Job Description

Department of Personnel Management

Designation : Institutional & District Housing Officer (Code- DPM 03-5)

Job Description / Responsibilities:

 

SEQ NO:1490000391     POS. NO:  DPM 03-5

 

DEPARTMENT:

PERSONNEL OF MANAGEMENT

DESIGNATION/CLASSIFICATION:

INSTITUTIONAL & DISTRICT HOUSING OFFICER, GRADE 12

OFFICE/AGENCY: 

 

LOCAL DESIGNATION:

INSTITUTIONAL & DISTRICT HOUSING OFFICER, PSH

DIVISION:

PUBLIC SERVICE HOUSING

HIGHEST SUBORDINATE POS. NO

 

BRANCH:

INSTITUTIONAL & 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:

09/02/09

Created

 

06/04/2016

Review

 

 

02/07/2019

Transferred from OGAPSH – PSIH, Redes, Revise JD, Reno

ORG:1/2025

Structure Approved Date:27th March 2025

Redes, Revise JD

1.PURPOSE

  • Reporting through rank and file on matters of Institutional housing projects and related projects, management of institutional housing portfolio.
  • Liaising with key stakeholders, land owners, provincial government and agencies contractors, security providers, service companies and DPM staff on all matters of housing
  • Responsible to the Manager Institutional and District Housing through the senior 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.
  • To maintain accurate property records via property management system for the institutional housing portfolio at all tiers of Government.

2.ACCOUNTABILITIES

  • To provide advisory role to through the rank and file to Manager Institutional & District Housing.
  • To work with and under the supervisions under superiors.
  • To co-ordinate the deliverance of Housing Committee Meetings and Decisions.
  • To co-ordinate and conduct market survey, research and collate lease data for Institutional & District Housing Project and related projects.
  • To maintain accurate property records via property management system for the institutional housing portfolio at all tiers of Government.
  • To provide support role and coordinate implementation of Policies, Guidelines, Rules and Regulations.
  • To ensure health and safety is the paramount significant
  • Support the Manager Home Ownership in planning and executing operational strategies to achieve DPM’s objectives in the in the housing project at the three tiers of government.
  • Researches and develops affordable housing strategies,
  • Analyses housing data, and provides policy recommendations to address housing needs, often working with local authorities, housing associations, and other agencies.
  • Data collection on demographics and health, preparing reports and policy briefings, giving presentations, and ensuring compliance with housing laws and government initiatives. 

3.MAJOR DUTIES

  • Ensure Housing Committee decisions are delivered immediately.
  • Ensure the quality of maintenance and repair work is of high quality including supervising contractors
  • Ensure tenant satisfaction levels are exceeded.
  • Ensure tenants abide to the terms and conditions of the lease and rules and regulations governing the properties.
  • Ensure that property management systems are in place to track and record all maintenance work and incidents to adequately report on the same.
  • Ensure tenants maintain cleanliness at all times.
  • Ensure to educate tenants’ rights and obligations under the tenancy agreement.
  • Ensure to collaborate with the immediate superior in performing planned and coordinated activities.
  • Conducts periodic and consistent inspections of the property.
  • Completes weekly, monthly, quarterly, and year-end reports as required.
    • Compile a legally binding and legally enforceable agreement.
    • Monitors, updates and maintains an accurate wait list housing allocation in accordance with governing regulations.
    • Coordinate oversight of facilities improvement/ upgrading of car parks, fencing etc.
    • Coordinate inspections and reporting;
    • Supervise tenants’ requests for property maintenance and repairs.
    • Provide advice to Manager Institutional & District Housing on matters of legal nature and disputes.
  • Coordinate & Conduct Research, Survey and collate information on Government Priorities and core planned activities in terms of Public Service & Institutional Housing in the country.
  • Maintain consistent regular checks on critical date management for key events such as initiating rental reviews, tenancy expiry and exercising options terms, project deadlines etc.;.
  • Maintenance of rentals and bond fees paid to the landlord and ensure Bond fees are reimbursed upon vacating properties.
  • Resolves residents’ problems, conflicts, lease violations – documents these activities.
  • Ensure that property is maintained in a clean, safe and attractive manner at all times.
  • Keep records of all property utilities.
  • Reports any and all accidents and emergency situations to the Public Service Housing Office immediately and prepare proper incident reports
  • Inspect project sites and attend project technical meeting on matters of Feasibility, stakeholder engagement, resettlement plans
  • Conduct project awareness with key stakeholders of project.
  • Research & Analysis: Conduct in-depth research on housing issues, collect data on health, employment, and demographics, and analyse market trends. 
  • Policy Development: Develop, implement, and review housing policies and guidelines to ensure adequate and affordable housing for the Public Servants. 
  • Reporting & Briefing: Produce policy briefings, factsheets, and reports based on research findings and government initiatives. 
  • Collaboration & Liaising: Work with other agencies, community groups, and internal departments to coordinate activities and promote housing programs. 
  • Recommendations: Make recommendations for improving the housing situation and ensuring compliance with relevant laws and regulations. 
  • Project Support: Assist with the planning and implementation of housing programs and initiatives, which may involve market surveys and property record maintenance. 
  • Assist Senior office & Manager Institutional & District provide effective and proactive operational administration support to the PS Housing Division.
  • Assist Senior office & Manager Institutional & District provide sound technical operational and financial advice to the Executive manager
  • Assist Senior office & Manager Institutional & District oversees project from conception to completion, managing schedules, and resources while ensuring compliance with building codes and quality standards.
  • Assist Senior office & Manager Institutional & District 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 Senior office & 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 through the PS Housing policy under the Integrated PS Housing Policies.
  • Assist the Manager Home Ownership and work closely with engineers, urban planners, contractors, and landscape architects.

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 Service providers

5.PERSON AND POSITION SPECIFICATIONS

5.1.Educational Qualification
  • Possess a Bachelor’s Degree in Land and Property Studies or Policy & Governance
  • 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 five (5 years) work experience in the Public Services with at least 2 years experiences relevant in projects, housing, policy or similar field. 

5.3.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 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
  • Strong research and analytical skills.
  • Excellent communication and presentation skills to convey complex information effectively.
  • Ability to understand and apply housing legislation and policies.
  • Project management and organizational skills.
  • Experience working in a housing 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

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.
  • 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):

K40324.00

Job Location:

Waigani

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