Job Description

Department of Personnel Management

Designation : Administration Officer (Assets) (Code- DPM 12-13)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:    Department of Personnel Management.

SYS. POSN. NO:       1490000231

 

REF. NO:  DPM 12-13

 

OFFICE:   Human Resource Compliance & Corporate Affairs

DESIGNATION/CLASSIFICATION: 

Administration Officer (Assets) Grade 12

DIVISION:   Corporate Affairs & Research

 

LOCAL DESIGNATION:

Asset Management Officer

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

  • Ensure all departmental assets and records management are accurately kept and monitored.

3.   DIMENSIONS

Financial: Nil

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

Others: Nil.

4. PRINCIPLE ACCOUNTABILITIES

  • Establish the Departmental Archival data.
  • Ensure the computerization of Departmental Archival files
  • Oversee the operations of the Statistics and Registry at an operational level.

5. MAJOR DUTIES

  • Coordinate, administer and implement the administrative functions of assets and records management in accordance with accepted policies.
  • Establish and maintain an effective Assets Inventory System for recording all departmental assets.
  • Design effective data collection systems for recording Departmental incoming and outgoing correspondence.
  • Maintain an effective and efficient departmental records management database for movement and disposal of assets.
  • Conduct a regular stock take of all departmental assets to determine their conditions and make recommendations for assets replacement and disposal.
  • Authorize the issuing of new files numbers and classification tables for the registration and indexing of files.
  • Maintain a suitable index for control of late records for administration, research and special reference purposes.
  • Conduct on-the-job training for departmental officers on records management.
  • Update the records management procedural manuals and filing index annually to comply with relevant standards.
  • Carry out other duties as directed in line with the above.

6. NATURE AND SCOPE

This position requires an incumbent with relevant tertiary qualifications as he/she will provide competent reports to the Manager – Administration Services through Senior Administration Officer. This position is responsible to keep up to date records of asset management and other associated activities for the department.                                                                                                       

6. 1  WORKING RELATIONSHIP

(a) Internal

  • Reports to the Manager – Administration through Senior Administration Officer on records and Asset Management activities.
  • Liaise and consult with staff of DPM on records and asset management issues.

(b) External

  • Liaise and consult with other counterparts in National Archives, National Statistical Office, Government Printing and other line Agencies.

6.2  WORK ENVIRONMENT    

The position is located in Department of Personnel Management at Waigani, NCD and provides reliable records and asset management services for the Department.  

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES

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

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

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 task is immense and requires full time dedication and commitment from the incumbent. The officer is required to be part of a team that will ensure timeliness, accuracy and relevancy in the implementing of tasks.

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Grade twelve (12) with at least three (3) years relevant experience.
  • A Diploma in Public Administration, Management or Business associated disciples is essential.

(b) Knowledge

The ideal candidate should possess the following proficiencies and competencies specifically:-

  • Public Financial (Management) Act.
  • Public Service (Management) Act.
  • Public Service General Orders.
  • DPM Corporate Planning and Management Action Plan.
  • Organic Law on Provincial and Local Level Government.
  • Public Service Policies, Procedures and Systems on records management.
  • Policy development practices and procedures in the Public Service.
  • Employment Management Act.
  • Have some basic knowledge on computing application.
  • Computing (Windows 98) 

(c) Skills

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

  • Management and Leadership qualities.
  • Supervisory Management Skills.
  • Effective Communication Skills (Written & Oral).
  • Project Planning and Management Skills.
  • Inter-personal Skills.
  • Analytical & Research Skills.
  • Computing Skills.

(d) Work Experience

Minimum of five (5) years work experience in the area of records and assets management within the Public Service or Private Sector is essential and at least three (3) years experience at a managerial level is desirable.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K40324.00

Job Location:

Waigani

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