee who is not yet confirmed as of 31 December, may be paid bonus on a pro-

rated basis upon confirmation, subject to performance. An employee however, shall

not be entitled for bonus in the event of resignation from the Company or termination

of service by the Company due to serious misconduct.

2.4 Overtime (OT) Pay

Non-executive and Executive employees who have earn up to RM2,000.00 per

month are entitled to claim Overtime (OT) for work performed in excess of normal

hours of work on week days, off days, rest days or gazetted public holidays and the

OT is paid as per the Employment Act 1955.

2.5 Employee Provident Fund (EPF)

The Company shall deduct as per EPF statutory deduction from an employee’s

salary for the employee contribution to EPF and shall pay the same to the Fund

together with the Company’s contribution.

2.6 Social Security Organization (SOCSO)

The Company shall deduct from an eligible employee’s salary under the SOCSO Act,

1965 for the employee contribution and shall pay the same to SOCSO with the

Company’s contribution.

3.0 EMPLOYEE BENEFITS

3.1 ALLOWANCE

• Club Expenditure

This benefit is provided for CEO and Executive of Grade SM2 which covers

corporate club membership for CEO and personal club membership for Grade

SM2.

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• Entertainment Allowance

This benefit is provided for CEO and Executive of Grade SM2 for purpose of

entertaining corporate clients.

• Transportation/Car Allowance

Under this scheme, Senior Management from Grade SM3 and above are entitled

for fixed monthly car allowance to assist them in having vehicles of their own

choice that befit their grades and positions within the criteria provided/ stipulated.

Apart from the above, they are also entitled for a yearly car maintenance, petrol

card and touch & go up to their entitlement in the scheme of benefits.

• Hand-phone Allowance

The Company shall provide smart-phone package that comes with a 2-year

contract to Managers and above and pays for the monthly charges as per their

entitlement. In the event of resignation before the expiry of the contract,

Managers need to return the device to the Human Resource Department or pays

for the remaining balance based on the pro-rated value if they decided to keep

the device. Senior Managers and above can keep the phone as per their

entitlement

Office Assistants/Despatch and Drivers are also provided with hand-phone

allowance as part of their job requirement. Other employees may also be

considered for hand-phone allowance with justification and upon

recommendation from the Head of Division and approval from CEO.

• Uniforms

The Company shall provide uniforms to Office Assistants/Despatch, Drivers and

Tea-Ladies and they are required to wear uniforms while on duty.

• Corporate Shirt

The Company shall provide corporate shirt to all employees, except those

required to wear uniforms. Wearing of corporate shirt is strongly encouraged on

every Wednesday or during site visits to promote uniformity and part of corporate

branding.

• Laundry Allowance

Laundry Allowance shall be provided for those required to wear uniform.

• Motorcycle Allowance

The Company shall provide motorcycle allowance to Office Assistants/Despatch

and Drivers who used their own motorcycles to discharge their duties.

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• Parking Allowance

The Company shall provide parking allowance to employees who drive to office

either by motorcar or motorcycle.

• Over-time Meal Allowance

This allowance is for work performed for a continuous 2 hours or more beyond

the normal working hours on working day/s or 3 hours or more on rest days or

public holidays

Only Non-Executive employee and Executive employee (Grade C1 – M2) are

entitled to claim for this allowance which shall be paid into salary account. Please

refer to your summary of scheme of benefits for your entitlement.

3.2 LEAVE

• Annual Leave

You will be entitled to annual leave upon joining the Company, as follows:

� Less than 2 years in service : 20 days per annum

� 2 years and above in service : 25 days per annum

An employee with less than one year service shall be entitled for annual leave on

a pro-rated basis. Annual leave can be carried forward to the following year up to

7 days of current year’s leave entitlement and must be utilized by March of the

following year. Failure to comply shall result your leave be automatically forfeited,

unless written approval is obtained from CEO and no cash payment shall be

made for the unutilized leave balance.

• Medical/Hospitalization Leave

You will be eligible for paid sick leave on the recommendation of the Company’s

panel of doctors or appropriate Government Hospital Authorities or in cases of

emergency by any registered medical practitioner, as per the following

entitlement:

� Less than 2 years service : 14 days

� 2 to 5 years service : 18 days

� More than 5 years service : 22 days

If hospitalization is necessary, you will be granted 60 days in the aggregate per

year, and this is non-cumulative and inclusive of outpatient medical leave.

Hospitalization leave shall be considered consecutively and intervening rest days

shall be included, but normal medical leave shall be based on working day/s.

