Job Description

Job Title : OIC - NCD QUARTERMASTER (Code- 7031)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

To assist the Director – Supply with the day-to-day operational management of the Supply team, ensuring the delivery of a professionally dressed and correctly resourced and equipped Force to serve the people of Papua New Guinea, and to ensure best in class supply service to the entire Force nationwide through the effective receipt, storage, control, issue, accounting and distribution of Force Quartermaster stores, equipment, uniforms and firearms.

2. DIMENSIONS

The OIC FQM does not hold financial delegation as a Section 32 Officer or Authorised Requisitioning Officer under the Public Finances (Management) Act 1995; financial and expenditure delegation for the Supply Directorate rests with the Director – Supply. The position directly supervises seven functional areas of the Supply team and holds only administrative (non-expenditure) authority to approve routine stocktake adjustments within the following limits:

Budget: NA
Expenditure Limitations: NA (no financial delegation)
Staff Ceiling: 7

3. PRINCIPLE ACCOUNTABILITIES

  • Assist the Director – Supply with the day-to-day operational management of the Supply team to ensure delivery of a professionally dressed and correctly resourced and equipped Force.
  • Effective receipt, storage, control, issue and accounting of Force Quartermaster stores, equipment, uniforms and firearms to RPNGC establishments nationwide.
  • Timely and accurate uniform and accessory distribution, including six-monthly kit inspection replacement cycles and monthly returns to the Director – Supply.
  • Sound custody, accountability and administration of firearms and ammunition held at FQM, in support of the Commissioner of Police as Registrar of Firearms.
  • Sound supervision and coordination of the Southern Stores, Regional QMS, Shipping & Movements, Inventory, Firearms and administrative functions within the Supply team.
  • Accurate stocktaking and inventory control of Force stores, equipment and firearms, with prompt investigation of losses, damage or discrepancies and reporting
  • Compliance of all Supply operations with RPNGC procurement and stores procedures, the Public Finances (Management) Act, the Firearms Act and the Police Act.
  • Effective liaison and connection with Provincial and Regional Commands including other stakeholders to provide Best in class supply service to the entire Force nationwide.

4. MAJOR DUTIES

  • Assist the Director – Supply with the day-to-day operational management of the Supply team, coordinating the seven functional areas of FQM to ensure a professionally dressed and correctly resourced and equipped Force.
  • Plan, direct and coordinate the receipt, storage, control and issue of Force Quartermaster stores and equipment at FQM, Gordons.
  • Supervise and coordinate uniform and accessory distribution nationwide, including maintaining a database of items issued to prevent over-issue, processing kit-inspection replacement requests, and compiling monthly uniform/accessory returns with a covering report to the Director – Supply.
  • Supervise and coordinate the Southern Stores function through the Supervisor Southern Stores.
  • Supervise and coordinate the four Regional Quartermaster Stores (NGI, Northern, Highlands, AROB) through the OIC Regional QMS.
  • Supervise and coordinate the shipping, freighting and internal movement of Force stores and equipment, including overseas orders/customs clearance and returns from the Regional Quartermaster Stores and provincial commands, through the OIC Shipping & Movements.
  • Supervise and coordinate inventory control, receipting and issuing functions through the Inventory Supervisor.
  • Supervise and coordinate the firearms/ammunition and armoury function through OIC-Firearms and the Force Armourer, including receipt and review of mid-year and monthly firearms returns, notifying the Commissioner of Police of anomalies, and authorising referral of unserviceable weapons for Board of Survey action or repair.
  • Coordinate with the OIC Stores & Equipment and the Purchasing Officer on the procurement, ordering and stocking of Force Quartermaster stores.
  • Oversee the FQM Admin Clerk function for correspondence, filing and administrative support to FQM.
  • Approve stocktake adjustments within delegated administrative limits (up to K100 directly; K100–K500 with the OIC Stores & Equipment's input), and refer discrepancies above K500 to the Director – Supply.
  • Conduct or oversee annual and handover/takeover stocktakes of FQM stores, equipment and firearms, investigate discrepancies, losses or damage, and recommend corrective action.
  • Process consolidated Province and PHQ store and ammunition requisitions.
  • Ensure that all purchases and ordering are being accountable, thoroughly checked and are in compliance with the Governments Regulations.
  • Liaise with the OIC Regional QMS, provincial police establishments, suppliers, shipping/freight companies, PNG Customs and other government agencies on stores, freight and clearance matters affecting the Supply team.
  • Prepare and submit periodic reports on Supply team stock holdings, transactions, freight movements and key performance indicators to the Director – Supply.
  • Perform other lawful duties as directed by the Director – Supply.

