Executive Officer to the Vice Chancellor
ABOUT US
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 35 years. Today we are one of the largest business schools in the country and offer 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 & 12 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 futures citizens on Papua New Guinea.
A CAREER WITH US
At IBS we believe that everyone has been gifted with natural talents and learnt 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.
ABOUT THIS ROLE
Position Title: Executive Officer to the Vice Chancellor
Department: Office of the Vice Chancellor
Location: IBS University, Port Moresby
Reports To: Vice Chancellor
Supervises: Administrative Assistants (as applicable)
Position Summary:
The Executive Officer to the Vice Chancellor plays a key role in ensuring the efficient functioning of the Office of the Vice Chancellor. As a vital link between the Vice Chancellor, internal departments, external stakeholders, and regulatory bodies, including the Department of Higher Education, Research, Science, and Technology (DHERST), this position demands strong organizational, communication, and strategic skills. The Executive Officer will support the Vice Chancellor in decision-making, governance, and external relations to advance the mission and vision of IBSUniversity as a growing private institution.
Key Responsibilities
- Executive Support and Coordination
- Serve as the primary point of contact between the Vice Chancellor and internal/external stakeholders.
- Assist the Vice Chancellor in coordinating and managing day-to-day activities, including managing schedules, meetings, and travel arrangements.
- Ensure the efficient preparation and follow-up of all meetings, including preparing agendas, minutes, action points, and reports.
- Draft, proofread, and edit correspondence, presentations, reports, and other documentation as needed.
- Stakeholder Engagement and Relationship Management
- Foster strong relationships with external stakeholders, including DHERST, industry partners, donors, and educational institutions.
- Liaise with DHERST on regulatory matters, accreditation, and policy updates to ensure IBSUniversity’s compliance with national education standards.
- Represent the Office of the Vice Chancellor in external meetings, forums, and events, ensuring clear and professional communication on behalf of the institution.
- Governance and Compliance Support
- Support the Vice Chancellor in managing governance processes, including university council meetings, committee oversight, and strategic planning sessions.
- Maintain up-to-date records of key governance documents, policies, and procedures to ensure the University operates in accordance with regulations.
- Assist in the preparation of reports and documents required for government submissions and compliance with higher education standards.
- Communication and Reporting
- Prepare communications on behalf of the Vice Chancellor, including internal announcements, newsletters, and official statements.
- Oversee communication channels and platforms to ensure effective dissemination of information within the University and with external partners.
- Coordinate the timely submission of reports, proposals, and documentation required for strategic initiatives, collaborations, and university development projects.
- Project and Strategic Initiative Support
- Assist in planning and executing special projects as directed by the Vice Chancellor, including initiatives that contribute to the growth and expansion of the University.
- Monitor and track the progress of strategic initiatives, ensuring alignment with the University’s goals and objectives.
- Provide support in organizing university events, including stakeholder workshops, conferences, and strategic meetings.
- Administrative and Operational Duties
- Manage confidential information and ensure proper filing and documentation within the Vice Chancellor’s Office.
- Oversee and coordinate the work of any administrative assistants or support staff within the office.
- Monitor and manage office budgets, expenses, and resources, ensuring cost-effectiveness and alignment with university policies.
Qualifications and Skills
- Education: Bachelor’s degree in Business Administration, Management, Communication, or a related field (Master’s degree preferred).
- Experience: At least 3-5 years of experience in an executive support or senior administrative role, preferably within the higher education sector.
- Knowledge:
- Understanding of the higher education sector in Papua New Guinea, including key stakeholders like DHERST.
- Familiarity with regulatory frameworks and accreditation processes in higher education.
- Skills:
- Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
- Strong organizational and time-management skills, with the ability to handle multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management tools.
- Proven ability to maintain confidentiality and handle sensitive information.
Key Attributes
- Proactive, with a strong ability to anticipate needs and manage high-pressure situations.
- High degree of professionalism, integrity, and interpersonal skills.
- Strong leadership and teamwork capabilities to work effectively with diverse teams and senior management.
- Attention to detail and a commitment to producing high-quality work.
- Adaptability and a growth mindset, aligned with IBSUniversity’s strategic vision for growth and expansion.
Working Conditions:
The Executive Officer will work in a dynamic and growing university environment. Occasional travel, extended working hours, and attendance at events or meetings outside regular working hours may be required.
Application Process and Closing Date:
Interested candidates should submit their resume and cover letter to the link provided by 11th November 2024.
