Designation : Senior Performance Management Officer (Code- DPM 06-13)

Job Description / Responsibilities:

1.IDENTIFICATION

AGENCY:  DEPARTMENT OF PERSONNEL MANAGEMENT	SYS. POSN. NO: 1490000369 1490000052	REF. NO:  DPM 06-12  DPM 06-13
OFFICE: EXECUTIVE RESOURCING SERVICES	DESIGNATION/CLASSIFICATION: SENIOR PERFORMANCE MANAGEMENT OFFICER, GRADE 14
DIVISION: EXECUTIVE CONTRACT ADMINISTRATION AND ASSESSMENTS	LOCAL DESIGNATION:  SENIOR OFFICER
BRANCH: EXECUTIVE PERFORMANCE MANGEMENT	REPORTING TO: MANAGER PERFORMANCE MANAGEMENT SYS. POS. NO: 1490000368    REF. NO: DPM 06-11
SECTION:	LOCATION: Central Government Office, WAIGANI

HISTORY OF POSITION

FILE REF.	DATE OF VARIATION	DETAILS
CS 8-3-28	Approved 29/03/2016	Created
CS 8-3-28	Approved 29/08/2019	Reno, Redes
SHRM 8-3-28	Approved 27/03/2025	Reno., Revised JD

2.PURPOSE

The Senior Performance Management Officer supports the implementation and coordination of the Performance Management System (PMS) for Departmental Heads and senior executives across the public service. The role ensures the timely facilitation of performance commitment reviews, assessments, and reporting, while maintaining data integrity and compliance with public service performance management policies and guidelines. The officer also provides technical guidance to junior staff and contributes to capacity building and continuous improvement of executive performance processes.

3.DIMENSIONS

· Financial: Nil

· Staff: Nil

 · Others: Number of Assigned agencies under PMS user allocation: 109

4.PRINCIPAL ACCOUNTABILITIES

4.1 Ensure Effective Branch Operations

4.1.1 Assist the Manager in coordinating the daily operations of the Executive Performance Management Branch to ensure smooth and timely delivery of performance management services.

4.1.2 Provide technical guidance to Performance Management Officers to ensure consistent application of PMS procedures and timely execution of tasks.

4.2 Facilitate Executive Performance Assessments

4.2.1 Coordinate and facilitate quarterly and annual performance assessments for Departmental Heads and senior executives to ensure compliance with performance management requirements.

4.2.2 Ensure accurate documentation and timely submission of performance reports to support informed decision-making.

4.3 Maintain Data Integrity and Analytical Support

4.3.1 Validate and analyze executive performance data to ensure accuracy and reliability.

4.3.2 Prepare performance summaries and insights to support strategic planning and policy development.

4.4 Monitor Compliance and Support Governance

4.4.1 Conduct compliance checks on performance submissions to ensure adherence to legislative and policy frameworks.

4.4.2 Support audit processes and implement corrective actions to maintain governance standards.

4.4.3 Validate endorsed deliverables against the agreed Annual Performance Commitments for Agency Heads  

4.5 Build Capacity and Promote Knowledge Transfer

4.5.1 Deliver training and awareness sessions to enhance understanding of PMS tools and processes.

4.5.2 Mentor junior officers and provide on-the-job coaching to strengthen internal capacity.

5.MAJOR DUTIES

5.1 Performance Management Support

5.1.1 Assist in implementing the PMS in accordance with PSMA, General Orders, and PMS Guidelines.

5.1.2 Ensure performance assessments of senior executives are conducted in line with Public Service Regulations.

5.1.3 Maintain up-to-date records in the Executive Performance Management System (EPMS).

5.1.4 Update the ERS database with executive appointment details including contract terms and expiry dates.

5.1.5 Maintain case histories on executive performance, suspensions, and revocations for reference and reporting.

5.2 Assessment Coordination

5.2.1 Schedule and facilitate performance review meetings with Departmental Heads and senior executives.

5.2.2 Track submission timelines and follow up with agencies to ensure timely compliance.

5.2.3 Prepare responses to client queries on executive performance assessments in accordance with guidelines.

5.2.4 Provide regular progress reports aligned with the officer’s individual work plan.

5.3 Data Management and Validation

5.3.1 Maintain and update performance records in the web-based PMS and on registry.

5.3.2 Generate reports and dashboards for internal and external stakeholders.

5.3.3 Conduct survey to keep track of PMS Users and analysis of use of Online PMS System

5.4 Compliance and Governance

5.4.1 Conduct periodic reviews of performance documentation to ensure compliance with policies.

5.4.2 Support the Manager in ensuring adherence to legislative and regulatory requirements.

5.4.3 Assist in processing documents related to acting and substantive appointments, suspensions, revocations, reinstatements, and terminations.

