Job Description
To co-ordinate and provide comprehensive administrative support for all scheduled and ad-hoc courses run by Emirates Aviation College for its group employees, 3rd party individuals and organisations.
Job Outline:
Schedule courses in Oracle Training Administration (OTA), enrol staff and externals on them according to pre-determined criteria and for exceptions consult the respective training superintendents. Communicate the status of their nominations to Dubai based and outstation managers/ coordinators.
- Ensure invitation letters along with pre-course material where applicable are sent to all enrolees, final messages with TCAR and travel itinerary are sent to outstation staff within the agreed timeframes. Generate attendance sheets and door lists for each classroom and for reception desk prior to the course. Prepare course material/handouts to be used by the candidates in the class.
- Liaise with Visa Services and Airport Services administration for visas for trainers traveling abroad and airport passes for trainees. Communicate and arrange with Central Services, transportation for the trainers and trainees.
- Generate invoices for all 3rd party related activities through Oracle Finance and liaise with Emirates Flight Catering (Abela) to organize catering for the course if required
Ensure that classrooms are arranged and necessary equipment is ready prior to course commencement and provide adequate support during breakdowns and failures. Record audio and video cassettes as and when required.
- Check-in students on the first day of course at Reception, collect and verify perdiem forms, passport copies, visa copies, photographs, etc where applicable.
- Keep a track of Last Minute Cancellations and No Shows and inform Training Support Supervisor for further action. Update the system for any waivers.
Ensure that the course results are updated within 7 working days of course completion, generate licenses, on-job-evaluations, and certificates as necessary and send them to line departments after obtaining required approvals from section managers.
As the Local co-ordinator and examination centre for IATA/FIATA/UFTAA, the job holder will be responsible to receive registrations from participants and process thru IATA as well as co-ordinate and organise the examinations which are held twice yearly (Total 6 examinations annually)
- Assist the supervisor in maintaining inventory of stationery items, training equipment and, training material. Replenish stock by raising workflows/ paperwork like RFP?s, MSR, MRE, GSR, Stores Requisition and print requests for production of course material/handouts through Xerox.
