Learning and Development Admin

The Admin (Learning & Development) ensures quality assurance of the administrative services provided by Learning and Development Department of Keolis-MHI, and plays an active role in customer interface between the Department and its external and internal clients, and assures the maintenance of the Department’s MIS (Management Information System).

MAIN RESPONSIBILITIES

1. STAKEHOLDER/ CUSTOMER

1. Communicates with internal and external customers the information and clarification regarding training programs, schedules, policies and procedures.

2. Coordinate with external training providers to ensure that standards of the Department are maintained in the conduct of courses and are compliant to other requirements / procedures of KMHI.

      2. OPERATIONAL

1.      Responsible for the efficient processing of training nominations and coordinates with concerned departments on any issues or clarifications arising from the nomination in accordance with the Learning & Development Procedure

2.      Manages the regular update of the Training plan, L&D movement list and other logistical charts for information and guidance of the department

3.      Oversees the accurate and timely updating of training records in Q-Pulse

4.      Coordinates the schedule of Training Specialists, availability of facility and equipment, and arranges for other logistical requirements of training courses

5.      Maintains the L&D leave attendance including that of the Talent and CMS teams, submits attendance report to HR Payroll as required.

6.      Produces excel files, presentations and reports for the Training Center Manager whenever required

7.      Ensures compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards

8.      Assists in the preparation of purchase orders for the required supplies in the training

9.      Performs advanced clerical or administrative works requiring excellent communication and coordinating skills

10.   Maintains office and pantry supplies required for conduct of successful training and ensure that these are well kept

11.   Manages non-routine aspects of own job with limited supervision and makes routine decisions based on standard rules and procedures

12.   Ensures security and integrity of all data provided including reporting performance, finance and customer information; reference Keolis-MHI non-disclosure policy

13.   Exercises personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions requirements at all times whilst in employment

14.   Participates cooperatively and makes constructive contribution to team efforts

15.   Carry out any other duties or reasonable requests to support the needs of the wider transport portfolio, and other areas of the busines

      3. CHALLENGES 

            1.  Change in the training schedule and trainers on very short notice

            2.  Urgent training requests that are not planned

      4. TECHNICAL COMPETENCIES

      1. Data Analysis – able to analyse and interpret data or information gathered from various sources to identify trends or use for decision making and report writing; good literacy and numeracy skills required for the role

 2.   Communication Skills - strong written and verbal communication skills; can clearly convey ideas, instructions, and feedback to ensure understanding among team members, learners and other stakeholders.

 3.  Time Management & multi-tasking skills– efficiently allocates time to achieve thoroughness and accuracy when completing tasks. Able to multi-task or to juggle multiple tasks at the same time to ensure that required materials and equipment are available in the training facility

4.   Attention to detail: detail-oriented to ensure accuracy in their work, which is important for tasks like data entry, proofreading, and scheduling.

5.   Computer proficiency: – strong technical skills on Microsoft office applications, particularly Excel, and the operation of media equipment to perform complex office and training task and ability to learn new software based applications

     BEHAVIOURAL COMPETENCIES

1.      Driving performance - Efficiently organize and prioritize tasks to meet deadlines and complete tasks. Takes accountability of results and adheres to organizational   policies & procedures consistently.
2.  2. Building relationship and partnerships - Working effectively with cross-functional teams and other stakeholders to achieve department’s objectives. Able to liaise in a professional and persuasive manner with staff at all levels in the organisatioN
3.   3.  Making efficient decisions – Demonstrate a proactive approach based on available data in solving technical and operational challenges.
4.   4. Leading change and continuous improvement – Embraces change and adapt ways of working to meet evolving railway operational and department objectives.
5.   5. Leading a safety culture – Ensure compliance to safety procedures at all times.

Min. qualifications