100000002206.Programs Administrator

 Key Result Areas:

• Support the full training delivery cycle, including venue booking, room setup, attendance coordination, and on-site logistical support.

• Set up and maintain training equipment (AV, laptops, microphones, etc.) and ensure it is in safe, working condition; escalate maintenance issues promptly.

• Resolve logistics issues on-site as they arise and coordinate with Facilities/IT as needed.

• Assist with the development and preparation of training aids (manuals, handbooks, handouts, digital assets).

• Handle participant registration, confirm attendance, and issue calendar invitations with all session details and joining instructions.

• Maintain and update training calendars; coordinate with internal teams and external trainers to avoid conflicts.

• Provide front-line support to participants and trainers (in person, email, phone) before, during, and after sessions.

• Maintain accurate training records (e.g., trainee lists, schedules, attendance sheets) in the LMS and/or approved trackers.

• Ensure completion of required evaluations (e.g., post-session surveys); follow up on pending responses.

• Compile attendance and utilization summaries and support the preparation of monthly/year-end reports.

• Act as a point of contact for vendors and participants; facilitate smooth coordination between them when necessary.

• Handle the invoice processing: inform vendors of mandatory documents, receive and verify invoices, liaise with Finance for timely payment, and update the invoice tracker.

• Support logistics-related purchasing (e.g., catering, materials) in line with organizational procedures.

• Act as an accessible resource for event and conference enquiries, including weekends and after office hours when required. 

• Draft and send participant communications (reminders, changes, instructions) to ensure clarity and readiness.

• Ensure all administrative processes comply with organizational policies, health & safety, and data privacy requirements.

• Suggest process improvements to enhance efficiency, accuracy, and learner experience.

Minimum Knowledge, Skills & Experience:

• Relevant high school degree.

• 2-5 years of relevant full-time experience, including database and Learning Management Systems (LMS).

• Experience in project management.

• Budget development skills and experience.

• Excellent organizational and multitasking ability.

• Outstanding communication skills.

• Strong attention to detail.

• Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely; Arabic proficiency is an advantage.

Proficiency in MS Office applications