Job Description

Department of Personnel Management

Designation : Public Relations Officer (Code- DPM 01-13)

Job Description / Responsibilities:

1.  IDENTIFICATION

AGENCY:

PERSONNEL MANAGEMENT

SYS. POSN. NO:

1490000385

 

REF. NO:

DPM 01-13

OFFICE:

Office of Secretary & Executive Services

DESIGNATION/CLASSIFICATION: 

Public Relations Officer/ Grade 14

DIVISION:

Office of Secretary & Executive Services

LOCAL DESIGNATION:

Public Relations Officer

BRANCH:

Public Service Information Center

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

Executive Officer       1490000002               DPM 01-2

SECTION:

Media

LOCATION:

CGO -Waigani

 

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

CS 8-3-28

APPROVED 28/07/09

Reno/Revised JD

CS 8-3-28

APPROVED 24/07/2015

Revised JD

CS 8-3-28

APPROVED 27/08/2015

Revised JD

CS 8-3-28

APPROVED 29/03/2016

Revised JD

ORG. 1/2025

APPROVED 27/03/2025

No Change

 

2.PURPOSE:

Reporting to the Secretary for Department of Personnel Management, this position is responsible for the effective management of communication using various media modes that will create, maintain and enhance the image and reputation of the Department of Personnel Management.

Lead and manage public relations activities for the Office of the Secretary specifically by:

1.Executing PR duties to support the effective operations and administration of the Secretary’s office

2.Managing marketing and branding strategies aligned with the office’s annual work plan and corporate goals.

3.Building capacity in line with public sector reforms and development initiatives.

4.Monitoring and communicating PR Outcomes as needed

5.Establishing and maintaining relationships with media, government departments and other stakeholders.

6.Providing advice and support to internal staff and reporting issues to the Executive Officer for resolution.

 The key responsibilities will include:

  • Managing and reviewing pubic communication and interaction strategies of DPM;
  • Supporting the executive management team (EMT) with employee communication strategies;
  • Managing the production and distribution of monthly newsletter for DPM, including the production of the GESI newsletter;
  • Organizing press conferences and preparing press releases on behalf of the Secretary for DPM for dissemination to all media outlets;
  • Planning and implementing effective strategies and developing relevant promotional tools;
  • Performing other duties as directed by the Secretary for DPM.

3.DIMENSIONS:

  • Staffing/Finance/Others

4.PRINCIPLE ACCOUNTABILITIES:

1. Develop media plans; distributing and following up media releases or other media resources; and responding to media requests.

2. Assist in the evaluation of Department’s media-based activities including: regularly submitting news and events documents to Website & Graphics Officers in MIS to update DPM webpage; scan documents, using photo shop; providing analysis of coverage as required; compiling, formatting, proofreading and editing the media elements and evaluation reports.

3. Undertake various media and communications support activities including: taking the lead in compiling the range of DPM’s: newsletters, assisting with the coordination of DPMs shoots; liaising with media personnel; and so on.

4. Participate in relevant meetings including the General Staff Meetings, media team meetings, external meetings and identify and undertake professional development opportunities.

5. Do research, development and implementation of a Communication strategy, standards and practices across the country that will elicit, as well as promote the ethos of the Department.

6. Manage, build and maintain relationships with key connections in the media industry or other stakeholders.

5.MAJOR DUTIES:

The major duties involve:

  • planning, developing and implementing Media and PR strategies;
  • serve as the primary contact for media enquiries, maintain relationships with journalist and media outlets;
  • liaise and engage with media, individuals and other organizations, often via telephone and email;
  • Draft press releases, submissions, speeches, talking points, research work, to targeted media organizations;
  • Monitor and prepare reports and analyze media coverage;
  • Create engaging content for in-house magazines, case studies, speeches, articles and annual reports to be published;
  • preparing and supervising the production of publicity brochures, handouts, direct mail leaflets, photographs, films and multimedia programs;
  • organizing events including press conferences, exhibitions, open days and press tours working in consultation with Corporate Planning & Management or Administration Branches in CS&A Division;
  • maintaining and updating information on the organization’s website by submitting complete documents to Website administrator for them to update
  • managing and updating information and engaging with users on social media sites such as LinkedIn and Facebook and other social media platforms the department may use as and when necessary;
  • fostering community relations through events such as Work parade, GESI, and through involvement in community initiatives;
  • managing the PR aspect of a potential crisis situation

6.NATURE AND SCOPE:

Media and PR Officer often works in-house but will have to make good network with internal and external clients and with the Media Industry of PNG. This position reports directly to the Executive Officer. This statement is wrong. The Media Officer reports to the Manager PSIC. Please correct this.

  1.  

6.1 WORKING RELATIONSHIP

(a) Internal

  • Work closely with the Executive Officer (It should be the Manager PSIC) to be aware of planned events and scheduled activities that would involve DPM
  • Liaise with Corporate Affairs and Research Division or relevant division to arrange and organize events  
  • Work closely with GESI (WOG) and DPM GESI teams to promote GESI News Letters, etc. This no longer applies as the Media Team only produce one newsletter for the Department which includes GESI stories
  • Interact with Website Administration Officers and Graphic Design Officers to constantly update news and relevant documents in DPM Website  

(b) External

  • Good working relationship with mainstream Media and other stakeholders and clients of DPM

6.2 WORK ENVIRONMENT:

This position is specialist position which most duties would require close and constant consultation within DPM and the Media community within PNG on certain occasions. 

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
  • GESI Policy

Decision-making ability
  • Nil

Formal approval to be given by Executive Officer/ Secretary based on recommendations.

Recommendations:
  • Can provide Recommendations to Management Team through the Executive Officer.

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 have good networks with the Media Industry of PNG and take a team approach that will ensure timeliness, accuracy and relevancy in the implementing of tasks in accordance with strategic objectives of the Department and within the regulations of DPM.

9.POSITION AND PERSON SPECIFICATIONS:

(a) QUALIFICATIONS               

  • Tertiary education from a recognized institution in the field of Communication Arts/Journalism or related disciplines;
  • Well established cordial relationships with the media circles;
  • Fluent in both verbal and written communication
  • Demonstrated experience in PR related crisis management.

(b) KNOWLEDGE

  • Knowledge of PSMA Act 2014
  • Sound knowledge of Media plan or Government interface
  • Sound understanding of General Order

(c) SKILLS AND COMPETENCIES:

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

  • Project Planning and Management
  • Business Planning
  • Effective report-writing skills
  • Ability to critically assess information and present reports & findings.
  • Advanced Computer skills is essential
  • excellent communication skills both orally and in writing
  • excellent interpersonal skills & Public Relations
  • presentation skills
  • initiative & creativity
  • ability to prioritize and plan effectively
  • awareness of different media agendas

(d) WORK EXPERIENCE:

  • Minimum of 3-5 years working experience as a Public Relations or Media Officer or in a related field in both Private Sector or Public Sector

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K40324.00

Job Location:

Waigani

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