COMPETENCY PROFILE (CP)

Sub Sector

BUSINESS AND FINANCE

Job Area

EXECUTIVE SECRETARYSHIP

Level

THREE (3)
CU Title

1. Hospitality
Administration

CU Code

CU Descriptor

CU Work Activities

The CU title describes the 1. Identify hospitality

competency
in
hospitality
administration requirements
administration.
He or She is responsible to plan,
perform, evaluate and record
hospitality administration activities.
The person who is competent in this 2. Perform hospitality
CU shall be able to identify
administration
hospitality
administration
requirement, perform hospitality
administration activities, evaluate
hospitality
administration
effectiveness
and
produce
hospitality administration report.
The outcome of this competency is
ability
to
perform
hospitality
administration
activities
in
accordance
with
companys
Standard Operating Procedures
(SOP) and job description.
The personnel who are to be
competent in this competency must
in prior have the following
1

Performance Criteria
1.1 Types of hospitality
administration determined
according to companys SOP
1.2 Workflow & work scope of
hospitality administration
determined according to
companys SOP
2.1 Phone calls answered
according to companys
standard practice
2.2 Business / personal
appointments for superior
handled according to superior
instruction
2.3 Internal/external guests
welcomed according to
companys standard practice
2.4 Phone calls screened and
transferred according to callers
request as per superior
instruction
2.5 Client / caller enquiries handled
according to companys SOP
2.6 Client / caller messages
recorded according to
companys standard practice

CU Title

CU Code

CU Descriptor

CU Work Activities

competencies:i. Not applicable

Performance Criteria
2.7 Office / department information
provided according to
companys SOP
2.8 Refreshment for business
guests prepared according to
companys standard practice

3. Evaluate hospitality
administration effectiveness

3.1 Etiquette & protocol of handling

phone calls complied with
according to companys SOP
3.2 Greet & welcome guidelines for
internal/external guests
adhered to according to
companys SOP
3.3 Dressing code & personal
grooming observed according
to companys dressing code &
personal grooming guidelines
3.4 Good communication skills
practised according to
companys standard practice

4. Produce hospitality
administration report

4.1 Appointment diaries for

superior updated as per
superior instruction
4.2 Hospitality administration
activities reported as per
companys SOP

CU Title
2. Office Documentation

CU Code

CU Descriptor
The CU title
competency
documentation.

CU Work Activities

describes the 1. Determine office documentation

in
office
requirements

He or She is responsible to plan,

prepare
and
handle
office
documents
such
as
correspondences,
reports
and
memos.
The person who is competent in this
CU shall be able to prepare internal
& external documents, sort internal
& external documents and report 2. Prepare internal & external
documents preparation & handling
documents
activities.
The outcome of this competency is
all documents are systematically
and professionally prepared &
handled in order to achieve effective
communication in accordance with
companys Standard Operating
Procedures
(SOP)
and
job
description.
The personnel who are to be
competent in this competency must
in prior have the following
competencies:i. Not applicable

Performance Criteria
1.1 Main points of contents and
information obtained from
superior according to
companys standard practice
1.2 Types of document to be
prepared & handled determined
according to superior
instruction
1.3 Subject, format & contents of
document determined
according to companys
standard practice
2.1 Correspondence/presentation/
report / invitation / memo
drafted as instructed by
superior according to
companys standard practice
2.2 Drafted documents submitted
to superior for verification
according to companys
standard practice
2.3 Verified draft obtained from
superior according to
companys standard practice
2.4 Correspondence /presentation/
report / invitation / memo typed
according to superior
instruction
2.5 Documents proofread and
checked according to company
SOP
2.6 Superiors signature obtained
for acknowledgement
according to companys SOP

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
2.7 Correspondence /presentation/
report / invitation / memo
distributed to related
departments / receivers
according to superior
instruction
2.8 Related departments /
receivers followed up with to
ensure correspondence
/presentation/ report / invitation
/ memo have been received
according to superior
instruction

