Job Description

Job Title : PERSONNEL ASSISTANT (Code- 6118)


Experience: - Years

Job Description / Responsibilities:

1. PURPOSE

To provide efficient administrative and clerical support to the Director and the Human Development & Training Directorate, ensuring smooth coordination of staff development, performance management, and training activities internally and externally.

2. DIMENSIONS

Financial: Nil
Staff: Nil
Others: Nil

3. PRINCIPLE ACCOUNTABILITIES

  • Provide timely administrative support to the Director and the HRD& T team in the everyday operations of the Directorate
  • Effectively provide assistance and support in the organization of the training sessions, workshops, and inhouse trainings
  • Provide assistance in compiling staff training application and scheduling Training Board meetings
  • Monitor training or course expenditure and assist in the preparation og annual training budgets, process staff claims for training attended
  • Assist in monitoring training attendees and requesting individual training reports from training attendees and their supervisors
  • Assist in keeping records of all training activities and the statisctic of division that benefited from training for easy reporting purposes
  • Support HR officers in compliance with policies, procedures, and guidelines.

4. MAJOR DUTIES

  • Assist in the preparation of Director’s correspondences, minutes and attending to clients
  • Ordering Office stationaries, ink, tonners and filing of requisition forms
  • Effectively arrange and coordinate logistical support for the training/workshop attendees
  • Collect training applications from Staff members applying for funding support through the RPNGC and vet the application before the Training Board meetings
  • Schedule training board meetings and advise training board members of the training dates and venues including distribution of meeting agendas.
  • Collate Training Board recommendations and advise the applicants on the response from the Training board and necessary arrangement of their training
  • Track all the training expenditures, costings and keep copies of receipts, invoices and acceptance letters of each individual training and group training courses.
  • Assist in providing training expenditure reports against training attended
  • Track and collect training/course reports from the course attendees funded through the RPNGC HRD&T section two weeks after the training has been completed
  • Assist in keeping records (physical and electronic) of all courses/training sponsored under the RPNGC budget or funded through partner agencies like AFP
  • Assist the Director in the Preparation of the Executive report to the ACP and the DCP Administration on all training matters
  • Coordinate and work closely with the other sections of the HRD&T and the team leaders in collecting their monthly, quarterly and annual reports on behalf of the Director
  • Assist the Director in preparing Quarterly reports to the ACP HR and the DCP-Administration
  • Ensure that all activities are in compliance with the policies, procedures and within the regulations of the Constabulary.

5. NATURE AND SCOPE

The Administrative Assistant plays a crucial role in supporting daily operations within an HRD&T Directorate and this position involves handling administrative tasks such as maintaining records, coordinating office activities, managing correspondence, and assisting with Training 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 Officer 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 Director HRD&T.
  • Liaises with the office of ACP Human Resource
  • Liaises with the office of Director HRM and Other Directorates
  • RPNGC Finance Division
  • Works closely with all respective section with HRD&T.

(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 Training organizations as required.

5.2 WORK ENVIRONMENT

This position is an office-based role within the Human Resource Development & Training 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 Director HRD&T

6.3 Recommendations

• The job holder is to provide recommendations to the Director HRD&T related Matters and recommend for process improvements for HR administrative improvements

7. CHALLENGES

  • Managing multiple administrative tasks within tight deadlines.
  • Ensuring accuracy in HRD&T 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 equivalent 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 Human Resources Management systems and process
  • Excellent knowledge about rules and regulations in the Police Finance Management Act and Regulations, General Orders and 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 Training 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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