Job Description

Designation : Executive Manager -Public Service Housing (Code- DPM 03-1)

Job Description / Responsibilities:

	SEQ NO:1490000274            POS. NO. DPM 03-1
DEPARTMENT PERSONNEL MANAGEMENT	DESIGNATION/CLASSIFICATION EXECUTIVE MANAGER GRADE 18
OFFICE/AGENCY POLICY & REFORMS WING	LOCAL DESIGNATION EXECUTIVE MANAGER PUBLIC SERVICE HOUSING
DIVISION PUBLIC SERVICE HOUSING	IMMEDIATE SUPERVISOR DEPUTY SECREATRY - POLICY & REFORMS, GRADE 20
BRANCH	HIGHEST SUBORDINATE      POS. NO. MANAGER INSTITUTIONAL & DISTRICT HOUSING GRADE 16, DPM 03-3 MANAGER HOME OWNERSHIP GRADE 16, DPM 03-6 MANAGER BUILDING & PROPERTIES GRADE 16, DPM 03-9
SECTION	LOCATION CENTRAL GOVERNMENT OFFICE, WAIGANI

HISTORY OF POSITION

 

DPM FILE NO.	DATE OF VARIATION	DETAILS
Impl:	09/02/09	Created.
	06/04/16	Reviewed.
	22/07/19	Transferred from OGAPSH –PSIH, Redes, Revise JD, Reno
ORG:1/2025	Structure Approved Date:27th March 2025	Redes, Revise JD

1. PURPOSE

• Responsible to the Deputy Secretary Policy and Reforms for the efficient and effective management of the operations and functions of the Public Service Housing Division in the areas of;
  • Management of Department managed residential and Office Accommodation,
  • Management and governance of Institutional Housing Portfolio and Institutional Housing Projects at the National, Provincial, District and LLG. 
  • Development and delivery of Homeownership Projects for Public Services at all tiers of Government from conception to completion. 
• Provide high level sound advice on all matters operational and management relating to the Public Service Housing.
• Development of Policies, guidelines, process and procedures on the Public Service housing, property management/facilities, projects, disposal of assets security, vehicle needs and requirements.
• Provides polices and recommendations on housing matters of institutional and homeownership.
• Coordinate and provide Support Services to enhance Public Service Housing needs are met and;
• Ensure that the Public Service Housing schemes and policies and guidelines are implemented.

2. ACCOUNTABILITIES

• Ensure the smooth operations of Division and accountable to Deputy Secretary Policy and Reforms and Secretary DPM
• Ensure the development, operation and delivery of the institutional and homeownership housing projects based on funded budget, work schedules and work plan and accountable to the Project Steering Committee and Department of National Planning & Monitoring PIP funded project and accountable to donor partners for co-funded PPP arrangement projects  
• Effective and efficient management of all matters of Institutional housing portfolio, department managed properties, homeownership and institutional housing development projects;
• Sound advice on all aspect of operations and policy matters through the Deputy Secretary and to Secretary
• Implementation of the Integrated Public Service housing policies and guidelines;
• Ensure that housing capability, quality and standards are soundly and financially affordable for government and public servants.
• Ensure there is accountability and governance take precedent over all matters of housing been project, financial or management.
• Convery a clear vision of the Department’s mission and future strategies to Mangers and staff

3. MAJOR DUTIES

• Lead and manage the PS Housing Division and ensure the three branches delivery to Department HRDS Plan, Cooperate Plan aligned to the annual Management Action Plan, Secretary KRAs on housing and Divisions and Branch work plans .
• Manage the affairs of the Division, including formulation of annual work plan, producing periodic reports and briefs, staffing training, and staff leaves and overseeing all 2-x staff performance appraisal annually.
• Lead, research and present appropriate policy and strategies on implementing Government Policy initiatives on housing and management of Government housing portfolio
• Drive Senior Managers to implements policy and operations matters of housing.
• Oversee the finance and administration functions of the division, ensuring there is prudence, accountability and governance are comply to and with.
• Review, recommend and provide sound advice to the Secretary DPM through the Deputy Secretary Policy and Reforms on all Housing operational and policy matters.
• Determine and advice on appropriate housing scheme management processes, procedures and systems for use by the Public Service.
• Develop and Implement the Integrated Housing Polices for Public Service its guidelines to meet current and future needs and requirements of the Public Services work force
• Determine and establish housing database including an appropriate Information Management System for housing for Institutional Housing and Homeownership application 
• Provide branch work plan, periodic quarter reports and briefs and annual reports to Deputy Secretary Policy and Reforms
• Manage branch work flows, staffing matters, discipline and training.
• Report to EMT, Secretary and PS Minister on Divisions Performance and matters of address and concerns
• Prepare and submit NEC submissions on matters of Housing requiring NEC endorsement and approval
• Prepare and submit PIP project funding annually for project
• Ensure PIP quarterly reports on projects and the implementation Annual Report are submitted to the Department of National Planning and Monitoring are submitted on timely manner,
• Ensure the overall coordination of all technical team for projects are within budget and are on time within the project schedule and delivered within the project cycle.
• Proper management of internal and external stakeholders from a strategic, technical and operational perspective.
• Monitor the performance of branch managers and teams ensuring they meet the high level performance targets or goals of the Department
• Attend technical meeting for housing, office accommodation or policy related on half of Secretary as directed.
• Determine Staffing matters on Recruitment, Placement, Training, Discipline and organizational matters for the Division in Consultation with Human Resource Branch. Prepare and submit matters of staff concerns on their entitlement and grievance to HR, payroll and I&ER.
• Ensure all asset under the Division are well kept and in good condition assigned to each branch and hold officer accountable for damage or lost.
• Develop the Policy and guidelines for Asset disposals.
• Develop policies, guidelines and plans on Property/Facilities Management and Security and Emergency and tenant’s handbook
• Development a training manual for implementation of the integrated housing policies and related policies.
• Develop tools kits for the Policies and disseminate to the Public Services.
• Follow directives instructed by Secretary DPM on all matters of the organization.
• Maintain good corporate image of the Department at all times.

