JS.ITB.003 Administrative Assistant

JS.ITB.003 Administrative Assistant
Position Title: JS.ITB.003 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, POM.
Role Overview:
This position manages filings, submissions of requisitions and other clerical and office duties for the IT division. Manage daily transport requirements for the IT division in collaboration with the IT Director. Processing, recording, and storing inventory listings of all IT equipment used throughout the organization. Report back on the IT Management needs of the division in terms of office supplies for planning purposes. Report to the Director IT any issues that require their intervention, approval, or opinion. National Judicial Staff Service Act 1987 and other relevant legislation. Standard Operational Procedures.
Key Responsibilities

• Personal Assistant support to the Director IT.
• Daily administrative support to the IT team.
• Organizing meetings and events, including note taking.
• Managing diary and appointments, ensuring effective use of time.
• Preparation of papers and information in advance and taking minutes when necessary for meetings.
• Scheduling regular team meetings and supervision meetings with direct reports.
• Booking accommodation and travel for the IT Team.
• Ensuring proper stock levels of consumables are maintained in the storeroom.
• Carrying out a range of administrative tasks, including photocopying, managing electronic and paper based filing systems, sending emails.
• Coding, logging, and monitoring expenses, invoices, and budgets.
• Coordinating the Implementation CMIT meetings (every quarter), to include all pre-meeting arrangements and note taking.
• Coordinating correspondence.
• Dealing with correspondence for the IT Team, drafting responses as required.
• Processing financial information by monitoring, processing, and recording expenses and invoices and reconciling expenditure.
• Performing other duties as directed by the IT Director.

Required Qualifications and Experience

• Diploma in business administration or a related field of study.
• 3 years in administrative roles within recognised companies.
• Experience of organising and providing administrative assistance in an office environment.
• Experience of handling a wide range of enquiries.
• Experience of taking and writing minutes.
• Experience of using Microsoft Office packages, particularly Word, Excel, PowerPoint, and Outlook.
• Telephone etiquette.
• Dedicated to successful team management and continuous improvement.
• A natural collaborator.
• Uses information appropriately and in line with the organisations’ Confidentiality Policy and Data Protection policies.
• Knowledge of clerical and administrative procedures such as filing and record keeping.
• Critical thinking and logical approach to problems.
• Ability to work on own initiative with minimal supervision.
• An organised and thorough approach to work.
• Good interpersonal skills.
• Ability to work to deadlines and to pay attention to detail.
• Ability to manage a heavy workload and at times prioritise conflicting priorities as well as tracking progress on a wide range of tasks.
• Ability to communicate effectively, both orally and in writing.
• Logical thinker.
• Critical analyses of problems.
• Dedicated attitude towards work.
• Ability to properly express thoughts.
• Ability to fit into team environments.
• Ability to work under intense pressure.

Preferred

• Advance Diploma in business administration or a related field of study.
• 3 years or more experience in administrative roles within recognised companies.

This Administrative Assistant role requires adaptability, sound judgement, and a strong commitment to reliable service. The successful applicant will help ensure that NJSS technology services and digital operations remain secure, effective, and responsive to the needs of the Judiciary and courts throughout Papua New Guinea.
Please Note: Applications must be submitted in Word format. Kindly reference the job ID JS.ITB.003 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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