Training Coordinator at Amref International University (AMIU)

The Training Coordinator will provide support to students and academic staff.  The role holder will assist the Head of Department, as required, in relation to the effective running of the course; provide guidance to students related to their course and act as the central link between students, academic teams, internal university department and external stakeholders.  The Coordinator will also contribute to the development of marketing and business plans for generation of revenue target of the department and Amref International University.

Duties and Responsibilities

Administration support

• Providing administrative and logistical support to the assigned department to ensure the functionality and coordination of the project’s activities
• Ensure availability of equipment and access for online sessions as required/applicable
• Manage student and faculty material preparation and distribution
• Participate in the implementation of the Departmental work plans
• Provide timely, comprehensive and conclusive customer responses through emails and phone calls
• Support monitoring of department finances (income/debtors analysis) in collaboration with the finance office to ensure appropriate reconciliation with the ERP
• Support in tracking and managing budget expenditures
• Handle and resolve issues as they arise and escalate as required
• Assist in continuous marketing of the department and the University’s programmes in liaison with the University Marketing and Communications Manager

Contract administration – Part time lecturers

• Ensure timely contracts requests (RRFs) for part time lectures are raised in the ERP as per approved course loading
• Follow-up with part-time lecturer to sign and submit contracts including required documents
• Submit signed contracts along with relevant documentation to HR for payroll processing
• Ensure timely requests for contracts (RRFs) for temporary staff and interns are raised and contracts issued as required

Documentation and Records Management

• Maintenance of departmental student database
• Establish and maintain a database of the trainers, trainees and collaborating partners including contacts
• Establish and maintain both electronic and print filling systems, for student records including assignments and examinations
• Manage faculty timesheet filling and submission to HR
• Draft Compile and submit activity reports

Financial Management

• Assist in student number forecasting
• Assist in monitoring income and expenditure for the department- Keep track of student fee payments
• Organize imprest for various training activities, provide various refunds and promptly account for them accurately

Quality Assurance

• Monitor student class attendance and progress
• Support in Monitoring and evaluating programme delivery by using relevant tools
• Compile and provide feedback for appropriate action

Planning

• Support the review and or preparation of yearly departmental work plans
• Support preparing and or review of training timetables

Education & Professional Qualification

• Bachelor’s degree in business administration, social sciences, health or related field in health science.

Experience

• At least three (3) years’ experiences in supporting or working in a training environment is a must
• Experience marketing College/university programme
• Proficiency in Microsoft office and adequate knowledge of databases and Learning Management Systems (LMS)
• The ability to multitask, and excellent organizational skills
• Outstanding oral and written communication skills to converse effectively with students and departmental heads
• Excellent interpersonal skills which enable the Administration Assistant to serve as a point of contact for Students and staff and service providers

Skills, Attitudes & Competencies

• Strong interpersonal
• Excellent oral and written communications skills
• Analytical skill
• Team player
• Result oriented
• Problem solving skills/solution oriented
• Customer service skills
• Negotiation and persuasion skills