Job description

The L&D Administrator will be responsible to support the administrative and operational work of the Learning & Development section.

Responsibilities 

• Provide administrative and operational support in logistic preparations for training program deliveries, including schedules, venues, materials, attendance, and communication
• Make a sound understanding of QF Human Capital policies and procedures in order to be able to carry out the work of the department at a quality level and respond appropriately to inquiries
• Receive inquiries from QF entities, applicants and candidates, including contractors; respond to and resolve them or escalate them for resolution
• Liaise with trainers, vendors and internal stakeholders to ensure smooth delivery and timely information flow
• Prepare and distribute training invitations, pre-reading materials, surveys, certificates, and post-session feedback
• Inspect registration process, maintain training calendars, nomination lists, seat allocation, waitlists and session capacity
• Maintain accurate training records, attendance, feedback, and participant data in designated systems
• Prepare back-charging reports for in-house catalogue programs, including trainer fees, catering, venue costs, and other billable expenses, ensuring accuracy and timely submission to relevant entities
• Coordinate in-house and group technical tendering processes, including sending RFQs, collecting proposals, and organizing both technical and commercial evaluations with relevant stakeholders
• Inspect and verify invoices received from training providers, submit them for payment, and follow up with QF Finance to ensure that payments are processed in a timely manner
• Provide on-site coordination during sessions, ensuring technology setup, registration, and learner support
• Support the development of new training processes, standard templates and learning engagement initiatives
• Other reasonable tasks as assigned by supervisor

Minimum Requirements 

• High School Diploma and 2-5 years of full-time work experience in administration roles, preferable in a generalist HR environment
• Very good interpersonal communications, customer service, and organizational skills
• Strong 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; familiarity with Oracle ERP is preferred