UNIVERSITY TEKNOLOGY MARA

FACULTY OF ADMINISTRATIVE SCIENCE AND POLICY STUDIES

BACHELOR OF CORPORATE ADMINISTRATION (HONS)

PRACTICAL TRAINING (ADM 665)

PRACTICAL REPORT AT RADZI & CO ACCOUNTING FIRM
CHAPTERS 2 & 3

PREPARED BY:
NAME STUDENT ID CLASS
ATHIRAH BINTI SHAHRUM 2021120107 AM2256B

SUBMITTED TO:
MS. NUR AIDA BINTI MOHD KAMAL

DATE OF SUBMISSION: 19TH DECEMBER 2022

Table of Contents
CHAPTER 2.....................................................................................................................................................2

2.1 Introduction..........................................................................................................................................2

2.2 Practical training experience at RADZI & CO...............................................................................3

2.2.1 Trainee’s Duties and responsibility.........................................................................................3

2.2.2 Expose Gained & Skills Acquired............................................................................................5

2.2.3 Trainee’s contribution................................................................................................................6

2.3 Conclusion............................................................................................................................................6

CHAPTER 3.....................................................................................................................................................7

3.1 Introduction..........................................................................................................................................7

3.2 SWOT Analysis Framework..............................................................................................................7

3.2.1 Problems........................................................................................................................................8

3.2.2 Recommendations.......................................................................................................................9

3.3 Conclusion..........................................................................................................................................10
 CHAPTER 2
2.1 Introduction
This chapter describes more the trainee responsibility, skills, and experiences that students
gained during industrial training from the previous semester. It consists of the subtopics which are
duties and responsibilities, the exposure gained, and skills acquire and the trainee’s contribution to
the two organizations under each job scope that is related to the internship.

2.2 Practical training experience at RADZI & CO

2.2.1 Trainee’s Duties and responsibility.
Since the first day internship, the trainee was not only assigned to do everything job been
askvariety of tasks under the secretary department but sometimes they were exposed to the some
task under the audit department. The major task that has been assigned to the trainee is the trainee
mustto install a few apps such as Dropbox and MBRS to do and submit the annual return.

The trainee requires to understand and memorise the form since the company has kept the
document under the Companies Act 1965 and 2016. Therefore, the trainee had to prepare the
Annual Return by using MBRS System, pPrepare the director’s resolution, and prepare a letter of
authorisation to lodge the Annual Return for the company by every month which is August,
September, and October and needs to comply with the requirement under Practice Ddirective
27/2017 since there are some companies thaty change the business address and business nature
by referring the MSIC code 2008.

The major task that the trainee has been assigned is where to do the allto draft dDirectors’
written resolution that the clientr requested wants such as involving the hire purchase, resignation
and appointment of director, reminder letter to shareholder and many more, etc. Moreover, the
trainee also needs to do tagging which sticks the sticky note arrow to the page that the director
needs to sign in the director’s’ written resolutions. The trainee also needs to prepare copy a certified
true copy (CTC) and sSign the document that needs to be passed to the client. The trainee is also
assigned to go to the Companies Commission of Malaysia (CCM) to lodge the document such as
the annual return, audited report or any collection of documents. Besides that, thes, thus trainee
also needs to go to the Commissioner for Oath (OATH) OATH tofor signed certain pages in the
audited financial report to be authorized by the authorized person at OATH.

The trainee was also required to develop a few informational slides for the meeting about the
company secretary. They have also been sharing information with other departments, such as audit,
which checks the financial report under audit for errors and prepares seven copies of the report
under audit. Additionally, the trainee has been instructed to write the meeting minutes for the client
company. The supervisor has already given the trainee the form and the audio file of the meeting.
Additionally, they must learn how to create documents for share transfers, extensions of time (EOT),
beneficiary ownership, open bank resolutions, updates to the director shareholdings register, and
most importantly, how to create documents by the company secretary's scope of work. Radzi & Co
company gives greater experience to the trainee since all trainees get to know what is the real job
scope that they need to do.

Even if we work in different departments, every individual on the team is very kind in
exchanging and teaching the trainee with an open mind. Additionally, the trainee can acquire
customer communication skills including how to respond to client WhatsApp messages and take
client calls, which all trainees are capable of handling well. Even if there are no one specific
individual assigning tasks to the trainee, the trainee can ask the other staff members gladly for help
if they have any. For instance, the staff can help the trainee go to the client's office to send the
document, and on the trainee's free day, they can help the trainee provide more details about the
company secretary by explaining how to use the STAMPS certificate on the LHDN website and
demonstrating the common seal for businesses.
2.2.2 Expose Gained & Skills Acquired
At the accounting firm Radzi & Co, the department company secretary encourages the
trainee to be exposed to several kinds of abilities and information. By meeting the client and trying
to speak with other staff from various departments to complete the task, the trainee can
demonstrate that they have improved their confidence. This can also be seen in situations where
there is interaction, such as when they are asked to go to CCM to lodge or collect the document
before going to OATH. In addition, the trainee is taught how to preparemake official documents
accuratelyprecisely , down to the tiniest detail, such as standard documents that must be prepared
by the constitution, and they are taught different details for various purposes, such as binding
documents or stamping.

