Job Description

• The Amref International Training Centre AITC, wholly owned by Amref International University, is an accredited Technical and Vocational Education and Training Authority TVETA that offers Technical and Vocational Education and Training TVET programmes in its niche area of health sciences.

About the Role

• The Training Coordinator plays a vital role in empowering both students and trainers to succeed! Supporting the Director, they ensure our Technical and Vocational Education and Training TVET programs run smoothly and effectively. They'll actively guide students through their courses and serve as the friendly liaison, connecting them with academic teams, university departments, and external partners. Additionally, the Coordinator will play a crucial role in developing innovative marketing and business plans to enhance revenue for our department and Amref International University. Together, we're building a thriving learning environment for everyone involved!

Key Responsibilities

Administrative Support

• Provide comprehensive administrative and logistical support to ensure the optimal functionality and coordination of the directorate's activities.
• Ensure the availability and proper functioning of equipment for online sessions.
• Oversee the preparation and distribution of materials for students and faculty.
• Contribute to the implementation of departmental work plans.
• Respond promptly and comprehensively to customer inquiries via email and telephone.
• Collaborate with the finance office to monitor departmental finances, including income and debtors analysis, ensuring proper reconciliation with the ERP system.
• Manage budget expenditures with precision and effectiveness.
• Address and resolve issues as they arise, escalating them when necessary.
• Assist in the promotion of TVET programmes in coordination with the University Marketing and Communications Manager.

Contract Administration for Part-Time Trainers

• Ensure timely submission of contract requests RRFs for part-time trainers in the ERP as per approved course loads.
• Liaise with part-time trainers to ensure contracts and required documents are signed and submitted promptly.
• Submit signed contracts and relevant documentation to HR for payroll processing.
• Manage timely submissions of contract requests RRFs for temporary staff and interns, including issuing contracts as necessary.

Documentation and Records Management

• Maintain and update the directorate's student database with accuracy and attention to detail.
• Establish and maintain a comprehensive database for trainers, trainees, and collaborating partners, including their contact information.
• Create and maintain both electronic and paper filing systems for student records, ensuring all contact information is current and easily accessible.
• Oversee the timely completion and submission of faculty timesheets to HR.
• Draft, compile, and submit minutes and reports related to activities of the directorate with precision and clarity.

Financial Management

• Assist in forecasting student numbers using data-driven methodologies.
• Monitor income and expenditure for the directorate, meticulously tracking student fee payments.
• Organise imprest for various training activities and ensure accurate accounting for refunds.

Quality Assurance

• Monitor student class attendance and progress with rigour and consistency.
• Support the evaluation of programme delivery using relevant tools and methodologies.
• Compile feedback for appropriate action, ensuring all stakeholders are informed of necessary improvements.

Planning

• Assist in reviewing and preparing yearly departmental work plans, ensuring alignment with organisational objectives.
• Support the preparation and review of training timetables, optimising resource allocation and programme delivery.

Qualifications

Education & professional 

• Bachelor’s degree in business administration, social sciences, health or related field in health science.

Required Experience

• At least two 2 years’ experience in supporting or working in a busy training environment is a must.
• Experience in a TVET training institution is an added advantage.
• Knowledgeable about TVET-related requirements, standards, guidelines and procedures.

Skills & Competences

• The ability to multitask and excellent organisational skills.
• Outstanding oral and written communication skills to converse effectively with students and departmental heads.
• Excellent interpersonal skills, which enable the training coordinator to serve as a point of contact for Students, staff and service providers
• Analytical skill
• Team player
• Result oriented
• Problem-solving skills/solution-oriented
• Customer service skills
• Negotiation and persuasion skills