Job Description

Department of Personnel Management

Designation : Deputy Secretary (Executive Resourcing & Services) (Code- DPM 01-19)

Job Description / Responsibilities:

1.  IDENTIFICATION

AGENCY:

PERSONNEL MANAGEMENT

SYS. POSN. NO:

1490000297

 

REF. NO:

DPM 01-19

 

OFFICE:

Office of Secretary & Executive Services

DESIGNATION/CLASSIFICATION: 

Deputy Secretary, Executive Resourcing & Services, Grade 20

WING:

Executive Resourcing & Services (ERS)

 

LOCAL DESIGNATION:

Deputy Secretary

 

REPORTING TO:    REF N0:              SYS. POS. N0

Secretary           1490000001          DPM 01-1                    

           

 

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

Transferred from Office of SES, Reno, Revise JD

ORG 1/2019

APPROVED 02/06/2019

Reno, Revise JD

ORG: 1/2025

APPROVED 27/03/2025

Reno, Revise JD

2. PURPOSE:

The incumbent reports directly to the Secretary of the Department of Personnel Management and will provide leadership and direction in terms of recruitment of chief executives in the public service. The position is responsible to manage, direct and lead the Executive Resourcing Service Wing that is responsible for Executive Search and Appointments, Executive Contract Administration and Assessments and Legal and Investigations. Specifically;

  • To manage, direct and lead the Executive Resourcing Service Wing that is responsible for executive search and appointments, executive contract administration, executive performance management and executive legal and investigations.
  • To provide Leadership Oversight on the merit-based processes in recruitment and selection of agency heads, and ensuring that relevant legislations and regulations governing the appointment, suspension, termination processes are complied with fully.
  • To provide management and leadership oversight on the legal matters and investigations of Departmental Heads
  • Oversee the performance management process of agency heads by ensuring that the Key Result Areas are completed at the beginning of the year, and further ensuring that the performance assessment reports are completed before close of year, in readiness for the annual Leaders’ Summit.

3. DIMENSIONS:

            Financial limit: K100, 000.00

            Vehicle: 1

           Staff:  22 SOS  

           Supervises the following Executive Managers:

  • Executive Manager – Executive Search & Appointments.
  • Director – Legal and Investigations
  • Executive Manager – Contact Administrations and Assessment

            Have oversight on a total of 21 staff within the Wing

            Others include assets (computers, printers, telephones)

4. PRINCIPLE ACCOUNTABILITIES:

 

4.1 Work within the parameters of the relevant laws, Public Service Regulations and the General Orders on the employment and exit of agency heads in the Public Service.

4.2 Undertake Secretary’s delegated power to Chair the pre-selection Committee and ensure that the merit-based processes in recruitment and selection of the best candidate is done through the shortlisting process.

4.3 Ensure that the executive performance management system for agency heads is effective and in full compliance with the relevant laws and regulations.

4.4 Ensure legal advice is provided on the executive investigations coordinated by the Wing

4.5 Effective management, coordination, direction and leadership of all Resources for the Executive Resourcing Service Wing.

4.6 Ensuring that financial delegations are exercised within legal obligations and standards.

5. MAJOR DUTIES:

5.1 Coordinate an effective implementation of the Public Service Regulations relating to the recruitment & appointment, suspension, and termination/exit of agency heads within the Public Service and Public Sector where necessary.

5.2 Coordinate the implementation of the Executive Contract process.

5.3 Coordinate the implementation of the performance management system for agency heads across the public service, and ensure the performance-based contract is executed as required by law.

5.4 Coordinate the implementation of awareness programmes and workshops for clients on the key areas of executive search & appointments, executive contract process, executive performance management system, and executive investigation process and legal interpretations and advice

5.5 Manage the Wing’s key activities in the Corporate Plan, Management Action Plan and individual implementation plan for each staff.

5.6 Manage the human resources of the Wing to have staff capacity development programmes consistent with Learning and Development Plans and Career Path progression plans.

5.7 Manage the regular feedback for improving performance through the Staff Performance Appraisal process.

5.8 Promote ethical behaviour according to the Six (6) Values enshrined in the Executive Leadership Management Capability Framework (ELMCF).

5.9 Approve financial requests for expenditure within legal boundaries consistent with the Public Finance (Management) Act 1995 and relevant Financial Manuals & Budget Circulars.

5.10 In consultation with ERS divisional heads, prepare ERS Wing Budget estimates according to approved cash ceilings and annual work plans.