4.REPORTING AND WORK RELATIONSHIP

4.1 Internal

• Report to the Executive Manager PS Housing
• Report to the Project Steering Committee (Whole of Government)
• Liaison with DPM Executive Management Team (EMT)
• Liaison with PS Housing Division Team
• Liaison with key technical Stakeholders  
• Laison with Representative of Agencies accommodated in CGO building
• Liaison with other tradesman personnel internal and external 

4.2 External

• Liaison with Donor partners
• Liaison with inter agencies (National Agencies)
• Liaison and negotiate Builders and Contractors
• Liaison with Building service providers
• Liaison and negotiate with Hardware Suppliers of products for both buildings.
• Liaison with City or Municipal Authorities
• Liaison with National & Provincial Procurement Commission
• Liaison with Department of Finance
• Liaison with PNG Power
• Liaison with Water PNG in NCD and Provinces 
• Liaison with Department of Works at HQ and Provinces
• Liaison with Department of Lands & Physical Planning
• Liaison with Provincial Government, District Administration and LLGs
• Liaison with PNG Institute of Architect/Institute of Engineers of PNG
• Consult with Architects, Engineers, Builders and Quantity Surveyor, Land Administrators, Valuers, Consultants and Contractors

5.PERSON AND POSITION SPECIFICATIONS

Educational Qualification	Master in Public Administration preferable, open other discipline of law, business, property and finance  OR A Bachelor’s Degree preferable in any of these fields of discipline Land or Property Management Studies, Architecture and Building Must be an active member of their respective professional bodies and hold a registration license in their field of discipline is preferred but not necessary.
Work Experience	Over fifteen (20 years) work experience in the Public Services with at least 7 years experiences relevant experience in project management or property management/ facilities management   in building administration (finance, budget, project management etc) in extensive experience in contemporary maintenance and project management in property management, leases and facilities management Possess a keen understanding of housing development processes, construction techniques, and related software.  Have some CAD experience or understanding and can read and understand drawing plans  Supervision and Contract Administration experience is essential.
Knowledge	Sound knowledge of Project Management Sound knowledge of Risk management Demonstrated knowledge of industry standards and regulations Demonstrated knowledge of planning and organization, buildings, facilities management, maintenance and services design principles.   Relevant field and extensive experience working on projects and with donor partners. Knowledge of the Public Services (Management) Act Sound knowledge of the Building Act Sound knowledge of the Building Regulation. Sound knowledge of the Land Acts, Physical Planning Act, Survey Act & Valuation Act Sound Knowledge of NCDC Land Tax Act  Sound Public Finance (Management) Act Sound knowledge of the Public Service General Orders Sound knowledge of all relevant Public Service systems, process and procedures Interpret technical specifications (Undertake some design (Architectural) as required Administration of Contracts Knowledge of Local Authorities Acts and Building Board/Physical Planning approval procedures Knowledge of the Public Service General Orders and Integrated Housing Policy Knowledge of all relevant Public Service systems, process and procedures and, Knowledge of CAD application but not essential Sound knowledge of Government Procurement and tender process
Skills	Maintain strong and effective communication with all project stakeholders both verbal and written.  Exhibit excellent organizational skills to manage the complexities of housing projects and management of the property portfolio, with time management skills and the ability to prioritize work Lead, mentor, and manage project teams, subcontractors, and vendors effectively. A team player with excellent attention to detail, excellent interpersonal and conflict resolution skills   Demonstrate strong business and financial management skills, understanding cost management and forecasting.  Computer literate with knowledge of MS Office, MS Excel, MS PowerPoint and email with ability to plan and schedule maintenance, write reports and produce presentation Ability to read and interpret as built technical drawing Attention to detail and problem solving  Excellent interpersonal and conflict resolution skills Excellent time management and problem-solving skills Solid understanding of property management best practices as par with global standards Ability to work with less supervision Financial Management skills People Management skills Innovative and Analytical skills Interpersonal and Public Relations
Personal Qualities (Values)	Customer focus Multi-tasking Proactive and creative Commitment to work for DPM as a central agency and support work values and principles Must be supportive, proactive, high performing, competent, must be willing to share information and work after hours, over weekends, on public holidays and shutdowns Honest, respect and trust are a must which set the foundation for Team work Commitment to work for DPM as a central agency and support work values and principles No corruption is entertained and/or allowed. Be trustworthy and conduct the role with integrity.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K73138.00

Job Location:

Waigani

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