Job Description

Job Title : ADMINISTRATION ASSISTANT (Code- 7336)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

The Administration Assistant in the Human Resource (HR) Division provides essential administrative and clerical support to ensure the smooth operation of HR functions. This role involves handling documentation, assisting with personnel service matters, coordinating HR-related activities, and supporting the HR team with day-to-day tasks.

2. DIMENSIONS

Financial: Nil 

Staff: Nil    

Others: Nil

3. PRINCIPLE ACCOUNTABILITIES

  • Ensure accurate and timely processing of HR administrative tasks.
  • Maintain confidentiality and integrity of employee records.
  • Provide logistical and administrative support for HR-related events and activities.
  • Ensure proper documentation and filing of HR-related correspondence.
  • Support HR officers in compliance with policies, procedures, and guidelines.

4. MAJOR DUTIES

  • Maintain and update employee records and HR databases.
  • Assist in preparing HR reports, memos, and correspondence.
  • Coordinate logistics for recruitment, training, and staff induction programs.
  • Handle inquiries related to HR processes and policies.
  • Conduct administrative search of data and compile reports for management
  • Provide support in payroll documentation and leave management.
  • Maintain office supplies and HR-related documentation.
  • Ensure to be promptly and attentive to provide effective services without much supervision.
  • Strictly bear to the highest level of confidentially of staff management.
  • Carry out other duties as required consistent with the above.

5. NATURE AND SCOPE

The Administrative Assistant plays a crucial role in supporting daily operations within an HRM Directorate and this position involves handling administrative tasks such as maintaining records, coordinating office activities, managing correspondence, and assisting with HR-related functions. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively with internal and external stakeholders.

Operating in a structured office environment, the Administration Assistant ensures smooth workflow by adhering to Constabulary policies and procedures while providing essential support to management and staff. The scope of work may vary depending on Directorate needs but generally includes clerical support, data management, scheduling, and facilitating communication across teams.

5.1 WORKING RELATIONSHIP

(a) Internal

  • Reports directly to the Manager Personnel Service.
  • Liaises with the office of ACP Human Resource
  • Liaises with the office of Director HRM
  • Works closely with all respective section with HRM and administrative staff.

(b) External

  • Department of Personnel Management,
  • Department of Finance,
  • Department of Treasury,
  • Department of Public Service Management for HR-related compliance matters, when required.
  • Other relevant private organizations as required.

5.2 WORK ENVIRONMENT

This position is an office-based role within the Human Resource Directorate and requires interaction with multiple internal and external stakeholders. Occasional need to attend official HR-related matters within and outside of NCD.

6. CONSTRAINTS FRAMEWORK AND BOUNDARIES

This position is guided by the Governments Rules and Procedures in all its activities

6.1 Rules/procedures                

  • The Police Act; the Constabulary Standing Orders; the Public Service (Management) Act; the Public Finance (Management) Act; and PNG Government General Orders (2012), Public Service Code of Conduct and Ethics. Labour and Employment Act, Royal PNG Constabulary Corporate Plan and HR Administrative protocols

6.2 Decisions

  • The job holder has no authority to make decisions without consulting the Manager Personnel

6.3 Recommendations

  • The job holder is to provide recommendations to the Manager Personnel on all HR related Matters and recommend for process improvements for HR administrative improvements.

7. CHALLENGES

Managing multiple administrative tasks within tight deadlines.

  • Ensuring accuracy in HR records and documentation.
  • Handling confidential employee information with discretion.
  • Adapting to policy changes and HR procedural updates.

8. QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Completed Grade 12 with a Diploma or Certificate in Human Resource Management or Business Administration from a recognized Training Institution

(b) Knowledge

  • Basic knowledge of HR functions and operations.
  • Acceptable knowledge of the issues affecting the management of a high-quality Training Institution of an Excellence nature.
  • Excellent knowledge about rules and regulations in the Police Finance Management Act and Regulations, the PNG Constitution.

(c) Skills

  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and time-management skills.
  • Effective communication and interpersonal skills.
  • Attention to detail and accuracy in data entry.
  • Ability to handle confidential information with discretion.
  • Excellent work ethics
  • Demonstrated ability to maintain effective relationship with internal and external clients involve.

(d) Work Experience

  • At least 1-3 years of experience in an HR or administrative role.
  • Familiarity with HR policies, procedures, and documentation.

Educational Qualification:

Job Type:

Full Time

Working Hours:

hours weekly

Language Requirements:

English

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