3. Sort internal & external

documents

3.1 Superiors approval obtained to

categorise the documents
according to companys SOP
3.2 Documents sorted according to
its priority (Private &
Confidential, Non Private &
Confidential and Personal)
3.3 Sorted documents placed at
designated filing area
according to companys SOP

4. Report office documentation

4.1 Office documentation reported

to superior according to
companys SOP
4.2 Prepared & handled documents
recorded according to
companys SOP

CU Title
3. Filing Administration

CU Code

CU Descriptor

CU Work Activities

The CU title describes the 1. Determine filing administration

competency in filing administration.
requirements
He or She is responsible to plan,
perform, maintain and record filing
administration activities.
The person who is competent in this
CU shall be able to receive filing
administration
instruction
from
superior, perform documents filing
administration activities, maintain
filed documents and record filing
administration activities.
The outcome of this competency is
to preserve correspondences and
other documents and to ensure
quick & easy retrieval and reference
of
the
filed
documents
in
accordance
with
companys
Standard Operating Procedures
(SOP) and job description.
2. Perform filing administration
The personnel who are to be
competent in this competency must
in prior have the following
competencies:i. Not applicable

Performance Criteria
1.1 Filing administration instruction
received from superior
according to companys SOP
1.2 Filing SOP from relevant
department / superior obtained
according to companys
standard practice
1.3 Document types of output (hard
copy & soft copy) determined
according to companys filing
SOP
1.4 Filing classification determined
according to companys filing
SOP
1.5 Methods of filing (electronic &
manual) to be used determined
according to companys filing
SOP
1.6 Indexing format & procedures
determined according to
companys standard practice
2.1 Documents sorted and grouped
according to filing classification
2.2 Filing storage area determined
according to companys filing
SOP
2.3 Documents filed according to
companys filing SOP
2.4 Documents indexed according
to companys indexing
procedures
2.5 Safety & security procedures
carried out on filed & indexed
documents according to

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
companys filing SOP

3. Maintain filed documents

3.1 File movements followed up

according to companys filing
SOP
3.2 Removed file located &
recorded using cross
referencing list as per filing
standard requirements
3.3 Filed documents reviewed
periodically according to
companys filing SOP
3.4 Obsolete documents proposed
to superior for disposal
according to
companys filing SOP

4. Record filing administration

4.1 Obsolete documents disposed

according to companys filing
SOP
4.2 Filing administration activities
recorded according to
companys filing SOP

CU Title
4. Petty Cash
Administration

CU Code

CU Descriptor

CU Work Activities

Performance Criteria

The CU title describes the

competency
in
petty
cash
administration.

1. Identify petty cash allocation for

the department

1.1 Amount required determined

based on past/forecast
expenses according to
departments requirement
1.2 Petty cash administration
procedures determined
according to departments
requirement
1.3 Petty cash administration work
scope determined according to
departments requirement

2. Submit approved amount of

petty cash requisition to Finance
department

2.1 Petty cash proposal prepared

according to departments
requirement
2.2 Petty cash proposal submitted
to superior for approval
according to departments
requirement
2.3 Approved petty cash proposal
obtained from superior
according to departments
requirement
2.4 Approved petty cash proposal
submitted to finance
department according to
Finance SOP
2.5 Submitted petty cash proposal
status followed up according to
Finance SOP
2.6 Receipt of approved amount on
petty cash collected and
acknowledged according to
Finance SOP

He or She is responsible to manage

petty cash, prepare petty cash
reimbursement & disbursement and
produce petty cash statement
report.
The person who is competent in this
CU shall be able to identify petty
cash allocation for the department,
submit proposed amount of petty
cash
requisition
for
superior
approval, submit approved amount
of petty cash requisition to finance
department, prepare petty cash
reimbursement request, prepare
petty cash disbursement request
and prepare petty cash statement
report.
The outcome of this competency is
petty cash administered with
transparency and each transaction
recorded in
accordance with
companys Standard Operating
Procedures
(SOP)
and
job
description.
The personnel who are to be
competent in this competency must
in prior have the following
competencies:7

CU Title

CU Code

CU Descriptor
i.

