Job Description

Department of Personnel Management

Designation : Executive Manager - Executive Contract Administration & Assessment (Code- DPM 06-7)

Job Description / Responsibilities:

1.  IDENTIFICATION

AGENCY: PERSONNEL MANAGEMENT

SYS. POSN. NO:

1490000054

REF. NO: DPM 06-07

 

OFFICE: EXECUTIVE RESOURCING SERVICE

DESIGNATION/CLASSIFICATION: 

Executive Manager, GRADE 18

DIVISION:

EXECUTIVE CONTRACT ADMINISTRATION & ASSESSMENT

LOCAL DESIGNATION:

Executive Manager – Executive Contract Administration & Assessment

BRANCH:

PERFORMANCE MANAGEMENT

REPORTING TO:  Deputy Secretary, Executive Resourcing Services - Grade 20                                 

SYS. POS. NO:  1490000297        

REF. NO:            DPM 01-19

SECTION: EXECUTIVE PERFORMANCE MANAGEMENT

 

LOCATION:

WAIGANI, Level 5 Central Government Office

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

CS 8-3-28

Approved 29/03/2016

Created

CS 8-3-28

Approved 29/03/2019

Reno, Redes

SHRM 8-3-28

Approved 27/03/2025

Redes, Reno, Revised JD

2. PURPOSE

The Executive Manager – Executive Contract Administration & Assessment provides strategic leadership and oversight of the executive contract administration and performance management functions within the public service. This role ensures the effective implementation of the Performance Assessments for Agency Heads and senior executives, as well as the accurate and compliant administration of executive contracts. The Executive Manager is responsible for ensuring that all contractual obligations are met, performance assessments are conducted in a timely and transparent manner, and that both functions operate in alignment with relevant legislation, policies, and national priorities. The role supports a performance-driven and accountable public service by promoting integrity, compliance, and continuous improvement across both branches under their supervision.

3.    DIMENSIONS

  • Financial: _______________
  • Staff: Direct reports: 2 Managers, 3 Senior Officers, 3 Officers.
  • Others: Number of clients or agencies served: 109 Agencies

4.     PRINCIPAL ACCOUNTABILITIES

Contract Administration & Assessment

4.1 Strategic Leadership

• Accountable for ensuring that the Executive Contract Administration and Performance Assessment functions deliver consistent, compliant, and high-quality outcomes aligned with national public service priorities.
• Responsible for achieving strategic alignment of both branches with the Department’s Corporate Plan, ensuring their contributions support broader public sector reform and leadership development goals.

4.2 Performance Management System (PMS) Oversight

• Accountable for overseeing the implementation and administration of the PMS for Departmental Heads and senior executives.
• Responsible for ensuring performance commitment reviews, assessments, and reporting are conducted efficiently and transparently.

4.3 Executive Contract Administration

• Accountable for ensuring the effective administration of all executive contracts within the public service.
• Responsible for managing the preparation, review, and renewal of contracts for Agency Heads and Senior Executives, ensuring accuracy, transparency, and accountability.

4.4 Compliance and Governance

• Accountable for monitoring and enforcing compliance with relevant laws, regulations, and standards in both executive contract administration and performance assessment.
• Responsible for conducting audits and implementing corrective actions where necessary.

4.5 Data Management and Reporting

• Accountable for overseeing the collection, validation, and analysis of performance and contract data to support evidence-based decision-making by senior leadership.
• Responsible for preparing detailed reports for senior management, highlighting key achievements, trends, and areas for improvement.

4.6 Capacity Building and Knowledge Transfer

• Accountable for leading the development and delivery of training programs and workshops to build capacity among Departmental Heads and their support staff in performance management and contract administration practices.

4.7 Stakeholder Engagement and Support

• Accountable for acting as the primary liaison for performance and contract-related matters, ensuring effective collaboration with Departmental Heads, HR, IT, and other stakeholders.
• Responsible for providing high-level briefs and recommendations to the Secretary, Minister for Public Service, and NEC on executive performance and contract trends and issues.

4.8 Policy Development and Review

• Accountable for contributing to the development, review, and refinement of performance management and contract administration policies, procedures, and frameworks to ensure they remain current and effective.

4.9 Risk Management

• Accountable for identifying and mitigating risks associated with executive performance management and contract administration, including reputational, legal, and operational risks.

5. MAJOR DUTIES

Contract Administration & Performance Assessment

5.1 Strategic Leadership

5.1.1 Provide direction and oversight to the Managers of Executive Contract Administration and Executive Performance Management to ensure effective planning, coordination, and execution of divisional responsibilities.
5.1.2 Develop and implement strategic frameworks, operational plans, and performance indicators to guide the work of both branches.
5.1.3 Lead strategic reviews and planning sessions to align divisional outputs with evolving government priorities and legislative requirements.
5.1.4 Represent the division in high-level meetings, providing expert advice and updates to the Deputy Secretary and Secretary on strategic initiatives and performance outcomes.

