Job Description

Job Title : PROVINCIAL ADMINISTRATION OFFICER (Code- 2630)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

The Provincial Administration Officer provides direct support to the Provincial Administration Manager in overseeing administrative operations of the Provincial Police Command. The role ensures effective coordination of clerical, financial, logistical, and personnel support services, while promoting accountability, compliance, and efficient service delivery across the province.

2. DIMENSIONS

Financial: NA
Staff: 3
Others: The Provincial Administration Office is based at the Morobe Provincial Police Headquarters, and reports directly to the Provincial Administration Manager (PAM). Supervises the secretaries and the cleaners based in the Provincial Headquarters

3. PRINCIPLE ACCOUNTABILITIES

  • Support the Provincial Administration Manager in implementing administrative systems, policies, and procedures to support policing operations and service delivery across the Provincial Police Command
  • Assist the provincial administration manager in developing administrative programs, budgets and planning resources to meet operational needs and contribute to the achievement of command’s objectives
  • Preparing annual management plans, budgets, and quarterly reviews ensuring that the Provincial Administration Manager sights and approves for presentation
  • Effectively assist in managing records, information and administrative documentation to ensure the integrity, security and accessibility of official information are kept confidential.
  • Ensure that the human resource administration and staff welfare functions carried out smoothly in liaison with Provincial Administration Manager to support an effective and professional workforce
  • Ensure to report strategic good governance and risk management issues to the management to promote accountability and informed decision-making across the Provincial Police Command
  • Provide assistance in the engagement with stakeholders including Communities, Suppliers, Provincial and District administration in the delivery of policing services and document the number of assistances for reporting purposes.

4. MAJOR DUTIES

  • Effectively support the development, implementation and monitoring of the administrative policies, systems and procedures to ensure efficient service delivery.
  • Develop and implement administrative plans to extend support services to the operational and support units or sections.
  • Develop administrative processes and recommend improvements to enhance effectiveness and accountability.
  • Assist to prepare annual management plans, quarterly budget Reviews, work programs and budget submissions.
  • Accountable, monitoring and reporting for the collection and banking of public monies received including monies for police operations and rations.
  • Provide strategic support and advise to Provincial Administration Manager (PAM) on administrative priorities and resource requirements and distribution
  • Carry out asset, facility and infrastructure inventories/inspections and maintenance across the police stations and barracks in the province to ensure resources are effectively utilized,maintained, safeguarded and aligned with operational needs.
  • Compile BOS reports and request re issue to domestic furnitures and equipments and assess, report and request new issues.
  • Accurate maintenance of official records and information to ensure they remain secure, reliable and accessible when needed.
  • Apply good records management practices across the command by inplementing compliance and supporting continuous improvement in information governance and confidentiality from the office of PAM and PPC.
  • Provide advice and recommendations to PAM on records, information security and documentation practices to support accountability and operational efficiency.
  • Effective coordination of human resource administration, leave management, performance appraisals across the province on civilian staff, ensuring staffing, workforce planning and personnel management functions support operational requirements.
  • Develop and implement human resource policies, staffing establishment, training and staff welfare programs to ensure compliance with organizational requirements and the effective delivery of policing operations.
  • Provide advice and recommendations to the PAM and PPC on workforce priorities, staffing requirements, employee welfare issues and emerging human resource challenges.
  • Provide accurate reports to the management through PAM on the progress of the Provincial Police Command on any developments within the provinces
  • Ensure that any activities conducted are within the parameters of law enforcement and in compliance with the Constabulary’s standards, requirements and the government's regulations, the Public Finance Management Act and the Public Service Management Act
  • Effectively coordinate and liaise with the Communities and the suppliers in the provision of services to the Provincial Police Command and document any activity
  • Assist Maintain effective communication and partnerships with the Provincial Government and District Administrations to enhance collaboration in the planning and delivery of policing services for the benefit of communities across the province and its districts.

5. NATURE AND SCOPE

 

5.1 WORKING RELATIONSHIP

(a) Internal

Working and reporting directly to the Provincial Police Commander and Director Administration, Director Finance and other directorates within the RPNGC.

(b) External

Working closely with service providers and suppliers to ensure smooth flow of the office of the Provincial Police Commander.

5.2 WORK ENVIRONMENT

The Position is based at the provincial headquarters, reporting directly to the Provincial Administration Manager (PAM) and liaising with the regional Command and the RPNGC Headquarters. Carry out finance, logistics, HR, and support services that enable frontline policing operations. As needed, assist PAM working closely with provincial government, the district administration, and community stakeholders to support operations within the province that may require external government support.

The position involves office-based administrative duties with field visits to border posts, police stations, and community engagements. Expected to uphold integrity, accountability, and compliance with RPNGC standards while fostering teamwork and discipline among staff.

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

6.1 Rules/procedures

The Police Act; The Public Service Management ACT; Public Service General Order, Internal Policies; the Constabulary Standing Orders;

6.2 Decisions

The job holder has no authority to make decisions without consulting the PPC

6.3 Recommendations

• This position should possess several crucial recommendations to excel administratively. These recommendations encompass a strong commitment to the security and confidentiality of all information coming to and going from the office of the PPC

7. CHALLENGES

  • Balancing Limited Resources Against Operational Demands - Ensuring that financial, human and physical resources are allocated effectively to support policing operations across the Province, while managing competing priorities, budget constraints and increasing service delivery demands.
  • Maintaining Effective Administrative Services Across Geographically Dispersed Locations - Providing consistent administrative support, oversight and service delivery to District Police Stations and provincial units that may be affected by distance, infrastructure limitations, communication challenges and varying operational requirements.
  • Managing Workforce Capacity and Staff Welfare Needs - Supporting workforce planning, staff development and employee welfare initiatives to maintain a capable, motivated and professional workforce, particularly in the face of staffing shortages, skill gaps and changing operational demands.
  • Maintaining Accurate Information and Accountability for Decision-Making - Ensuring the availability of reliable administrative, financial, human resource and asset information to support sound decision-making, accountability and effective management oversight across the Provincial Police Command.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Possess a diploma or degree in business administration or relevant field from a recognized training institution

(b) Knowledge

  • Strong understanding of government regulations, auditing requirements, and different reporting standards (Annual Activity Plan, Quarterly Budget reviews, Annual Management Plans)
  • Comprehensive knowledge of law enforcement procedures,
  • Broader Understanding of RPNGC policies and regulations, local and national laws, data security, administrative and organizational skills,
  • Policy development, and implementation processes, risk assessment and management principles, and strategic planning concepts.
  • Basic knowledge of HR functions and operations.
  • Acceptable knowledge of the issues affecting the Policing systems and process
  • Excellent knowledge about rules and regulations in the Police Finance Management Act and Regulations, General Orders and the PNG Constitution.

(c) Skills

  • Excellent interpersonal skills for liaising with provincial government, community leaders, and external partners.
  • Problem-Solving and flexibility to adapt to changing operational demands and emergencies
  • Strong Leadership and supervisory skills
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and time-management skills.
  • Attention to detail and accuracy in reporting.
  • Ability to handle confidential information with discretion.
  • Excellent work ethics
  • Strong focus on staff welfare, performance and professional development.
  • Demonstrated ability to maintain effective relationships with internal and external clients /stakeholders and the community involved.
  • Skilled in long-term planning for staffing, logistics, and infrastructure.

(d) Work Experience

  • A minimum of 5 years' experience in office administration and management, preferably within law enforcement or related sectors.

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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