Job Description

The purpose of this position is to ensure quality assurance of the administrative services provided by Learning and Development Department of Keolis-MHI Dubai Metro, play an active role in customer interface between the Department and its external and internal clients, and to assure the maintenance of the Department's MIS (Management Information Systems).




MAIN RESPONSIBILITIES


• Ensure and lead regular review meetings between L&D Department and the various KEOLISMHI departments to resolve concerns on training services that shall minimise gaps between expectations of the line and actual delivery by the Department.
• Ensure and lead regular review meetings between L&D Department and the client (RTA to ensure all required actions is being documented, communicated and provide and updated status to all owners of the action.
• Manage external training providers to ensure a safe, timely and efficient delivery of courses; manage the documentation of vendor inclusion in SAP system aligned with the Keolis-MHI Management System (SMS) - Procurement Supply Chain Procedure.
• Process external course and departmental evaluation reports and contribute to identified training, competence and training process development activities and improvement.
• Identify and implement performance improvement interventions (CAF) to training administration.
• Manage all aspects of Department's MIS to include document control, control of records and database update.
• Communicate attendance and performance of trainees to their concerned departments.
• Produce performance reports from MIS to meet Department reports to KEOLIS-MHI management.
• Responsible for internal audit of training administration procedures, documentation and reporting.
• Audit and inspect the post-training documents submitted by internal & external training providers with respect to use of approved templates and accuracy of information contained in each document and carry out remedial actions for non-compliance.
• Monitor and process all L&D requirements in relation to finance and procurement through SAP; assist L&D Manager in allocating L&D Department's annual budget plan; Monitor L&D Department's expenses against the approved yearly budget allocation by submitting monthly reports to Finance Department.
• Process overtime and reimbursements through SAP; monitor and coordinate with My HR and finance department for cross-charging of approved services provided by L&D Department to various KEOLIS-MHI Departments.
• Manage and coordinate interface between L&D Department and City & Guild / ILM in centre updates, C&G / ILM training calendar, Walled Garden functionalities, centre account monitoring, qualification registration and documentation; provide assistance required by the external verifiers during centre visits.
• Provide administrative support in scheduling and coordinating meetings in the diary; liasing with Commercial and Procurement Department for required contractual agreement; flight and accommodation arrangements and expense processing for L&D consultants.
• Perform and carry out other duties as instructed / directed by the Learning and Development Manager.
• Ensure compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards.
• Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Keolis-MHI non disclosure policy to exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Keolis-MHI organisational HSE responsibilities.
• Ensure compliance with all training requirements of Keolis-MHI and ensure adherence to these requirements at all times whilst in employment.
• Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process.






KNOWLEDGE REQUIRED


• Knowledge of SAP - SRM.






KEY SKILLS


• A dynamic, high energy individual who can manage several groups/sections within a department.
• Excellent interpersonal and communication skills (written and verbal) and the ability to manage multiple tasks effectively.
• Mature, detail-minded, self-motivated and responsible.
• Proactive and multi-tasked and able to work under pressure to meet deadlines.
• Proficient in MS Office, MS Excel and MS Word.
• Highly motivated and flexible.
• Ability to collaborate effectively with cross functional teams.
• Possess good communication skills and the ability to manage multiple tasks efficiently andwork productively in a fast-paced, team-oriented environment.
• Ability to communicate effectively both in writing and in speaking and convey complex information in an easily understood format.
• Strong organisational skills, detail-oriented, professional in approach to work and innovative in solving problems.
• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information.
• Ability to produce reports from various existing information systems to support Department's reporting outputs.
• An assertive finisher with high level personal presence and credibility.

Service Orientation • - Actively looking for ways to help people.
• Stay abreast of developments in the training field.
• Possess strong PC skills including proficiency with MS Outlook, Word, Excel, Power Point and Project applications and ability to learn new software-based applications.






EXPERIENCE


• Minimum 3 years, preferably 5 years work experience in a quality control environment.
• Minimum 3 years, preferably 5 years work experience within a training environment.
• Minimum 3 years work experience of team management.
• Project management experience and able to use project management software.






EDUCATIONAL AND PROFESSIONAL QUALIFCATIONS


• Ideally a degree holder in any discipline.
• Professionally qualified with membership of a recognised professional institution.
• Ideally holder of recognised qualification in business administration or equivalent.
• Ideally holder of internationally recognised qualification in management.