Job Description

Department of Personnel Management

Designation : Senior Institutional & District Housing Officer (Code- DPM 03-4)

Job Description / Responsibilities:

 

SEQ NO:14900000390          POS. NO. DPM 03-4

                         

DEPARTMENT

PERSONNEL MANAGEMENT

DESIGNATION/CLASSIFICATION

SENIOR INSTITUITONAL & DISTRICT HOUSING OFFICER GRADE 14

OFFICE/AGENCY

POLICY & REFORMS WINGS

LOCAL DESIGNATION

SENIOR INSTITUTIONAL & DISTRICT HOUSING OFFICER, PSH

DIVISION

PUBLIC SERVICE HOUSING

HIGHEST SUBORDINATE      POS. NO.

INSTITUTIONAL & DISTRICT HOUSING OFFICER, GRADE 12, DPM 03-5

 

BRANCH

INSTITUITONAL & DISTRICT HOUSING

IMMEDIATE SUPERVISOR

MANAGER INSTITUTIONAL & DISTRICT HOUSING, GRADE 16

SECTION

 

LOCATION:

CENTRAL GOVERNMENT OFFICE, WAIGANI

 

HISTORY OF POSITION

DPM FILE NO.

DATE OF VARIATION

DETAILS

 

Impl:

06/04/2016

Created.

 

08/10/2025

Reviewed

ORG:1/2025

Structure Approved Date:27th March 2025

Redes, Revise JD

1.PURPOSE

  • Reporting to the Manager Institutional & District Housing for the efficient and effective project management of institutional housing projects and related projects and liaising with key stakeholders, land owners, provincial government and agencies contractors, security providers, service companies and DPM staff.
  • Responsible to the Manager District Housing for the efficient and effective property and facilities management, planning and implementation of the Government Institutional Housing Program for the Public Service at the National, Provincial, LLGs and Districts.

2.ACCOUNTABILITIES

  • Support the Manager Institutional & District Housing in planning and executing operational strategies to achieve DPM’s objectives in the in the housing project and related projects at the three tiers of government.
  • Provides a highly sound advice to the Manager Institutional & District Housing on the planning and implementation of Government Housing Program for National, Provincial, LLGs and Districts and all aspects of operations and services.
  • Liaison and consultation with responsible State Agencies and developers.
  • Develop communication strategies between the Government, Developers, landowners, and other responsible government agencies.
  • Actively network with stakeholders and other parties to develop long tern relationship.
  • Contribute to positive regional and cross functional team relationships within the Public Service & Institutional Housing and stakeholders.
  • Maintain effective liaison with all key stakeholders including relevant government and non-government organizations.
  • Provide accurate information to the general public regarding Government Housing Program.
  • Inspect project sites and attend project technical meeting.
  • Manage budgets on the project related matters
  • Maintain organized meeting and updated project steering committee and technical meeting files and records on the project approvals and progress.
  • Report any problems or issues on the housing project to the Manager Institutional & District Housing that requires immediate attention 
  • Ensure 100% delivery and completion of scheduled planned activities as per project plan and milestones are accomplished.
  • Monthly stock-take or inventory of tools and materials provided by organization with report to be provided at the end of each month.
  • Personnel Protective to be worn with safety rules to be observed at all times at the plumbing work sites ensuring zero percent (0%) injury and work lose time
  • Assist the Manager Institutional & District Housing implement the Integrated Housing policies on the PS Housing framework, Institutional Housing Policy dna district Housing Policy and guidelines.  
  • Contribute to the Department MAP and Corporate plan reviews, Division and branch workplans, Division’s Annual Report, quarterly reports and annual recurrent budget and PIP budget if required, staff 2 x periodic appraisal based on performance against branch’s work and division work plan and training plan annually. Assisting to implement plans to meet corporate objectives by working with smarter principles and safety standards.
  • Provide regular weekly reports on projects based on the accumulated weekly report, the provision of the quarterly reports in a timely manner. 

