Job Description

Department of Personnel Management

Designation : Senior Administration Officer (Code- DPM 12-11)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:  Department of Personnel Management

SYS. POSN. NO:    1490000229

REF. NO:  DPM 12-11

 

OFFICE:  

DESIGNATION/CLASSIFICATION: 

Senior Administration Officer/ Grade 14

DIVISION:

Finance & Administration Division

LOCAL DESIGNATION:

Senior Administration Officer

BRANCH:

Administration Service

REPORTING TO:  Manager –Administration Services                                      SYS. POS. NO:  1490000228                 

REF. NO:  DPM 12-10                               

SECTION:

Administration

LOCATION:

Central Government Office Building

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

ORG: 1/2000

23/05/2000

Created

ORG: 1/2003

26/11/2003

Abolish/Create

ORG: 1/2007

11/09/2007

Created

ORG: 1/2009

28/07/2009

Reno/Redes/Revise JD

ORG: 1/2014

17/03/2014

Revised/Redes

ORG: 1/2016

29 March 2016

Reno

ORG:1/2019

29 July 2019

Reno

Org.1/25

27 March 2025

Reno

2. PURPOSE

  • To provide administrative support and procurement of goods and services to all Divisions and Branches.
  • To ensure departmental assets and records management registers and other relevant journals are accurately kept.
  • To ensure all department vehicles are in good condition.

3. DIMENSIONS

Financial:  Nil

Staff:  Reports to the Administration Manager and to the Executive Manager in the absence of his/her superior.

Others: Nil.

4. PRINCIPLE ACCOUNTABILITIES

  • Effective provision of stationery and vehicle support to the department.
  • Effective procurement of goods and services.
  • Effective provision of logistical support to the department.
  • Effective Records Management System for all Departmental assets.

5. MAJOR DUTIES

  • Attend to departmental administrative matters.
  • Plan and organise departmental logistics and procurement services.
  • Maintain register of assets, losses and damages.
  • Oversee the regular servicing of and maintenance of departmental vehicles.
  •  Administer and maintain control of petty cash.
  • Maintain an up-to-date register of fuel vouchers and fuel usage.
  • Provide an evaluation of the departmental fleet on a regular basis and recommend necessary action.  
  •  Investigate and maintain logbook of accidents and refill of fuels. 
  • Understudy and relief Manager – Administration Services where necessary. and
  • Perform other additional duties in consistent with the above.

6. NATURE AND SCOPE

This position requires an incumbent with a relevant tertiary qualification as he/she will provide competent, accurate and reliable reports to the Manager – Administration Services.

                                                                                                                         

6.1 WORKING RELATIONSHIP

(a) Internal

  • Report to the Manager – Administration on the activities of the Branch;
  • Liaise and consult with departmental staff on procurement of stationeries and other associated administrative matters.

(b) External

  • Liaise with suppliers of goods & services and vehicle spare outlets.
  • Liaise with Plant & Transport Board (PTB).

6.2 WORK ENVIRONMENT

The position is located in Department of Personnel Management, Waigani and provides administrative support service to DPM Staff through provision and procurement of goods and services to the department. 

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES

Rules and Procedures
  • Public Service Code of Conduct
  • Public Service Management Act
  • Public Service General Orders
  • Employment Act

Behaviors/ Values
  • Transparency – share information freely with clients.
  • Customer Service – answer phones within 3-6 rings. Also, attend to clients in the office immediately.
  • Timeliness – respond to clients requests within a day

Recommendations:
  •  Nil.

Can provide advice but Recommendations to be made by Manager – Admin.

Decision-making ability
  • Nil

Formal approval to be given by Executive Manager (FAD) based on recommendations.

8.  CHALLENGES

The position requires an incumbent who is committed and reliable. The job holder is required to ensure effective day-to-day implementation of tasks as well as coordination of Administration activities as they arise but not limited to other tasks within Administration Branch.

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Minimum of Grade Twelve (12) with at least five (5) years of relevant administrative experience. A diploma in Public Administration, Management or Business related field is preferred.

(b) Knowledge

The candidate should have sound knowledge of:-

  • Public Finance (Management) Act.
  • Public Service (Management) Act.
  • Public Service General Orders.
  • DPM Corporate and Management Plans,
  • Organic Law on Provincial and Local Level Government.
  • Public Service Policies, procedures and systems.
  • Supply & Tenders Board procedures and processes.
  • Employment Act.
  • And must be computer literate.

(c) Skills

Ability to demonstrate the following skills at a proficient level specifically:-

  • Management & Leadership Qualities
  • Supervisory
  • Effective Communication (Written & Oral)
  • Interpersonal
  • Analytical & Research
  • Records Management
  • Computing Skills

(d) Work Experience

Minimum of seven years work experience in a supervisory role or HRM functional areas within the Public/Private Sector is essential or at least three years managerial experience is desirable.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K46696.00

Job Location:

Waigani

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