1 FORM OD 2.

PAPUA NEW GUINEA PUBLIC SERVICE

POSITION DESCRIPTION
DIRECTOR, PAYROLL & RECORDS MANAGEMENT - GRADE 17

1. IDENTIFICATION
AGENCY SYSTEM POSITION NO. REF. NO.
DEPARTMENT OF FOREIGN AFFAIRS HRM 10
WING: DESIGNATION/CLASSIFICATION
Corporate Services & Operations Director, Payroll & Records Management - Grade 17
DIVISION: LOCAL DESIGNATION:
Human Resource Management Director, Payroll & Records Management - Grade 17
BRANCH: REPORTING TO: SYS. POSN. REF. NO.
NO.
Payroll & Records Management Director General (Human Resource HRM 01
Management), Grade 19
SECTION LOCATION
N/A HQ, Waigani
HISTORY OF POSITIONS
DPM F/N DATE OF VARIATION DETAILS
10 August, 2023 Created.

2. PURPOSE
Reporting to the Director General, the Director oversees, directs and coordinates the policies,
functions and activities related to Management of Payroll and Records of Personal Emoluments and
Employment Contract Entitlement Payments for Headquarters Officers, Diplomatic Officers and
Locally Engaged Staff in Overseas Missions and Posts

3. DIMENSION
The dimensions of this position is very broad impacting the Department’s strategies, programs and
policies relating to their implementation in-country and through overseas missions and posts. The
position has financial accountability with 7 officers in the Branch, to supervise.

4. PRINCIPAL ACCOUNTABILITIES
4.1 Effective and efficient operations of the Branch in relations to the Payroll & Record Management
Branch.

4.2 Development of effective Strategies and Work Programs for the Branch consistent with the
Departments Corporate Plan.

4.3 Provide sound advice to the Director-General.

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5. MAJOR DUTIES
5.1 Direct, co-ordinate and manage the policies, functions and activities of the Computerized HRIS
Payroll System and Upkeep of Records of Payments of Salaries, Wages and other Entitlements
for Officers at Headquarters and Staff of Overseas Missions and Posts.

5.2 Develop a transparent and systematic process for the Review of Staff Salaries, Wages and
Entitlements based on the normal six monthly Performance Appraisal process for
recommendations and subsequent update of salary records.

5.3 Ensure that Personnel Salary Files are updated and information conveyed to the Officers
concerned regarding appraisal and recommendation.

5.4 Ensure that the integrity of Oversight Responsibilities over the Processing of Officers’ Salaries
and Entitlements, Update of the Record Management and the HRIS Payroll system for Officers at
Headquarters and Overseas Missions and Posts must be upheld at all times.

5.5 Monitor and advise Director General on unsubstantiated payments of Salaries, Wages and
Entitlements or Advances made without prior authorization from the Secretary.

5.6 Active involvement in the negotiation of the Standard Employment Contracts for Heads of
Missions and Posts as well as Senior Officers of the Department. Identify DMA and SDMA
positions to be endorsed for upgrade of Contractual Payments at Headquarters while
consideration to be given for a standardized contract to Locally Engaged Staff (LES) in Missions
and Posts.

5.7 Coordinate the Review of Foreign Service Handbook (Manual of Operations) particularly in
relations to the normal periodic update of Entitlements and Benefits for Officers.

5.8 Liaise with Overseas Missions and Posts on all matters concerning Staff Salaries, Entitlements
and Records.

5.9 Devise programs for on the job training and activities to assist the development of subordinate
officers paying close attention to individual specialization needs.

5.10 Carry out other duties directed by Director General.

6. NATURE AND SCOPE

The job focuses on Direct, control, co-ordinate and manage the policies, functions and activities of the
Human Resources Branch that include negotiations, administration and implementation of
Employment Contracts for Heads of Missions and Posts, Senior Officers in the Department,
Entitlements for Officers on Contract Positions, Locally Engaged Staff (Overseas) and Consultants.

6.1 Working relationship

Internal Why
 Director Generals Providing high level advice consistent
 Deputy Secretary, Corporate Services Wing with the role and responsibilities of the
• Directors and staff of division position.
 DFA senior managers and staff Consult, inform, and coordinate the
 Heads of Missions & Posts implementation of the corporate
strategies, plans and programs.
External Why
 Senior officers of relevant Government Liaise and consult consistent with the
Departments ; roles and responsibilities of the position.
 Representatives of Private Sector, Civil Societies,

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6.2 Working environment

This senior management position operates within a highly dynamic and fluid policy
environment in an organization that is the presence of the Government of PNG at the
International level developing and maintaining strategies, connections, and relationships.

7. CONSTRAINTS, FRAMEWORKS, AND BOUNDARIES

The position operates within the precincts of the Public Service (Management) Act 2020, Public Service
General Orders, Code of Conduct and Business Ethics, Public Finance (Management) Act, DPM
Instructions. Constraints will be due to amendments to policies and legislations and restrictions
imposed through government circulars and instructions like redrafting of human resource management
policies, practices and procedures.

8. CHALLENGES
The position holder might it challenging to perform his tasks effectively and effectively when almost all
HR functions are centralized casing lengthy delays in the seeking approvals with DPM and other central
agencies. Lack of funding and other resources could be an additional challenge in the effective and
efficient execution of work output based on the Corporate Plan and annual Work Plan.

9. POSITION AND PERSON SPECIFICATIONS

(a) Qualifications
 Relevant University Degree in Human Resource Management, Business Administration, and
other relevant qualifications from a recognized university, Master’s degree preferred.
 Additional Diploma or Certificate in Foreign Service or Diplomacy.

(b) Knowledge
 Thorough understanding and knowledge of the Public Services (Management) Act, Public
Service General Orders, Public Services Policies, Public Finance (Management) Act,
Government Foreign Policy
 Foreign Service Handbook, Manual of Protocol and Consular Procedures, Vienna Convention
various Bilateral and, Border Treaties, and Agreements & Arrangements
 Good understanding of the Code of Business Ethics and Conduct for the National Public
Service issued under the Public Services (Management) Act on the initiative of the National
Executive Council especially designed to combat corruption.

(c) Skills
 Excellent oral and written communication skills
 Good analytical and research skills
 Good leadership skills and experiences,
 Good people management skills, industrial relations, and the ability to promote teamwork for
the collective achievement of corporate goals.
 High level of interpersonal skills and a demonstrated ability to communicate and negotiate
effectively with a diverse range of groups and prepare high-quality reports.
 Bilingual Skills in any UN-approved languages would be an advantage.

(d) Work Experience

 Over five (5) work experience in the Department with some supervisory or management
experience
 Must have serviced at least two (2) terms in a PNG Overseas Missions or Posts reaching
Deputy Head of Mission or Consul General Level.

(e) Desirable Societal Awareness

 Understanding of HIV and AIDS
 Understanding of Gender Equity, Equality, and Social Inclusion Issues in Papua New Guinea.

(f) Public Service Code of Conduct and Department Values

 Demonstrated practices and awareness of Department Values stated in the Corporate Plan:
 Respectful of cultural and other differences
 Gender equality and social inclusion especially of persons living with disabilities

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 4 FORM OD 2.7

 Observation of Human Rights generally

 Freedom of Religions
 Observation and practicing Fairness

SIGNATURE of Position Holder :

NAME of Position Holder :

Date :

National Public Service General Orders (Fourth Edition) GO 2/ Rev0/ 1st January 2012