GENERAL ADMINISTRATIVE SERVICES PROGRAM

By Gertrude Numara
Administration Officer

HISTORY:
In 2005 a 5 year Diocesan Cooperate Plan was launched which incorporated that adminsitration under the title of General Administrative Services, under the Ministry of Finance and Administration.

OBJECTIVE:
The main objective of the program is to provide administative services for the parishes and to the people of the Aitape Diocese through our annually planned activities which are budgeted for each year.

ACTIVITIES:
The following activities undertaken by the program are:

• All general queries through the Diocesan Main Office attended to,
• Diocesan Radio network managed
• Phone, Photocopy and Fax services provided and charged
• Diocesan mail sorted and sent to the Diocesan entities (other programs, religious houses, business entities within Aitape, and parishes)
• Manage the Diocesan transport pool,
• Maintain the main office complex facilities such as the grounds and environment
• We also liaise for migrations department by assisting with the documentation of migation papers for volunteers and expatriate religious through processing of application forms, Work Permits and Passport photos
• We also provide a mini stationary outlet where we sell and supply stationary items to offices, schools and the general public
• And as part of the management structure, the Head of the Program is expected to participate in any management meetings, preparing and submitting activity plans and budgets for approval by the top management.

STAFF:
General Administrative Services Program has a staff ceiling of 9 employees.

• General Administration Officer x1, who is responsible for the overall management of the program.
• Switchboard Operator x1, who is responsible for managing the main switchboard, dialing and transfering of calls, taking messages, attends to radio calls, does photocopying, faxing and attends to clients at the reception area.
• Office Assistant x1, responsible for the cleanliness of all office interiors including the restroom and conferenece room, and assists the switchboard operator when necessary
• Security Guards x3, responsible for nightwatch around the main office complex and the Bishop's house
• Drive x1, responsible for driving of pool vehicles upon request of officers for duty travel
• Grass cutters x2, responsible for maintaining the office grounds, cutting grass and beautification of the area.

Left:Cynthia - Switchboard Operator
Right:Lucy - Office Assistant