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You will have to inform your Immediate Superior or Head of Division on the same

day you are on medical leave and failure to inform shall be deemed as absent

without leave and may be subject to disciplinary action unless with valid reason.

• Maternity Leave

A female employee is entitled for 60 days maternity leave which is consecutive

and inclusive of Rest Days and Public Holidays and up to 5 deliveries during her

service with the Company. Maternity leave shall be considered to commence

any day within a period of 30 days immediately preceding confinement or from

the day immediately following her confinement and also applicable to birth or

miscarriage after 28 weeks of pregnancy whether alive or still born.

• Prolonged Illness Leave

An employee certified to be suffering from illness requiring prolonged medical

treatment or hospitalization based on the certification and recommendation from

the panel doctor, may be granted prolonged illness leave at the Company’s

absolute discretion as follows:

� First 6 Months : Full Pay

� Further 6 Months : Half Pay

� Further 12 Months : Without Pay

In order to qualify for prolonged illness leave, you must fully utilize your

medical/hospitalization and annual leave entitlements and submit your prolonged

illness leave application for recommendation and approval by your Immediate

Superior and Head of Division.

During prolonged illness leave, an employee shall not be entitled for payment of

bonus and salary increment, except for his own medical benefits as per the terms

and conditions of employment.

• Privilege Leave with Pay

i) Leave for Representing Company

Confirmed employee representing the Company or Country in sports and

cultural events or community services can apply for this leave based on the

actual event days, subject to CEO’s approval.

ii) Examination Leave

Confirmed employee pursuing further study either, a degree, masters or

professional program relevant to the Company and his/her job can apply for

the examination leave based on the actual examination day/s, subject to

Head of Division’s approval.

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iii) Hajj Leave

The Company shall grant Hajj leave to confirmed Muslim employees

intending to perform Hajj, once after 3 years of service and the leave is based

on the actual Hajj days or up to 40 days, including Rest Day and Public

Holiday.

iv) Compassionate Leave

The Company shall grant additional leave in deserving cases of emergency

and on compassionate grounds on production of relevant evidence to

confirmed employees, in the event of the following:

� Death of immediate family member : 3 working days

� Hospitalization of immediate : 2 working days

family member

� Natural disasters/calamities : 2 working days

that affect you and your property

Immediate family member shall be your spouse, children (including step-

children), parents, parents-in-law, brother, sister and grandparents of the

employee.

• Marriage Leave

The Company shall grant marriage leave of 5 working days to a confirmed

employee who is single on the occasion of his/her first marriage and the leave

must be utilized immediately upon marriage.

• Paternity Leave

Confirmed male employee is entitled to 3 working days paternity leave on each

occasion of birth of his legal child, up to the 5th child during his employment with

the Company.

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• No Pay Leave

Employees are not encouraged to apply for no pay leave however, the Company

shall grant no pay leave to deserving employees of up to 30 days under special

circumstances.

• Time-off

You can apply for time-off, not more than 2 hours for purpose of attending to any

unavoidable/emergency personal matters and limited to once a month only. In

the event you exceeded 2 hours, your time-off shall be treated as emergency

leave.

• Absence without Leave

Absence without leave or prior approval is an offense, and if you have been

absent for a period of more than 48 hours without informing or attempting to

inform the Company and without reasonable excuse, you shall be subject to

disciplinary action.

• Leave/Time-off Application

All application for leave and time-off must be made using the e-leave system via

the Internet Explorer https://ess.paab.my/ekiosk/. (Except for leave application for

Hajj leave, No Pay leave, Special leave & Prolonged Illness leave must be

submitted using the standard leave form and these forms are available from the

Master List of PAAB Forms & Checklist).

3.3 MEDICAL BENEFITS

• The Company shall cover medical expenses for you, your 1st married legal

spouse and your children (including step children and legally adopted children)

up to the age of 21 years old and unemployed or up to 24 years old if attending

tertiary education, full time. The medical benefits shall be auto-terminated upon

your children reaching the age limit.

• Our medical benefits programme has been outsourced to the third party

Administrator (TPA) and all employees are required to adhere to the procedures

outlined by the TPA when seeking treatment.

