Administrator EASD at Enaex Africa

About the Job

Coordination of the Training Program

• Work & engage with the EASD Manager, EASD team and Senior Managers to develop the annual training program
• Assist in the review process, including providing analysis of the training program performance
• Assist in the development and review of the annual training budget
• Assist with the compiling and submission of WSP and ATR to the relevant SETA’s

Effective Coordination and Control of Training Registrations

• Interact with all visitors/customers/colleagues in a courteous and efficient manner through telephone, face-to-face, and e-mail enquiries
• Create a separate “event” for each in-house training session, on the website
• Respond to all enquiries relating to registrations, pricing etc
• Manage registrations through any of the online, email, phone or fax systems
• Liaise with attendees and address their issues regarding registrations, cancellations, incomplete and unsatisfactory attendance issues etc
• Liaise with trainers to ensure actual attendance is confirmed and updated
• Ensure an accurate database is available for scrutiny by management

Marketing of Training

• Create the training calendar and upload onto the website
• Prepare and schedule e-training programs (IM database)

Coordinate the Engagement of Trainers

• Ensure training facilitators are allocated accurately & affectively
• Liaise with and support the trainers – flights, accommodation, training requirements, etc

Training Administration

• Maintain accurate training records & database to assist in the effective running of the department. These records will involve the maintenance of both paper and IM systems. Records require updating on a frequent basis including Matrices and Learning Management System
• Procure to pay process including PR creation, follow up on POs, ensuring all JCC and tax invoices are received and singed off for vendor service entry purposes
• Support the EASD Department in the full range of training activities including arranging all internal and external training courses
• Facilitate good communication with other departments to ensure all training is properly planned and co-ordinated
• Liaise with the training venue organisers – catering, room set up, A/V and manual delivery
• Issue, log and record all appraisal documentation on an annual basis. Ensure that the training activity described in the appraisal documentation is extracted in order to plan training and development activities
• Ensuring Enaex management / training remains above reproach & legal
• Manage training materials – training request, learner guides, knowledge questionnaires, assessment guides, moderation documents, training calendar, training program(all training related documentation); liaise with the printing company, order and control
• Check off and authorize invoices from venues
• Send evaluation survey links to the training participants at the completion of training
• Respond to emails and phone calls regarding training
• Update trainer information on the intranet website
• Administrative support including minutes for the Training Committee (quarterly)
• Post certificates to attendees on course completion
• Update the CPS database
• Update the ESD database
• Provide training to all internal users of the IM database in order that computerised records can be accessed quickly

Reporting

• Update the weekly training report
• Update the monthly post training spreadsheet, final training numbers
• Create a final training report with attendance and outstanding payments
• Database accuracy

Training Development

In consultation and under direction of the EASD Manager and team:

• Liaise with customers for in house training (product application)
• Issue quotes to customers for in house retraining
• Identify and engage new, external markets for public training as required
• Support the development and marketing of new training product

Administrative Support to EASD team and management

• Provide administrative support to the EASD team and other members of the management team as directed

Specific duties include:

• Personal Assistant support to the EASD Manager
• Scheduling of meetings
• Filing and document management
• General clerical duties including filing, scanning and photocopying
• Research external courses and training providers and provide recommendations to the EASD Manager
• Create purchase requisitions and ensure invoices are dealt with in the correct manner
• Plan and co-ordinate internal and external meetings for the EASD Manager
• Research and arrange travel and accommodation for external training courses
• Word process documentation for the EASD Manager e.g. Training forms, Minutes, Hearings, Appeals, Non-Conformances, etc
• Any other duties as required.

SHERQ

Contribute to SHERQ responsibility by:

• Ensuring, as far as practicable, a hazard free work environment and a proactive approach to injury management
• Assist with any SHERQ audits, data collection or investigation
• Ensuring office resources are maintained in safe working condition
• Identifying and addressing building, equipment, safety, and security issues
• Participating on any required formal SHERQ meetings
• Staff must take reasonable care to protect staff own health and safety at work

Quality Management System - Training

• Work in compliance with QMS policies and procedures and proactively contribute to their continuous improvement

Other Duties Coincidental to the Position

• Duties for this position should not be considered definitive. Duties may be added, deleted, or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly.

Qualifications

• Grade 12
• Assessor or any training qualification
• 2 years’ professional training knowledge and experience
• Experience regarding Enaex explosives & accessory products & services
• Experience to proactively assess & identify training needs
• Compiling and updating of Training matrices
• LSO and LMS systems
• SAP