Job Description

Job Title : PERSONNEL RECORDS OFFICER (Code- 6764)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

Responsible for managing and maintaining employee records and personal information within the Constabulary. The officer ensures compliance with legal requirements and Constabulary’s policies while safeguarding confidentiality.

2. DIMENSIONS

Financial: Nil

Staff: Nil

Others: NA

3. PRINCIPLE ACCOUNTABILITIES

  • Assist the OIC or senior Personnel records officer to maintain, organize, and classify physical and digital records according to the Constabulary’s or legal standards.
  • Input and update staff personnel 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 personnel employee files from within the constabulary
  • Ensures and maintains strict confidentiality over information systems, ensuring full compliance with information Protection provision
  • Liaise with National Archives on file storage and retrievals

4. MAJOR DUTIES

  • Ensure that staff personnel files are properly labeled, stored, and easily accessible, whether physical or electronic.
  • Ensure that personnel files correctly received and documented from HR sections and commands
  • Ensure personnel files and 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 files given out to other sections are recorded and return in a given time
  • 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 Personel 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 personnel records and information delivery and storage.

5.1 WORKING RELATIONSHIP

(a) Internal

  • ACP Human Resources, Director Human Resources, OIC General Records
  • HR 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 Personnel employee 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 Personnel Records office would be expected to think strategically about how the personnel 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 Senior records Officer on how to manage the Personnel records section to achieve the objectives of the RPNGC.

7. CHALLENGES

  • The Personnel Records Officer will need to be vigilant in ensuring documents, members pernnel information and other informationa are received 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 section, 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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