JS.HRM.030 Processing & Records Officer

JS.HRM.030 Processing and Records Officer
Position Title: JS.HRM.030 Processing and Records Officer
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 Processing and Records Officer within the Payroll Services unit based in HQ – Waigani.
Role Overview:
The Payroll Processing & Records Officer is responsible for the accurate and timely processing and data entry of approved payroll transactions within the National Judicial Staff Service (NJSS). The position undertakes payroll data entry, payroll records administration and document management functions to ensure payroll information is accurately maintained within the payroll system and supported by complete, authorised and readily accessible records. The position processes payroll transactions only after they have been validated and approved by the Payroll Monitoring & Compliance Unit and authorised for system input. Following payroll processing, the position is responsible for maintaining both electronic and manual payroll records, ensuring all processed documentation is accurately filed, updated and archived in accordance with approved records management standards and organisational policies. Working closely with the Team Leader Payroll Administration & Accounting, the Payroll Monitoring & Compliance Unit and the Records Management Unit, the position contributes to maintaining accurate payroll information, reliable employee records and effective records management practices that support payroll integrity, operational efficiency and organisational accountability.
Key Responsibilities

• Process approved payroll transactions within the payroll system accurately and in accordance with authorized payroll documentation and established payroll processing procedures.
• Enter payroll data relating to appointments, salary variations, allowances, deductions, leave, terminations and other authorized payroll transactions following verification and approval by the Payroll Monitoring & Compliance Unit.
• Verify the completeness of approved documentation prior to data entry and promptly report any discrepancies or incomplete documentation to the Team Leader Payroll Administration & Accounting.
• Maintain accurate electronic and manual payroll records, ensuring all processed payroll documentation is appropriately recorded, updated and securely maintained.
• File, index and manage payroll records and supporting documentation to facilitate efficient retrieval, audit verification and ongoing payroll administration.
• Liaise with the Records Management Unit to coordinate the secure storage, archiving, retrieval and disposal of payroll records in accordance with approved records management policies and retention schedules.
• Assist in preparing payroll records and supporting documentation for internal reviews, payroll audits and external audit requirements.
• Maintain the confidentiality, integrity and security of payroll information by ensuring authorized access, secure handling and proper management of payroll records and employee information.
• Provide administrative assistance in responding to payroll records enquiries and retrieving payroll documentation for authorized officers while maintaining established confidentiality protocols.
• Contribute to the continuous improvement of payroll processing procedures, records administration practices and document management systems to enhance payroll efficiency, data integrity and organizational accountability.
• All other duties and projects are consistent and related to the qualifications and requirements of the position as assigned and delegated by the Director HR.

Required Qualifications and Experience

• Diploma in Business Management, Human Resource Management or a related discipline.
• Business Information Systems (with Ascender Payroll/HRIS experience).
• 3 years’ working experience in payroll management, payroll audit & reconciliation and payroll compliance in the Public Sector.
• Sound experience using enterprise payroll systems (preferably Ascender Pay or equivalent).
• Experience interpreting employment conditions, payroll legislation, industrial awards, and payroll & HR policies.
• Sound understanding of Public Sector HR and Payroll management.
• Knowledge of Payroll legislation, procedures and requirements applicable to PNG.
• Knowledge of Public sector payroll administration and internal control principles.
• Excellent communication skills, both verbal and written.
• Attention to detail, meticulous and time management skills.
• Competent IT skills.
• Sound knowledge in computerized payroll system (preferably Ascender Pay).
• Attention to Detail - crucial for accurately administering payroll calculations.
• Integrity - high ethical standards and confidentiality are essential.
• Commitment to accountability, governance, and continuous improvement.
• Organizational Skills – essential as payroll involves handling multiple priorities under tight deadlines.
• Communication Skills - must be able to explain payroll issues and regulations effectively.
• Technical Proficiency - strong understanding of payroll software and systems is necessary.
• Proficiency in technology helps in efficient data management and reporting.

Preferred

• Advanced Diploma in Business Management, HR or related field.
• Experience working within the PNG Public Service or a statutory authority.
• 3-5 years or experience working within the PNG Public Service or a statutory authority.

This Processing and Records 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.030 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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