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• Outpatient Treatment

This benefit includes outpatient general treatment, outpatient specialist treatment,

dental and vision and as per the limit below:

� Single employee : RM3,000 per annum

(Inclusive of Vision and Dental)

� Married employee (including family) : RM5,000 per annum (Inclusive of Vision

and Dental)

Vision is for purchase of spectacles/contact lenses or undergoing laser/corrective

treatment from any registered ophthalmologist/optometrist/optician up to

RM1,000 per annum, while dental is for all dental treatment except for cosmetic

and beautification purposes, up to RM1,000 per annum.

You need to bring the medical card each time you seek outpatient treatment from

any panel clinics. Specialist treatment shall be on referral basis and you need to

bring guarantee letter issued by the TPA before you proceed with the treatment.

Vision and dental is on reimbursement basis and any unutilized portion of vision

and dental can be used for out-patient treatment.

• Hospitalisation

The hospitalisation benefit covers cost of admission to any panel hospitals for

treatment and surgery up to the limit accorded to you and your dependents, as

per your scheme of benefits. Except for cases of emergency, you are required to

bring guarantee letter before admission.

• Maternity

Maternity benefit is provided for female employees & spouse of male employees

up to five (5) deliveries during her/his employment with the Company subject to

the maximum limits as follows:

� Normal Delivery : RM3,000 per annum

� Caesarian Section : RM5,000 per annum

This benefit however excludes pre and post natal, abortion and miscarriage less

than 28 weeks of pregnancy. Early miscarriage (less than 28 weeks) shall be

considered as either outpatient or hospitalization depending on the requirement.

• Annual Medical Check-up/Executive Screening Programme (ESP)

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The Company shall bear the cost of annual medical check-up of all employees

age of 40 and above, as per your scheme of benefits. You need to seek

appointment with the doctor for the check-up and request for a consent letter

from Human Resource before issuance of guarantee letter by the TPA.

• Visits to non-panel clinics/hospitals

Visits to non-panel clinics/hospitals are strictly on emergency cases and on

claims basis. Claims for reimbursement must be made using the TPA claim form

and submitted to TPA within one month from the date of visits.

3.4 GROUP INSURANCE SCHEMES

The Company has taken up group Insurance schemes on a 24 hour worldwide basis,

as protection and further coverage to all employees.

• Group Term Life (GTL)

This is a full life protection and coverage against death from all causes, whether

accidental and/or natural and includes permanent total/partial disability and

critical illness. The sum assured is as per your scheme of benefits. However, in

some circumstances where the Insurance Company feels that you may have

health risk due to age or past critical sickness or serious injuries, they may

require you to go for medical check-up before acceptance of the proposed sum

assured. Until you have complied with the requirement, you will be subject to

Free Cover Limit only.

• Group Personal Accident (GPA)

This is a full life protection and coverage against death and/or permanent

disability arising from any accidental causes and the sum assured is as per your

scheme of benefits. Under the GPA, you will be automatically assured as per the

proposed sum assured.

In the event of your death, the Company shall make payment of proceeds from

GTL and GPA to the person/s you have nominated in the Nomination Form

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3.5 TRAVELLING ON COMPANY’S BUSINESS

• Local and Overseas Travel

Air travel should be used as mode of travelling on official visit where time is of an

essence and cheaper. The class of travel is based on flight duration and is as

per summary of your scheme of benefits. However, you may also use other

modes of travelling where flights are not available.

• Official travel shall mean all business related travel, including but not limited to

attending meetings, conference, negotiation, symposium, seminar, workshop,

study trips, project related trips and all other related trips, as approved by the

Company.

• The Company shall reimburse you the actual expenses, as per receipts incurred

by you in connection with your official travel.

• For more details on official travelling, please refer to the SOP on Visits and Trips

which is available from the Master List of GDL & SOP.

• Mileage

For an employee of grade M2-C1, you may claim mileage of RM0.80 per km for

Motorcar and RM0.45 per km for Motorcycle if you use your own vehicles for

official travel. The base point for mileage claim shall be either from office or

house whichever is nearer to the destination. The standard mileage claim for

common destination in Wilayah Persekutuan and Selangor is per attachment as

guidelines.

• Accommodation

Accommodation shall be provided to those who travel outstation on official

assignment and the entitlement shall be as per your scheme of benefits. You

may also opt to stay in a private accommodation and claim for without receipt

basis as per your entitlement.

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• Subsistence Allowance

If you need to travel beyond 50 km radius (one way) on official visit and require

overnight, you are entitled to claim for subsistence allowance, as follows:

� Peninsular Malaysia/Sabah & Sarawak

RM100 per day (Breakfast-RM20/Lunch-RM40/Dinner-RM40)

� Overseas

As per your scheme of benefits

For non-overnight travel, the subsistence allowance is RM50 per day (B-RM10/L-

RM20/D-RM20).

