Secretary to the Council and the Vice Chancellor

Job description

Job Title: Secretary to the Council and the Vice Chancellor Department: Administration and Coorporate Services Location: IBSUniversity, 11mile Campus Reporting To: Vice Chancellor Employment Type: Fulltime 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 thirty-four years. It was elevated as a University in January 2017 and offers its own degree programmes in the fields of Accounting & Finance, Business & Management, Economics & Development Studies, and Information Technology. Today, we are one of the largest business schools in the country and continue to grow into the future. These successes are the fruits of our dedicated team members’ commitment to making a difference in Papua New Guinea through their efforts in helping educate fellow citizens. The University has been affiliated with the Southern Cross University (SCU) of Australia since 1999 and offers its degree programmes in Accounting, Business, and Information Technology. The affiliation with Southern Cross University has made IBS the first and only Institution to offer internationally recognised Bachelor programmes face-to-face in Papua New Guinea We strive to be the pioneer institution for business education in PNG. Some of our accomplishments to date are listed below: Only educational Institution to operate a Career Centre. Only the organisation has a “Centre of Excellence” for Leadership & Management Development. Only private University established as per the decision of NEC and Gazettal. Only private Institution to hold the status of “Study Centre – for the University of Papua New Guinea.” Till 2016, for 22 years. Examination Centre for the majority of Australian & NZ Universities. Test Centre for ICDL, CISCO, Pearson VUE & Prometric. Established partnerships with Oracle Academy, Red Hat Academy, and the All-India Management Association (AIMA), among others. To bridge the gap between academia and industry, facilitated Memoranda of Understanding with organisations such as BSP, Telikom, CPL, Vodafone, Women’s Micro Bank, Theodist, Barlow Industries, and CEFI. First, publish bi-annual Journal of Business & Research in Papua New Guinea. Accredited professional bodies in PNG & Australia and ISO 9001:2015 certified University. As a private tertiary institution, our survival and growth depend heavily on high-quality teaching, learning, and impactful research that strengthens our reputation and attracts students and partners. Job Summary: The Secretary will assist the Council and the Vice Chancellor by managing official communications, preparing documents, and organizing meetings. The ideal candidate must be a qualified lawyer with at least one year of legal practice experience. The role requires strong organizational skills, professional handling of legal and administrative tasks, and the ability to support high-level university governance. Key Responsibilities: Prepare agendas and organize meetings for the Council and the Vice Chancellor. Take minutes and keep records of meetings. Handle official correspondence and document filing. Provide legal advice when needed, based on your legal background. Assist in drafting and reviewing legal and administrative documents. Ensure timely follow-up on action points from meetings. Maintain confidentiality of sensitive information. Support the Vice Chancellor and Council members with administrative tasks. Requirements: Qualification: Bachelor's degree in Law or related field (LL.B.) with at least one year of legal practice. Good knowledge of legal procedures and documentation. Strong organizational and communication skills. Ability to handle confidential information professionally. Responsible, reliable, and detail-oriented. Working Hours: Full-time, Monday to Friday, with occasional extra hours for meetings or urgent tasks. Who Can Apply: Qualified lawyers with at least one year of legal practice and administrative experience, preferably with experience supporting executive or academic bodies in a university setting.