Job Description

Job Title : ASSISTANT PROVINCIAL ADMINISTRATION OFFICER (Code- 9424)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

This role is responsible for the provision of efficient, effective and compliant administrative support directly to the Provincial Police Commander (PPC) and the Provincial Head Quarters, in order to ensure the coordination of organizational support functions.

2. DIMENSIONS
Financial: NIL
Staff: Nil
Others: NIL

3. PRINCIPLE ACCOUNTABILITIES

  • Assist in developing annual budget preparation, submission and monthly Budget reviews.
  • Assist in developing annual work Plans to achieve the RPNGC Corporate Plan.
  • Responsible for Assisting the administrative officer and the PPC in managing the daily/weekly/monthly agenda and arranging new meetings and appointments.
  • Assist in maintaining staff performance reports and performance appraisals and other staff welfare-related matters
  • Responsible for filing, asset registers, staff attendance registers, staff rec leave records, Finance and Budget, maintaining and updating staff personnel records, and udertaking staff overtime calculations and processing, and compiling reports as and when required;
  • To facilitate procurement of office furniture, office materials, office stationaries, fuel, and consumables, obtain quotes, prepare and raise vouchers, maintain records and acquittals of Traveling Allowances and advances;
  • Participates in the planning and programming of agency activities and assists in formulating work schedules
  • Regularly scan and file incoming and outgoing correspondence

4. MAJOR DUTIES

  • Assist in maintaining effective operations and administration of the Office of the Provincial Police Commander (PPC).
  • Assist in leading the Administration Unit in making proper and informed decisions, setting the Unit’s goals and key performance expectations in line with Constabulary's overall vision, mission, and objectives and the corporate Plan.
  • Assist in establishing and maintaining protocols and programs that ensure the PPC’s office systems and services, internally and externally, comply and in the Constabulary’s interest.
  • Assist in managing the administrative personnel perform their responsibilities according to the agreed performance expectations; develop the technical skills capability of the department to ensure effective performance is maintained at all levels.
  • Assist in Providing effective administrative and executive support to the Provincial Police Commander in the discharge of his constitutional responsibilities as PPC of the Province
  • Assist in maintaining close liaison with the Rural Police Station commanders and Administrative clerks and the Police Headquarters staff (Konedobu) in Port Moresby, government departments within the Province, statutory authorities, and organizations on routine matters and efficient policing requirements.
  • Provide ministerial briefs and executive summaries for the Provincial Police Commander on all matters affecting the efficiency of the Constabulary in the Province
  • Deliver specific programs and projects within agreed financial and staffing resource levels. Ensure effective introduction and operation of internal controls and reporting systems.
  • Assist in supporting the Constabulary’s Code of Ethics by demonstrating a visible personal commitment to the Constabulary’s Corporate Vision and overall objectives.
  • Assist in providing informed advice to senior management including staff to successfully implement the Constabulary’s Corporate Values.
  • Keeps the Provincial Police Commander informed of new circulars, minutes, and correspondence from the office of the Commissioner or the office of DCP Administration.
  • File and update contact information of employees, service providers, suppliers, and external partners directly communicating with the office of the Provincial Police Commander.
  • Develop and maintain a filing system for the office of the Provincial Police Commander
  • Check the levels of office supplies frequently and place appropriate orders for the PPC
  • Make travel arrangements, book hotels, and hire vehicles in advance.
  • Attend to other duties as required by the Provincial Police Commander consistent with the above.

5. NATURE AND SCOPE

5.1 WORING RELATIONSHIP
(a) Internal
Working and reporting directly to the Administrative Officer and the PPC and closer communication with the Police Headquarters in Port Moresby on work relate updates.

(b) External
Working closely with service providers, suppliers other government agencies to ensure smooth flow of the office of the Provincial Police Commander,

5.2 WORK ENVIRONMENT

The Assistant Provincial Administration Officer is based at the Provincial Police Headquarters and reports directly to the Provincial Administrative Officer and Provincial Police Commander (PPC).

7. GOVERNANCE FRAMEWORK

(a) Rules/procedures

The Police Act; The Public Service Management ACT; Public Service General Order, Internal Policies; the Constabulary Standing Orders;

(b) Decision

Authority to make decisions without reference, provided the decisions fall within the scope of the Dimensions of the role.

(c) Recommendations

This position should possess several crucial recommendations for excelling in the role. These recommendations encompass a strong commitment to the security and confidentiality of all information coming to and going from the office of the Provincial Police Commander.

(d) Behavior

This position not only requires the general good behaviors expected of Administration Officers but also specific traits crucial in a law enforcement agency. These include a strong commitment to security and confidentiality, familiarity with law enforcement policies and protocols, and an understanding of the RPNGC's mission and vision in order to assist the Provincial Administrative officer and the Provincial Police commander in the administration of the Police headquarters in the Province.

7. CHALLENGES

  • Prioritizing the job in hand based on the urgency and completing it at the stipulated time.
  • Major challenge being liaising with internal departments and following up to complete the work.
  • Time management and delivering the projects on time  Adapting to changing circumstances and priorities
  • Deal with tight deadlines, high expectations, competing priorities, and unpredictable situations.
  • Communicating effectively with executives and other stakeholders

8. QUALIFICATIONS, EXPERIENCES AND SKILLS
(a) Qualifications

  • Must have a grade 12 certificate and possess a diploma in Business Administration from a recognized institution.

(b) Knowledge

  • Proven knowledge of office administration and management
  • Strong knowledge of databases and tracking systems.
  • Knowledge of office management systems and procedures
  • Basic Knowledge of budgeting and planning
  • Possess a comprehensive knowledge base that covers law enforcement procedures, RPNGC Policies and regulations, and public Service General Orders

(c) Skills

  • Communication and organizational skills,
  • Project management skills,
  • Basic accounting and Bookkeeping skills
  • Time management skills.
  • Strong organizational and time-management skills
  • Excellent written and verbal communication skills
  • Good office administration and organizational skills
  • Proficient computer skills in Microsoft Office applications ((MS Word, MS Excel)

(d) Work Experience

  • A minimum of 3 years of hands-on experience in the administrative assistance field, with substantial time spent in office administration and management positions.
  • Experience within law enforcement-related domains will be an added advantage

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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