POSITION TERMS OF REFERENCE (for job postings)

POSITION TITLE: Student Records and Data Assistant

LOCATION: Port Moresby or Balimo

DURATION: Full-time fixed term – to the end of 2026

REPORTING TO: FODE Program Manager

ABOUT KTF:

KTF is an Australian international aid and development organisation working in Papua New Guinea (PNG).

We work with people and communities to improve the lives and futures of Papua New Guineans. We do this by: assisting remote and rural communities with access to elementary and primary education; improving access to quality and accessible healthcare; improving equality and access to sustainable income-generation opportunities, especially for women; and by fostering the next generation of leaders.

KTF is a member of the Australian Council for International Development and is accredited with the Department of Foreign Affairs and Trade’s Australian Not-for-Profit Cooperation Program.

ABOUT THE ROLE:

This is a short-term, three-month position supporting the FODE program through to the end of 2026. The role will provide additional capacity during a busy period of student records processing, end-of-year administration and program activity.

The Student Records and Data Assistant will support the review, verification and maintenance of student education records and supporting documentation. This includes checking digitised student records against original source documents, correcting clear data-entry errors, identifying missing or inconsistent information, and maintaining accurate records of work completed.

The role will also provide general administrative support to the FODE team, including invoice and payment processing, maintaining administrative records, and assisting with other program administration tasks as required.

The work is detailed and requires exceptional attention to accuracy, good computer skills, strong organisation and the ability to work independently. The position works closely with KTF’s FODE teams and directly supports the effective delivery of FODE Centres and services to students.

RESPONSIBILITIES:

• Review digitised student certificates, Statements of Results and other education records against original source documentation.
• Verify that student names, dates, schools, subjects, grades and other recorded information have been captured accurately.
• Correct clear transcription or data-entry errors where source documentation provides definitive evidence.
• Classify and reclassify documents in accordance with KTF procedures and approved document categories.
• Cross-check records against existing student information to identify duplicates, missing documentation and inconsistencies.
• Maintain accurate records of documents reviewed, corrections made, outstanding issues and items requiring follow-up.
• Escalate incomplete, conflicting or ambiguous records with clear supporting notes.
• Apply KTF data-entry, formatting, naming and document-management standards consistently.
• Maintain the confidentiality and security of student information and records.
• Assist with the processing and recording of invoices, payments and associated documentation.
• Support routine FODE administrative tasks, including maintaining records, preparing information, following up documentation and assisting with administrative processes as required.
• Report on progress against agreed work priorities and deadlines.
• Participate in regular team meetings and maintain effective communication with relevant KTF staff.
• Undertake other data entry, records and administration duties reasonably required within the scope of the role.
• Comply with all KTF safeguarding policies, procedures and codes of conduct.

SKILLS & ATTRIBUTES:

• Exceptional attention to detail and demonstrated accuracy when working with data and records.
• Good computer literacy, including confident use of spreadsheets and web-based systems.
• Strong personal organisation and the ability to manage a high volume of detailed work while maintaining accuracy.
• Ability to follow established processes and apply rules consistently.
• Good written and verbal communication skills.
• Ability to work independently with minimal day-to-day supervision and contribute effectively as part of a team.
• Ability to accurately process and maintain basic financial and administrative records, including invoices and payment documentation.
• Familiarity with the PNG education system and secondary school certification, or a strong willingness and ability to learn.
• Previous experience in data entry, records administration, finance administration or a similar detail-focused role is desirable.
• Willingness to be based in Port Moresby or Balimo and eligibility to work in PNG.
  
  

Click on this link to apply:

Closing date: 30^th September 2026 or earlier if filled. Applications will be reviewed as they are received.

For queries only, email [email protected], with the position title as subject. Please note that applications received via this email will not be considered.

KTF is a child safe organisation committed to the protection of people we serve. Our recruitment and selection procedures are designed to ensure we only recruit people who are suitable and aligned with our policies that ensure the safety of children and protection of all from sexual exploitation, abuse and harassment. All appointments are subject to appropriate background checks and screening, and the successful candidate will be required to get a Police Clearance Certificate. We promote diversity and equality in all our practices and strongly encourage those with diverse backgrounds and/or disabilities and or those who identify as LGBTQI+ to apply for positions with KTF.