Job Description

Job Title : OIC QUATERMASTER - CENTRAL STORES (Code- 2493)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

To ensure effective receipt, storage, control, issue and accounting of uniforms, footwear, body armour, tactical/patrol equipment, protective and safety equipment, and station/facility and administrative supplies held at Southern Stores, through the supervision of the four Southern Stores storemen, in support of a professionally dressed and correctly resourced and equipped Force to serve the people of Papua New Guinea.

2. DIMENSIONS

The Supervisor Southern Stores 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 the four Southern Stores storemen and refers stocktake discrepancies and stores adjustments to the OIC FQM for approval:

Budget: NA
Expenditure Limitations: NA (no financial delegation)
Staff Ceiling: 4

3. PRINCIPLE ACCOUNTABILITIES

  • Effectively manage receipt, storage, control, issue and accounting of uniforms, footwear, body armour, tactical/patrol equipment, protective/safety equipment and station/facility/administrative supplies held at Southern Stores.
  • Sound supervision and coordination of the four Southern Stores storemen (Uniforms & Footwear; Belts, Body Armour & Tactical/Patrol; Protective, Safety, Traffic & Field; Station, Facility & Administrative Supplies).
  • Accurate stocktaking and inventory control at Southern Stores, with prompt investigation and referral of losses, damage or discrepancies to the OIC FQM.
  • Ensure timely processing and fulfilment of stores requisitions from police establishments served by Southern Stores.
  • Consistent application of RPNGC stores and procurement procedures across all Southern Stores commodity areas.
  • Sound custody and security of Southern Stores premises, stock holdings and stores records.
  • Compliance of all Southern Stores operations with RPNGC procurement and stores procedures, the Public Finances (Management) Act and the Police Act.
  • Provide reports of the southern Quartermasters stores to the management on the progress and status for the managements’ decision making

4. MAJOR DUTIES

  • Plan, direct and coordinate the receipt, storage, control and issue of uniforms, footwear, body armour, tactical/patrol equipment, protective/safety equipment and station/facility/administrative supplies at Southern Stores.
  • Supervise the four Southern Stores storemen, ensuring consistent application of RPNGC stores procedures across all commodity areas.
  • Coordinate the receipt and processing of stores requisitions from police establishments served by Southern Stores, and forward consolidated requisitions to the OIC FQM where required.
  • Conduct or oversee annual and handover/takeover stocktakes at Southern Stores, investigate discrepancies, losses or damage, and refer findings to the OIC FQM for approval or action.
  • Coordinate the identification and referral of unserviceable, worn-out or damaged stores for repair, replacement or Board of Survey action.
  • Monitor stock levels and stores conditions across all four Southern Stores commodity areas, recommending replenishment, repair or disposal action to the OIC FQM.
  • Ensure application of standard procurement procedures across all four stores and train and advise staff of the process and procedure
  • Maintain the safe custody and security of Southern Stores premises, stock and stores records.
  • Coordinate the issue and fitting of uniforms, footwear and body armour to members, and maintain associated issue records.
  • Oversee and liaise with police establishments on stores allocation, distribution and reporting requirements.
  • Supervise and carry out regular checks of the four Southern Stores sections to verify stores operations, security and compliance.
  • Ensure that all activities of the southern quartermaster is in line with the rules and regulations of the stores procedures and RPNGC and governments process.
  • Assist the OIC FQM with audits and inspections of Southern Stores holdings and records as required and in compliance with the standard procedures
  • Prepare and submit periodic reports on Southern Stores holdings, transactions and key performance indicators to the OIC FQM.

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 uniforms, footwear, body armour, tactical/patrol equipment, protective/safety equipment and station/facility/administrative supplies. The Supervisor Southern Stores directly supervises four storemen, each responsible for a distinct commodity area, and reports directly to the OIC FQM. The position holds no financial delegation; financial and expenditure authority for the Directorate rests with the Director – Supply. The position of Supervisor Southern Stores is based at PHQ, Gordons, Port Moresby.

 

5.1 WORKING RELATIONSHIP

(a) Internal

OIC FQM; Director – Supply (on significant matters); the four Southern Stores storemen (Uniforms & Footwear; Belts, Body Armour & Tactical/Patrol; Protective, Safety, Traffic & Field; Station, Facility & Administrative Supplies); Admin Clerk; OIC Regional QMS; OIC Shipping & Movements; OIC Transit; Inventory Supervisor; OIC-Firearms; Force Armourer.

(b) External

Liaises, consults and at times work collaboratively with:

Suppliers and stores contractors, where relevant.

5.2 WORK ENVIRONMENT

The Supervisor Southern Stores is a supervisory appointment within the Royal Papua New Guinea Constabulary and reports directly to the OIC FQM. It is one of seven functional areas coordinated under the OIC FQM within the Supply Directorate, and directly supervises the four Southern Stores storemen.

The Supervisor Southern Stores oversees Southern Stores' four commodity areas uniforms and footwear, belts/body armour/tactical-patrol equipment, protective/ safety/ traffic/ field equipment, and station/facility/administrative supplies focusing on their receipt, storage, control, issue and accounting. Key duties include supervising the four storemen, coordinating stocktakes and stores returns, and liaising with police establishments on stores requirements. The role is office and store-based at PHQ, 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, and the National Procurement Act 2018

6.2 Decisions

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

6.3 Recommendations

• Makes recommendations on matters relating to Southern Stores stores, equipment, uniforms and supplies to the OIC FQM.

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. Coordinating the receipt, control and distribution of stores across four distinct commodity areas — uniforms, protective/tactical equipment and station supplies — while minimising loss, damage, delay and discrepancy, is the major challenge of this position.
  • The position is ranked at the RPNGC classification PC-06 and is within the operational supervisory levels of the Constabulary. The position holder is required to supervise stores operations across four commodity areas without independent financial delegation, and to establish effective working relationships with police establishments and suppliers in support of the Constabulary's stores and equipment requirements.
  • The Supervisor Southern Stores is responsible to the OIC FQM. This position's primary role involves supervising the four Southern Stores storemen, ensuring stores, equipment and uniform transactions are properly authorised, recorded and reported. 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 supervision of Southern Stores. The incumbent plays a critical role in directing stores operations across four commodity areas 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 checks of the four Southern Stores sections to verify stores operations, security and compliance. The job holder is challenged to provide stores status updates and information to the OIC FQM at any time or as required.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Grade 12 Certificate, or a Certificate/Diploma in Business Administration, Logistics/Supply Chain Management or a related field.
  • Must attend and pass relevant RPNGC supply/stores management courses.

(b) Knowledge

  • In-depth knowledge of stores, inventory and supply chain management principles and practices.
  • Knowledge of uniform, footwear, body armour and protective/tactical equipment stores procedures and standards.
  • 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.
  • Good verbal, written and interpersonal communication skills.
  • Ability to manage stores operations across multiple commodity 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 5-7 years’ experience in stores, supply chain, logistics or quartermaster operations, including supervisory experience.
  • Demonstrated experience managing stores across multiple commodity areas.

Educational Qualification:

Job Type:

Contractual

Working Hours:

hours weekly

Language Requirements:

English

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