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
Code of Conduct and Ethics
Public Service (Management) Act 2020,
Public Service General Orders (GO)
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.