5.5 Training and Mentorship (Internal & External)

5.5.1 Develop and deliver training content on PMS tools and processes

5.5.2 Provide coaching and mentorship to Performance Management Officers and agency staff on KRA Formulations in alignment to Corporate Plans KRAs.

5.5.3 Ensure KRAs are developed and appropriate PMS Forms are filled and data and information is inputted into PMS Online System

5.6 Stakeholder Engagement

5.6.1 Liaise with agency representatives to resolve PMS-related issues.

5.6.2 Participate in inter-agency forums and working groups to promote best practices.

5.6.3 Provide sound advice on executive performance management to clients and stakeholders.

5.6.4 Facilitate awareness and orientation programs for Agency Heads and Portfolio Ministers and Governors.

5.7 Policy and System Support

5.7.1 Contribute to the review and development of PMS policies, templates, and tools.

5.7.2 Provide feedback on system enhancements and user experience improvements.

5.8 Governance and Ethics

5.8.1 Demonstrate commitment to public sector governance principles including accountability, transparency, and efficiency.

5.8.2 Model ethical behavior and integrity in all aspects of executive performance management.

6.NATURE AND SCOPE

The Senior Performance Management Officer plays a key role in leading and coordinating the implementation of performance management systems across the organization. This position provides strategic and technical support to ensure that performance planning, monitoring, and evaluation processes are effectively carried out. The role involves working closely with senior executives, line managers, and HR teams to embed a performance-driven culture. It also includes mentoring junior officers, analyzing performance data, and contributing to policy development and continuous improvement initiatives.

6.1 WORKING RELATIONSHIP

The position reports directly to the Manager

6.2 REPORTING RELATIONSHIP

(a) Internal

Reporting Line and Key Collaborations:

1. Reports directly to the Manager Performance Management.
2. Maintains regular liaison and consultation with the following stakeholders on matters requiring operational support:
   1. Manager Performance Management
   2. Manager – Contract Administration
   3. Executive Manager - Executive Contract Administration & Assessment
   4. Manager – Executive Search and Appointment
   5. Other Divisions within the Department

(b)Externalc

Engages and coordinates with the following external stakeholders on matters relevant to executive performance management processes:

1. NEC Secretariat
2. Public Service Commission
3. Office of the Minister for Public Service
4. Provincial Executive Councils (PEC) and Governors (as required)
5. Office of the State Solicitor (as required)
6. Statutory Organizations without Boards (as required)
7. Prime Minister’s Office (as required)
8. Governor General’s Office (as required)
9. Human Resource Managers and Agency Heads

6.3   WORK ENVIRONMENT

1. Physical Conditions
   • Office-based role with regular use of computers, printers, and other standard office equipment.
   • Occasional travel may be required for performance assessment facilitation, training, or inter-agency meetings.
   • Minimal exposure to physical hazards.
2. Workplace Setting
   • Operates within a structured public service environment under the supervision of the Manager.
   • Requires adaptability to both in-person and virtual communication platforms.
   • Expected to work independently on assigned tasks while collaborating with team members.
3. Psychological Demands
   • Responsible for managing sensitive performance data and ensuring accuracy under tight deadlines.
   • Must handle multiple tasks simultaneously and respond to urgent requests from senior staff.
   • Requires discretion, attention to detail, and the ability to work under pressure.
4. Social and Interpersonal Environment
   • Regular interaction with internal stakeholders including Departmental Heads, HR officers, and IT support.
   • Occasional external engagement with agency representatives and statutory bodies.
   • Expected to demonstrate professionalism, initiative, and teamwork.
5. Health and Safety Considerations
   • Adheres to public service occupational health and safety standards.
   • Ergonomic workstations and wellness support are available to reduce physical and mental strain.

