1. PURPOSE
The purpose of the position is to manage and oversee all activities within the Integrated Human Resource and Payroll Management Information System, according to the provisions of the General Orders, Public Service Management, Financial Management, and other related legislation. Also, advise senior management on budget issues within the Royal Papua New Guinea Constabulary (RPNGC).
2. DIMENSIONS
Financial: Authorised requisition officer
Staff: 16 in the Payroll section
Others: NA
3. PRINCIPLE ACCOUNTABILITIES
• Responsible and accountable for the accurate calculation of salaries & allowances, sanctioning payments of salaries, allowances and deductions and finally, the proper custody and timely payment of wages & salaries/cheques.
• Ensure all edited correction is resubmitted as scheduled
• Review, develop and coordinate future developments of the Integrated Human Resource and Payroll Management Information System
• Ensure that the payroll practices comply with PNG laws and regulations
• Generate fortnightly payroll expenditure reports
4. MAJOR DUTIES
• Processing and calculating entitlements relating to all types of leaves, salaries and allowances, new commencements, promotions, transfers, and separations (retrenchment, termination), including other deductions.
• Ensure updating of staff salary history cards
• Process and check all variations related to wages & overtime claims and ensure that all claims are verified for payment.
• Ensure that all salaries & wages are paid and personnel records are updated.
• Ensure that the Annual Leaves Leave Roster and Leave Fare Schedule are compiled and consistent with the budget.
• Monitor Expenditure on Leave fares and provide reports quarterly.
• Assist the HRM Director in enforcing a disciplinary provision of the applicable Act
• Ensure that staff are vigilant in applying the Branch's service level policies and procedures, including providing timely action and advice on all remuneration-related matters.
• Undertake training needs analyses for subordinate staff and advise 2IC Payroll where shortfalls are encountered, especially regarding the use of the Alesco Human Resource Management System and handling of customer enquiries.
• Support the Constabulary's Code of Ethics by demonstrating a visible personal commitment to the Constabulary's Corporate Vision, Corporate Values and overall objectives
• Participate in audits related to staff payroll and other payroll-related matters as required
• Carry out payroll awareness sessions for all Constabulary staff across the country as required
• Circulate payroll expenditure reports on a fortnightly basis with the analysis to the management team
• Prepare Personnel Emmuments Estimates for the Constabualry’s budget
• Perform other duties as directed, consistent with the above.
5. NATURE AND SCOPE
5.1 WORKING RELATIONSHIP
(a) Internal
• Reports to the Director Human Resources
• Liaise with HR and other divisional officers on salary and wage administration matters.
• Liaise and consult with Payroll officers and Finance Officers
• Other officers within the Constabulary as required
(b) External
• Department of Personnel Management
• Department of Treasury
• Department of Finance
• Officials from the partnership agencies and other agencies, as required
• Public service Management
• Other relevant private and public sector organizations as required
5.2 WORK ENVIRONMENT
This is a middle-management position relating to nationwide salaries/cheques, allowances and wages. Duties will be predominantly undertaken in Port Moresby, with opportunities for travel in line with operational requirements.
The OIC Salaries fall under the Human Resource Management held by ACP Human Resources, which is, in turn, managed by DCP Admin. Its core business is processing salaries and allowances for the employees of The Royal Papua New Guinea Constabulary.
6. GOVERNANCE FRAMEWORK
• Rules/procedures
The Police Act, the Constabulary Standing Orders, the Public Service (Management) Act, the Public Finance (Management) Act, the PNG Government General Orders (2012), the Public Service Code of Conduct, and the 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
To provide recommendations to the ACP HR on how to develop the Directorate to achieve the objectives of the RPNGC
7. CHALLENGES
• The position requires someone who is thorough and pays attention to details regarding accurate calculations of wages, allowances, salaries, etc. He/she is required to ensure that the Royal Papua New Guinea Constabulary staff receives the right entitlements as required.
• The laws and regulations that govern payroll processing, tax, payment schedules, and record-keeping are often very complex. Keeping up to date with these laws can be challenging
• It is imperative to maintain and handle payroll records with confidentiality. Be sure not to disclose any personal employee information without securing the employee’s permission beforehand unless the disclosure is to comply with a court order or government mandate.
8. QUALIFICATIONS, EXPERIENCES AND SKILLS
(a) Qualifications
The job holder should possess a degree or a minimum diploma in human resource management, public administration or payroll management.
(b) Knowledge
Must possess a proficient working knowledge of the following, but not limited to –
• Public Service Management Act
• Public Finance Management Act
• Public Service General Order
• PNG Employment Laws and Practices
• Conservant with Human Resource functions
• Government Payroll and HR System
• PNG Planning and Monitoring Responsibility Act 2016
(c) Skills.
• High standard in calculating of salaries & allowances.
• Strong Public Relations and Interpersonal Skills.
• Proficient in Computer skills, especially spreadsheet and database
• Excellent written and oral communication skills.
• Analytical and Negotiation skills.
• Customer Service Skills.
• Knowledge of Alesco/ Ascender Payroll System
(d) Work Experience
• A minimum of five (5 years of work experience in a salary processing function in either the public or private sector
• 2-3 years experience in a supervisory role.
Full Time
hours weekly
English
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