Administrative Assistant and Driver

The Administrative Assistant and Driver at GGGI’s main office in Port Moresby is an essential junior position focused on supporting office operations and providing reliable driving services. The assistant will assist with office administrative tasks and ensure safe transportation for staff and visitors. The role also involves supporting the operational needs of provincial offices, contributing to the efficient functioning of the program.

PURPOSE

• Assist with daily office management tasks to maintain smooth operations, handling administrative duties, managing correspondence, and maintaining office systems.
• Serve as the primary driver for the office, safely transporting staff and visitors to various destinations for official business.
• Prioritize the safety and security of passengers. Be prepared to respond to any emergency situations or unexpected conditions while on the road.
• Assist in organizing and preparing logistics for events, meetings, and workshops, supporting the team to ensure successful activities both in the country office and provincial offices.
• Assist with the management of office vehicles by maintaining the vehicle logbooks, coordinating repairs and maintenance schedules, and supporting vehicle related administrative tasks.
• Assist with the management of office vehicles by maintaining the vehicle logbooks, coordinating repairs and maintenance schedules, and supporting vehicle related administrative tasks.

ENGAGEMENT

• Support Finance and Administrative Associate, Senior Program and Operations Officer, and other team members to ensure a cohesive approach to managing office and project-related tasks.
• Assist in communication with internal and external stakeholders, especially regarding logistics, vehicle management, and event organization.
• Providing logistical support for internal and external meetings, ensuring all preparations are handled effectively.

DELIVERY

• Help manage and allocate office resources, including stationery, equipment, and facilities, to ensure optimal use and availability.
• Drive safely with GGGI staff and officials as needed and maintain meticulous records of all driving activities, including official trips, fuel consumption, and vehicle maintenance.
• Ensure the office vehicle is always clean and in good running condition, performing minor repairs, arranging regular maintenance, and adhering to GGGI’s operating standards.
• Support the logistical aspects of event planning and travel arrangements, liaising with vendors and handling bookings.
• Assist in maintaining up-to-date documentation and records, ensuring accurate and organized filing systems.
• Actively contribute to maintaining the safety and security of the office environment, including the handling of incoming and outgoing mail with attention to confidentiality and integrity.

 REQUIREMENTS

QUALIFICATIONS

• A bachelor’s degree in business administration, Office Management, or a related field.
• Minimum of one to three years of experience in an administrative or support role, preferably within a multinational or intergovernmental organization.
• Experience in office management, logistics, or related administrative tasks is an asset.
• Good organizational and time management skills, with the ability to handle multiple tasks simultaneously.

Source: https://careers.gggi.org/vacancy/administrative-assistant-and-driver-papua-new-guinea-556875.html