People & Culture Officer

Job Title: People & Cultures Officer

Reports To: Head of People & Culture

Location: 11 Mile, Sogeri Road, Port Moresby, NCD

Employment Type: Full-Time

ORGANIZATIONAL CONTEXT:

The Institute of Business Studies (IBS), from its’ humble beginning in 1987 as an arm of Nades & Associates primarily providing revision classes for the needs of Papua New Guinea Institute of Accountants (now CPA PNG), has evolved into a private University level Institution over the last 34 years. Today we are in one of the largest business schools in the country and off degree programmes in the fields of Accounting & Finance, Business & Management, Economics & Development Studies and Information Technology. We also continue to provide study pathways for grade 10 & 11 school leavers including industry accreditations for those seasoned professionals who want to get certified in their field.

Our success is the fruits of our dedicated team committed to making a difference in Papua New Guinea, through their efforts to help educate current and future citizens on Papua New Guinea.

A CAREER WITH US:

At IBS we believe that everyone has been gifted with natural talents and learned skills. Our recruitment process is designed to help candidates understand this and enable us to better match you with a role that you will not only be able to do but enjoy doing. Career progression is also important to us and believes that each employee should be at the driving seat of their career progression - this means your manager will discuss with you where you want to be in the future and be more of a coach for you in terms of giving you feedback on areas you need to work on to be your best and achieve your goals. We also have a lot of staff events that enable us to celebrate as a team and give recognition where it's due. 

POSITION OVERVIEW

The People & Culture Officer is responsible for supporting the administrative and operational functions of the People & Culture Department, ensuring the smooth coordination of HR administration, employee records, payroll support, onboarding, employee welfare, and employee relations activities across the University.

The People & Culture Officer will play a key role in supporting daily HR operations while contributing to a positive, professional, and employee-focused work environment. This position requires a highly organized individual with strong interpersonal skills, attention to detail, and the ability to work effectively in a fast-paced environment.

The People & Culture Officer is expected to be a conceptual thinker with excellent organizational and time management skills. The person in this role must be reliable, able to follow instructions accurately, multitask effectively, and maintain confidentiality at all times.

Key Responsibilities

1. HR Administration & Employee Records
   
   

• Manage and maintain the University’s BambooHR database and employee registry
• Ensure all employee records, contracts, and employment details are accurate and up to date
• Prepare and manage employment contracts, onboarding documentation, and employee correspondence
• Ensure all startup and onboarding forms are completed correctly on the employee’s first day
• Produce, file, and distribute HR-related documentation
• Create and manage calendars for the P&C team
• Schedule HR meetings and employee-related activities
• Generate reports on HR activities and departmental performance
• Act as a point of contact with public service providers and external stakeholders
• Assist in organizing and coordinating staff events and HR activities
• Maintain confidentiality of all employees and HR information

      2. HR Operations & Payroll Support

• Coordinate onboarding and orientation programs for new employees
• Support payroll processing and assist in resolving payroll-related issues
• Coordinate with banks, Nasfund, and NCSL regarding employee account details and contribution updates
• Assist with employee benefits administration, claims, and payment invoice approvals
• Manage staff medical cover and liaise with the insurance broker and nominated medical facilities to ensure effective administration and coordination of employee medical benefits
• Assist with termination processes, including preparation of exit documentation and conducting exit interviews
• Ensure compliance with HR policies, procedures, and employment regulations
• Assist in developing and reviewing HR policies and procedures as required

     3. Employee Relations & Staff Support

• Respond to HR-related queries and provide support to employees on HR policies, procedures, and workplace matters
• Handle employee grievances and complaints professionally and confidentially
• Support positive employee relations and contribute to a healthy work culture
• Create and promote exceptional employee experience for all staff across IBSUniversity
• Provide guidance to employees on HR rules, processes, and staff welfare matters
• Work closely with management and staff to support fair and consistent HR practices
• Assist in resolving workplace concerns and escalating matters where necessary

Requirements

• Bachelor’s degree in human resource management, Psychology, Business Administration, or a related field
• Minimum of 3 years’ work experience in a similar role
• Strong knowledge of HR administration and payroll practices
• Good understanding of PNG Labour Laws and the PNG Employment Act
• Excellent interpersonal and communication skills
• Strong organizational and administrative abilities
• Ability to multitask and work effectively in a fast-paced environment
• High attention to detail and accuracy
• Strong problem-solving and decision-making skills
• Proficiency in HR systems and business communication tools
• Excellent written and spoken English
• Ability to maintain confidentiality and professionalism
• Strong willingness to learn, grow, and contribute positively to the organization