6. NATURE AND SCOPE:

This position is one of the three Deputy Secretary Positions with the Department of Personnel Management (DPM) and it reports directly to the Secretary, DPM. The

position has three (3) direct reports including:     

  • Executive Manager – Executive Search & Appointments.
  • Director – Legal and Investigations
  •  Executive Manager – Contact Administrations and Assessments It manages and oversees the functions of these three divisions:

6.1 WORKING RELATIONSHIP

(a) Internal

  • Report directly to Secretary on ERS matters.
  • Liaises and consults with two Deputy Secretaries and the Director on policy & reforms matters and compliance, auditing, monitoring & corporate affairs and capacity building, and from time to time, including EMT members.
  • Consults Legal Officer on legal matters concerning agency heads.

(b)  External

  • Office of Minister for Public Service.
  • MEAC Members.
  • Liaises with NEC Secretariat.
  • Pre-selection Committee members (Deputy Secretaries of CACC).
  • PECs and Governors.
  • Office of State Solicitor.
  • Office of Solicitor General.
  • PNG Ombudsman Commission.
  • Central Supply and Tenders Board.
  • PTB Division of Department of Works.
  • Statutory Organizations without Boards.
  • Prime Minister’s Office (on certain occasions).
  • Governor General’s Office (on certain occasions).
  • Government Printing Office (on certain occasions).
  • Agency Heads (Departmental Heads, Provincial Administrators, CEOs of Statutory Bodies, CEOs of Public Hospitals & PHAs, Heads of Missions).

6.2 WORK ENVIRONMENT:

The position is a managerial and leadership role responsible for the recruitment, performance and leadership development of agency heads.

7.     CONSTRAINTS FRAMEWORK AND BOUNDARIES:

Rules/Procedures:
  • PNG Constitution,
  • Organic Law on Provincial Governments and Local-Level Governments,
  • Public Services (Management) Act 2014,
  • Regulatory Statutory Authorities (Appointments to Certain Offices) Act 2004 (as amended 2014).
  • Public Service Regulations 2014,
  • Public Service General Orders (revised 2014),
  • SCMC Act 1988,
  • SRC Act and subsequent Determinations,
  • Public Finances (Management) Act 1995,
  • Public Employment (Non-Citizens) Act and other related Statutory organizations legislations.

Decisions:
  • Financial limit of K100, 000.

Recommendations:
  • Capacity Development Initiatives.
  • Staffing matters.

8.    CHALLENGES:

  • Ensuring that merit-based appointment process is not challenged in court.
  • Ensuring that the performance of agency heads is assessed properly as per the requirements of the law, where high performers are re-appointed and non-performers are terminated forthwith.
  • Promote the National Public Service Ethics and Values-Based Executive Leadership & Management Capability Framework.
  • Capacity development for internal staff and clients.

9. POSITION AND PERSON SPECIFICATIONS:        

(a)     QUALIFICATIONS               

  • Master’s Degree in Human Resources Management and Industrial Relations, Business Administration/Management, Public Policy/Administration, Political Science or other appropriate discipline in Social Sciences.

(b)    KNOWLEDGE

Must possess a proficient level of knowledge of the following: -

  • Must have high level of knowledge in Government political structures and administrative systems
  • PNG Constitution, Organic Law on Provincial Governments and Local-Level Governments, Public Services (Management) Act 2014, RSA Act 2004.
  • Public Service Regulations 7 & 9/2014 of the Public Services (Management) Act 2014 & Regulation 10/2014 of the Regulatory Statutory Authorities (Appointments to Certain Offices) Act 2004, General Orders (revised 2014).
  • SCMC Act, SRC Act and subsequent Determinations, Public Finances (Management) Act, Public Employment (Non-Citizens) Act and other related Statutory organizations legislations.
  • Public Service employment and remuneration policies, procedures and systems.
  • Policy development practices and procedures in the public service.
  •         Good comprehension of the merit-based appointment process.
  •         Good comprehension of terms and conditions of employment, procedures and practices within the public service is essential.
  • Sound knowledge of the Ethics and Values-Based Executive Leadership & Management Capability Framework.
  • Sound knowledge of the GESI Policy.
  • Advanced knowledge on computing applications on the latest version of the Windows Explorer.

(c)    SKILLS AND COMPETENCIES:

  •  Ability to demonstrate the following skills at a proficient level: -
  • Management and leadership qualities
  • Human Resource Management
  • Project Planning and Management
  • Business Planning
  • Effective report-writing skills
  • Ability to critically assess information and present reports & findings.
  • Managing Performance
  • Good communication skills
  • Able to make good judgements
  • Interpersonal and Public Relations
  • Advanced Computer skills is essential

(d) WORK EXPERIENCE:

  • Must have at least ten (10) years relevant work experience at a senior managerial level in Human Resources Management, Industrial Relations, Pay Policy, Monitoring and Compliance Audits areas and implementation of Human Resources functions in the Public or Private Sector.
  • Must have experience and background in the facilitation of the merit-based appointment process in recruitment and selection of agency heads. Must also have experience in the performance management system, and also is able to conduct high level investigations of agency heads.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K107372.00

Job Location:

Waigani

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