Subsistence allowance shall be paid according to the time of travel, as follows:

Breakfast: Claimable if travel starts before 8.00am on the 1st day of travel

Dinner: Claimable if reach destination after 8.00pm on the last day of travel

In the event where meals are provided by the organizer or the third party or

already included in the hotel accommodation, you can claim only 50% or half of

the subsistence allowance rate for local day trip or local overnight night. For

overseas trip, subsistence allowance shall be paid on the fixed rate as per your

entitlement except for the first and last day of travelling, which will be

proportioned according to the time of travel.

• Laundry Allowance

You are entitled to claim for laundry allowance if you are required to travel on

overnight stay for more than 2 consecutive nights’ stay and the amount is actual

expenses as per receipts but subject to maximum of RM20 per day for local

travel and USD20 per day for overseas travel.

• Winter Clothing Allowance

You are entitled to claim clothing allowance of USD200, once in every 2 years if

you are required to travel to countries on company business (including attending

training) during winter season).

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• Travelling Authorization

Except for attending training, you are required to complete the Travelling

Authorization Form and obtain the necessary approval before commencing your

business travel for outstation and overseas for official visits.

• Cash Advance

You may request for cash advance for official travel to overseas for purpose of

subsistence allowance or for non-travelling expenses involving more than RM50.

All supporting documents pertaining to cash advance must be submitted to

Finance within a month for reconciliation purpose.

• Claims submission

All reimbursable claims must be submitted on a monthly basis before 10th of

every month and within a month from the date the expenses were incurred. Late

claims submission must be justified and for valid reasons only and all approved

claims will be credited into your account together with your monthly salary.

3.6 TRAINING AND DEVELOPMENT

• Staff Training

You are entitled to attend training whether internally or externally within your

allocated budget and the training must be related to your job function. However,

in the event you had exceeded your budget, you may still be able to attend

training based on merit cases and upon recommendation by your Head of

Division and approval by CCO or CEO.

• Member of Professional body

You are entitled to claim for reimbursement of annual fee to any professional or

accredited body that is related to your qualification or profession, up to the limit

stated in your scheme of benefits. Membership to any association or societies

does not fall into this category.

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• Computer Loan Scheme

The Company provides interest free loan to confirmed employees for purchase of

computers and accessories/parts, once in every 2 years of service. The loan

shall be deducted from your salary over a period of up to 10 months, subject to

maximum total deduction of 50% without housing loan and 75% with housing

loan.

• Education Assistance Scheme

This scheme is provided for employees pursuing study related to the job as

encouragement for them to continue learning for personal and professional

development. It is an interest free loan of up to RM15,000 but convertible to

grant upon successful passing and completion of study. The courses can be

taken from any public or private universities/higher learning and must be

approved by the Ministry of Higher Education (MOHE), accredited by the

Malaysian Qualifications Agency (MQA) or recognized by professional bodies.

Confirmed employees with minimum service of 2 years with the Company are

eligible to apply for this scheme but those not eligible may also apply subject to

discretionary of the CEO. You will be bonded for 2 years from the date of

successful completion of your study but in the event you resigned before the

expiry of the bond period, you will have to reimburse the Company the equivalent

pro-rated amount. In cases where you did not complete or failed in your study,

you will have to reimburse the Company the equivalent loan amount disbursed to

you.

3.7 OTHER BENEFITS

• Vehicle Loan Interest Subsidy

The Company provides vehicle loan interest subsidy for confirmed employees

who took up loan from authorized banks and financial institutions for purpose of

purchasing or refinancing their vehicles.

The interest subsidy is for interest above 3% charged on your loan amount,

capped at either 18 months of your basic salary or your entitlement as per your

scheme of benefits, whichever is lower. The Interest subsidy shall be paid

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together with your salary and is payable for the duration of the loan tenor or until

the loan is fully settled.

• Condolence Sum

As a way of showing sympathy and caring to employees and dependents of

employees in grief, the Company shall contribute cash towards funeral expenses

of the deceased employee and/or dependents, as follows:

� Death of an Employee: RM1,000

� Death of Dependents: RM500

4.0 WORK ETHICS AND CODE OF CONDUCT

4.1 CODE OF CONDUCT

As an employee of a public interest company, you should refrain yourself from any

interest, influence or relationship which might conflict or appear to conflict with the

best interest of Company and may cause the Company’s reputation at stake. For

this purpose, the Company requires you to sign a Confidentiality Agreement and

Conflict of Interest Declaration to ensure the Company’s interest is well guarded.