CU Work Activities

Not applicable

Performance Criteria

3. Prepare petty cash

reimbursement request

3.1 Total amount of reimbursement

calculated according to Finance
SOP
3.2 Recent petty cash statement
submitted according to Finance
SOP
3.3 Petty cash reimbursement
request status followed up
according to Finance SOP
3.4 Petty cash reimbursement
account updated according to
Finance SOP

4. Prepare petty cash

disbursement request

4.1 Expenses details accompanied

by valid receipts obtained
according to Finance SOP
4.2 Amount of claims have been
approved by superior confirmed
according to Finance SOP
4.3 Amount of claims to
requisitioner disbursed
according to Finance SOP
4.4 Receipt on petty cash voucher
acknowledged by requisitioner
according to Finance SOP
4.5 Petty cash disbursement
account updated according to
Finance SOP

5. Prepare petty cash statement

report

5.1 Petty cash statement format /

form obtained from finance
department according to
Finance SOP

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
5.2 Petty cash transactions
recorded according to Finance
SOP
5.3 Petty cash statement submitted
to superior for approval
according to Finance SOP
5.4 Approved petty cash statement
obtained from superior
according to Finance SOP
5.5 Approved petty cash statement
submitted to finance
department according to
Finance SOP

CU Title
5. Meeting & Event
Coordination

CU Code

CU Descriptor

CU Work Activities

The CU title describes the 1. Identify meeting & event

competency in meeting & event
coordination requirements
coordination.
He or She is responsible to plan,
coordinate, conduct and evaluate
meeting & event coordination
activities.
The person who is competent in this
CU shall be able to receive meeting
& event coordination instruction,
arrange logistics of meeting &
event, prepare agenda of meeting,
coordinate
meeting
&
event
arrangement, record minutes of
meeting and report meeting & event
coordination activities.
The outcome of this competency is
meeting & event are organised in
professional manner in accordance
with companys Standard Operating
Procedures
(SOP)
and
job 2. Arrange logistics of meeting &
description.
event
The personnel who are to be
competent in this competency must
in prior have the following
competencies:i. Not applicable

10

Performance Criteria
1.1 Date, venue, time and
attendees determined
according to superior
instruction
1.2 Ad Hoc Sub-Committee
appointed according to superior
instruction
1.3 Agenda of meeting determined
according to superior
instruction
1.4 Notice & agenda of meeting
distributed according to
meeting requirement
1.5 Attendance of attendees
confirmed according to meeting
requirement
1.6 Insufficient quorum alerted to
superior according to superior
instruction
1.7 Attendance list prepared
according to meeting
requirement
2.1 Budget of meeting & event
determined according to
superior requirement
2.2 Venue booked according to
meeting & event requirement
2.3 Transportation arranged for
attendees according to superior
instruction
2.4 Meal/refreshment arranged for
meeting purposes according to
superior instruction

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
2.5 Accommodation booked for
attendees according to superior
instruction
2.6 Meeting materials prepared
according to meeting & event
requirement
2.7 Meeting equipment arranged
according to meeting & event
requirement

3. Coordinate meeting & event

arrangement

11

3.1 Agenda of meeting determined

according to superior
instruction
3.2 Notice & agenda of meeting
distributed according to
meeting requirement
3.3 Attendance of attendees
confirmed according to meeting
requirement
3.4 Insufficient quorum alerted to
superior according to superior
instruction
3.5 Attendance list prepared
according to meeting
requirement
3.6 Room set up confirmed
according to meeting & event
requirement
3.7 Seating arrangement confirmed
according to superior
instruction
3.8 Meal and refreshment
arrangement confirmed
according to meeting & event
requirement

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
3.9 Meeting materials and
equipment availability
confirmed according to
meeting & event requirement
3.10 Attendees attend on time
confirmed according to meeting
& event requirement

