Government Relations

&
Special Projects
Roles & Responsibilities
Table of Contents
1. Introduction.........................................................................................1
1.1. Primary Objectives............................................................................1
1.2. Our Divisional Value...........................................................................1
1.3. Organisational Structure......................................................................2
1.4. Key Responsibilities Summary...............................................................3
1.5. Roles and Functions...........................................................................3
2. Divisional/Departmental/Unit Roles and Functions.........................................4
2.1. Government Relations and Performance Management..................................4
2.2. Division General Service Administration...................................................4
2.3. Marketing........................................................................................5
2.3.1. Corporate Communication......................................................................5
2.3.2. Creative Branding................................................................................5
2.3.3. Event Management...............................................................................5
2.4. Facilities Management........................................................................6
2.4.1. Property........................................................................................... 6
2.4.2. Security, Archival and Mailing.................................................................6
2.4.3. Corporate Social Responsibility................................................................6
2.5. Procurement....................................................................................7
3. Divisional Policy and Procedures...............................................................8
4. Code of Operations..............................................................................12
5. Delegation of Authority (DOA).................................................................13
6. Power to Sign Policy (PSP).....................................................................14
Appendix 1 - Protocol Falcon....................................................................15
Appendix 2 - Annual General Meeting (AGM) Protocol.....................................17
Appendix 3 - Media Engagement Policy.......................................................18
Appendix 4 - Written and Visual Communication Policy...................................19
Appendix 5 - BIBD Communication Management Protocol................................20
Appendix 6 - Brand Guidelines Policy.........................................................21
Appendix 7 - Request Form: Event, Press Release, Corporate Gift.....................22
Appendix 8 - Access for Non-BIBD Personnel Policy........................................23
Appendix 9 - Room Temperature Policy......................................................24
Appendix 10 - Emergency Response Procedure...............................................25
Appendix 11 - Archival & Mailing Department Policy and Procedure....................26
Appendix 12 - Corporate Social Responsibility (CSR) Policy................................27
Appendix 13 - Procurement Policies and Procedures.......................................28

Private and Confidential GRSP Roles & Responsibilities i

1. Introduction
The Government Relations and Special Project (GRSP) Division was established on the 15 th
of January 2016 as a result of overall realignment initiative undertaken by the
management of Bank Islam Brunei Darussalam (BIBD).

The primary objective of this document is to describe the key roles and functions of GRSP
and its overall governance documented in the written policies, procedures and guidelines.

1.1. Primary Objectives

The primary objectives of the division are to:

 Give focal support for all divisions in the Bank

 Give focal communication reference for BIBD
 Undertake Special Government Relations correlated Projects and strategies
 Audit and authorise the bank’s branding and corporate image
 Remain as the central initiator of the bank’s Corporate Social Responsibility

1.2. Our Divisional Value

“Your success is our success”

This statement entail the following values adhered by us:

 Teamwork
 Unity
 Respect
 Excellence
 Preserverance
1.3. Organisational Structure

Private and Confidential GRSP Roles & Responsibilities 2

1.4.

Key Responsibilities Summary

The GRSP Senior management consists of The Head and the Deputy Head of GRSP. The
primary roles and functions of the senior oversight of the division are to provide strategic,
tactical and overall directions to the division and the units within the GRSP.

1.5. Roles and Functions

The roles and functions of the division are to:

 Spearhead divisional activities and initiatives

 Be the first point-of-contact between BIBD, senior-level of the Government, the
regulatory (business) and statutory bodies as well as Government Linked Companies
(GLCs)
 Transform relationships into business opportunities
 Nurture excellent rapport with key drivers of the Brunei economy
 Manage and uphold the holistic positive image of the Bank
 Set up agendas in-line with the country’s DNA and vision 2035
 Manage international affiliations and relationships
 Formulate policies and procedures related to GRSP roles and functions
 Implement special projects as assigned
 Monitor the development of BIBD ALAF, CSR Programme
 Provide holistic marketing support to all businesses
 Be the focal point of Procurement for the Bank

Private and Confidential GRSP Roles & Responsibilities 3

  Manage the Bank’s corporate calendar of events

Private and Confidential GRSP Roles & Responsibilities 4

2. Divisional/Departmental/Unit Roles and Functions

2.1. Government Relations and Performance Management

The main objective of this unit is to manage knowledge, be the dedicated support of
government relations, review and manage GRSP Key Performance Indicators (KPIs) and
Documentation, perform research and analysis as well as monitor and review divisional
KPIs and policies (including BIBD Securities).