The following shall be considered a conflict of interest, unless there is a written

consent from the CEO:

a) Employment in other companies

b) Direct/Indirect interest or business affairs in other companies that have

existing/potential contractual obligations with PAAB

c) Non-Executive Directorships/Silent Partners in companies which are listed on the

PAAB’s lists of recognized contractors or which have contractual business

arrangement with PAAB.

d) Disclosure of Company’s data or information of a confidential nature to the

Company (More details, please refer to Non-Disclosure and Confidentiality clause

below)*

e) Acceptance of Gifts, Perquisite and Entertainment of more than the nominal

value from any organization, firm or individual doing or seeking to do business

with the Company.

f) Misuse of Company Utilities/ Equipments for personal gain.

g) Business dealings

h) Breach that may lead to conflict of interest.

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*Non-Disclosure and Confidentiality

An employee shall not, except with due authority and in the proper course of his/her

duties, during or after the employment period disclose to any person whatsoever or

otherwise make use of and shall use his/her best endeavors to prevent the

publication or disclosure of any Confidential Information, as follows:

Salary

The employee’s salary is classified as private and confidential. Disclosure of salary

to an outside firm or individual and other employee without the appropriate

authorization is prohibited and could be grounds for dismissal.

Internal Records and Information

� All Company’s records and information relating to its businesses and clients are

confidential.

� No Company’s related information, including documents, files, records or similar

material may be removed from Company’s premises without permission (except

in the course of performing duties).

� The contents of Company’s records or information otherwise obtained in regard

to business may not be disclosed to anyone, except as required for Company’s

business purposes.

� An employee is prohibited from making personal copies of any data, records or

software programme owned or developed by the Company.

� Employees will be subject to appropriate disciplinary action, up to and including

dismissal, for revealing information of a confidential nature.

4.2 CONDUCT WITH MEDIA

All inquiries from the media must be referred to the Corporate Communications

department or the Management and press statement can only be made by the CEO

or spokesperson appointed by the Management.

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4.3 CODE OF ATTIRE

You are expected to dress in accepted business attire to reflect corporate image and

professional appearance as per the guidelines below:

Please refer to the HR Public Folder for more details on Work Ethics and Code of

Conduct.

5.0 GRIEVANCE, EMPLOYEE DISCIPLINE AND SEXUAL HARASSMENT

5.1 GRIEVANCE

Conflict at workplace is common and due mainly to misunderstanding or

disagreement with a decision, action or behavior by a fellow employee, supervisor or

manager that may affect the working relationship or work environment. In ensuring

fairness and continuous good relations between employee and employer, the

Company has established a formal and orderly process that must be followed by all

employees in addressing their grievances.

This process which is called Grievance Procedure provides you a proper channel

and means of addressing your complaints and dissatisfactions in relation to your

employment with the aim of reaching an agreement at the lowest possible

supervisory level and at the earliest possible opportunity.

Please refer to the SOP on Grievance Procedure which is available from the Master

List of GDL & SOP for more details.

Day Male Staff Female Staff

Monday, Tuesday, Thursday

Long sleeves shirts with ties, tucked into the trousers

Appropriately dressed office attire (e.g. suits, baju kurung, kebaya,

etc)

Wednesday Corporate shirt

(strongly encouraged) Corporate shirt

(strongly encouraged)

Friday Smart and Casual Wear

(Appropriately dressed smart casual)

Smart and Casual Wear (Appropriately dressed smart

casual)

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5.2 EMPLOYEE DISCIPLINE

PAAB employees are expected to be discipline and abide by the Office rules and

regulations at all times. Undesirable conduct will not be tolerated and will be dealt

with accordingly. Some examples of minor misconducts are coming late to office and

unauthorized use of Company’s vehicles and equipment for personal gain while

examples of major misconducts are willful insubordination to any reasonable order of

superior and habitual absence without leave.

The disciplinary action taken against an employee will be dependent on the

seriousness of the offense and the consequence to the Company. For minor

misconducts, the offender will be counseled and given verbal warning first but if they

repeat, written warning/s will pursue and subsequently dismissal.

However, for major misconducts, show-cause letter will be issued to the offender

where he or she is required to provide explanation on the alleged misconduct and

should the explanation is not accepted by the Management, a Domestic Inquiry (DI)

will proceed. If the DI founds the offender guilty, the disciplinary actions can be taken

against the offender which shall include but not limited to written warning, suspension

with no-pay, defer/freeze in increment, downgrade and dismissal.

