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Locum Training Operations Officer

Closing: Aug 28, 2022

This position has expired

Published: Aug 22, 2022 (2 months ago)

Job Requirements

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Job Summary

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General summary:

Under the supervision of the Senior Training Operations Manager, with direction from Trainers, the Operations Officer will coordinate: logistical aspects related to the implementation of the training program and the living and transportation needs of the trainees and the safety, use and tracking of training equipment and resource materials. Additionally, the Operations officer will take on general office administrative and operations responsibilities.

Required Knowledge, Skills and Abilities:

  • University Degree in Social sciences, Business Administration, or Development studies.
  • Must have experience having worked with a busy training institution providing operational support to training activities for at least one year.


Responsibilities

General summary:

Under the supervision of the Senior Training Operations Manager, with direction from Trainers, the Operations Officer will coordinate: logistical aspects related to the implementation of the training program and the living and transportation needs of the trainees and the safety, use and tracking of training equipment and resource materials. Additionally, the Operations officer will take on general office administrative and operations responsibilities.

Required Knowledge, Skills and Abilities:

  • University Degree in Social sciences, Business Administration, or Development studies.
  • Must have experience having worked with a busy training institution providing operational support to training activities for at least one year.


1. Coordination of logistical aspects related to the implementation of training activities

  • Avails course application forms to prospective applicants.
  • Receives and archives training applications.
  • Distribution of schedules and necessary training materials to trainers, trainees, and partner sites.
  • Follows up on session scheduling and resource requirements with both trainers and partner organizations.
  • Participates in preparation of payments to Trainers, participants and placement sites as directed.
  • Conducts, Summates and archives course evaluations.
  • Participates in the organization of training social events.


2.  Living and transportation requirements for the training program

  • Organizes and coordinates transportation for trainees and trainers.
  • Helps in distribution of stipends and accommodation allowances to trainees.
  • Escorts trainees to placement sites whenever necessary.

3.  Equipment and resource materials

  • Stores, and tracks training resources, including books, journals, video taped lectures, projectors and computers.
  • Updates training room equipment inventories.
  • Responsibility for the set up and put away of equipment.
  • Orders for office and equipment supplies (toner, cartridge, stationery) from the store as needed.
  • Tracks sign off of equipment by trainees and trainers.
  • Communicates any equipment problems and damages to the Senior Training Operations Manager.
  • Monitors the condition of training rooms and training equipment regularly.
  • Responsibility for opening and locking of the lockable units for LCD, laptops, training and computer rooms and their general security.
  • Keeps Keys for the training rooms and lockable LCD units.

4. Office administrative responsibilities

  • Maintain a current inventory of office and training room supplies
  • Regularly informs the Senior Training Operations Manager and Course Coordinators/trainers of required supplies
  • Distribution of documents, letters to trainers and trainees as required.
  • Coordinates courier drop off/pick up.
  • Typing, printing and photocopying of documents as requested/required
  • Ensure general cleanliness of the training rooms
5. Filing, Record-Keeping, Data management
  • Timely enter all trainee’s information into MIST
  • Work hand in hand with course coordinators to write training reports
  • Distribution and archiving of documents as requested
  • Maintain and regularly updates office filing system.
  • Files documents as requested/required
  • Prepare materials for trainees i.e. lecture CDs, session evaluations, name tags, participants registrations, classroom training directorates etc
  • Support on follow up of alumni
  • Perform other duties as necessary


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