1. PURPOSE
This position plays a crucial role in facilitating the rental and management of Institutional housing facilities used by the members of the RPNGC. They ensure smooth operations by coordinating rentals, maintaining records, and ensuring compliance with RPNGC policies and procedures.
The Rental Clerk is the Primary point of contact for requesting and tracking rentals, ensuring that all rentals are properly logged, maintained and returned in a timely and efficient manner.
2. DIMENSIONS
Financial. Nil
Staff. Nil
Other. Nil
3. PRINCIPLE ACCOUNTABILITIES
• Responsible for the proper Rental Coordination of the RPNGC Institutional housing
• Ensure proper management and control of the entire RPNGC land properties are well accounted for and filled both in hard and soft copies for reference in future decisions and development.
• Responsible for the accurate documentation and record keeping of all transactions and agreements in relations to the rental
• Responsible for the proper Inventory Management of the RPNGC Institutional Housing across the country
• Responsible for providing proper customer service to the members so that there is no conflict of interest with in the RPNGC
• Ensure that all rental activities are in compliance with safety regulations and are reported at the earliest convenient time
• Responsible for the coordination of Maintenance and repair of institutional housing
• Coordinate with Salaries division to track rentals payment, deductions and cessation from the members occupying Institutional houses.
4. MAJOR DUTIES
• Liaise with RPNGC Salaries section for new rental deductions and cessation of deductions on the members occupying institutional housing.
• Maintain accurate records of all rental transactions.
• Prepare rental agreements and contracts.
• Document any damages, maintenance issues, or incidents related to rentals.
• Monitor inventory levels of rental items.
• Coordinate with procurement or supply divisions for replenishment.
• Conduct periodic inventory checks and audits.
• Serve as a point of contact for inquiries and issues related to rentals.
• Assist renters with questions about equipment use, scheduling, or returns.
• Resolve conflicts or disputes regarding rental agreements.
• Ensure compliance with departmental policies, regulations, and legal requirements.
• Promote safety protocols and guidelines for the use of rental equipment or vehicles.
• Monitor and report any safety or operational concerns
• Coordinate maintenance and repairs of rental equipment or vehicles.
• Schedule inspections and ensure equipment is in good working condition.
• Arrange for servicing and upkeep as per manufacturer guidelines.
• Assist in budget planning for rental operations.
• Track rental revenues and expenses.
• Prepare financial reports and forecasts related to rentals.
5. NATURE AND SCOPE
5.1 WORKINGRELATIONSHIP
(a) Internal
Reports directly to the OIC Lands and Building and divisions of the RPNGC and also liaise with members of the Police Force at the Headquarter and at Regional and Provincial Police Stations.
(b) External
National Housing Commission, National Capital District Commission /Town Authorities and other departments that falls under controlling and regulating housing.
5.2 WORK ENVIRONMENT
• The role typically operates within an office environment, but may involve occasional interaction with rental equipment or vehicles.
• May require flexibility in working hours to accommodate rental schedules or emergencies.
• Depending on the size of the police force, the rental clerk may work as part of a larger administrative team or independently manage rental operations and require traveling in line with operational requirements.
6.GORVERNANCE AND FRAMEWORK
• Rules/procedures
The Police Act; the Constabulary Standing Orders; the Government Strategic Vision 2050, the MTDPs (I, II, III & IV); the RPNGC Corporate Plan 2021-2030; the Public Service (Management) Act 2020; the Public Finance (Management) Act 2021; PNG Government General Orders (2012). Land Amendment Act 2018 and Building Amendment Act 2022.
• Decision
Authority to make decisions without reference, provided the decisions fall within the scope of the Dimensions of the role.
• Recommendations
To provide recommendations and advice to the OIC Lands & Building about housing Rentals and maintenances within RPNGC across the country.
7. CHALLENGES
• The main challenge is regarding cost reduction and to achieve the organization stated Vision, Mission, and Goal using Key Results Area Indicators, Strategies and Key Performance Indicators and set of stated Objectives.
• RPNGC Members not adhering to the housing policy and procedures in acquiring institutional housings
• Limitation of resources and timely release of office equipment to assist in your operations.
• Tracking Rental Equipment Availability
• Managing the rental Bookings & Pricing Models
• Maintaining Equipment
• Lack of information regarding the accommodations across the Constabulary
• Lack of funding available
• Dependency on the higher management to make any decisions
.
8. QUALIFICATIONS, EXPERIENCES AND SKILLS
(a) Qualifications
Possess an appropriate Certificate or a Diploma in business Administration and Management or related field from a recognized training Institution
(b) Knowledge
• Good level of understanding of RPNGC, Police Act and Property Rentals operations and their management /maintenance procedures.
• Good and acceptable knowledge of office administration, and management of properties
• Familiar with Public Service General Orders, Public Finance Management Act and Regulations, the PNG Constitution.
• Excellent understanding of rules and regulations in the Police Force.
(c) Skills
• Excellent in data entry and record keeping
• High level verbal and written communication
• Computer literate
• Demonstrated the ability to maintain effective relationship with internal and external clients.
(d) Work Experience
At least three (3) years or more work experience in office administration or related field within the public or private sector context. Experience in Disciplinary Institutions will be a bonus.
Full Time
hours weekly
English
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