Executive, Training Administration - Singapore - Workforce Singapore

Workforce Singapore

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

Description

What the role is

As a Training Administration Executive in Career Practitioners Division (CPD), you will provide training and administrative support for CPD courses under the WSG Career Development Framework (WSG CDF), WSG credentialing and Continuing Professional Development Programmes. These include implementing, administering, evaluating and making continuous improvements to training systems, training procedures and work processes as well as managing stakeholders' engagement (both internal and external) to ensure effective delivery of CPD programmes. The temporary contract duration will be for 7 months, renewable up to 1 year.

What you will be working on

Plan and Monitor Budget for Conduct of WSG CDF Courses/AOPs
Update training calendar/course schedules and ensure course details and schedules are updated and published in WSG website
Provide information for submission of approvals including Approval of Requirement (AOP)/Approval for Purchase (AOP) for conduct of WSG CDF courses/AOPs. Secure training venue and F&B according to procurement procedures
Monitor and update budget tracking documents and report budget utilisation
Secure Annual Budget for Training & Learning Management Systems (TMS/LMS)
Provide information for TMS/LMS annual budget submission and monitor budget utilisation in the FY
Support the management of TMS and LMS tender contracts & extensions, monitor need for annual subscriptions and user licenses for use of TMS/LMS
Create invoicing instructions and ensure vendors are paid within SLA
Track/Reconcile Course Fee Payments & Grant Disbursements with Financial Reports
Obtain financial reports, verify course fee payments received and grant disbursements, perform finance reconciliation and prepare monthly report
Followup on grant disbursements/recovery of discrepancies as and when required
Prepare Monthly Training Reports/Presentation Slides
Collate training data and prepare training report/slides for Division Meetings
Update and manage training data/files in the Document & Records System (DRS)
Provide Admin Support for Project Implementation
Coordinate project meetings for team members
Participate in project meetings & implementation
Assist in system setup e.g. conduct of UAT and collation of feedback/ outcomes
Manage Credentialing Applications
Process invoice/billing advice/refund requests from credentialing applicants
Manage Continuing Professional Development Programmes
Support all the logístical arrangement of a physical and virtual courses from course registration / confirmation to payment
Collate and prepare an aggregate list of participants, survey feedback and their profile for reporting
Prepare and follow up the necessary payment procedure with Partners and Finance / outsourced vendors and update the budget template
Provide Administrative Support for Division
Provide administrative support for Division (coordinating division meetings, training administrator for staff, administer staff welfare, compile and update division's events list, etc.)
Track and monitor budget utilisation for staff training & Division's operating expenditure
Update of pandemic response plan and support any dryrun or implementation, where needed
Perform the role of Safe Management Officer such as updating staff on the changes, reporting of COVID positive cases and submission of monthly checklist to Safe Management Secretariat
Perform the role of Fire Warden as per WSG's guidelines
Provide administrative support to Divisional Director/Deputy Director
Other Duties
Other duties as and when assigned

What we are looking for

Knowledge & Skills
Minimum 3 years' relevant experience preferably in training administration with an Approved Training Organisation (ATO)
Experience in budget management i.e. putting up budget request, doing budget projections and tracking of budget utilisation
Good understanding of SSG's course accreditation process, course fee funding mechanism and claim process using TPGateway
Proficient in MS Word, PowerPoint and Excel software. Competency in advanced Excel with use of macros and pivot tables is highly preferred.

Abilities & Aptitudes

Selfmotivated and adaptable
Organised, systematic and meticulous with budgets, reports, records and operations
Good written and verbal communication skills
Able to work independently and as a member of a work team
Good interpersonal and networking skills