5. NATURE AND SCOPE

The role of the Supply Directorate is to provide a professionally dressed and correctly resourced and equipped Force to serve the people of Papua New Guinea, delivering best in class supply service to the entire Force nationwide. The Supply Directorate forms part of the Logistics Division under the Assistant Commissioner of Police – Logistics, and is commanded by the Director – Supply (Chief Superintendent). The Force Quartermaster (FQM) is the Supply Directorate's central stores, uniform, firearms/armoury, inventory and shipping/movements section, based at PHQ, Gordons, Port Moresby. The OIC FQM assists the Director – Supply with the day-to-day operational management of the Supply team, directing and coordinating seven functional areas — the Admin Clerk, OIC Regional QMS, Supervisor Southern Stores, OIC Shipping & Movements, OIC Stores & Equipment, OIC-Firearms and the Inventory Supervisor — together with their subordinate staff and the four Regional Quartermaster Stores (NGI, Northern, Highlands, AROB), to ensure Force stores, equipment, uniforms and firearms are properly received, stored, accounted for, issued and distributed to RPNGC establishments throughout the country. The position holds no financial delegation; financial and expenditure authority for the Directorate rests with the Director – Supply. The position of OIC FQM is based at PHQ, Gordons, Port Moresby.

 

5.1 WORKING RELATIONSHIP

(a) Internal

Director – Supply; ACP Logistics (on significant matters); Admin Clerk; OIC Regional QMS; Supervisor Southern Stores; OIC Shipping & Movements; OIC Transit; OIC Stores & Equipment; Purchasing Officer; OIC-Firearms; Force Armourer; Inventory Supervisor; QMS Receipts Officer; QM Issuing Officer; Inventory Officer; Regional Quartermaster Stores (NGI, Northern, Highlands, AROB); provincial police establishments; Commissioner of Police (on firearms accountability matters, as Registrar of Firearms).

(b) External

Liaises, consults and at times work collaboratively with:

Suppliers and stores contractors; shipping companies, airlines and freight forwarders; PNG Customs and Quarantine Service; firearms licensing and regulatory authorities; other government supply and logistics agencies.

5.2 WORK ENVIRONMENT

The OIC FQM is a senior appointment within the Royal Papua New Guinea Constabulary and reports directly to the Director – Supply, assisting with the day-to-day operational management of the Supply team. It is one of two functional areas forming the Supply Directorate of the Logistics Division, alongside the Director – Supply's own directorate-level administration.

The OIC FQM oversees the Constabulary's central Force Quartermaster stores operation at Gordons, Port Moresby, and through the OIC Regional QMS the four Regional Quartermaster Stores nationwide, focusing on the receipt, storage, control, issue, shipping and accounting of Force stores, equipment, uniforms and firearms. Key duties include directing and coordinating the Southern Stores, Regional QMS, Shipping & Movements, Inventory and Firearms functions, managing stock accuracy and reporting, and ensuring timely distribution of stores to police establishments throughout the country. The role combines office-based management and administration with regular oversight of stores, transit, wharf/airport freight and armoury areas at Gordons, and holds no financial or expenditure delegation of its own.

