Job Description

Job Title : GENERAL RECORDS OFFICER (Code- 2933)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

Effectively managing and overseeing the storage, organization, and retrieval of records and documents for Royal Papua New Guinea Constabulary.

2. DIMENSIONS

Financial: Nil

Staff: Nil

Others: NA

3. PRINCIPLE ACCOUNTABILITIES

  • Assist the OIC General records to maintain, organize, and classify physical and digital records according to the Constabulary’s or legal standards.
  • Input and update information into record-keeping systems or databases.
  • Locate and retrieve documents or files requested by employees, clients, or management.
  • Maintain inventory of outgoing and incoming mails and Gazettes from within the constabulary and other stakeholders.
  • Ensures and maintains strict confidentiality over information systems, ensuring full compliance with information Protection provision

4. MAJOR DUTIES

  • Ensure that files are properly labeled, stored, and easily accessible, whether physical or electronic.
  • Ensure that mails are correctly addressed, filed, received or sent to other commands
  • Ensure records are kept in compliance with legal, regulatory, and organizational requirements, including privacy and data protection laws.
  • Safely dispose of records that are no longer needed or have reached the end of their retention period, following proper protocols.
  • Ensure that Police Gazettal are labelled and correctly store
  • Provide reports on record statuses or assist with audits and record retrieval requests.
  • Address inquiries regarding records and assist with the identification and retrieval of documents.
  • Store older or inactive records in a way that complies with retention schedules.
  • Any other duties consistant with the above

5. NATURE AND SCOPE

The Genberal Records Officer will posses a comprehensive understanding of the various recording keeping strategies and storage systems. They will posses the ability to quickly and accurately process information pertaining to general records and information delivery and storage.

5.1 WORKING RELATIONSHIP

(a) Internal

  • ACP Human Resources, Director Human Resources, OIC General Records
  • Publication Directorate
  • Other divisions and commands

(b) External

  • PNG National Archives
  • Information and Communication Centre
  • Logistics companies, Post PNG and other government departments related to information management

5.2 WORK ENVIRONMENT

This is a frontline position relating to the General records of Royal PNG Constabulary. Duties will be predominantly undertaken in Port Moresby, with opportunities for travel in line with operational requirements. There can be a high workload of inquiries to be resolved. The General Records office would be expected to think strategically about how the genral records functions could be efficiently managed and operated

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

This position is guided by the Governments Rules and Procedures in all its activities

6.1 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.

6.2 Decisions

  • The authority to make decisions without reference, provided the decisions fall within the scope of the role's dimensions.

6.3 Recommendations

  • To provide recommendations to the OIC General Records on how to manage the General records section to achieve the objectives of the RPNGC

7. CHALLENGES

  • The General Records Officer will need to be vigilant in ensuring documents, gazzettes, mails and other informationa are delivered and stored accurately.
  • The Officer will need to be resilient in upholding the ethics of Constabulary
  • Given the nature of the activities undertaken within this Branch, confidentiality is of the utmost importance and must always be maintained
  • Position requires demand for services from the huge number of staff from RPNGC.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Possess a Grade 12 Certificate  and a Certificate or Diploma in records management, information management, Library management or related training.                

(b) Knowledge

Must be knowledgeable in the;

  • Police Act
  • Public Service Management Act
  • Public Service General Orders
  • RPNGC Corporate and Management Plan
  • Public Service Policies, procedures and systems
  • Understand the laws and regulations related to records management.
  • Code of Ethics and Conduct
  • PNG Government GEDSI Policy
  • Be Familiar with different types of records management system

(c) Skills

  • Familiar with records management software and tools
  • Strong organisational skills with ability to manage large volumes of records accurately
  • Strong interpersonal skills
  • Computer literacy with proficiency in  Microsoft office
  • Good verbal and written communication skills
  • Ability to maintain effective relationship with internal and external clients

(d) Work Experience

  • At least minimum of three (3) years’ experience in records management or related field

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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