3.MAJOR DUTIES

  • Assist Manager Institutional & District Housing provide effective and proactive operational administration support to the PS Housing Division.
  • Takes the lead in communication, planning, preparing program, liaison and consult with Authorities at the three tiers of Government
  • Conduct research on every individual project site and collect data of all aspects of the site including human populations, climatic data, soil type, topography, economic activities etc. of which will be significant to the determination of the type of houses of the particular District and provides report to the management on the data collection.
  • Work with responsible agencies and other external stakeholders to effectively implement the Government housing program to National, Provincial, LLGs and Districts.
  • Effectively manage all administrative functions in a prompt manner within the assigned portfolio including: data collection, reporting, meetings, complaints, disputes, incoming and outgoing correspondence.
  • Attend and actively participate in high level meetings with developers and other stakeholders.
  • Assist Manager Institutional & District Housing provide sound technical operational and financial advice to the Executive manager
  • Assist Manager Institutional & District Housing oversees project from conception to completion, managing schedules, and resources while ensuring compliance with building codes and quality standards.
  • Assist Manager Institutional & District Housing the coordinating with clients, architects, engineers, and contractors, negotiating contracts, conducting site visits, and managing risk to ensure projects are delivered on time, within budget, and to the Department’s satisfaction.
  • Assist Manager Institutional & District Housing to ensure compliance with legal standards, negotiate contracts with builders, and provide financial advice to Department to achieve project completion within budget and to required quality standards. 
  • Develop appropriate housing systems, processes, procedures, standardize and implement under the Integrated PS Housing Policies.
  • Assist the Manager Institutional & District Housing and work closely with engineers, urban planners, contractors, and landscape architects.
  • Conduct appropriate Cost Benefit Analysis and or Feasibility Studies on potential vacant land and coordinate the process to acquire the land for housing development.
  • Conduct Risk Assessments on all proposed potential vacant and developed land whether state or customary land identified to determine the operational and enterprise risks associated with the different stages from conception to completion of a project cycle and construction.   
  • Prepare tender and or procurement documents for civil works, trunk infrastructure, housing construction and other development activities in compliance with the Public Finance Management Act, National Procurement Act and other enabling legislations associated with the building and construction industry.
  • Laison with HR Managers of agencies, regulatory bodies, banks and insurance companies, superannuation funds on matter of the homeownership projects
  • Assist in maintenance coordination by Overseeing or assist with coordinating repairs and regular maintenance are carried technical team (electrician, plumber, carpenter/joinery) and monitor project progress to ensure deadlines are met. By the ensuring the property remains in good condition and that tenant issues are promptly addressed.
  • Assist in managing tenant inquiries, complaints, and requests to ensure high satisfaction and retention rates. This includes addressing issues promptly and maintaining open communication with residents.
  • Help prepare leasing documents, conduct property tours, screen applicants, and execute lease signing processes. This ensures that all leasing activities are conducted smoothly and efficiently.  
  • Assist with preparing financial reports for property owners, including budgeting, expense tracking, and profit and loss statements. This helps in maintaining the financial health of the property.
  • Coordinate tenant schedules, work orders, conflicts between tenants, landscaping and other general administrative tasks.
  • Handling all communications with potential and current renters and ensuring that the property is compliant with local, state and federal regulations
  • Perform various administrative tasks such as answering phones, managing correspondence and emails, and maintaining tenant and property records. This support is vital for the smooth operation of property management.  
  • Create promotional materials, keep a record of interactions with a building’s occupants and initiate evictions when necessary.
  • Monthly scheduled inspection to be conduct regular to identify risks or hazards are quickly addressed and maintained at zero percent (0%) and report furnish at the end of each month.
  • Ensure the genet fuel is replenish and the genset are properly maintained yearly in liaise with Department of Finance that payments are made in a timely manner.
  • Ensure payment with Department of Finance are made in a timely manner for electricity, water and sewage, and rates.
  • Manage relationships with suppliers, service providers and contractors of the project ensuring compliance, quality, efficient and effective delivery of project as per agreements or contract
  • Coordination of the online application from application to preassessments for financially eligible Public Servants.
  • Promptly attend to and effectively address queries in relation to the projects and report to the Executive Manager the outcomes of solutions and way forward.
  • Effectively maintain accurate records for the projects and approved and eligible participating Public Servants.
  • Provide support after hour when required in emergency and other related shut downs.
  • Any other tasks as directed by the Manager Institutional & District Housing or the Executive Manager PS Housing.

4.REPORTING AND WORK RELATIONSHIP

4.1.Internal

  • Report to the Executive Manager PS Housing through the Manager Institutional & District Housing
  • 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
  • Liaise with all Divisional Heads and Managers
  • Liaise with Legal Officer

4.2.External

  • Liaison with Donor partners
  • Liaison with inter 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 and Provincial Authorities
  • Liaison with National & Provincial Procurement Commission
  • Liaison with Department of Finance
  • Liaison with PNG Power
  • Liaison with Water PNG 
  • Liaison with Department of Works HQ and Provinces  
  • Liaison with Department of Lands & Physical Planning
  • Liaison with National, Provincial Government, District and LLGs
  • Liaison with all Project Managers
  • Liaison with housing Service providers

5.PERSON AND POSITION SPECIFICATION

5.1.Educational Qualification
  • Possess a Bachelor’s Degree in Land/Property Studies, Land Surveys, Architecture or Building
  • Can prefer Diploma in Land/Property, Architecture or Building with vast experience working in similar office or in property industry.
  • Must be active members of a recognized professional institution

5.2.Work Experience

Over ten (10 years) work experience in the Public Services with at least 5 years experiences relevant experience in project management or property management and facilities management

  • in building administration (finance, budget, project management etc)
  • in extensive experience in contemporary maintenance and project management
  • Possess a keen understanding of housing development processes, construction techniques, and related software. 
  • Experience conducting research, market survey, and reporting on matters of importance for Public Services Housing.
  • Survey, land administration, business or finance

5.3.Knowledge
  • Sound knowledge of Project Management and 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 and 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 and all relevant Public Service systems, process and procedures.

5.4.Skills
  • Maintain strong and effective communication with all project stakeholders both verbal and written. 
  • Excellent organization skills, networking, negotiation & interpersonal skills
  • A team player with attention to detail, excellent interpersonal and conflict resolution skills
  • Ability to work efficiently, prioritize workflow, meet demanding deadlines and manage

multidimensional projects

  • 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 technical drawing and work with less supervision

5.5.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.
  • 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):

K46696.00

Job Location:

Waigani

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