1. PURPOSE
Contribute to effectively administrating the Salary records registry section of the RPNGC. Manage, analyse, process, store and provide access to accurate salary records for the Royal Papua New Guinea Constabulary (RPNGC) employees.
2. DIMENSIONS
Financial: Nil
Staff: Nil
Others: Nil
3. PRINCIPLE ACCOUNTABILITIES
• Accountable for storing, updating, managing, and shredding old documents properly and analysing personnel data.
• Only disclosing the information to the officer in charge and or to colleges authorised to gain this information for working purposes only
• Maintain salary records, filing indexes and filing systems manual or electronic.
• Produce reports on a monthly basis to the OIC salaries registry regarding Royal Papua New Guinea Constabulary (RPNGC) personnel.
4. MAJOR DUTIES
• Maintain and monitor personnel salary records and information
• Create new salary files for new members and recruits
• Create file audits and submit them to different regimental numbers
• Perform checks and balances by checking all variations related to wages and overtime claims and ensuring that all claims are verified before payment.
• Process, store, organize, retrieve, and destroy information and records in various formats as per approval
• Ensure that all salaries & wages are paid and personnel records are updated according to the suitable systems and processes.
• Assist in examining all salaries files and correspondences through the salaries registry section.
• Retrieving salary information from the filing system when requested.
• Attend to counter queries during the query days
• Perform other duties as directed or consistent with the above duties
5. NATURE AND SCOPE
5.1 WORKING RELATIONSHIP
(a) Internal
• Reports to OIC –Salaries Registry
• Liaise and consult with other HR officers to update personnel information regarding their monetary benefits and salaries
(b) External
• If and when required or instructed by the OIC, will produce reports to present to external agencies like the Department of Personnel Management, etc.
5.2 WORK ENVIRONMENT
Directly responsible for the position of Salary Records Officer to update, process, store, retrieve and manage hard and digital records/data of RPNGC personnel, both Uniform and non-uniform.
6. GOVERNANCE FRAMEWORK
• Rules/procedures
The Police Act; the Constabulary Standing Orders; Data Governance and Data Protection Policy 2023; Data Act in PNG 2 and 2021; Public Service General Orders; PNG Employment Laws and Practices; PNG Planning and Monitoring Responsibility Act 2016.
• Decision
The authority to make decisions without reference, provided the decisions fall within the scope of the role's dimensions.
• Recommendations
Provide recommendations to the officer in charge on best practices or ways to improve so the unit will contribute to achieving the objectives of the HR Division, which in turn relates to the RPNGC Corporate Plan.
7. CHALLENGES
• Paying attention to details about compliance with the Rayal Papua New Guinea Constabulary Standing Orders and the Public Service Standing Orders with the conditions of lawful processing of personal information
• Dependency on the manager or the top management for approval to share the file ma
delay the work
8. QUALIFICATIONS, EXPERIENCES AND SKILLS
(a) Qualifications
Must possess a grade 12 certificate with a diploma in records management or Human resources management or a course releavant to the job
(b) Knowledge
Must possess a proficient working knowledge of the following, but not limited to –
• Human Resource Information Systems
• Records management systems
• Public Finance Management Act
• Public Service General Orders
• PNG Employment Laws and Practices
• PNG Planning and Monitoring Responsibility Act 2016
(c) Skills.
• Strong Public Relations and Interpersonal Skills.
• Proficient in Computer skills, especially spreadsheet and database
• Excellent written and oral communication skills.
• Data Analytical skills
• Problem-solving
• Data management
• Ability to work under pressure
• Attention to detail
• Integrity
(d) Work Experience
• At least two (2) years or more work experience in records management or similar within the public or private sector context.
Full Time
hours weekly
English
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