5.2 Performance Management System (PMS) Oversight

5.2.1 Oversee the implementation and administration of the PMS for Departmental Heads and senior executives.
5.2.2 Ensure performance commitment reviews, assessments, and reporting are conducted efficiently and transparently.

5.3 Executive Contract Administration

5.3.1 Ensure the effective administration of all executive contracts within the public service.
5.3.2 Manage the preparation, review, and renewal of contracts for Agency Heads and Senior Executives, ensuring accuracy, transparency, and accountability.

5.4 Compliance and Governance

5.4.1 Monitor and enforce compliance with relevant laws, regulations, and standards in both executive contract administration and performance assessment.
5.4.2 Conduct audits and implement corrective actions where necessary.

5.5 Data Management and Reporting

5.5.1 Oversee the collection, validation, and analysis of performance and contract data to support evidence-based decision-making by senior leadership.
5.5.2 Prepare detailed reports for senior management, highlighting key achievements, trends, and areas for improvement.

5.6 Capacity Building and Knowledge Transfer

5.6.1 Lead the development and delivery of training programs and workshops to build capacity among Departmental Heads and their support staff in performance management and contract administration practices.

5.7 Stakeholder Engagement and Support

5.7.1 Act as the primary liaison for performance and contract-related matters, ensuring effective collaboration with Departmental Heads, HR, IT, and other stakeholders.
5.7.2 Provide high-level briefs and recommendations to the Secretary, Minister for Public Service, and NEC on executive performance and contract trends and issues.

5.8 Policy Development and Review

5.8.1 Contribute to the development, review, and refinement of performance management and contract administration policies, procedures, and frameworks to ensure they remain current and effective.

5.9 Risk Management

5.9.1 Identify and mitigate risks associated with executive performance management and contract administration, including reputational, legal, and operational risks.

6. NATURE AND SCOPE

This is a senior executive management role responsible for leading and coordinating the Executive Contract Administration and Performance Assessment functions within the Department of Personnel Management and other Agencies. The role operates in a complex and politically sensitive environment, requiring high-level engagement with internal and external stakeholders, and accountability for strategic outcomes aligned with national public service priorities.

     WORKING RELATIONSHIP

The role requires extensive collaboration across government agencies and within the Department to ensure the effective delivery of executive contract and performance management services.

  • Internal Collaboration:
    • Works closely with the Deputy Secretary – Executive Resourcing Services.
    • Provides leadership and direction to the Managers of Executive Contract Administration and Executive Performance Management.
    • Liaises regularly with:
    • Director – Legal and Investigations
    • Manager – Executive Search and Appointment
    • MIS Division
    • Other senior officers within the Department
  • External Collaboration:
    • Engages with high-level stakeholders on matters related to executive contracts and performance assessments, including:
    • NEC Secretariat
    • Public Service Commission
    • Office of the Minister for Public Service
    • Provincial Executive Councils (PECs) and Governors
    • Office of the State Solicitor
    • Statutory Organizations without Boards
    • Prime Minister’s Office and Governor General’s Office (as required)
    • Human Resource Managers and Agency Head

6.1 REPORTING RELATIONSHIP

Reports To: Deputy Secretary – Executive Resourcing Services (Grade 20)

Direct Reports: Manager – Executive Contract Administration & Manager – Executive Performance Management

This structure ensures that the Executive Manager provides strategic oversight and operational leadership across both branches, aligning their outputs with the Department’s corporate objectives and national governance standards.

6.3 WORK ENVIRONMENT

The position of Executive Manager – Contract Administration and Assessment is based within the Department of Personnel Management and operates in a professional, policy-driven public service environment. The work environment is characterized by the following conditions:

6.3.1 Physical Conditions

  • The role is primarily office-based, involving regular use of computers, document management systems, and standard office equipment.
  • Minimal exposure to physical hazards; however, occasional travel may be required for contract negotiations, monitoring visits, or inter-agency meetings.
  • Extended periods of desk-based work necessitate ergonomic awareness and appropriate workstation setup.

6.3.2 Workplace Setting

  • Operates within a structured public service framework with clearly defined reporting lines, governance protocols, and administrative procedures.
  • Requires effective use of digital tools for communication, contract tracking, and performance reporting.
  • The role is embedded in a compliance focused environment, emphasizing transparency, accountability, and adherence to procurement and contract management policies.

