Job Description

Department of Personnel Management

Designation : Manager-Administration Services (Code- DPM 12-10)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:  Department of Personnel Management

SYS. POSN. NO:     1490000228

 

REF. NO: DPM 12-10

 

OFFICE: 

DESIGNATION/CLASSIFICATION: 

Manager-Administrative Services/ Grade 16

DIVISION:

Finance & Administration Division

LOCAL DESIGNATION:     Manager- Administrative Services

BRANCH: 

 Administrative Services

REPORTING TO:  Executive Manager-Finance & Admin    SYS. POS. NO:   1490000436

REF. NO: DPM 12 -1

Executive Manager – Finance & Administration Division                        

SECTION:  Not Applicable

LOCATION:

Central Government Office Building

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

Org:1/00

30 June 2000

Created

Org: 2/00

29 September 2000

Reno

Org: 1/07

18 September 2007

Ren/Reviewed

Org: 1/09

28 July 2009

Reno/Redes/Revised

Org: 1/14

17 March 2014

Reviewed/Rede/Revised

Org: 1/16

29 March 2016

Reno

Org:1/19

29 July 2019

Reno

Org.1/25

27 March 2025

Reno

2. PURPOSE

  • To provide administrative support and procurement of goods and services to all Divisions and Branches.
  • To provide an effective security service to departmental staff and ensure all departmental properties and assets are protected.
  • To provide an effective and reliable assets and records management system.
  • To ensure all Departments vehicles are in good condition.

3. DIMENSIONS

Financial:        

Staff: Reports to the Executive Manager, Finance & Corporate Planning and to the Office of the Secretary as the supervisor.

Others: The position includes both budgetary and supervisory responsibilities.

4. PRINCIPLE ACCOUNTABILITIES

  • Effective provision of stationery and vehicle support to the Department.
  • Effective procurement of goods and services.
  • Effective provision of security services.
  • Effective maintenance of all departmental fleet.
  • Effective maintenance of all departmental assets’ registry.

5. MAJOR DUTIES

  • Plan, lead, manage and control a team of professionals within the Administration Branch in order to provide quality and timely administrative support service for the department.
  • Submit monthly and timely progressive reports on activities of Administration Branch to Executive Manager – Corporate Services Division.
  • Coordinate and manage operational and administrative activities of the Administration Branch.
  • Oversee the overall coordination of effective and efficient security services being provided to the departmental staff.
  • Coordinate the assessment, planning and review of current security systems and procedures and provide appropriate recommendations on the prevention measures to deal with all forms of security threats and other associated global terrorism.
  • Plan and organize logistics and procurement services for the department.
  • Oversee and maintain regular serving of departmental vehicles.
  • Plan, coordinate and submit procurement of goods and services for approval.
  • Oversee and maintain an up-to-date register of assets, losses and damages.
  • Perform other associated duties in consistent with the above.

6. NATURE AND SCOPE

This position requires an incumbent with a degree as he/she will provide competent and comprehensive reports to the Executive Management Team

 

6.1 WORKING RELATIONSHIP

The Manager, Administration Services position is one of the two Manager Positions within Finance & Administration Division that reports directly to the Executive Manager (Finance & Administration Division)

(a) Internal

  • Reports to the Executive Manager – Finance & Administration Division on the activities of the Branch.
  • Liaise with all Divisional/Branch Heads in relation to support services.
  • Liaise with staff of DPM.

(b) External

  • Liaise with suppliers of goods and services and vehicle spare parts outlets.
  • Liaise with Plant and Transport Board (PTB) at Works Dept.
  • Liaise with reputable Motor Vehicle Dealers for parts or maintenance of DPM vehicles.

6.2 WORKING ENVIRONMENT

The Manager Administration Services position is located in Department of Personnel Management in Waigani at Central Government Office Building. It is a very important position as it provides the administrative support and leading roles in all matters related to the welfares of Staff and Management within the Department of Personnel Management

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES

Rules and Procedures
  • Public Service Code of Business Conduct
  • Public Service Management Act
  • Public Service General Orders
  • Public Finance (Management) Act
  • Public Service Policies, Procedures and Systems
  • Employment Act
  • Human Resource Practices & Procedures
  • Organic Law on Provincial & Local Level Govt.
  • Vehicle User Policy Guidelines

Decision-making ability
  • Nil

Formal approval to be given by Executive Manager (FAD) based on recommendations.

Recommendations:
  • Can provide Recommendations to Executive Management.

Expected Behaviors
  • Transparency – share information freely with clients.
  • Customer Service – answer phones within 3-6 rings. Also, attend to clients in the office immediately.
  • Timeliness – respond to clients requests within a day

8. CHALLENGES

The task is immense and requires full time dedication and commitment from the incumbent. The job holder is required to lead as well as be part of a team that will ensure timeliness, accuracy and relevancy in the implementing of tasks in accordance with strategic objectives of the Department.

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Minimum of a Diploma in Management/Administration or an appropriate discipline in HRM, Business or other Social Science fields is essential but a Bachelor Degree is preferred.

(b) Knowledge

The ideal candidate should possess a high level of:-

  • Public Finance (Management) Act.
  • Public Service (Management) Act.
  • Public Service General Orders.
  • DPM Corporate and Management Plans.
  • Organic Law on Provincial & Local; Level Government.
  • Public Service Policies, procedures and systems.
  • Policy development practices and procedures in the Public Service.
  • Employment Act.
  • Have some basic knowledge on computing application.
  • Computing (Windows 2007). 

(c) Skills

Ability to demonstrate the following skills at a proficient level:-

  • Management and Leadership qualities.
  • Managerial and supervisory skills.
  • Effective Communication Skills (Written and Oral)
  • Planning and development of projects.
  • Interpersonal Skills.
  • Analytical and Research.
  • Computing Skills.

(d) Work Experience

Minimum of seven years work experience in Management, Project Planning & Management, Personnel Management/HRM functions within the Public or Private Sector an advantage.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K56172.00

Job Location:

Waigani

Apply