Furthermore, with this internship, the trainee learns to be more responsible for the task
assigned to herthey do, even if they commit a mistake, and can encounter it appropriately and
professionally. Moreover, other than Comprehensive knowledge of MS Office, the trainee also
needs to be a fast learner and be more informed about IT technology since all documents are
prepared using digital technologywith digitized, therefore the trainee can do the job much better.
Since the trainee has soft skills, they can simply solve the error that occurred. For example, the
trainee is asked to do a payroll task which key in the hour to calculate the amount of overtime
working hour of the employee in the company, by using excel and the general knowledge that has
been learned in university before the trainee manages to complete the task early before the due
date given.

Other than that, except for the basic computer skills, the trainee also manages to employ
that expertise by handling technical difficulties that the other staff cannot fix. The trainee also
manages to motivate the workforce to adopt a new way of digital documentation. Moreover, most of
the tetraenesthe trainee is also there are required to have a driving licence as they have outside
assignments that need to be done such as cashing out money from the bank, going to the
customer’s office or need travel to another office in Kajang. The trainee also needs to be
independent in working or making choices since they have two2 offices to avoid any disagreement
occurring.

2.2.3 Trainee’s contribution

As we know, even if in the beginning trainees are not given trust in carrying out a job in an
organisation and the firm does not pay much attention to trainees but young people value the
responsibility given more. Therefore, the trainee contributes to the firm by helping the supervisor
and the staff to perform their daily activities such as introducing new policies of the company which
is comprehending each department’s needs in their daily procedures and goals. Furthermore, the
trainee also contributes to the company as a support system, for example in the accounting firm in
what occurs in Radzi & Co accounting firm, the trainee gives administrative support like data input
for all departments. They also must get familiar with personnel roles and participate in th firm’s
strategic planning in attracting customers to the company and in problem-solving.

On the other hand, the trainee also contributes to the cleanliness of the firm where every day
the trainee makes sure the office is clean and pleasant to work on. The trainee decorates and puts
effort into designing and adding the Company act requirement on the Information board. This is
because the trainee needs to be creative or inventive. The trainee also reminds the personnel of the
meeting they got to attend. The trainee also contributes to preparing the information for meeting for
Company secretary meeting like providing the information on E-signature exposure on fresh
information. Moreover, trainees also may gain better relationships with the client by becoming
pleasant to attract the client and continue the service with the firm which as we know being able to
supply customer service can improve the company’s sales. The trainee also contributes to the firm
by being the trouble-shooter and working quickly they can ensure the working system in the
company is smooth and fix challenging difficulties that hold the company back.

2.3 Conclusion

In conclusion, this chapter 2 discusses the value of responsibilities, abilities, and

experiences when in an internship. This is also mentioned in the experience of the trainee during
the internship which has been explaining what their needed skill is and the basic skills they have
before entering the internship. A similar goes for the contribution has been trainee do to the
company.

CHAPTER 3
3.1 Introduction
This chapter is about the SWOT analysis framework throughout the internship and how the
trainee addresses the problem that occurs during the internship. This chapter includes giving some
recommendations to fix the issue.

3.2 SWOT Analysis Framework

STRENGTH: WEAKNESSES:
1. Independence: 1. Severe shyness:
Before the internship, the trainee was A trainee's weakness to approach senior
frequently independent when carrying out employees to learn more and fixing errors in
activities like finishing an assignment. work completion is caused by their extreme
However, throughout the internship, the shyness. Moreover, it can cause to lack of
trainee was able to gain more confidence miscommunication.
and continue to be independent when
carrying out the tasks assigned by the 2. There is no permanent position:
employer. Therefore, the trainees often find it
challenging to make judgements and must
2. Punctuality: consult colleagues to ensure the right goal is
Despite the trainee's extreme shyness, the being pursued. Trainees also must do tasks
trainee is nonetheless able to do the duties they don’t know to do such as in the taxation
assigned on time and produce work of high department.
quality. To complete assignments, trainees
frequently seek help from senior co-workers.

OPPORTUNITY: THREAT:
1. Dare to try new things: 1. Traffic Jam:
Since the intern was shy by nature, the The trainee must use a car to travel to the
internship provided him with the chance to office, which makes it challenging for the
develop his soft skills, particularly his ability traineer me to get there. As a result, the
to communicate effectively with his employer trainee must leave early to arrive at the
and co-workers while carrying out his duties.
 workplace on time.
2. Receiving criticism and guidance.
To produce work a standard that satisfies 2. Internship competition:
market standards, the trainee throughout the There are many interns in the internship
internship received a variety of suggestions company, which makes it challenging for the
from senior colleagues and employers. trainee to inquire of senior co-workers or
Making myself adept at multitasking in many employers about the work the trainee wants
areas also provides me with a competitive to do. It also can cause the trainee not to
edge in the workplace. have a task to do sometime.

