Training Event Coordinator
Maastricht (Maastricht) Administration
Job description
Ref: req34801
Process:
- To coordinate global development events e.g. Courses, workshops, presentations, by booking participants onto the events in SAP/myTW, sending out invitations, pre work, booking rooms and answering queries about the events.
- To produce allocations (ILV) and invoices for courses and delegate places, according to Intercompany standards and the published timetable.
- To ensure smooth operation of all events by coordinating internal and external venues, equipment provision, travel and accommodation arrangements, production and transportation of training materials,
- To maintain data to enable the ITDS Manager to monitor the performance of the centre against the internal SLA’s. To use a Case Management tool in communication with stakeholders and logging activities and time in same.
- To contribute to the continuous improvement systems to track and monitor the ITDS service pricing mechanism. This includes the provision of prices per course, per delegate place, monitoring of allocations and invoices as applicable.
- To promote training and development activities by answering questions, providing information, giving advice and additional contact details where appropriate.
- To coordinate the external suppliers of training and development events by monitoring frame contracts, tracking invoices, maintaining records of preferred suppliers and reporting on quality / evaluation forms.
- To support learners on the global learning platform “my Talent World” with enrollment to classroom/eLearning solutions and to provide advice on content of courses appropriate for the target audience.
- To perform standard reporting tasks in my Talent World based on requirements of the Business Partners.
- To contribute to the continuous improvement process by participating in various First Choice improvement tasks with the goal to optimise Business Partner satisfaction.
Stakeholders:
- To provide excellent, accurate, on time administrative support to learners, their managers, departments thus ensuring the best opportunities for learning both classroom and online (SAP and my Talent World).
- To provide input for management reporting on costs, training records (classroom and online) and quality performance for ITDS Manager and Business Partners through accurate and timely data maintenance.
Customers:
- To ensure that all needs of external suppliers and trainers are met by being a central point of contact for material and equipment preparation, travel arrangements, queries, updates and room layout (when required).
- To support AP and AR functions in solving supplier and customer queries.
Key Capabilities:
- Strong administration skills and proven ability to work independently;
- Strong focus on the customer;
- Ability to manage participants, trainers and external suppliers and conflicting demands with tact, diplomacy and fairness;
- Strong communication skills both face to face and in writing especially email;
- Excellent planning and organising skills with high level of attention to detail;
- Personal drive and enthusiasm, to achieve highest professional standards;
- High organizational DPDHL awareness;
- Awareness of processes and quality requirements.
Expected Years of Experience:
- Post secondary school, with 1-2 years experience in a similar role (event administration or secretarial);
- Excellent written and spoken English and German language skills.
- Experience of working in a multi-functional, multi-cultural and multi-national environment is a distinct advantage;
- IT literate with good MS office skills especially Excel and Word;
- Experience with SAP is a distinct advantage.
This is a temporary position for 6 months. Intended start date January 9, 2017.