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

6.1 Rules/procedures

The incumbent in fulfilling the responsibilities of this position will ensure that all functions abide by the following legislation and Constabulary Standing Orders but not limited to:

RPNGC procurement and stores procedures (CSO 5.1 and 5.5), the Public Finances (Management) Act 1995, the Police Act 1998, the Firearms Act 1978, and the National Procurement Act 2018

6.2 Decisions

Decides day-to-day stores receipt, issue, allocation and stocktake-adjustment matters within the approved administrative limits and established procedure, and informs the Director Supply accordingly. Holds no delegated financial or expenditure authority.

6.3 Recommendations

• Makes recommendations on matters relating to Force Quartermaster stores, equipment, uniforms, firearms and freight to the Director Supply.

6.4 Behaviour

The incumbent behaves in a manner that complements the Constabulary’s Code of Ethics.

7. CHALLENGES

  • Reliable and accountable stores management is crucial for policing, as it ensures police establishments nationwide are professionally dressed and correctly resourced and equipped to serve the people of Papua New Guinea. Coordinating the receipt, control and distribution of Force stores, equipment, uniforms and firearms across a large, widely dispersed establishment often against constrained accommodation, transport and resourcing while minimising loss, damage, delay and discrepancy, is the major challenge of this position.
  • The position is ranked at the RPNGC Uniform rank of Superintendent and is within the operational leadership levels of the Constabulary. The position holder is required to direct multiple functional areas without independent financial delegation, and to establish effective internal and external working relationships in support of the Constabulary's stores and equipment requirements nationwide.
  • The OIC FQM is responsible to the Director Supply. This position's primary role involves assisting the Director Supply with the day-to-day operational management of the Supply team, ensuring stores, equipment, uniform and firearms transactions are properly authorised, recorded and reported, and proactively liaising with the OIC Regional QMS and provincial establishments on stores matters. Members who fail to report loss or damage of Force property, or who misappropriate or fail to account for stores in their care, are subject to disciplinary action under the Police Act 1998.
  • The position also bears responsibility for the day-to-day operational lead of the Supply team. The incumbent plays a critical role in directing the seven functional areas of FQM in line with RPNGC procurement and stores policies/objectives to support best in class supply service and operational readiness nationwide.
  • Carry out visits to stores, transit, wharf/airport freight and armoury areas to check on Supply team operations, and conduct meetings with the OIC Regional QMS, suppliers and contractors to establish effective working relationships. The job holder is challenged to provide stores status updates and information to the Director – Supply at any time or as required.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Bachelor's degree in Business Administration, Logistics/Supply Chain Management or a relevant tertiary qualification in a related field.
  • Must attend and pass relevant RPNGC supply/logistics management courses.

(b) Knowledge

  • In-depth knowledge of stores, inventory and supply chain management principles and practices.
  • Knowledge of firearms/armoury management and the Firearms Act 1978, including the Commissioner of Police's role as Registrar of Firearms and the safe-custody requirements of the Act.
  • Knowledge of shipping, freight and customs clearance procedures.
  • Knowledge of RPNGC procurement and stores procedures and the Public Finances (Management) Act 1995, including accountable officer duties and the limits of requisition-approval authority under Section 32 of that Act.
  • Knowledge of the National Procurement Act 2018, including procurement thresholds and the prohibition on splitting procurement to avoid them.
  • Knowledge of the Police Act 1998, Constabulary Standing Orders and the Public Service Code of Business Ethics and Conduct, including disciplinary provisions relating to loss, damage or misappropriation of Force property.

(c) Skills

  • Leadership and supervisory abilities.
  • Strong organisational and planning skills.
  • Strong analytical and problem-solving skills.
  • Excellent verbal, written and interpersonal communication skills.
  • Ability to manage a diverse workload across multiple functional areas without direct financial delegation.
  • Ability to work under pressure and meet deadlines.
  • Comprehensive understanding of Constabulary logistics and procurement procedures.

(d) Work Experience

  • At least 7-10 years’ experience in stores, supply chain, logistics or quartermaster operations, including supervisory or management experience.
  • Demonstrated experience managing a multi-functional stores or logistics team.

Educational Qualification:

Job Type:

Contractual

Working Hours:

hours weekly

Language Requirements:

English

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