6.3.3 Psychological Demands

  • High responsibility for overseeing the integrity and compliance of contract administration processes, including assessment and performance monitoring.
  • Frequent deadlines and the need to respond to urgent requests from senior management and oversight bodies.
  • Requires strong analytical skills, attention to detail, and the ability to manage sensitive contractual and financial information with discretion and sound judgment.

6.3.4 Social and Interpersonal Environment

  • Regular interaction with internal stakeholders including legal, procurement, finance, and executive leadership teams.
  • External liaison with contractors, service providers, and government agencies, requiring negotiation skills, professionalism, and diplomacy.
  • Operates in a collaborative team environment with expectations for leadership, initiative, and independent decision-making.

6.3.5 Health and Safety Considerations

  • Adheres to public service occupational health and safety standards and guidelines.
  • Ergonomic workstations and wellness support services are available to mitigate physical and mental strain.
  • Participation in health and safety training and awareness programs is encouraged to maintain a safe and supportive work environment.

7.      CONSTRAINTS FRAMEWORK AND BOUNDARIES

7.1 Rules/procedures

  • PNG Constitution,
  • Public Services (Management) Act 1995 - Public Service Management Act (PSMA): Guides contract terms and compliance standards.
  • Public Services (Management) (Employment of Departmental Heads Regulation
  • Organic Law on Provincial Governments and Local-Level Governments,
  • General Orders,
  • Regulatory Statutory Authorities (Appointments to Certain Offices) Act 2013,
  • SCMC Act,
  • SRC Act and subsequent Determinations,
  • Public Finances (Management) Act, Public Employment (Non-Citizens) Act and other related Statutory organizations legislations

7.2 Constraints Framework and Boundaries

The role operates within a defined legislative, policy, and procedural framework that governs executive performance management in the public service. Key constraints and boundaries include:

  1. Legislative and Policy Frameworks
    1. Must comply with the Public Services (Management) Act, General Orders, and relevant NEC Decisions.
    2. Adheres to established Executive Contract Administration Guidelines, Performance Management Frameworks, and Performance Management Policies.
  2. Organizational Boundaries
    1. Operates under the strategic direction of the Executive Manager – Executive Contract Administration & Assessment.
    2. Collaborates with internal divisions but does not override decisions made by the Secretary for DPM or the NEC.
    3. Bound by confidentiality and ethical standards in handling sensitive executive performance data.
  3. Decision-Making Limits
    1. Authorized to provide recommendations and technical advice but final decisions rest with higher authorities (e.g., NEC, Minister for Public Service).
    2. Cannot independently alter contract terms and conditions or performance assessment outcomes without formal approval.
  4. Resource and Operational Constraints
    1. Works within allocated budget and staffing resources.
    2. Subject to time constraints driven by reporting deadlines, NEC schedules, and performance review cycles.
  5. External Influences
    1. Must navigate political sensitivities and maintain neutrality in dealings with Ministers, Governors, and Agency Heads.
    2. Influenced by external audits, legal interpretations, and public service reform initiatives.
    1. Decision

The role is accountable for setting direction, ensuring alignment with national priorities, and overseeing the effective implementation of executive contract administration and performance assessment functions through subordinate managers.

Key decision-making responsibilities include:

  • Strategic Decisions:
    Sets strategic priorities and objectives for the Executive Contract Administration and Performance Assessment functions.
  • Determines long-term goals, resource allocation, and performance indicators to ensure alignment with departmental and national public service reform agendas.
  • Oversight and Governance:
    Provides high-level oversight of the implementation of executive contract and performance frameworks.
  • Ensures that operational decisions made by subordinate managers are consistent with policy intent, legal requirements, and strategic objectives.
  • Policy Interpretation and Development:
    Interprets complex policy and legislative provisions related to executive employment and performance.
  • Leads the development or refinement of policies, guidelines, and frameworks to improve governance, transparency, and accountability.
  • Boundary of Authority:
    While the Executive Manager has full authority to lead, direct, and make strategic decisions within the scope of executive contract and performance management, final determinations on executive appointments, contract renewals, and disciplinary actions remain with:
    • Secretary for the Department of Personnel Management (DPM)
    • Minister for Public Service
    • National Executive Council (NEC)

7.4 Recommendations

The Executive Manager is responsible for providing high-level, evidence-based recommendations to the Deputy Secretary Executive Resources, Secretary for DPM, and other senior stakeholders on matters of strategic importance, including:

  • Recommendations on the renewal, extension, or termination of executive contracts based on performance outcomes and compliance with contractual obligations.
  • Proposals for policy amendments or procedural improvements to enhance the effectiveness and transparency of executive contract administration.
  • Strategic advice on capacity-building initiatives to improve performance management capabilities across departments.
  • Recommendations for remedial actions or interventions in cases of underperformance or non-compliance with executive contract terms.
  • Recommendations on executive contract policy reforms, performance management frameworks, and governance improvements.
  • Endorsements or escalations of recommendations from subordinate managers regarding contract renewals, terminations, or disciplinary actions.