7.CONSTRAINTS FRAMEWORK AND BOUNDARIES

7.1 Rules/Procedures
The role is governed by the following legal and administrative instruments:
• PNG Constitution
• Public Services (Management) Act 1995 (PSMA)
• 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 Determinations
• Public Finances (Management) Act
• Public Employment (Non-Citizens) Act
• Other relevant statutory and administrative instruments

7.2 Constraints Framework and Boundaries

7.2.1 Legislative and Policy Frameworks
• Must comply with the PSMA, General Orders, and relevant NEC decisions.
• Operates within the Executive Performance Management Framework and associated guidelines.

7.2.2 Organizational Boundaries
• Works under the direction of the Manager – Executive Performance Management.
• Collaborates across internal divisions but does not override decisions made by the Executive Manager or Deputy Secretary.
• Maintains confidentiality and adheres to ethical standards in handling executive performance data.

7.2.3 Decision-Making Limits
• Provides technical advice and drafts recommendations; however, final decisions rest with the Manager or higher authorities.
• Cannot independently alter contract terms or finalize performance assessment outcomes.

7.2.4 Resource and Operational Constraints
• Operates within allocated staffing and budgetary resources.
• Subject to strict deadlines aligned with quarterly and annual performance review cycles.

7.2.5 External Influences
• Must navigate political sensitivities and maintain neutrality in all professional dealings.
• Influenced by external audits, legal interpretations, and ongoing public service reforms.

7.3 DECISION

• Operational Decisions:

Manages the day-to-day coordination of performance assessments, data validation, and reporting tasks.
• Advisory Decisions:

Provides input to the Manager on compliance issues, performance trends, and procedural improvements.
• Analytical Judgments:

Interprets performance data to identify gaps, risks, and areas for improvement.
• Boundary of Authority:

Operates within delegated authority; escalates strategic, contractual, or policy matters to the Manager.

7.4. RECOMMENDATIONS

• Recommends actions based on performance data and compliance reviews to the Manager and Executive Manager.
• Suggests improvements to PMS tools, templates, and reporting processes.
• Advises on training needs and capacity-building initiatives for agency staff.
• Supports stakeholder engagement strategies and inter-agency collaboration to promote consistent application of performance management practices.

8. CHALLENGES

1. Balancing Compliance and Support: Ensuring agencies comply with performance management requirements while providing support and guidance to improve understanding and implementation.
2. Data Accuracy and Confidentiality: Maintaining the integrity and confidentiality of executive performance data during collection, validation, and reporting.
3. Stakeholder Coordination: Coordinating with Departmental Heads, HR teams, and internal divisions to ensure timely assessments and data submissions.
4. Resource Limitations: Delivering quality outputs within limited staffing and time constraints, especially during peak assessment periods.
5. Change Management Support: Supporting reforms in performance management practices and helping agencies adapt to new systems and expectations.

9. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

1. Bachelor’s degree in Public Administration, Human Resource Management, Management, or a related field with 3 years of experience in performance management or HR roles.
2. Alternatively, a Diploma in Management with at least five (5) years of experience in performance management or HR roles.

(b) Knowledge
• Working knowledge of the PSMA, General Orders, and public service performance management frameworks.
• Familiarity with executive contract administration and compliance processes.
• Understanding of public sector governance, ethics, and reporting requirements.
• Proficiency in Microsoft 365 tools (Excel, Word, PowerPoint, SharePoint).

(c) Skills

• Strong coordination and organizational skills.
• Analytical thinking and attention to detail.
• Effective communication and interpersonal skills.
• Ability to interpret performance data and prepare reports.
• Experience in facilitating training and workshops.
• Ability to work independently and as part of a team.

(d) Work Experience

• Minimum of 3-5 years in public administration or HR, with at least 2 years in a supervisory or technical advisory role.
• Experience in performance management systems and working with senior public servants or executives in Private or Public Sector.

10. VALUES:

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

1. Integrity, honesty, respect, and trust, which are essential for fostering teamwork and collaboration.
2. 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.
3. Zero tolerance for corruption, with a clear commitment to ethical conduct and public service accountability.
4. Confidentiality, particularly in handling sensitive executive performance and contract-related information.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K46696.00

Job Location:

Waigani

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