Job Description

Department of Personnel Management

Designation : Assistant/HR Payroll Officer-Governance & Oversight (Code- DPM 14-29)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:

Department of Personnel Management

SYSTEM POSITION# (10-Digits):

 

REF#:

DPM14-29

OFFICE:

Office of the Public Service HR/Payroll Services

DESIGNATION/CLASSIFICATION:

Assistant HR/Payroll Officer/Grade 10

DIVISION:

HR/Payroll System Governance & Training

LOCAL DESIGNATION:

Asst HR/Payroll Off - IRC VCO LM WC Payroll Support Team

BRANCH:

HR/Payroll System Governance & Oversight

REPORTING TO:

Team Leader

SYS POS# (10-Digits):

 

REF#:

DPM14-26

SECTION:

IRC Cus VCO LM WC Payroll Support Team

LOCATION:

Central Government Office, Level 3, Waigani, NCD
       

HISTORY OF POSITION

 

 

FILE REFERENCE

DATE OF VARIATION

DETAILS

AGENCY REFERENCE/FILE NO:

Structure Approved Date:

27th March 2025

2. PURPOSE:

To support the fortnightly payroll compliance checks by performing detailed analysis and validation of personnel emoluments expenditure across agencies in line with approved fortnightly thresholds. The position plays a key role in ensuring fiscal discipline and promoting good governance in payroll management through the application of standards, tools, and best practices under the guidance of the Team Leader - Payroll Support Team.

3.  DIMENSIONS:

Functional Scope: Covers all government agencies processed under the Ascender Pay Integrated HR/Payroll System, specifically within the monitoring scope assigned by the Team Leader.

Expenditure Oversight: Indirectly contributes to managing and containing personnel emoluments across the whole-of-government by ensuring compliance with fortnightly thresholds.

Data Handling: Responsible for verifying payroll data of over [insert approximate number] public servants per pay cycle, depending on agency allocation.

Reporting: Supports the Team Leader in preparing fortnightly dashboards, compliance updates, and exception reports.

Authority: Operates under close supervision of the Team Leader; does not hold budget authority but is accountable for the accuracy and integrity of payroll monitoring tasks.

Systems Use: Direct user of the Ascender Pay IHRP System, Excel-based tools, and reporting platforms approved by the Payroll Governance & Oversight Branch.

4. PRINCIPLE ACCOUNTABILITIES:

  1. Ensure accuracy and integrity in validating fortnightly payroll transactions against approved agency thresholds.
  2. Maintain comprehensive records of payroll verification and monitoring activities to support audit and reporting requirements.
  3. Promptly escalate payroll anomalies, overpayments, or discrepancies to the Team Leader for appropriate resolution.
  4. Support the development and use of tools and templates for consistent and timely payroll scrutiny.
  5. Contribute to maintaining agency payroll discipline through vigilant oversight and adherence to established protocols.
  6. Ensure compliance with relevant government financial instructions, HR policies, and internal control measures.
  7. Provide quality inputs into fortnightly reports that feed into national payroll compliance dashboards.
  8. Demonstrate professionalism, ethical conduct, and a strong sense of responsibility in managing payroll data.

5. MAJOR DUTIES:

The position will be responsible for:

  1. Conducting transactional reviews and verification of agency payroll data to ensure compliance with approved fortnightly expenditure thresholds.
  2. Extracting and analyzing fortnightly payroll reports from the Ascender Pay IHRP System to detect any anomalies or variances.
  3. Flagging and escalating non-compliant transactions to the Team Leader for further review and resolution.
  4. Preparing and maintaining accurate payroll scrutiny records and audit logs for each fortnight.
  5. Assisting in the preparation of summary dashboards and detailed payroll compliance reports.
  6. Liaising with agency HR and payroll focal points to verify personnel records and clarify anomalies.
  7. Supporting the implementation of payroll monitoring tools, compliance frameworks, and reporting templates.
  8. Promoting accountability and transparency by upholding payroll compliance protocols and documenting all oversight activities.
  9. Participating in on-the-job training sessions and contributing to team knowledge-sharing initiatives.
  10. Maintaining strict confidentiality and integrity in managing sensitive payroll and personnel data.

