Office manager/Training coordinator (OM/TC)
vakansiya — 2024

Position- Office manager/Training coordinator (OM/TC)
Organisational unit: Admin
Supervisor: Country Director

ROLE OF THE POSITION

Ensure happy office life and high quality training materials.

MAIN RESPONSABILITIES

• OM/TC is responsible for happy & comfortable life in the office and high quality training materials and provides support, namely:
  – Provide office with all required materials and equipment
  – Provide trainers with all required training materials
  – Administrative support
  – Organisational support of delivery activities
  – Organisational support of marketing activities
  – Preparation of standard proposals

TASKS

• Provide office with all required materials and equipment
• Ensure availability of all relevant office stationary and resources (water, food, paper, cleaning etc.)
• Ensure operability of all office equipment (telephone, printer, coffee machine etc.)
• Find required suppliers, communicate with them directly, ensure documentation flow and timely payment & delivery.
• Ensure clean and neat storage of all office supplies.
• Provide trainers with all required training materials
• Produce all required training materials – in best quality and timely, such as participants’ workbooks, handouts, certificates.
• If not possible to produce in the office – order production of training materials from service providers.
• If not available in the office storage, buy required additional training materials and stationary (ropes, books, pencils etc.)
• Keep track of available training materials to optimize production and printing time and materials.
• Administrative support
• Collect all required documents from providers and timely provide them to accounting service.
• Organisation of internal staff meetings, (i.e Develor Days, PAMs, meetings) including coordination with participants, sending calendar invitations, catering, stationary and equipment.
• Produces internal orders for business travels, holidays and others.
• Proactive organisation of informal team events (birthday, teambuilding) including dates, venue, catering, gifts.
• In case of recruitment process, post job ads, collect CVs in relevant G-Drive folder and organise interviews.
• Makes draft payments to providers in online bank.
• Organisational support of delivery activities
• Record training evaluation data into relevant G-Drive spreadsheet (Evaluation score and comments about materials) on a monthly basis.
• Coordination of delivery dates with trainer and Training Calendar spreadsheet.
• Preparation and sending of training invitations, information letters, home works and follow-up letters to participants.
• Updating information in Sharky regarding Deliveries.
• Organization of the training venue upon client’s request – inc. booking conference rooms, catering, equipment.
• Ensure organisation of business travel – prepare budgets, buy tickets, book hotels and provide info to KAM.
• Prepare Sharky Online surveys for trainings – get questions from trainer, and provide them with QR code.
• Prepare first version of training report and provide it to trainer and KAM.
• Organisational support of marketing activities
• Organization of the event venue– inc. booking conference rooms, catering, equipment.
• Order production of marketing and promo materials from service providers.
• Make regular information inputs into the social networks and company web-site.

Preparation of standard proposals
Supervised by KAM

• Clear drafting of typical standard proposals.
• Customization of trainer profiles according to request.
• Customization of training agenda in collaboration with trainers.
• Translation of proposals to English, Russian, Azeri.
• Provide proposals to KAM’s proofreading before sending to clients.
• Other, job related duties to be performed
• Professional development (DEVELOR products, skills development, internal knowledge sharing)
• Additional various small requests from MD.

MAIN WORKING RELATIONS

• Gets order of training materials from trainers at least 3-5 days in advance.
• Gets information about Venue Request for trainings from KAM. Provides them with info about budget.
• Gets information from KAM about business travels, approves details with trainer, if required, and provides KAM with info about budget.
• Gets all relevant information for preparation of training materials from trainer (printing & buying materials) and from KAM (list of participants for certificates)
• Gets questions for Sharky online survey from trainers, provides them with QR codes.
• Informs CD about required payments in online bank.
• Gets information about internal meetings from CD.
• Gets information about marketing events from CD.