JOB DESCRIPTION / ROLE
Key purpose
To coordinate all external and internal operational training across dans and to maintain training course documents across all training units in line with business, regulatory and requirements.
Structure and reporting relationship
Responsible for internal and external coordination and maintaining training course documentation in line with business, regulatory and requirements.
Direct Reports : 0
Indirect Reports: 0
Internal
- Operational Training and Standards staff
- Dans and Serco finance
- Quality Assurance staff
- IT
- Dans and Serco HR
- Procurement
- Facility Management
External
- Training Vendors
- Hotels
The job holder will work in a high pressure environment with demanding deadlines and will require the ability to respond rapidly and adapt priorities.
The job holder might work outside 'normal office hours' from time to time to support Departmental Objectives.
The job holder needs to have thorough knowledge of administrative procedures and responsibilities within Operational Training and Standards.
Based on the specific requirement of the role
Key accountabilities
- Support the Senior Training Admin Coordinator in updating and producing accurately referenced documents pertaining to Operational Training and Standards for easy retrieval.
- Capture training course & Training Documents on q-pulse and oryx for all Courses
- Course Closure - scanning, uploading, document audit and certificate distribution
- Training documents - audit all internal and external training documents on Q-Pulse in line with Civil Aviation Regulations.
- Printing and binding of documents as and when required, as well as downloading documents onto iBooks via FTP when needed
- Prepare training venues and training documents for internal training at the DWC and DXB classrooms
- Send Joining instructions for internal and external courses, monitor attendance and follow up with Team Leaders.
- Stationery - monitor, replenish and order for both DXB and DWC offices and all classrooms
- Management of the classrooms (allocation of classrooms, stationery, books and manuals for various training courses conducted)
- Monthly Audit of all classrooms and offices to ensure compliance with H&S requirements.
- Log Internal training requests on TRF register and monitor status for each request for Tableau report
- Manage and update Training Asset Register in Oryx.
- Weekly printout of all training renewables from Qpulse. Update changes under Staff folder in Oryx, and apply for any equipment passes as required.
- Collection and distribution of post.
Budget
- Assist the Senior Training Admin Coordinator in timely and accurate preparation of annual budgets and provide ongoing information on variances
- Assist the Senior Training Admin Coordinator in managing Budget ensuring compliance with projected forecasts. Update finance Sheet/Finance (POs etc.)
- Serco & dans Budget requirements including requesting POs, Invoices and payments
Reports
- Assist the Senior Training Admin coordinator in extracting reports from the following databases:
- Q-Pulse
- ORYX
- TABLEAU
REQUIREMENTS
Essential technical and professional skills, knowledge and qualifications
Knowledge and Experience
- Minimum of 2 years' experience in an administration position in UAE.
- Industry experience preferable.
- Fluency in written and spoken English is essential.
- High school or equivalent
Skills
- Ability to prioritize tasks against agreed criteria
- Strong organisation and prioritization skills
- Time management skills
- Teamwork
- Continuous Learning
- Effective communication skills
- Attention to detail, problem solving and decision making
- Tact and discretion when dealing with people and documents
Additional / special features of the role
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process
Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.
ABOUT THE COMPANY
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.
