Job Description

Department of Personnel Management

Designation : Executive Assistant (Code- DPM 10-2)

Job Description / Responsibilities:

1.  IDENTIFICATION

AGENCY:

   PERSONNEL MANAGEMENT

SYS. POSN. NO:

1490000206

REF. NO:

DPM 10-2

OFFICE:

HR ADVISORY & COMPLIANCE AUDIT

DESIGNATION/CLASSIFICATION:

EXECUTIVE ASSISTANT Grade 9

   DIVISION:

CAPACITY BUILDING & DEVELOPMENT

LOCAL DESIGNATION:

EXECUTIVE ASSISTANT

 BRANCH:

OFFICE OF THE EXEC. MANAGER

REPORTING TO:   SYS. POS. NO:  REF. NO:

EM-CB&D               1490000335      DPM 10-1                     

SECTION:

VARIOUS

LOCATION:

WAIGANI

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

CB&D

02.07.2019

Trsf from EM CSEA/Reno/Revise JD

ORG:1/2025

Structure Approved Date:27th March 2025

Transfer to HRACA&CB/Reno

2.   PURPOSE

  • To provide administrative and executive secretarial services to the Office of the Executive Manager, Capacity Building and Development.

3.   DIMENSIONS

         

Financial - Nil

 

Staff supervised -Nil

 

Others - Nil

4.   PRINCIPLE ACCOUNTABILITIES

  • Effective and efficient management and smooth running of the office of the EM CB&D.
  • Effective co-ordination of a filing system in the office of the EM CB&D.
  • Effective management of all client queries for the office of the CB&D.

5.   MAJOR DUTIES

5.1 Perform typing tasks of correspondences and documents of a confidential nature and ascertain confidentiality of work.

5.2 Prepare standard acknowledgement letters to all external incoming correspondence upon receipt.

5.3 Take Minutes of meetings and prepare Minutes of meetings and Agenda in a timely manner.

5.4 Research and present information as required.

5.5 Follow up with divisional staff or other divisions of DPM on the progress of any matters assigned by the Executive Manager for appropriate action.

5,6 Maintain an appropriate engagement book, schedule of appointments and remind the Executive Manager CB&D of daily appointments.

5.7 Attend to arrangements for official functions and travel itinerary for the Executive Manager CB&D

5.8 Register all incoming and outgoing correspondence on the Document-Tracking system and  efficiently feedback to the EM CB&D/clients/department staff following up on correspondence.

5.9Maintain office/division stationery list and schedule placement order in a timely manner based on funds availability.

5.10 Receive guests and screen telephone calls.

5.11 Check and maintain the division attendance register.

5.12 Undertake clerical and filing duties as required.

6.   NATURE AND SCOPE

The job provides administrative support services to the Office of the Executive Manager CB&D.

It also ensures that the Division correspondence are properly recorded and staff attendance record maintained in a timely manner.

The scope of the job is limited more within the Division as this position ensures the divisional head’s office is effectively managed at all times.

6.1   WORKING RELATIONSHIPS

(a) Internal

  • This position reports directly to the Executive Manager, Capacity Building and Development.

  • Liaises and consults with other EAs and officers of the department as and when required.

(b) External

  • Corporate clients, officers of other Government Departments and Agencies, service providers, donor organizations and embassies.

6.2 WORK ENVIRONMENT

The position is administrative and is located in Waigani however, when required, official visits to government agencies within and outside of National Capital District relating to the job is inevitable.

7.     CONSTRAINTS FRAMEWORK AND BOUNDARIES

Rules/procedures – Job operates within the precincts of the Public Service General Order, Business Processes, Code of Conduct and Business Ethics, Public Finance (Management) Act, DPM Circular Instructions. Constraints will be due to amendments to policies and legislations and restrictions imposed through government circulars and instructions like redrafting of human resource management policies, practices and procedures.

Decision- Nil

Recommendations - Nil

8.   CHALLENGES

Key challenges for the job include:  ensuring effective organization of work in providing administrative support and promoting service that enhances image of the department and public service as a whole.

9.   QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Basic Secretarial and Stenographic studies from a recognized institution.
  • Diploma in Business Administration or Admin related work essential.

(b) Knowledge:  Must have excellent knowledge of the following:-

  • Public Service General Orders
  • Public Service Office Procedures
  • Records Management
  • Very proficient in classifying correspondence received from clients
  • Typing requirements at executive level

(c) Skills - Ability to demonstrate the following skills at a high level:-

  • Public & Inter-personal Relations
  • Computer literate at Microsoft applications
  • Communication (written/oral)

(dExperience

  • Minimum of 5 years work experience at an executive level either in the public or private sector is essential.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K29012.00

Job Location:

Waigani

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