5.3 SEXUAL HARASSMENT

It is the policy of the Company to provide a working environment that is safe and

healthy where all employees, irrespective of status and position, are respected with

respect and dignity and free from any form of harassment, humiliation and

intimidation of a sexual nature.

Sexual harassment is defined as an act, statement, writing, communication, or

gesture which is interpreted by the affected party to be sexual harassment and is

sexual in nature, occurring at any place where business of the Company may

transacted, including business social functions.

If you feel you have been a victim of sexual harassment, you must take action

immediately by either talking directly to the harasser to stop his/her action or you may

also file a formal complaint by filling up the Sexual Harassment Complaint Form.

Sexual harassment is classified as major misconduct and the person found guilty is

subject to disciplinary action, including dismissal. Making false or fabricated

accusation is also a major misconduct and a person found guilty of the offense shall

also be subject to disciplinary action, including dismissal.

Please refer to the HR Public Folder for more details on Employee Discipline and

Sexual Harassment.

EMPLOYEE HANDBOOK

Issue Date:

August 2012

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REFERENCES

For queries and clarification, please contact Human Resource Personnel as follows:-

Pn. Zulhayati Binti Yahya

Head of Human Resource & Administration Division

Contact No. : 03-2614 5522

Fax : 03-2614 5428

Email : yatiy@paab.my

Pn. Noryati Binti Zainal Abidin

Assistant Manager, Compensation & Benefits

Contact No. : 03-2614 5523

Fax : 03-2614 5428

Email : noryati@paab.my

En. Mohd Azlee Bin Abdullah

Assistant Manager, Training & Development

Contact No. : 03-2614 5524

Fax : 03-2614 5428

Email : azlee@paab.my

EMPLOYEE HANDBOOK

Issue Date:

August 2012

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ATTACHMENT

STANDARD MILEAGE – WITHIN KUALA LUMPUR/ PUTRAJAYA/ PETALING JAYA/

SELANGOR/ STATE OFFICE

No. Base Destination Standard Mileage (KM)

One Way Two Way

1. PAAB - HQ Indah Water Konsortium, Pusat Bandar Damansara 14 28

2. PAAB - HQ Kota Damansara, Petaling Jaya 22 44

3. PAAB - HQ Kuala Lumpur Convention Centre (KLCC) 3 6

4. PAAB - HQ Kuala Lumpur International Airport (KLIA) 75 150

5. PAAB - HQ Pejabat Kementerian Kewangan, Putrajaya 40 80

6. PAAB - HQ Pejabat Kementerian Tenaga, Air & Komunikasi,

Putrajaya 40 80

7. PAAB - HQ Pejabat Unit Perancang Ekonomi, Putrajaya 40 80

8. PAAB - HQ Pejabat Setiausaha Kerajaan Negeri Selangor, Shah

Alam 34 68

9. PAAB - HQ PMCare Sdn Bhd, Jalan USJ 21/10, UEP Subang Jaya 30 60

10. PAAB - HQ Putrajaya International Convention Centre (PICC) 40 80

11. PAAB - HQ Putra World Trade Centre (PWTC) 5 10

12. PAAB - HQ Site Office (Package 1A), Bandar Mahkota Cheras 20 40

13. PAAB - HQ SMHB Office, Desa Pandan 10 20

14. PAAB - HQ Syarikat Air Negeri Sembilan (SAINS), Wisma Negeri

Seremban 70 140

15. PAAB - HQ Syarikat Air Melaka Berhad (SAMB), Jalan Graha Maju,

Melaka 150 300

16. PAAB - HQ Syarikat Air Johor (SAJ), Jalan Garuda, Larkin Johor

Bharu 330 660

17. PAAB - HQ Suruhanjaya Perkhidmatan Air Negara (SPAN), Jalan

Teknokrat, Cyberjaya 40 80

18. PAAB - HQ The IEM, Bangunan Ingenieur, Jalan 52/4, Petaling Jaya 12 24

19. PAAB - HQ Lembaga Air Perak, Jalan St. John 200 400

20. PAAB - HQ Site Office, Hati Muda Shah Alam 35 70

21. PAAB - HQ Site Office, Labu Negeri Sembilan 50 100

EMPLOYEE HANDBOOK

Issue Date:

August 2012

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Revision No:

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Employee Handbook Acknowledgement

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