Manager, Training Administration (Human Resource Development)

KEY OUTPUTS

• Training applications processed; 
• Training programmes coordinated; 
• Training database managed; 
• Certification process monitored; 
• Overseas courses processed and arrangements made; 
• Budget and Resources managed 
• Production and logistics meetings planned and coordinated; 
• Human resource managed; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Management and Administrative Duties 

• Prepares and implements Work Plan for the team; 
• Manages and monitors the performance of the team; 
• Prepares the monthly Performance Reports for submission; 
• Establishes and enforces standards and rules of professional conduct for staff within the team in order to maintain the highest degree of confidence in its integrity and efficiency; 
• Ensures staff is aware of and operates in accordance with all relevant laws and policies; 
• Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service; 

Technical and Professional Duties 

• Collaborates with the Director Training to prepare the annual and quarterly training and development schedule with the supporting budget; 
• Transmits the approved Training and Development schedule to the Communication’s Unit for dissemination to the staff;
• Ascertains and prepares the list of resources and grocery items needed for the training courses and submits to the Chief Administrative, Property and Security Officer for procurement; 
• Prepares memoranda and ensures that all receipts from purchases made are submitted to the Budget and Expenditure Section; 
• Liaises with the Budget and Expenditure Section regarding the preparation and disbursement of cheques/fund for activities; 
• Examines all applications for training and development before submitting to the Selection Committee; 
• Monitors the preparation of meetings for the Training and Selection Committee meetings; 
• Processes applications for overseas courses and makes all the necessary arrangements; 
• Monitors the reservation of accommodation for trainers and requests the relevant funding from the Budget and Expenditure Section; 
• Liaises with Coordinators in order to obtain a list of staff who attended external courses; 
• Prepares and submits training reports to the Chief Human Resource Management and Development Officer; 
• Ensures that appropriate furniture, equipment, fixtures and appliances are in place and are in proper working condition at all times; 
• Identifies, monitors and escalates high priority issues from the front line, including emerging risks, to the relevant authorities; 
• Updates and submits the Enterprise Risk Management (ERM) Sub-risk Register for the Unit; 
• Updates and maintains the training and development catalogue; 

Human Resource Management Duties 

• Develops and manages the team’s HR plan that addresses staff requirements and succession planning and liaises with the Director, Human Resource Development; 
• Participates in the recruitment of staff for the team and ensures that they are aware of and adhere to the policies and procedures of the Department; 
• Conducts periodical reviews of supervisees in accordance with the Work Plan; 
• Completes final performance assessments and recommends appropriate training and development programmes as necessary;
• Initiates and participates in disciplinary proceedings relating to staff members within the team and implements corrective measures; 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Training applications are examined, updated and submitted to the Training Selection Committee within the agreed timeframe; 
• Training programmes are effectively organised and coordinated as the needs arise; The training database is managed daily; 
• The certificates are accurately prepared and dispatched within four (4) weeks of completion of courses; 
• The overseas courses are properly processed and all the relevant arrangements made by the required time; 
• Production and logistics meetings are planned and coordinated on a weekly basis; 
• Human resource policies and procedures are administered equitably and without discrimination according to the established policies; 
• Accurate, comprehensive reports are prepared as stipulated and submitted by the due date. 

AUTHORITY TO:

• Pre-approve training applications; 
• Manage training inventory re-order level; 
• Monitor expenditure of the team.

REQUIRED COMPETENCIES

Specific Knowledge 

• Knowledge of Human Resource Management and Development policies and practices; 
• Knowledge in Training Programme Administration; 
• Comprehensive knowledge of the Department’s operation, functions and Code of Conduct; 
• Knowledge of computer systems and the relevant applications. 

Required Skills and Specialised Techniques 

• Excellent planning and organising skills; 
• Excellent decision making and problem solving skills; 
• Excellent communication, interpersonal and team building skills. 

Qualification and Experience 

• B.A. Degree in Business Administration or the equivalent qualification;
• Certificate in Supervisory Management; 
• Four (4) years work related experience. 

WORKING CONDITIONS

• Normal office environment; 
• Travel (20% - 30%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.