Job Description

Department of Personnel Management

Designation : HR/Payroll Application Support-EDUPAY (Code- DPM 14-46)

Job Description / Responsibilities:

1. IDENTIFICATION

AGENCY:

Department of Personnel Management

SYSTEM POSITION# (10-Digits):

 

REF#:

DPM14-46

OFFICE:

Office of the Public Service HR/Payroll Services

DESIGNATION/CLASSIFICATION:

HR/Payroll Application Support Officer/Grade 12

DIVISION:

Database Management & Application Support

LOCAL DESIGNATIION:

HR/Payroll Application Support Officer (EDUPAY)

BRANCH:

System Administration & Digital Reporting

REPORTING TO:

Team Leader

SYS POS# (10-Digits):

 

REF#:

DPM14-44

SECTION:

 

LOCATION:

Central Government Office, Level 3, Waigani, NCD
       

HISTORY OF POSITION

 

 

FILE REFERENCE

DATE OF VARIATION

DETAIL

AGENCY REFERENCE/FILE NO:

Structure Approved Date:

27th March 2025

2. PURPOSE:

The HR/Payroll Application Support Officer (EDUPAY Group) is responsible for the accurate, timely, and compliant execution of all payroll activities within the EDUPAY group of the Government of Papua New Guinea (GoPNG). This position ensures that all critical components of the payroll cycle-including payrun definition, retro payruns, exception payruns, disbursement runs, and end-of-period-reconciliations are completed in strict adherence to the GoPNG Payroll Processing Cycle. The role supports seamless payroll service delivery to over 146,000 public servants and plays a critical role in upholding payroll integrity, compliance, and operational continuity across all government agencies.

  • Ensures accurate and compliant payroll execution, supporting the government’s personnel management and remuneration functions.
  • Contributes to effective payroll service delivery by managing essential processes in each payroll cycle.
  • Without this role, payroll processing would be delayed or erroneous, affecting public service remuneration and government credibility.
  • The position is vital for supporting pay cycle administration, especially for coordinating retro, normal, and exception payruns as per established cut-off schedules.

3. DIMENSIONS:

Finance: Supports payroll processing of over PGK230 million per fortnight for the EDUPAY Group.

Staff Supervision: Nil direct reports; works collaboratively within a team structure under the Team Leader and headed by a Manager.

Resources: Uses Ascender Pay IHRP System, Payroll Cut-off Calendar, Reporting Tools, Reconciliation Schedules.

4. PRINCIPLE ACCOUNTABILITIES:

  1. Ensure timely definition and execution of payruns in line with GoPNG payroll calendar.
  2. Coordinate and process retro payruns, normal payruns, and exception payruns without errors or delays.
  3. Monitor and execute disbursement runs in accordance with Treasury funding schedules and banking timelines.
  4. Conduct payroll reconciliation to close off each pay period, ensuring compliance with audit and financial reporting requirements.
  5. Maintain system accuracy and integrity throughout the payroll cycle.
  6. Provide support to agency users for payroll-related queries and escalate unresolved issues.

5. MAJOR DUTIES:

  1. Set up and validate fortnightly payruns for EDUPAY in compliance with the GoPNG payroll cut-off schedule.
  2. Execute exception and retroactive payruns as instructed and in line with established procedures.
  3. Monitor the interface between the payroll system and financial disbursement processes.
  4. Carry out disbursement run preparations, uploads, and error resolution to ensure smooth fund transfers.
  5. Perform payroll reconciliation after each pay cycle to ensure all payments, deductions, and reports align.
  6. Provide frontline application support to provincial and agency HR officers.
  7. Generate standard payroll reports and assist in payroll auditing processes.

6. NATURE AND SCOPE:

This role functions within the Payroll Operations (EDUPAY Group) under the HR/Payroll System Administration and Digital Reporting within the Whole-of-Government Payroll Office. The position is part of a technical support team that maintains the operations of the Ascender Pay IHRP System across national government agencies.

The position reports directly to the Team Leader - HR/Payroll Application Support and works closely with other officers to ensure timely payroll processing. It is a hands-on support role that requires high levels of accuracy and attention to process detail.

6.1 Working Relationship:

(a) Internal:

  • Team Leader - HR/Payroll Application Support
  • Manager - System Administration and Digital Reporting
  • Provincial and Agency HR Officers
  • Payroll Technical Officers
  • Database and Infrastructure Support Teams

(b) External:

  • Department of Finance - Cash Management Team
  • Bank of Papua New Guinea - for disbursement interfaces
  • Auditors and Inspectors - for payroll reviews and reconciliations
  • Ascender Pay System Vendor (as required for escalated system support)

6.2 Work Environment:

The position operates in a technical and administrative payroll support environment, governed by strict processing timelines and procedural guidelines. The work involves handling highly sensitive payroll data and maintaining system integrity and compliance with financial management standards.

7. CONSTRAINTS FRAMEWORK AND BOUNDARIES:

Rules/Procedures: PNG Public Service General Orders, GoPNG Payroll Cut-off Calendar, Pay Processing Manual, Financial Instructions.

Decision Authority: Can define payruns and carry out system processes within delegated functional authority.

Recommendations: Recommends corrective actions in payroll processing issues, system configuration updates, and reconciliation outcomes.

8. CHALLENGES:

The greatest challenge lies in managing strict payroll cut-off times across multiple concurrent payruns, especially during periods of high volume, system downtimes, or incomplete agency submissions. Delays or errors at this stage could lead to missed payments for public servants and audit queries. Managing accuracy under pressure while responding to time-sensitive queries is a constant operational demand.

9. QUALIFICATIONS, EXPERIENCE, AND SKILLS:

(a) Qualifications

  • Diploma or Degree in Human Resources, Business ICT, Payroll Management, Accounting, or Information Systems.

(b) Knowledge

  • Strong understanding of the GoPNG Payroll Cycle and public service pay structure.
  • Working knowledge of the Ascender Pay IHRP System or similar HR/payroll platforms.
  • Knowledge of payroll reconciliation and disbursement processes.

(c) Skills

  • High attention to detail and ability to work with deadlines
  • Strong system navigation and troubleshooting skills
  • Ability to interpret policy instructions and apply them operationally
  • Communication and coordination across departments

(d) Work Experience

  • Minimum 2-3 years in HR/Payroll system operations or financial systems support
  • Experience working within a public sector payroll setting is desirable
  • Familiarity with payroll reconciliation and reporting practices

 

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K40324.00

Job Location:

Waigani

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