Training Coordinator

JOB PURPOSE

To coordinate all scheduled, unscheduled, internal, external and overseas training programmes for Tax Administration Jamaica (TAJ); communicate with the relevant stakeholders regarding individuals and teams training development plans; process training requests for review by the Staff Development Committee and work through logistics ensuring that training programmes are delivered successfully in keeping with TAJ’s strategic objectives, as well as prepare the budget for training 

KEY OUTPUTS

• Training applications processed; 
• Training programmes coordinated; 
• Figures/information for external training budget researched and submitted;
• Internal & External Training requests processed; 
• Participants and respective managers/supervisors notified; 
• Staff Development Committee submissions prepared; 
• Invoices for payments prepared; 
• Queries addressed; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties: 

• Receives and vets all applications for training from TAJ staff; 
• Prepares and submits listing to Staff Development Committee (SDC) for approval; 
• Receives approved listing from SDC and pre-registers successful applicants to Institution where programme will be conducted;
• Contacts and notifies participants and their respective managers/supervisors of the selection and acceptance of individual for internal, external- local and overseas training; 
• Monitors TAJ’s training schedule and liaise with respective programmes facilitators/trainers to identify any specific needs relevant to the coordination of the session; 
• Secures rooms for training sessions ensuring that they are properly arranged and conducive to learning; 
• Prints and sorts training materials (handouts, evaluation forms etc) for each Programme; 
• Procures items for break when cash is received and reconciles same; 
• Contacts lunch providers to ascertain menus and disseminate to participants prior to the training ensuring special requests are indicated; 
• Sends reminders regarding upcoming training and lunch request to participants and lunch providers respectively; 
• Makes transportation and parking arrangements for participants attending training, as required; 
• Collects and submits pro forma to the Budget and Expenditure Branch through the Procurement Branch for fee to be paid over to local and overseas Institution; 
• Communicates with Heads of Sections/Managers/Supervisors regarding training development plans and other training related activities; 
• Prepares and submits budget for external and internal training programmes; 
• Contact Universities, Colleges and other training institutions to make inquiries on programmes offered; 
• Liaises with other training institutions with respect to advertisement of training programmes offered; 
• Intervenes and reports on areas where participants on internal and external training programmes are not complying with standards that represents the organization; 
• Receives and documents results of participants and makes recommendations based on results from programme/course taken; 
• Assists with the preparation of training expenditure to be presented to the Staff Development Committee in order to highlight balances on the account; 
• Provides information on internal and external training programmes offered and suitability of these programmes as it relates to field of operation; 
• Addresses all queries to internal, external-local and overseas training;
• Liaises with local and overseas training institution in order to register employees; 
• Liaises with other MDA’s (MOF & MFAFT), Travel Agents, health care provider and overseas hotels in-order to have staff provided with the necessary travel documents; 
• Processes applications for overseas training and makes the necessary arrangements (registration, accommodation, airline tickets, visa (if required); 
• Monitors pro forma, lunch/training invoices and other payments;
• Prepares & provides training register to HRD facilitator for scheduled training Prepares and submits all reports to Manager; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Manager, Training Administration. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Internal and external training applications processed within agreed timeframe; 
• Internal and external training programmes are coordinated within the stipulated timeframe; 
• The budget for internal and external training is prepared and submitted by the due date; 
• Internal and external Training requests are processed within the agreed timeframe; 
• Participants and their managers/supervisors are notified at least one week prior to the commencement of courses; 
• SDC submissions prepared and submitted by due date; 
• Queries accurately addressed within stipulated timeframe; 
• Accurate comprehensive reports are prepared and submitted by the due date.

AUTHORITY TO:

• Contact managers and makes request for staff to be released on external training programme; 
• Disseminate SDC’s decisions to participants; 
• Request information from participants; 
• Reject faulty applications for programme being requested.

REQUIRED COMPETENCIES

Specific Knowledge 

• Comprehensive knowledge of human resource development principles and practices; 
• Comprehensive knowledge of TAJ’s operation and functions; 
• Knowledge of computer systems and the relevant applications. 

Required Skills and Specialised Techniques 

• Excellent communication, interpersonal and team building skills;
• Excellent time management skill; 
• Excellent planning and organizing skills; 
• Good decision making and problem solving skills; 
• Good customer service skills; 
• Good persuasion skills; 
• Keen eyes for details 
• Ability to multi-task; 

Qualification and Experience 

• BSc Degree in Human Resource Development or Management or equivalent;
• Certificate in Training Techniques; 
• Training of Trainer’s certification; 
• (1-2) years of work-related experience; 

WORKING CONDITIONS

• Normal office environment; 
• Ability to work under-pressure; 
• Travel (10-25%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.