Job Description

Job Title : QUATERMASTER (Code- 5008)

Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

To ensure effective receipt, storage, control, issue and accounting of station, facility and administrative supplies held at Southern Stores, in support of a professionally dressed and correctly resourced and equipped Force to serve the people of Papua New Guinea.

2. DIMENSIONS

The Storeman Southern Stores – Station, Facility & Administrative Supplies 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 holds no direct reports and refers stocktake discrepancies and stores adjustments to the Supervisor Southern Stores for approval:

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

3. PRINCIPLE ACCOUNTABILITIES

Effective receipt, storage, control, issue and accounting of station, facility and administrative supplies held at Southern Stores.
Accurate issue records for station, facility and administrative supplies issued to police establishments.
Accurate stocktaking and inventory control of station, facility and administrative supplies stock, with prompt reporting of losses, damage or discrepancies to the Supervisor Southern Stores.
Timely processing of station, facility and administrative supplies requisitions from police establishments.
Sound custody and security of the station, facility and administrative supplies store, stock and records.
Prompt identification and referral of damaged, expired or unserviceable station and facility supplies for replacement or disposal action.
Compliance of all station, facility and administrative supplies stores functions with RPNGC procurement and stores procedures and the Police Act 1998.

4. MAJOR DUTIES

Receive, inspect, count and store incoming station, facility and administrative supplies consignments at Southern Stores.
Issue station, facility and administrative supplies to police establishments against approved requisitions, maintaining accurate issue records.
Maintain the station, facility and administrative supplies stock register and supporting stores records.
Conduct regular stock counts and assist with annual and handover/takeover stocktakes of station, facility and administrative supplies holdings.
Investigate and report discrepancies, losses or damage in station, facility and administrative supplies stock to the Supervisor Southern Stores.
Identify damaged, expired or unserviceable station and facility supplies and refer for replacement or disposal action.
Monitor stock levels of station, facility and administrative supplies and recommend replenishment to the Supervisor Southern Stores.
Maintain the safe custody and orderly arrangement of the station, facility and administrative supplies store.
Assist in fulfilling bulk requisitions for station and facility supplies from provincial and district police establishments.
Process and file station, facility and administrative supplies requisitions received from police establishments.
Assist in the packing and preparation of station, facility and administrative supplies consignments for onward distribution and identification of damages in the packing process
Assist the Supervisor Southern Stores with audits and inspections of the station, facility and administrative supplies store.
Perform other lawful duties as directed by the Supervisor Southern Stores.

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 Force Quartermaster (FQM) is the Supply Directorate's central stores, uniform, firearms/armoury, inventory and shipping/movements section, based at PHQ, Gordons, Port Moresby, and Southern Stores is FQM's dedicated stores facility for station, facility and administrative supplies and other commodity areas. The Storeman Southern Stores – Station, Facility & Administrative Supplies is responsible for the station, facility and administrative supplies commodity area, covering items such as station and facility maintenance supplies, cleaning materials, furniture and fittings, and general administrative/office supplies, and reports directly to the Supervisor Southern Stores. The position holds no financial delegation and no direct reports; financial and expenditure authority for the Directorate rests with the Director – Supply. The position of Storeman Southern Stores – Station, Facility & Administrative Supplies is based at PHQ, Gordons, Port Moresby.

5.1 WORKING RELATIONSHIP

(a) Internal

Supervisor Southern Stores; the other three Southern Stores storemen; Admin Clerk; OIC FQM (on significant matters).

(b) External

Liaises, consults and at times work collaboratively with:

Suppliers and stores contractors, where relevant.

5.2 WORK ENVIRONMENT

The Storeman Southern Stores – Station, Facility & Administrative Supplies is a store-based appointment within the Royal Papua New Guinea Constabulary and reports directly to the Supervisor Southern Stores. It is one of four commodity-area store positions supervised within Southern Stores, under FQM within the Supply Directorate.

The Storeman Southern Stores – Station, Facility & Administrative Supplies is a hands-on, store-based role at PHQ, Gordons, focused on the receipt, storage, control, issue and accounting of station, facility and administrative supplies (station and facility maintenance supplies, cleaning materials, furniture and fittings, and general administrative/office supplies). Key duties include maintaining accurate stock and issue records, conducting stock counts, and identifying and referring damaged or unserviceable stock for repair, replacement or disposal action. The role holds no financial or expenditure delegation and has no direct reports.

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, and the Police Act 1998

6.2 Decisions

Decides day-to-day stores receipt, issue and allocation matters within established procedure, and informs the Supervisor Southern Stores accordingly. Holds no delegated financial or expenditure authority.

6.3 Recommendations

• Makes recommendations on matters relating to stores, stock levels and replenishment in its commodity area to the Supervisor Southern Stores.

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 are professionally dressed and correctly resourced and equipped to serve the people of Papua New Guinea. Accurately receiving, storing and issuing station, facility and administrative supplies while minimising loss, damage, delay and discrepancy, is the major challenge of this position.
The position is ranked at the RPNGC classification PC-01 and is within the general duties levels of the Constabulary. The position holder is required to manage a defined stores commodity area without independent financial delegation, and to work closely with the Supervisor Southern Stores and the other Southern Stores storemen.
The Storeman Southern Stores – Station, Facility & Administrative Supplies is responsible to the Supervisor Southern Stores. This position's primary role involves the accurate receipt, storage, issue and accounting of stock in its commodity area. 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 custody and control of its commodity area within Southern Stores. The incumbent plays a supporting role in maintaining stock of station, facility and administrative supplies in line with RPNGC procurement and stores policies/objectives, to support best in class supply service and operational readiness throughout the country.
Carry out regular stock counts and checks of the store, and assist the Supervisor Southern Stores with audits and inspections. The job holder is challenged to provide stores status updates and information to the Supervisor Southern Stores at any time or as required.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

Grade 10 or Grade 12 Certificate, or a relevant trade/vocational qualification.
Must attend and pass relevant RPNGC stores management induction courses.

(b) Knowledge

Knowledge of basic stores receipt, storage, issue and inventory-recording procedures.
Knowledge of station, facility and administrative supplies stores handling and stock-condition assessment.
Knowledge of RPNGC procurement and stores procedures, including requisition processing.
Basic knowledge of the Public Finances (Management) Act 1995 as it relates to stores accountability, though the position holds no financial delegation.
Knowledge of the Police Act 1998 and Constabulary Standing Orders, including disciplinary provisions relating to loss, damage or misappropriation of Force property.

(c) Skills

Sound organisational and record-keeping skills.
Good attention to detail and stock-handling accuracy.
Good verbal and written communication skills.
Physical ability to handle, lift and move stores and equipment.
Ability to work as part of a small team within Southern Stores.
Ability to work under pressure and meet deadlines.
Basic understanding of Constabulary stores procedures.

(d) Work Experience

At least 1-3 years’ experience in stores, warehousing or supply handling.
Familiarity with station, facility and administrative supplies stock handling is an advantage.

Educational Qualification:

Job Type:

Contractual

Working Hours:

hours weekly

Language Requirements:

English

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