12

4. Record minutes of meeting

4.1 Attendance list signed by

attendees according to
meeting procedure
4.2 Minutes of meeting recorded
according to meeting
procedure
4.3 Date of next meeting
determined according to
meeting requirement

5. Report meeting & event

coordination

5.1 Minutes of meeting drafted

according to meeting procedure
5.2 Confirmation of minutes of
meeting obtained from
chairperson
5.3 Minutes of meeting
disseminated according to
company SOP
5.4 Action items followed up
according to minutes of
meeting
5.5 Meeting & event coordination
reported to superior according
to companys SOP
5.6 Meeting & event coordination
recorded & filed according to
companys SOP

CU Title
6. Travel Arrangement

CU Code

CU Descriptor

CU Work Activities

The CU title describes the 1. Determine travel arrangement

competency in travel arrangement.
requirements
He or She is responsible to plan,
arrange, prepare and record travel
arrangement activities.
The person who is competent in this
CU shall be able to determine travel
arrangement requirements, arrange
travelling mode of transportation
requirements,
arrange
accommodation
requirements,
prepare travel itinerary, prepare
travel documents, prepare travel
checklist
and
record
travel
arrangement activities.
The outcome of this competency is 2. Arrange travelling mode of
travel
arrangement
perfectly
transportation requirements
executed so that superiors may
experience smooth &comfortable
travel in accordance with companys
Standard Operating Procedures
(SOP) and job description.
The personnel who are to be
competent in this competency must
in prior have the following
competencies:i. Not applicable

13

Performance Criteria
1.1 Travelling date and destination
determined according to
superior instruction
1.2 Travel details / information
gathered according to superior
instruction
1.3 Travel advance application
details determined according to
companys SOP
1.4 Travel documents application
details determined according to
traveling destination
requirements
1.5 Travel medical requirements
determined according to
traveling destination
requirements
2.1 Mode of transportation
determined according to
companys SOP
2.2 Superiors travel preference
such as travel class, seating
and dietary needs determined
according to companys SOP
2.3 Transportation booking with
travel agent / related
department arranged according
to companys SOP
2.4 Travelling itinerary against
transportation arrangement
checked according to
companys standard practice
2.5 Payment for transportation
ticket or reservation requested

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
according to Finance SOP
2.6 Transportation ticket / e-ticket /
booking acknowledgment
collected/printed according to
companys SOP

14

3. Arrange accommodation
requirements

3.1 Accommodation requirements

determined according to
superior instruction
3.2 Superiors accommodation
preference such as types of
room and dietary needs
determined according to
superior instruction
3.3 Ground handling services such
as airport transfer and car rent
arranged according to superior
instruction
3.4 Accommodation reserved with
lodging services provider
according to companys SOP
3.5 Travel itinerary checked
against accommodation
arrangement according to
companys standard practice
3.6 Payment for accommodation
requested according to Finance
SOP
3.7 Accommodation reservation
acknowledgment confirmed
according to companys SOP

4. Prepare travel itinerary

4.1 Transportation details obtained

according to approved
transportation arrangement

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
4.2 Accommodation details
obtained according to approved
accommodation arrangement
4.3 Travel itinerary proposed to
superior for approval according
to superior instruction
4.4 Travel itinerary produced as
per approved proposed
itinerary
4.5 Travel itinerary distributed
according to the superior
instruction

5. Prepare travel documents

15

5.1 Validity of superiors passport

checked according to
Immigration Department
requirements
5.2 Details of visa application from
embassy such as type of
visa/fee/duration of approval
obtained as per embassy
requirements
5.3 Visa application form
completed according to
embassys visa application
procedures
5.4 Completed visa application
form submitted online / to travel
agent according to embassys
visa application procedure
5.5 Visa application fee paid online
/ to travel agent according to
embassys visa application
procedure