Roles and Functions

This unit performs:

 Relationship management dedicated for Government and Regulators Senior

oversights (Director’s to Minister’s level)
 Relationship management dedicated for international affiliation relationships (IIF,
ABC)
 Knowledge management via research and analysis (Economy, Politics and
Interpersonal behaviour)
 Formulation of policies and procedures relation to GRSP strategic, tactical and
operational roles and functions
 GRSP KPI monitoring and adherence/compliance
 GRSP policies and procedures, KPI review and management
 Receive, evaluate and award sponsorship to BIBD stakeholders

2.2. Division General Service Administration

General Service Administration (GSA) is established as a centralised administrative support

and guidance to GRSP and its departments as well as between BIBD’s divisions. The unit
also provides an alignment of tasks between operational units of the Bank.

Roles and Functions

 Secretarial responsibility in supporting the Head and Deputy of GRSP

 Relationship Management directly for the catchment of secretaries to the seniors
to be an oversight in the government i.e. Director’s level to Minister’s level
 Administration, procurement and management of units within division to ensure
GRSP timely operations
 Manage finance administration i.e. memo of payment instructions, claims or
reimbursements, divisional budget and other finance related matters that is
required by the division
 Cross-department and divisional coordination focal point-of-reference
2.3. Marketing
2.3.1. Corporate Communication

Corporate Communication aligns and monitors internal and external communications about
the bank from business updates to CSR programmes as well as to support various divisions
within the bank through communication efforts.

Roles and Functions

The roles and functions of this unit are to:

 Manage stakeholder relations (Stakeholders, public and media)

 Promote and development of BIBD brand
 Agenda setting and alignment of BIBD messaging and perception with vision,
mission and strategy
 Focal point of crisis communication management.
 Coordination and dissemination of accurate information and messaging to and fro
relevant stakeholders via appropriate mediums (e.g. Annual Report, Print Media,
Digital Media/Social Media)
 Support business and marketing efforts with raising awareness and engagement
strategies

2.3.2. Creative Branding

Roles and Functions

 Responsible for the bank’s brand image and reputation internally and externally
 Building and managing the reputation of the bank’s brand to illustrate the
relationships between awareness, familiarity, favourability and customer loyalty
 Manage and control all communication channels bank wide i.e. annual compliments
and corporate gifts
 Holistic brand absorption, messaging and compliance through all communication
channels
 Align the needs and image of the business

2.3.3. Event Management

Roles and Functions

 The unit is a dedicated end-to-end event management

2.4. Facilities Management
2.4.1. Property

This unit manages properties and facilities, fleets as well as projects and logistics.

Roles and Functions

The Unit is responsible for:

 The operations and maintenance of the physical facilities of the Bank with the
objective to ensure smooth operations in the Bank
 The monitoring of preventive measures and maintenance schedule
 The implementation of the upkeep of the Bank’s premises
 New projects that involve renovation and coordination works with relevant parties
including communication with authorities
 Being the custodian of Service Level and Tenancy Agreement
 Being the Health Safety Environment (HSE) Champion

2.4.2. Security, Archival and Mailing

Roles and Functions

 Responsible for the security-related matters of the bank facilities and its
operations
 Ensure facilities compliance with code, regulatory and statutory requirements
 Response all complaints and requests from other department/branches &
encourage them to email anything related to physical (property) security issue
 Preparation of daily and monthly reports related to employee attendance
 Alternate access provider to BIBD facilities
 Monitor outsourced security

2.4.3. Corporate Social Responsibility

The objective of CSR is to create awareness and develop individuals to be socially

responsible and develop a platform for society to support the Bank’s development of CSR
projects, extend the brand to the public to create a global community that cares,
facilitate developments of commercially innovative businesses for economic sustainability
of the community as well as to build a CSR brand that enhances the quality of life which
demonstrates compassion, sincerity and solidarity.

Roles and Functions

 Focal point CSR internal and external stakeholders

 CSR execution team
 Initiate collaboration with BIBD Sports Recreational Club (SRC)
2.5. Procurement

This unit manages the act of finding and acquiring goods, services or works from selected
suppliers or vendors via a tendering process.

