Executive, Training Administration

**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**

1. 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

2. 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

3. 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
- Follow-up on grant disbursements/recovery of discrepancies as and when required

4. 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)

5. Provide Admin Support for Project Implementation
- Co-ordinate project meetings for team members
- Participate in project meetings & implementation
- Assist in system set-up e.g. conduct of UAT and collation of feedback/ outcomes

6. Manage Credentialing Applications
- Process invoice/billing advice/refund requests from credentialing applicants

7. 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

8. Provide Administrative Support for Division
- Provide administrative support for Division (co-ordinating 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 dry-run 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

9. 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
- Self-motivated 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