Job Description

Department of Personnel Management

Designation : Executive Assistant (Code- DPM 01-18)

Job Description / Responsibilities:

1.IDENTIFICATION

AGENCY:

Department of Personnel Management

SYS. POSN. NO:

1490000011

REF. NO:

DPM 01-18

OFFICE:

DPM- GCO

DESIGNATION/CLASSIFICATION: 

Executive Assistant, PS 10

DIVISION:

OFFICE OF THE SECRETARY & EXECUTIVE SERVICES

LOCAL DESIGNATION:

Executive Assistant Grade 10

 

BRANCH:

OFFICE OF DEPUTY SECRETARY-HR ADVISORY & COMPLIANCE AUDITS

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

Deputy Secretary –                    1490000010              DPM 01-17       

HR Advisory & Compliance

Audit   

SECTION:

 

LOCATION:

Central Government Office (CGO) Waigani

 

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

(Agency Reference/File No.)

 

STRUCTURE REFINEMENT 2020-2022

Structure approved date:

 

01 JULY, 2020

(Record of how position has changed)

RENO

ORG:1/2025

Structure Approved Date:27th March 2025

No change

2.PURPOSE

  • Keep and file management records and executes administrative process and procedures by tracking internal and external correspondences.
  • Arrange meetings and providing brief reports in meetings

3.DIMENSIONS

  • Budget/Financial Commitments:     Nil      
  • Staff:                                              Nil
  • Other:                                            Nil

 

4.PRINCIPLE ACCOUNTABILITIES

  • Provide divisional files management and clearance of client’s correspondence
  • Efficiently perform confidential secretarial and administrative services for the Executive Manager- Management Information Systems & Support Services, and the Management Information Systems & Support Services Division to maintain smooth flow of work and in line with DPM Corporate Plan 2019-22.
  • Effective maintenance of strict confidentiality of matters registered to the Office of the Executive Manager and the MIS&SS Division to ensure there is no unauthorized access.
  • Efficiently screen telephone calls and arrange appointments for the Executive Manager’s Office.
  • Proficiently attend to office procedures and maintenance of filing system.
  • Competently organize travel arrangements for the Executive Manager and the MIS&SS staff members so as to avoid disruptions.
  • Effective maintenance and monitoring of office equipment and stationery to avoid misuse.
  • Regularly update movement of all correspondence with provision of status report.

5. MAJOR DUTIES

  • Manages supervisor's calendar and independently schedules appointments.
  • Screens incoming calls and correspondence and responds independently when possible.
  • Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
  • Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
  • Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
  • Monitors and directs recording of divisional assets and transfers.
  • Acts as custodian of corporate documents and records in accordance with corporate records management policies.
  • Directs preparation and filing of corporate legal documents with government agencies to conform to statutes.
  • Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
  • Creates and maintains database and spreadsheet files.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
  • Prepares for financial management documents and reports for approval by management

6.NATURE AND SCOPE

  • Making sure management documents are filed and clients’ correspondences are attended to on time. 

6.1 WORKING RELATIONSHIP

(a) Internal

  • All Executive Management

(b) External

  • Provincial Administrations and National Departments

6.2 WORK ENVIRONMENT

  • To be truthful and honest in performing your duties to be best of your ability
  • To be a trustworthy officer, worthy of the trust of colleagues
  • Understands the value of working in teams and in the carriage of interaction with fellow officers communicates and associates with fellow officers without any trace of jealousy, and/or any form of prejudice
  • To protect and uphold at all times the integrity, the dignity and status of the Department of Personnel Management and the State

 

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES

  • Rules/procedures
  1. Code of Conduct and Ethics
  2. Public Service (Management) Act 2020,
  3. Public Service General Orders (GO)
  4. DPM Circular Instructions
  • Decision
  • Screen calls
  • Appointments to the Director
  • Screening visitors
  • Recommendations

Nil

8.CHALLENGES

  • Both internal and external daily documents/correspondences are cleared on time to respective action officers

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Grade twelve (12) certificate or completion of Adults/Matriculation studies
  • Department of Education’s Basic Secretarial and Stenography Certificates or Typing and Word Processing Certificates from a recognized training institution. Successful completion of Executive Secretary’s Course.

(b) Knowledge

  • Significant knowledge secretarial and administrative functions
  • Adequate knowledge in filing systems and fundamentals of records management
  • ICT Office Automation Systems

(c) Skills

  • Advanced Computer skills preferably MS Office Suite (Word, Excel, PowerPoint, Access etc.)
  • Interpersonal Communications Skill

(d) Work Experience

  • A minimum of five (5) years’ experience in Office Management
  • At least 3 - 5 years’ experience in the National Public Service with relevant experience in secretarial and office procedures and records management.

 

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K32404.00

Job Location:

Waigani

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