6. NATURE AND SCOPE:

The HR/Payroll Officer operates within the Payroll Monitoring and Compliance Branch of the Public Service Payroll Division. This role is critical in supporting government efforts to maintain fiscal discipline in the public sector payroll by ensuring that all agency personnel emoluments remain within approved fortnightly expenditure ceilings.

The position functions in a highly data-driven and compliance-focused environment, requiring meticulous review of fortnightly payroll outputs generated from the Ascender Pay Integrated HR/Payroll System. It works directly under the supervision of the Team Leader - Payroll Support Team and contributes to the overall integrity and credibility of payroll reporting processes.

The incumbent is expected to liaise frequently with HR and payroll officers across multiple government agencies, analyze and validate payroll transactions, detect and report non-compliance, and contribute to reporting dashboards that support executive oversight and policy decisions.

This role requires strong attention to detail, a commitment to good governance principles, and the ability to operate with integrity when handling sensitive payroll and personnel information. While it does not hold decision-making authority on expenditure, the position’s accurate and timely inputs form the basis for corrective action and accountability.

6.1 Working Relationship:

(a) Internal:

  • Team Leader - Payroll Support Team
  • HR/Payroll Officers from Sectoral Agencies
  • Payroll Monitoring and Compliance Branch
  • ICT and Systems Support Units

(b) External:

  • Agency Payroll and HR Focal Points
  • Department of Finance (as required)
  • Department of Treasury (as required)
  • Auditor General’s Office (on request)

6.2 Work Environment:

The position is administrative and analytical in nature, with specialist responsibilities in payroll oversight and financial compliance. The job requires technical acumen with digital payroll systems and financial reporting tools. Most duties are carried out in an office environment using data systems and analytical platforms.

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES:

Rules/Procedures:

  • Public Services General Orders (4th Edition)
  • Public Finance Management Act (PFMA)
  • Public Service Management Act
  • Government Payroll Guidelines
  • NEC Decisions and Department Circulars

Decision:

  • Authority to flag and report agencies in breach of expenditure thresholds
  • Authority to recommend remedial action and engage agencies in compliance efforts

Recommendations:

  • Recommend withholding of overpayments or reversal actions
  • Recommend changes in threshold levels based on structural shifts (e.g., mergers, policy reforms).

8. CHALLENGES:

The biggest challenge is managing real-time payroll monitoring across a complex and decentralized public service structure, where data quality issues and last-minute changes can affect threshold accuracy. Coordinating with under-resourced or non-compliant agencies while maintaining data integrity under time-sensitive constraints adds to the difficulty of the role.

9. QUALIFICATIONS, EXPERIENCE, AND SKILLS:

Minimum Qualifications:

  • Diploma or Bachelor's Degree in Human Resource Management, Business Administration, Accounting, Finance, or Public Sector Management.

Experience:

  • At least 2-3 years’ experience in payroll operations, HR records management, or financial compliance monitoring, preferably within the public service.

Knowledge and Skills:

  • Familiarity with HR/Payroll Systems (Ascender Pay IHRP or equivalent) and government payroll processes.
  • Strong attention to detail and analytical capabilities.
  • Competency in Microsoft Excel and payroll data analysis tools.
  • Ability to interpret payroll regulations and apply them in practical settings.
  • Good written and verbal communication skills.
  • Ability to work under minimal supervision and meet strict deadlines.

Personal Attributes:

  • Strong ethics and commitment to good governance principles.
  • Highly organized and accountable.
  • Discreet with handling of confidential information.
  • Positive team contributor and proactive learner.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K32404.00

Job Location:

Waigani

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