Training Administration Manager Al Futtaim Automotive Academy

Job descriptionAbout the JobJOB DETAILSReports to Automotive Training Operations ManagerDirect Reports 5Department Automotive AcademyLocation Sheikh Zayed Road DubaiBand GJOB PURPOSETo efficiently manage the training administration team of the Automotive Academy aiming to provide world class training support and services to both internal and external customers byEffectively maximising the communication of the department to ensure every Automotive Associates learning and development needs are addressed and routed to the right channel.Maintain the quality and standards of the Academy and Brand Principles within the Academy's products and services.Optimum utilization of Academy's resources and facilities within budget constraints and the facility is maintained to a very high standards meeting the AF And Brand Standards.To ensure all Brand and Distributor reporting related to learning development is completed on time and is 100 accurate.To ensure dedicated administrative support is provided for each of the Training Teams and stakeholders in line with Service level agreements to reflect a high quality premium brand delivery.Maintain training records systems and databases to ensure the accurate recording of delegate progress and certification are maintained.Ensuring all the financial transactions are processed smoothly in timely and efficient process.Train coach and mentor the administration team to ensure the admin team are continuously developed cross trained and are multi skilled for business continuity.JOB DIMENSIONSDirect Reports 5Total Reports 7Financial Dimensions Considering the costs of planned programs and keeping within budgets.DESCRIPTIONMaximise the utilization of Automotive Academy's ResourcesFacilitiesIndependently manage the utilization of the Automotive Academy's Technical and Nontechnical facilities in order to facilitate the maximum utilisation of the facilities.Provision of Hospitality and Support ServicesProvide participantsdelegatesvisitors with a superior standard of hospitality and support services to maintain the overall image of a world class training Academy.Upkeep of the FacilityMaintain world class facility standards of the Academy by effectively managing the 5S standards managing the maintenance contracts upkeep of the assets training aids etc.Satellite Training FacilitiesManage all the satellite training facilities of the academy to ensure a trouble free training environment by maintaining the world class standards.Maintain Academy's world class and brand Quality Standards in Academy's product and servicesEnsure the training products and services are up to the quality standards of the Brand Principles which includes Training Material communication to the business reports room set up etc.Training Planners and SchedulesEffectively work with the respective training manager in Scheduling and Planning and communicating the Training Planner for Generic Brand Specific and Overseas Training so that all the stakeholders are well informed with the products and services of the Academy at all time.Communications and Event ManagementEffectively manage all the communications for the Academy in terms of email training announcements quarterly newsletter and intranet updates Academy's intranet portal etc. Along with the respective Training Managers manage and coordinate all the academy's training events like new product launch training conferences etc. to high level academy standardsTraining Administration System Records reports and DocumentationIf required develop update and maintain the automated training administration system and records e.g. staff and participants attendance training course database participant billing resource rental purchases assets inventory etc. Prepare reports covering course attendancecosts future course vacancies resourceroom availability performance vs. budget staff attendanceusage and future resource needs to facilitate the management team to take decisions.FinancialEffectively manage the monthly accounts receivable and accounts payable transactions of the Academy and support the training operations manager in ensuring the stakeholders are continuous updated on the training budget utilised vs. balance as per the agreed funding model. Ensure the academy operating expenses are within the budget.Support Training Operations Manager in the creation of AFE and internal notes as per the Al Futtaim Financial Standards and ensure the AFE's are tracked and signed off as per the agreed timeline. Ensure the Academy's capex purchases are effectively planned and sourced and are within the academy's budget and as per the timelines agreedTraining Library and ResourcesOrganise and maintain the Academy's physical training library and training resources comprising training material trainer notes CD audio CD's case studies exercises source books pamphlets training aids etc. for easy retrieval. Also manage a centralised online resource library for the Academy with documents are as per the brand standards and are version controlled for easy retrievalOne stop shopManage the Academy's one stop shop concept by routing all the learning and development requirements of the business through the Academy to ensure the all the Automotive associates learning and development needs are met and are centralised.JOB CONTEXT Manage the upkeep and high standards of the Academy technical and nontechnical facilitiesTo manage the Accounts receivable and accounts payable transactions of the academy and ensure the operating expenses are within the academy' budget.Design develop and regularly generate Academy's monthly Financial Performance Reports for Management and stakeholdersTo recruit manage develop motivate and monitor the performance of the Automotive Academy Administration Team.Hold overall responsibility for the day to day planning and scheduling of the Automotive Academy Team activities.To provide effective administrative support to ensure training is delivered to support the Academy business requirements.Promote adherence to company and distributor policy and procedure compliance.Comply with occupational health and safety operational standards and Sales Aftersales support training activities.Ensure personal compliance with Automotive Brands and adherence to all distributor policies related to training.About YouQUALIFICATIONS EXPERIENCE SKILLSMinimum Qualifications and KnowledgePreferably Graduate in Business AdministrationFinance Budget qualification is an added advantageAdvanced MS Excel UserMinimum Experience 5 years' experience in office administrationCustomer Facing Role Experience JobSpecific Skills Ability to provide outstanding customer serviceAbility to maintain strong administration skillsAbility to communicate in a clear concise understandable manner and listen attentively to others to understand material.Great interpersonal skillsPC Literate and an understanding of Microsoft Office Programs especially highly competent in Advanced level in ExcelAttention to detailBasic Project Management SkillsBehavioural Competencies Strong team playerProblem Solving SkillsStrong analytical skillsStrong communication and interpersonal skillsAbility to work under pressureAbility to show empathy with customers and colleaguesReadiness to focus on customer's needs and to understand their requirements.Ability to followup on outstanding issuesAbility to work effectively as part of a team Co more...

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