JS.HRM.002 Administrative Assistant

JS.HRM.002 Administrative Assistant
Position Title: JS.HRM.002 Administrative Assistant
Grade: NJS 06
The National Judicial Staff Services (NJSS) has initiated a major organisational restructure to strengthen its workforce and enhance the delivery of efficient, effective, and quality support services to the Judiciary and courts throughout Papua New Guinea. We invite suitably qualified, experienced, and motivated Papua New Guineans to apply for the position of Administrative Assistant within the Administration unit based in HQ - Waigani.
Role Overview:
Provide high level secretarial and administrative support to Director Human Resource and the division through conducting and organising administrative duties and activities including receiving and handling of information. The position aims to ensure the smooth and efficient operation of the department while supporting its leadership.
Key Responsibilities

• Manage the Director's calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents for the Director.
• File and retrieve documents and reference materials for the Director and the division.
• Conduct research, collect and analyse data to prepare reports and documents.
• Manage and maintain the Director’s office systems, including data management and filing.
• Arrange and coordinate meetings and events, prepare agendas, take minutes, and ensure appropriate follow-up.
• Manage the stationary supply of HR division ensuring sufficient supply of stock, consumables, toners, cartridges, and others are ordered in a timely manner and stock level maintained.
• Liaise with internal staff at all levels and with external clients and suppliers.
• Monitor, respond to, and distribute incoming communications to the Director as appropriate.
• Handle confidential and sensitive information.
• All other duties consistent with the above as directed by the Director Human Resources.

Required Qualifications and Experience

• Diploma in Secretarial, Administration or Business Studies.
• 3 years of Secretarial or Administration experience in public or private sector.
• 3 years of experience in an administrative role, within an HR department.
• Experience with HR software, data entry, and understanding basic HR functions and terminology is an advantage.
• Administration and Office Management.
• Organizational and analytical skills.
• MS Office (MS Word, MS Excel, MS Outlook and MS PowerPoint).
• Knowledge in handling office equipment and machines (Printers/Scanners, Fax Machines, Binding Machines).
• Effective Time Management skills and ability to prioritize work.
• Attention to detail and problem-solving skills.
• Effective written and verbal communication skills.
• Organization skills and Ability to Multi-task.
• Communication Skills - Effective verbal and written communication skills.
• Interpersonal Skills - Able to handle sensitive situations with tact and empathy.
• Organizational Skills – Organizational skills enabling efficient management of responsibilities.
• Confidentiality - Ability to maintain confidentiality at all times.
• Problem-Solving Skills - Ability to address and resolve issues as they arise.
• Attention to Detail – Must be meticulous to avoid errors.
• Adaptability and Flexibility – Able to adapt to different tasks, unexpected situations, or changes.
• Professionalism - Maintaining a professional demeanour of both behaviour and appearance.
• Technical Proficiency - Familiarity with office equipment and software, especially HR Information Systems (HRIS), email, and office suite software.
• Positive Attitude – A cheerful attitude and appearance, creating a welcoming atmosphere.

Preferred

• Diploma in Business or Office Management.
• 3-5 years or more of practical work experience in a similar role.
• No discipline record in previous employment.

This Administrative Assistant role requires integrity, discretion, accuracy, and a strong commitment to professional service. The successful applicant will help ensure that NJSS people, records, and human resource services are managed effectively and in support of the Judiciary's work.
Please Note: Applications must be submitted in Word format. Kindly reference the job ID JS.HRM.002 and include your employment number in your application.
Seize this opportunity to contribute to justice delivery in Papua New Guinea by applying today. Let your skills drive excellence at NJSS.


With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.