8.    CHALLENGES

The role of Manager – Executive Performance Management involves navigating a complex and dynamic public sector environment. Key challenges include:

  • Managing Political Sensitivities
    Balancing the need for objective performance assessments with the political and administrative sensitivities surrounding senior executive roles.
  • Ensuring Compliance and Consistency
    Promoting consistent application of performance management policies across diverse government agencies, many of which may have varying levels of understanding or commitment to the process.
  • Data Integrity and Confidentiality
    Maintaining the accuracy, security, and confidentiality of sensitive executive performance data while ensuring timely reporting and analysis.
  • Stakeholder Coordination
    Coordinating with multiple high-level stakeholders, including Ministers, Governors, Agency Heads, and legal advisors, often with competing priorities and expectations.
  • Capacity and Resource Constraints
    Delivering high-quality outputs within limited staffing and budgetary resources, while managing multiple deadlines and reform initiatives.
  • Change Management
    Leading or supporting the implementation of reforms in executive performance management, which may face resistance or require significant cultural and procedural shifts.

9.     QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • A Bachelor’s degree in Public Administration, Human Resource Management, Management, Law, or a related discipline.
  • Postgraduate qualifications in HR or Public Administration are highly desirable.

(b) Knowledge

The role requires in-depth knowledge and understanding of:

  • The PNG Constitution, Public Services (Management) Act 1995, and Organic Law on Provincial Governments and Local-Level Governments.

Key public service legislation and regulations, including:

  • Public Service Regulations
  • General Orders
  • Regulatory Statutory Authorities (Appointments to Certain Offices) Act 2004
  • SCMC Act, SRC Act, and relevant Determinations
  • Public Finances (Management) Act
  • Public Employment (Non-Citizens) Act
  • Public sector employment, remuneration, and performance management policies and systems.
  • Executive contract administration processes and compliance frameworks.
  • Public service policy development and implementation procedures.
  • The National Public Service Ethics and Values-Based Executive Leadership & Management Capability Framework.
  • Advanced proficiency in Microsoft 365 applications, including Excel, Word, PowerPoint, and SharePoint.

(c) Skills

The ideal candidate must demonstrate proficiency in the following areas:

  • Strong leadership and strategic planning skills.
  • Excellent communication and interpersonal skills
  • High level of proficiency in data analysis and reporting
  • Ability to manage complex stakeholder relationships and navigate political sensitivities
  • Strong understanding of relevant legislation and regulatory frameworks
  • Advanced computer literacy, including proficiency in HR management systems and performance management software.
  • Ability to work collaboratively in team environments
  • Strong understanding of the Whole-of-Government service delivery agenda
  • Proficiency in data analysis and digital tools for performance tracking and reporting

(d) Work Experience

  • A minimum of 10 years’ supervisory and managerial experience in human resource management or public sector administration, with a strong focus on performance management, contract administration, or executive appointments.
  • Proven experience in executive contract administration and performance management within the public sector or in corporate organisations.

10.VALUES:

The incumbent must demonstrate strong ethical standards and uphold the core values of the Department, including:

  • Integrity, honesty, respect, and trust, which are essential for fostering teamwork and collaboration.
  • Commitment to the Department of Personnel Management as a central agency, and alignment with its work values and principles as outlined in the Corporate Plan.
  • Zero tolerance for corruption, with a clear commitment to ethical conduct and public service accountability.
  • Confidentiality, particularly in handling sensitive executive performance and contract-related information.

11. SELECTION CRITERIA:​​​​​​​

Applicants must meet the following essential requirements:

  • A Bachelor’s degree in Human Resource Management, Business, or a relevant Social Science discipline such as Political Science or Public Policy Management.
  • A postgraduate qualification in a related field is highly desirable but not essential.
  • Demonstrated proficient knowledge of relevant PNG legislation, including the Public Services (Management) Act, General Orders, SCMC Act, SRC Act, and other statutory frameworks governing executive performance management and contract administration.
  • Proven ability to lead and manage teams in a cross-cultural and high-pressure work environment.
  • Strong skills in research, critical analysis, and the ability to prepare high-quality reports and policy submissions.
  • Excellent communication, interpersonal, and public relations skills, with the ability to engage effectively with senior stakeholders and external agencies.
  • A person of integrity and discretion, who demonstrates honesty, respect, and a high level of confidentiality in all professional dealings.
  • A minimum of ten (10) years’ experience in human resource managementt, Contract Administration, and Performance Management experience, with at least five (5) years in a managerial and Senior Officers role, preferably within the public service or or state-owned entity.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K73138.00

Job Location:

Waigani

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