3.2.1 Problems
During the internship, there were a few issues such as a lack of appearance of
professionalism, a lack of file and documentation formats, and a murky hierarchy. The student
contributes recommendations that are pertinent to address the issues raised by the precepts.

3.2.1.1 Lack of Professionality in Appearance

After being approved for an internship position at a company secretarial firm, the
trainee was pleased to begin her corporate career. However, when arriving at work on the
first day, the trainee was confused by the lack of appearance and formality among the staff.
Everyone was dressed casually, from short-sleeved t-shirts to flip-flops, as opposed to the
formal attire of the training. From trainee observation, there are no regulations about work
clothing at the office. While the policy of casual clothes in the office has the advantage of
enhancing comfort and convenience when working, some restrictions should still be
implemented. This is because how we dress in a corporate situation is sometimes taken as a
reflection of our professional skills. When presenting oneself in front of clients, the
appropriate dress should be worn.

3.2.1.2 Unclear Line of Hierarchy

Radzi & Co Accounting firm's staff is supervised by the chief company secretary, Mr
Radzi, the firm's head. It should be noted that Radzi & Co is a family-oriented business, with
Mr Radzi and his family understandably at the top of the management, ending with Mrs
Nurul, as indicated in the team structure presented. Several additional employees from
various departments work alongside them. Typically, each department in a corporation has a
person who serves as the head or leader. This is done to provide a clear sense of hierarchy
and to make work delegation easier. The trainee saw that most staff from various
departments would refer to Mrs Nurul, who, from what the trainee understands, is serving as
the head of the secretarial department. There was a lack of discipline on the precise task
that each member should play in their respective department in another department. When it
comes to the distribution of labour, the trainee believes that this may be perplexing to some
members.

3.2.1.3 Lack of Templates for Filing And Documentation

The filing and paperwork processes are important in the firm. It is a time-consuming
task that requires complete attention to ensure no errors in documentation or reporting,
which could compromise the remaining completion of the work process. Occasionally, when
new companies are formed, a new collection of files must be created. Several times during
their time there, the trainee oversaw preparing files for newly founded businesses. If the
number of companies increases rapidly, the job may become obsolete. Even though the
company has established re exist file production standards, there are no true templates that
can be simply made on demand. As a result, must commit to the time-consuming process of
managing those files. It may be inferred that this would be a problem for the employees
because having to create these files would certainly disturb their time flow.
3.2.2 Recommendations
There are a few recommendations to address the problem of the lack of professionality in
terms of appearance, a lack of templates for filing and documentation, and an unclear line of
hierarchy. The recommendation is including to maintain the formality, clear structure of the
organization and a set of digital templates for the task.

3.2.2.1 To Maintain the Formality

A dress code policy should be maintained at a specific level. While informal clothes
are also noticeable in terms of perks, there should be some consistency among employees.
Wearing casual shirts, for example, is OK, but wearing flip-flops or pyjamas is not. If the
company wants to keep its casual dress policy, there should be a limit to how casually
employees can wear it. Furthermore, during official meetings with clients, a tougher dress
code should be imposed. In certain ways, this would also contribute to the company's
professional image.

3.2.2.2 Clear Structure of Organization

Radzi & Co. should establish a more structured responsibility and duty scope for
each department's members. Work delegation would be more uniform and easier to handle
in this manner. Each team member should keep within the boundaries of their job and strive
hard to produce the best performance possible in that task. Furthermore, a clear chain of
command should be established so that the appropriate person can be directed for advice
and consultation.

3.2.2.3 A Set of Digital Templates For The Task

The members should create a set of digital templates to oversee the generation of
new files. By doing so, any member can immediately print out the necessary name, business
 number, dividers, and other information following the successful incorporation of a company.
It would help to save time and improve proficiency. Although manual administration is still
quite important, the corporation should use digital or technology comfort whenever possible.
As we all know, the role of technology in business has expanded considerably as numerous
evolving technologies continue to deliver orderly and labour-saving operations.

3.3 Conclusion

In conclusion, the industrial training programme is good at preparing the students for their
anticipated working life circumstances in the future, based on experience and clearly from the report
results in Chapters 1 through Chapter 3. This is due to the experience it provides with industry
services, which aids in preparing the trainee with numerous meetings, data, and information.
Additionally, it develops and strengthens our skills, talents, and knowledge which are important for
future jobs. Along with making new friends and learning new things, as our understanding grows,
we also get to experience something special. Radzi &Co has given trainees a valuable learning
expedition that very thankful for. It was treated in a very gracious and hospitable manner. All in all,
the office had a positive, healthy, productive, and forward-thinking work environment. It's interesting
to see that all levels of management get along well with one another, which improves the
environment. Additionally, the hosts and supervisor were highly interested in imparting industrial
expertise to the trainee. In general, having a healthy staff is important since it can increase the level
of profitability and production for the company. It enables a company to be increasingly
approachable for the employees to assess and voice their concerns regarding their work practises.