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
5.6 Visa application approval status
followed up from embassy /
travel agent according to
companys SOP
5.7 Approved visa collected from
embassy / travel agent
according to companys SOP

6. Prepare travel checklist

16

6.1 Travel insurance arranged

according to superior
instruction
6.2 Transportation e-ticket and
hotel confirmation details
printed out according to
companys standard practice
6.3 Currency exchange rate
checked according to current
currency exchange rate
6.4 Meeting / presentation
materials / documents prepared
according to superior
instruction
6.5 Weather/season/temperature at
destination checked according
to current weather/season/
temperature condition
6.6 Advice on attire/clothing
provided according to season /
function / event requirements
6.7 Praying time prepared for
Muslim superior according to
destination / local praying time
6.8 Halal eating outlet at
destination surveyed according
to superior instruction

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
6.9 Medical & health requirements
arranged according to health &
safety requirement

7. Record travel arrangement

17

7.1 Travel arrangement recorded

according to companys SOP
7.2 Receipts / bill of payment for
travel expenses collected for
claim/reimbursement purposes
according to companys SOP
7.3 Travel arrangement related
documents filed for future
reference according to superior
instruction

CU Title
7. Legal Work
Administration

CU Code

CU Descriptor

CU Work Activities

This CU is an elective which gives

the trainee an option & opportunity
to add value to this training of
executive secretaryship.

1. Determine legal work

administration requirements

1.1 Procedures of legal work

administration determined
according to companys SOP
1.2 Workflow & work scope of legal
work administration determined
according to companys SOP
1.3 Related governmental
departments / statutory bodies /
banking institutions determined
as per legal case requirements

2. Plan legal work administration

2.1 Legal document procurement

requirements determined
according to companys SOP
2.2 Legal document application
form obtained from related
governmental departments /
statutory bodies / banking
institutions according to
companys SOP
2.3 Court deadlines & court diary
obtained according to clients
requirement
2.4 Witness list obtained as per
case requirements
2.5 Police/medical reports obtained
as per case requirements

3. Perform legal work

administration

3.1 Accident claims & criminal

cases processed according to
court requirements
3.2 Information pertaining to
accidents compiled, report
produced and claims submitted
to relevant authorities

The CU title describes the

competency
in
legal
work
administration.
He or She is responsible to procure
legal documents, process legal
claims,
prepare
court
cases
scheduling & witnesses checklist,
and update lawyers diary.
The person who is competent in this
CU shall be able to perform legal
work activities in order to ensure
smooth running of operation in a
legal firm.
The outcome of this competency is
legal
work
administration
requirements are fulfilled and
executed
professionally
in
accordance
with
lawyers
instructions
and
companys
Standard Operating Procedures
(SOP).
The personnel who are to be
competent in this competency must
in prior have the following
competencies:i. Not applicable
18

Performance Criteria

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
according to clients
requirements
3.3 Court deadlines adhered to
according to clients
requirement
3.4 Status of court for trial
checked using court diary as
per case requirement
3.5 Checklist of witnesses
prepared using witness list as
per case requirement
3.6 Court cases scheduling
prepared using court diary
according to lawyers
instructions

4. Perform legal documents

procurement

19

4.1 Bankruptcy search conducted

according to banking
institution procedures
4.2 Land Office search conducted
according to Land Office
procedures
4.3 Registrar of Company (ROC) /
Registrar of Business (ROB)
search conducted according to
Companies Commission of
Malaysia procedures
4.4 Road Transport Department
(RTD) search conducted
according to RTDs
procedures
4.5 Probate search conducted
according to High Court
registry processing procedures
4.6 Company winding up search
conducted according to

CU Title

CU Code

CU Descriptor

CU Work Activities

Performance Criteria
Companies Commission of
Malaysia procedures

5. Produce legal work

administration report

20

5.1 Lawyers diary updated as per

superior instruction
5.2 Legal work administration
reported as per companys
SOP
5.3 Relevant document distributed
to client/related office as per
case requirements