Roles and Functions

The purpose of this unit is to:

 Manage and ensure efficient BIBD procurement process

 Develop strong relationships with stakeholders to promote procurement cost
savings
 Comply with the bank’s policies and procedures related to procurement
 Ensure daily requisitions processing and to ensure timely delivery
 Constantly review vendors to ensure ‘Value For Money’ proposition
 Snag resolution
3. Divisional Policy and Procedures

Policy Objectives Owner

 This document outlines the procedures
needed to prepare BIBD’s personnel who
are in charge during His Majesty the
1 Protocol Falcon GRSP
Sultan and Yang Di-Pertuan of Negara
Brunei Darussalam (HM) visit to the
headquarters and/or Kiulap Branch
 The primary objective of this document is
to describe the key roles and functions of
GRSP Roles &
2 GRSP and its overall governance GRSP
Responsibilities
documented in the written policies,
procedures and guidelines
Customer Profile  The document highlights the get-to-know
3 GRSP
Information of senior oversight in the Government
 The document acts as a point of
reference and guide to organise and
Annual General
4 document the required preparations, GRSP
Meeting Protocol
protocols and events for the BIBD Annual
General Meeting
 Ensure consistency in all of our
communication deliveries

 Effectively manage the Bank’s media

relationships in a professional manner

 To protect and enhance the conduct,

reputation and image of BIBD’s business
Media Engagement
5 and brand Marketing
Policy
 Any member of the media, digital or
print, may approach BIBD personnel with
regards to obtaining information whether
the point-of-contact is via phone, e-mail
or in-person; all BIBD personnel are to
exercise caution when in contact or
responding to these enquiries
 Policy Objectives Owner

 Governs all written and visual

communication articles between BIBD
personnel and external parties which
includes, but not limited to, written and
visual usage of BIBD branding elements
among the official channels
Written and Visual
6 Communication  A consistent message needs to be Marketing
Policy delivered when anyone receives written
and visual communication from BIBD. The
take away message needs to be clear,
consistent and precise, aligned with BIBD
branding objectives. This is also to ensure
that any written communication stays in a
presentable and orderly manner

 Protocol serves as a quick reference and

approach towards managing
communications as a result of Crisis and
Issue which is important in order to
BIBD
ensure the impact of any crisis and issue
Communication
7 would stay at a minimal Marketing
Management
Protocol
 Understanding the difference between
crisis and issue is very crucial in order to
act and execute any communication
protocols to the situation that BIBD faces

 Provides specific guidelines and standards

to the BIBD branding for the
Brand Guidelines
8 implementation of the new visual identity Marketing
Policy
system in all forms of BIBD’s
communication
Request Forms:
Event, Press  Provides clear understanding upon
9 Marketing
Release, Corporate requests and tracking purposes
Gift
 Provide guidance for access to all non-
BIBD personnel entering the BIBD
Headquarters (HQ) premises and to be
maintained by BIBD’s Facilities
Management Unit
Access for Non-
 Policy will also include other BIBD
10 BIBD Personnel Facilities
locations
Policy
 Standard procedure of entry

 Applies to the BIBD Security Unit and

employees for all non-BIBD personnel and
visitors entering any BIBD premises
 Policy Objectives Owner
 Thermal environment, also referred to as
thermal comfort (i.e. whether a person
feels too hot or cold, etc.) can affect
work efficiently and can create non-
conducive working conditions as different
individuals have different perception of
what thermal environment is optimum for
Room Temperature them
11 Facilities
Policy
 Seeks to ensure that BIBD personnel are
supplied with quality, regulated and
environmentally-friendly indoor air for
every individual’s thermal comfort. This
is to allow the BIBD workplace to remain
as comfortable and favourable as possible
for everyone

 Provides guidance to all employees in

BIBD on the procedures which includes
who will be responsible and rules that
needed to obey in case of emergency

 Assignation of trained and certified

Health and Safety Officer, Chief Marshal,
Emergency Fire Marshal, Deputy Fire Marshal, First
12 Response Aider and Security Officers in each BIBD Facilities
Procedure building to evacuate other employees
especially assisting straggles,
handicapped or disabled individuals to
assembly area

 Pack staff list and log sheet as shown in

the document needs to be filled in detail
as an event report.

