Executive Assistant to the Dean

Papua New Guinea University of Natural Resources and Environment (PNGUNRE)

About the University

The Papua New Guinea University of Natural Resources and Environment (PNGUNRE) is a specialised national institution mandated to advance education, research, innovation, and community engagement in sustainable agriculture, natural resource management, environmental stewardship, and applied development disciplines.

PNGUNRE operates across four locations:

• Vudal Main Campus (East New Britain Province) – home to the University's core teaching, research and administrative functions.
• Takubar Campus (Kokopo, East New Britain Province) – host of Postgraduate Programs and the Department of Business & Economics.
• Popondetta Campus (Oro Province) – focused on agricultural training, applied learning and community development initiatives.
• Momis Ocean and Climate Research Institute (MOCRI), Rabaul (East New Britain Province) – PNGUNRE's specialist hub for ocean and climate research, environmental monitoring, climate resilience, sustainable development, and national and international research collaboration.

The University emphasises practice-oriented teaching, field-based learning, applied research, and strong partnerships with government, industry, communities and international institutions. Through its teaching, research and outreach activities, PNGUNRE develops graduates, knowledge and practical solutions that contribute to sustainable development in Papua New Guinea and the wider Pacific region.

About the Role

PNGUNRE invites applications from suitably qualified and experienced candidates for appointment as Executive Assistant to the Dean – Momis Ocean and Climate Research Institute (MOCRI), based in Rabaul, East New Britain Province.

This position provides high-level executive, administrative and coordination support to the Dean of MOCRI. Beyond routine secretarial duties, the Executive Assistant will support the Dean in managing the Institute's executive office, coordinating meetings and official engagements, maintaining correspondence and records, following up management decisions, and liaising with internal and external stakeholders on behalf of the Dean.

The successful candidate will work closely with academics, researchers, technical staff, students and University management, as well as government agencies, development partners, research institutions, communities and other organisations engaging with MOCRI.

The role requires a highly organised and professional individual who can exercise sound judgement, manage competing priorities and confidential information, and ensure that matters requiring the Dean's attention are properly coordinated and followed through.

The position reports directly to the Dean – Momis Ocean and Climate Research Institute (MOCRI).

Key Responsibilities

• Provide high-level executive and administrative support to the Dean in the day-to-day management of the Institute.
• Manage the Dean's diary, appointments, meetings, official engagements and travel schedule.
• Coordinate correspondence for the Dean's Office, including drafting and preparing letters, reports, briefing notes, presentations and other official documents.
• Screen and prioritise correspondence, enquiries and matters requiring the Dean's attention and ensure appropriate follow-up.
• Organise meetings chaired or attended by the Dean, including preparation of agendas, meeting papers, minutes and action points.
• Maintain a system for monitoring decisions, commitments and action items arising from meetings and follow up with responsible officers where required.
• Serve as a key administrative liaison between the Dean's Office and PNGUNRE management, schools, divisions and administrative units.
• Coordinate communication and engagements between MOCRI and government agencies, research institutions, development partners, private sector organisations and other external stakeholders.
• Assist the Dean with the administrative coordination of research partnerships, projects, workshops, conferences and official visits.
• Coordinate travel, accommodation, meetings and logistical arrangements for the Dean, visiting researchers, collaborators and official guests.
• Provide administrative support for postgraduate programs, research activities, student fieldwork, seminars and other Institute activities.
• Maintain confidential executive records, correspondence, agreements and other documentation relating to the Dean's Office and MOCRI.
• Assist in preparing information required for management reports, planning, budgeting, research activities and University governance processes.
• Coordinate administrative arrangements for MOCRI seminars, workshops, short courses, outreach activities and stakeholder meetings.
• Work closely with academic, technical, ICT and GIS/RS staff to facilitate the smooth administration of Institute activities.
• Assist with procurement requests, office supplies, asset records and other operational requirements of the Dean's Office.
• Represent the Dean's Office professionally when dealing with staff, students, visitors and external stakeholders.
• Undertake other executive and administrative responsibilities as directed by the Dean.

Qualifications, Experience, Skills & Experience

Applicants should demonstrate:

• Bachelor's degree in Business Administration, Human Resource Management, Public Administration, or a closely related discipline.
• A minimum of three (3) to five (5) years of relevant executive, administrative or secretarial experience, preferably supporting senior management in a university, government, research institution or professional organisation.
• Demonstrated ability to provide executive support to a senior manager, including diary management, meeting coordination, correspondence and follow-up of management decisions.
• Strong computer literacy and proficiency in Microsoft Office applications, email, internet and electronic records management.
• Excellent organisational and time-management skills, with the ability to prioritise work and manage several matters simultaneously.
• Strong written communication skills with the ability to prepare professional correspondence, reports, minutes, briefing notes and presentations.
• Sound records management and document-control skills, particularly in handling sensitive and confidential information.
• Ability to organise executive meetings, official travel, workshops, conferences and stakeholder engagements.
• Strong interpersonal skills and the ability to communicate confidently and professionally with senior University officers, academics, government officials, researchers and external partners.
• Ability to exercise initiative, discretion and sound judgement with minimal supervision.
• Demonstrated ability to follow matters through and ensure agreed actions and deadlines are attended to.
• High standards of integrity, confidentiality and professional conduct.
• Ability to work effectively within a multidisciplinary and research-oriented environment.
• An understanding of Papua New Guinea's university, government, research or development sector would be an advantage.

Key Areas of Executive Support

The Executive Assistant will support the Dean across:

• Executive office and diary management
• Correspondence and briefing preparation
• Meetings, minutes and action tracking
• Research and academic administration
• Stakeholder and government liaison
• Research partnerships and collaborative activities
• Postgraduate and student research administration
• Official travel and visitor coordination
• Workshops, conferences and seminars
• Records and confidential document management
• Planning, reporting and governance support
• General coordination of the Dean's Office

Salary Range

Executive Assistant
K30,495 – K37,276 per annum

Why Join PNGUNRE?

The Executive Assistant to the Dean will occupy an important coordination role within the Momis Ocean and Climate Research Institute as it develops its academic, research and external partnerships.

The position provides an opportunity to work directly with the Dean and interact with researchers, academics, government agencies and other partners involved in ocean, climate and environmental initiatives. It is suited to an experienced administrator who can operate confidently in a senior executive office and ensure that decisions, correspondence, meetings and institutional commitments are properly coordinated and followed through.

Application Details

Interested applicants should submit:

• A cover letter addressing suitability and relevant executive administrative experience for the role
• A detailed Curriculum Vitae
• Certified copies of academic and professional qualifications
• Names and contact details of three (3) referees

Applications must be addressed to:

The Manager – Human Resources
Papua New Guinea University of Natural Resources and Environment
Vudal Campus, East New Britain Province
Email: [email protected]

Closing Date: Friday, 25 September 2026

PNGUNRE is an equal opportunity employer and encourages applications from suitably qualified candidates.