Job Description

Department of Personnel Management

Designation : Administration Officer (Transport) (Code- DPM 12-12)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:  Department of Personnel Management

SYS. POSN. NO:     1490000230

 

REF. NO:  DPM 12-12

 

OFFICE: 

DESIGNATION/CLASSIFICATION: 

Administration Officer (Transport) Grade 12

DIVISION:  Finance & Administration Division

 

LOCAL DESIGNATION: 

 Fleet Management Officer (Transport)

BRANCH:

Administration Services

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

Snr Administration Officer 1490000229          DPM 12-11

SECTION:

   Not Applicable

LOCATION:

Central Government Office Building

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

ORG: 1/2000

23/05/2000

Created

ORG: 1/2003

26/11/2003

Abolish/Create

ORG: 1/2007

11/09/2007

Created

ORG: 1/2009

28/07/2009

Reno/Redes/Revise JD

ORG: 1/2014

17/03/2014

Revised/Redes

ORG: 1/2016

29 March 2016

Reno

ORG:1/2019

29 July 2019

Reno

ORG: 1/2025

27 March 2025

Reno, Reclass, Redes, Revised JD

2. PURPOSE

  • To ensure that all Departmental fleet are fully operational and are also in good working condition.

3. DIMENSIONS

Financial: Nil

Staff: Reports to the Senior Administration Officer and to the Administration Manager in the absence of his/her superiors.

Others: Nil.

4. PRINCIPLE ACCOUNTABILITIES

  • Provision of effective Departmental Fleet Management Support Services; and
  • Provision of effective maintenance and back-up support of all Departmental fleet.

5. MAJOR DUTIES

  • Oversee regular vehicle inspection of all the departmental fleet to ensure that they are regularly serviced and are in good running condition.
  • Provide reliable advice and make recommendations on vehicle replacements on timely manner.
  • Ensure that fuel orders are maintained and monitored daily.
  • Evaluate and assess effectiveness of fuel usage to determine and monitor periodic financial expenditure on fuel consumption.
  • Conduct and investigate breach of departmental fleet incidents/accidents and make recommendations to the management where necessary.
  • Coordinate and administer the departmental fleet, scheduling of courier runs, scheduling of administration drivers.
  • Liaise with Department of Works for Board of Survey of old departmental fleet, issuing of vehicle plates, PTB permits and vehicle hire.
  • Perform other administrative and mechanically oriented duties in line with the above.

6. NATURE AND SCOPE

This position requires an incumbent with a relevant tertiary qualification as he/she will provide competent fleet management reports to the Administration Manager through the Senior Administration Officer.

                                                                                                

 

6.1 REPORTING AND WORKING RELATIONSHIP

 

(a) Internal:

  • Reports to Senior Administration Officer and Manager Administration on all departmental transport associated matters.
  • Liaise with staff of DPM on transport issues.

(b) External:

  • Liaise with Department of Works & Transport - Plant & Transport Board (PTB).
  • Liaise with designated vehicle dealers, service providers and spare part outlets.
  • Liaise with Traffic Police and Motor Vehicle Insurance Limited (MVIL) on vehicle issues.

6.2  WORKING ENVIRONMENT

The position is located in Department of Personnel Management at Waigani, NCD, and provides fleet management support services to the departmental staff.  

7.  CONSTRAINTS FRAMEWORK AND BOUNDARIES

Rules and Procedures
  • Public Service Code of Conduct
  • Public Service Management Act
  • Public Service General Orders
  • Employment Act

Behaviors/ Values
  • 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

Recommendations:
  •  Nil.

Can provide advice but Recommendations to be made by HR Manager.

Decision-making ability
  • Nil

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

8. CHALLENGES        

The position requires and incumbent who is committed and reliable. The job holder is required to ensure effective day-to-day implementation of fleet management and transport associated tasks.

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Minimum of Grade Twelve (12) with at least five (5) relevant work experiences. Certification in mechanical tradesman- ship is essential. However, a diploma in Mechanical Engineering is desirable.

(b) Knowledge

An ideal candidate must possess a high level understanding of the following attributes:-

  • Public Finance (Management) Act
  • Public Service (Management) Act
  • Public Service General Orders
  • Public Service Policies, procedures and systems
  • Computer literate specifically windows 98
  • Internal Transport Policy

(c) Skills

Ability to demonstrate the following skills at a proficient level:

  • Supervisory Skills
  • Communication (Written & Oral)
  • Inter-personal Skills
  • Analytical and mechanically intelligent
  • Negotiation and
  • Computing Skills.

(d) Work Experience

  • Minimum of five (5) years work experience in fleet management functions within the Public or private sector essential.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K40324.00

Job Location:

Waigani

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