JS.HRM.007 Help Desk Officer

JS.HRM.007 Help Desk Officer
Position Title: JS.HRM.007 Help Desk Officer
Grade: NJS 04
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 Help Desk Officer within the Administration unit based in HQ – Waigani.
Role Overview:
The HR Help Desk Officer serves as the first point of contact within the HR division and is a crucial link between the HR division, the organization and external clients, demanding a high level of interpersonal skills and attention to detail. This role aims to enhance overall employee satisfaction through efficient handling of HR-related inquiries and facilitating smooth communication between the HR department and employees. The role is responsible for managing the front desk operations, customer service and maintain excellent decorum for the HR office.
Key Responsibilities

• Greet and assist visitors in a professional manner.
• Answer and direct phone calls to the appropriate sections or individuals.
• Maintain up-to-date employee records and assist with data management in HR systems.
• Handle sensitive information confidentially and responsibly with discretion and integrity.
• Assist in the coordination and setting up of HR meetings and events. Ensure meeting/conferencing venue is clean, set up and well prepared for use.
• Prepare correspondence, documents, and other materials for the HR division.
• Schedule appointments and manage the HR calendar.
• Handle mail and deliveries, ensuring proper distribution within the department.
• Provide information and clarification on company policies and procedures.
• Participate in the improvement of HR procedures and processes.
• Monitor the HR help desk platform and ensure all queries are logged and addressed.
• Provide overall administrative and clerical support as directed for HR projects and initiatives.
• Perform other administrative duties as required by the Director HR.

Required Qualifications and Experience

• Certificate in Secretarial, Administration or Business Studies.
• Organizational and analytical skills.
• 3 years of experience in a receptionist or administrative role is required.
• Experience in a HR setting an added advantage.
• Communication Skills – Effective verbal and written communication skills are essential to deal with both internal staff and external visitors.
• Organizational Skills - Ability to manage multiple tasks and priorities efficiently.
• Interpersonal Skills - As a frontline employee, the ability to interact professionally and warmly with a diverse range of people is crucial.
• Technical Skills - Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Experience with HR software or databases can also be beneficial.
• Discretion and Confidentiality-Handling sensitive information is a key part of HR roles, so discretion and the ability to maintain confidentiality are critical.
• Basic HR Procedures - Knowledge of basic HR processes and terminology, understanding the basics of recruitment, onboarding, and employee records management.
• Company Policies and Procedures - Familiarity with the operational standards and employment regulations relevant to the Public Service.
• Communication Skills - Effective verbal and written communication skills.
• Interpersonal Skills - Able to handle sensitive situations with tact and empathy.
• Organizational Skills – Excellent organizational skills enabling efficient management of responsibilities.
• Confidentiality - A sense of discretion and the ability to maintain confidentiality are crucial.
• 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 at the front desk.
• Temperament – Ability to remain calm and attend to queries.

Preferred

• Diploma in Secretarial, Business Administration or Hospitality.
• 3 years or more of practical work experience in a similar role.
• No discipline record in previous employment.

This Help Desk Officer 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.007 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.


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