 Administer all the Bank’s physical

documents and other records that need
Archival and to be managed and archived into a more
Mailing systematic manner and are able to be
13 Department Policy preserved Facilities
and Procedure
(Draft)  Restore those documents in its origin for
the purpose of easy reference and
retrieval
 Policy Objectives Owner
 Acts as a guideline for the Bank’s CSR in
supporting the Brunei’s vision 2035
through three (3) core focuses;
Education, Community and
Entrepreneurship by continuously and
Corporate Social consistently generating goodwill in
Responsibility communities
14 Facilities
Policy
 Identify and initiate projects that
benefits communities

 Encourage commitment from employees

of the Bank towards CSR activities and
volunteering

 Ensure that the purchase of all goods,

services and works required for the
satisfactory operation of the Bank
Procurement Headquarters and Resident Offices is
Procuremen
15 Policies and handled in a transparent, timely,
t
Procedures efficient and effective manner with due
regard to international purchasing best
practice and the needs of individual User
Departments
4. Code of Operations
i. The current Head of GRSP division is Hj Minorhadi bin Hj Mirhassan.

ii. In the absence of Head of GRSP, the Deputy Head Hj Mohd Yusri bin Hj
Wahsalfelah will resume the responsibilities of the Head.

iii. Every department/unit will report to their respective Heads.

iv. Respective heads will report to Head and Deputy Head of GRSP for their daily
operations.

v. General Manager of Marketing and Relationship Manager cum General Service

Advisor has indirect line of reporting to the Deputy Head of GRSP as stated on the
Organisation Chart in Section 1.3 of the document.

vi. The Head and Deputy Head of GRSP are not allowed to take leave at the same time
unless approved by the Managing Director. On such occasion, there should be an
appointed replacement of their responsibilities.

vii. In the event of business travel, the Head and Deputy Head are not allowed to
travel at the same time and/or together with the exception of a decision made by
the Managing Director. On such occasion as stated on (vi), there should be an
appointed replacement of their responsibilities.

viii. The division’s Relationship Manager cum General Service Advisor is responsible for
liaising between the Head of GRSP and/or the Deputy Head, and every
department/unit under GRSP.

ix. GRSP is governed by the existing Bank’s policy and procedures as stated in this
booklet or otherwise.

x. The divisional roles and responsibility document will be reviewed from time-to-
time to ensure the efficiency and effectiveness of work in line with standard set by
the BIBD management.
5. Delegation of Authority (DOA)
(For Approval of Expenses / Commitments)

Government Relations and Special Projects Division

February 2017

Level 3

Hj Minorhadi bin Hj Mirhassan

Level 4

Hj Mohd Yusri Hj Wahsalfelah1

Ben Lin Chee
Ahmad Nazmie bin Hj Omar
Hjh Laila Kasmiah binti Hj Kassim

Level 5

Hj Rakawih bin Hj Mohd Arshad

Abang Muhammad Shairazi bin Hj Abang Zainuddin
Michealina Lai Chee Ling

1
Delegated Level 3 in Hj Minorhadi’s absence
6. Power to Sign Policy (PSP)
Government Relations and Special Projects Division
February 2017

CLASS ‘A’

Hj Minorhadi bin Hj Mirhassan

CLASS ‘B’

Hj Mohd Yusri Hj Wahsalfelah

Ben Lin Chee
Ahmad Nazmie bin Hj Omar
Appendix 1 - Protocol Falcon
Appendix 2 - Annual General Meeting
(AGM) Protocol
Appendix 3 - Media Engagement Policy
Appendix 4 - Written and Visual
Communication Policy
Appendix 5 - BIBD Communication
Management Protocol
Appendix 6 - Brand Guidelines
Policy
Appendix 7 - Request Form: Event,
Press Release, Corporate
Gift
Appendix 8 - Access for Non-BIBD
Personnel Policy
Appendix 9 - Room Temperature
Policy
Appendix 10 - Emergency Response
Procedure
Appendix 11 - Archival & Mailing
Department Policy and
Procedure
Appendix 12 - Corporate Social
Responsibility (CSR)
Policy
Appendix 13 - Procurement Policies
and Procedures