Job Description

Department of Personnel Management

Designation : Executive Assistance (Code- DPM 03-2)

Job Description / Responsibilities:

 

SEQ NO:1490000280            POS. NO. DPM  03-2

                         

DEPARTMENT

PERSONNEL MANAGEMENT

DESIGNATION/CLASSIFICATION

EXECUTIVE ASSISTANCE GRADE 09

OFFICE/AGENCY

POLICY & REFORMS WING

LOCAL DESIGNATION

EXECUTIVE ASSISTANCE PUBLIC SERVICE HOUSING

DIVISION

PUBLIC SERVICE HOUSING

HIGHEST SUBORDINATE      POS. NO.

NIL

 

BRANCH

 

 

IMMEDIATE SUPERVISOR

EXECUTIVE MANAGER PS HOUSING - GRADE 18

 

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.

 

26/07/2019

Transferred from OGAPSH-PSIH, Re-class from Gr.10 to Gr.09, Redes, Created JD, Reno

ORG:1/2025

Structure Approved Date:27th March 2025

No change

1.PURPOSE

  • Responsible to the Executive Manager Public Service Housing for the efficient and effective management of the operations and functions of the Public Service Division.
  • Provides assistance to Executive Manager Public Service & Institutional Housing by overseeing the day-to-day operation of the Public Service Housing Division.
  • Generally, ensure the smooth-running of the office, working both on a one-to-one basis    with the Executive Manager, Public Service & Institutional Housing, but also on a wider basis with internal and external clients.

2.ACCOUNTABILITIES

  • Acting as the point of contact between the executive manager and internal or external stakeholders.
  • Organizing meetings and booking meeting rooms.
  • Handling correspondence directed to executive manager.
  • Making travel arrangements and detailed travel itineraries.
  • Taking dictation and minutes and writing them up subsequently.
  • Producing reports and presentations.
  •  Maintaining the current filing and database system.

3.MAJOR DUTIES

  • Coordinate the Executive Manager Public Service Housing schedules, appointments, reservations and travel arrangements.
  • Organize meetings involving multiple external and internal stakeholders and agenda setting for meetings and committees which the Division is the secretariate  
  • Minute taker for project meetings and committees and ensure there 2 days turnaround time for minutes readiness for signatures.
  • Plan, organize and co-ordinate functions, special events and meetings for the Public Service Housing Division.
  • Assist with the preparation of business presentations including overhead presentations
  • Provide general administrative and clerical supports to divisional head. Draft letters, minutes, memo or report as directed by the Executive Manager Public Service Housing on matters of Housing.
  • Manage incoming and outgoing correspondence, keeping records of confidential document and filing.
  • Preparation of requisitions for recurrent budget and project expenditures and ensure copies are kept on file.
  • Prepare staff folders to put documents for checking and signing by the Executive Manager Public Service Housing and have disseminated to staff.
  • Keep record or inventory of all Division assets and ensure a record are kept for taking, using and return of the asset. Develop guide for staff to abide to and by.
  • Ensure the printers and tonners are serviced and tonners are replaced in a timely manner, not create a delay in workflow.
  • Ensure documents for presentation are well bind and presented to the Executive Manager
  • Ensure all reference forms for the Division are printed in blue paper for every document that is out bound going through the Deputy to Secretary or to other Executive Managers within the organizations.
  • If and when required to assist each branch with administrative support
  • Maintain effective internal and external communications with all key stakeholder
  • Keeps records of time and attendance and absenteeism of staff and to ensure they fill a green form if they are absent.
  • The PPE (equipment and chemical) for toilets and projects and the vehicles has a separate inventory and issued and replenished in a timely manner.
  • Ensure 3 x quotations are sorted for office supplies and project supplies in a timely manner
  • Receipt of payment of service rendered must be submitted to the Finance branch and a record kept in file.   
  • Ensure Circular and information from the office of Secretary and HR are disseminated to staff in a timely manner.
  • Annually seek invocies from the profession bodies of staff who members and raising requisitions for payments

4.REPORTING AND WORK RELATIONSHIP

4.1.Internal

  • Report to the Executive Manager, PS Housing.
  • Liaison with other staff within the division.
  • Liaison with other staff of the Finance Branch on payments etc.
  • Laison with ERS on correct names of head of agencies
  • Liaison with other staff within DPM.
  • Liaison with the Office of the Secretary on matters of the Division

4.2.External

  • Liaison with these External stakeholders on behalf of the Division;
    • Property Developers.
    • Donor Partners
    • Key Stakeholders (DLPP, OSS, DOW&H, NCDC, DPLLGA, Provinces, Districts and LLGs etc)
    • Executive Assistants of agencies
    • Real Estate Agents.
    • Land Owners
    • Other Government Agencies
    • Service Providers
    • Regulatory Authorities  

 

5.PERSON AND POSITION SPECIFICATIONS

  1. 1.Educational Qualification

An appropriate degree or diploma in office administration with equivalent combination of education and experience.

Completion of Grade 10 with Basic Secretarial course is essential.

  • Previous experience in a senior administrative position.
  • Strong computer skills i.e., MS outlook, excel, MS word, Power point.
  • Extremely detailed oriented.
  • Proven ability to effectively prioritize work flow.
  • Excellent interpersonal, written and oral communication skills.
  • Ability to exercise good judgments, show initiative and be proactive.
  • High standards of ethics and confidentiality to handle sensitive information.

1.2.Work Experience

Over 20 years work experience in the Public Service with over five (5) years relevant experience in Private Sector, Building contractor, Real Estate or Property Management.

 

1.3.Knowledge
  • Some general understating and knowledge in relation to the division work flow in;
    • Project Management  
    • Risk management
    • Property/Facilities Management
    • Industry standards and regulations in real estate
  • Knowledge of office procedures
  • Knowledge of Office equipment.
  • Knowledge of Public Service filing system and record management
  • Demonstrated knowledge of planning and organization office and project matters
  • Some general understating and knowledge of the Public Services (Management) Act and all relevant legislations applicable in the Public Service such as (Building Act and Building Regulation, Land Acts, Physical Planning Act, Survey Act & Valuation Act, NCDC Land Tax Act, Public Finance (Management) Act, Health & Safety Regulations.

 

  • Sound knowledge of the Public Service General Orders and all relevant Public Service systems, process and procedures
  • Knowledge of Public Service code of ethics and conduct

 

 

1.4.Skills
  • Strong research and analytical skills.
  • Excellent communication and presentation skills to convey complex information effectively.
  • Ability to understand and apply real estate legislation and policies.
  • Planning and organizational skills.
  • Experience working in a real estate industry or government setting is often preferred.
  • Researching and compiling information on current housing developments and government-planned housing activities. 
  • Preparing and delivering presentations to stakeholders. 
  • Collaborating with other agencies to conduct joint assessments and agree on appropriate actions. 
  • Ability to work efficiently, prioritize workflow and meet demanding deadlines and with less supervision
  • 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
  • People Management skills
  • Innovative and Analytical skills
  • Good communication skills
  • Interpersonal and Public Relations

 

1.5.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
  • No corruption is entertained and/or allowed.
  • Be trustworthy and conduct the role with integrity.
  • Highly critical and very sensitive work environment demanding maintenance of good governance and prominence for the Public Service &l Housing Division and DPM. The office is technical and officers joining will be required to be very practical and technical in executing their roles and responsibilities.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K29012.00

Job Location:

Waigani

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