Programs Administrator

Qatar Foundation International; Doha; On-site; QAR 78,000 - 112,000; Full time

Job summary

Qatar Foundation International is recruiting a Training Logistics Coordinator to support end-to-end training delivery, including venue booking, AV setup, attendee coordination and on-site operations.

You will maintain calendars, manage LMS records, handle registrations, communications and vendor liaison to ensure timely, compliant delivery of training programs.

Qualifications

• Proficiency in MS Office applications.
• Excellent organizational and multitasking ability.
• Outstanding communication skills.
• Excellent writing skills with the ability to draft and edit written reports.
• Strong attention to detail.

Responsibilities

• Support the full training delivery cycle including venue booking, room setup, attendance coordination and on-site logistical support.
• Set up and maintain training equipment (AV, laptops, microphones) and escalate issues promptly.
• Resolve on-site logistics issues and coordinate with Facilities/IT as needed.
• Assist with development of training aids, manuals, handbooks, handouts and digital assets.
• Handle participant registration, confirm attendance and issue calendar invitations with session details and joining instructions.
• Maintain training calendars and coordinate with internal teams and external trainers to avoid conflicts.
• Provide front-line support to participants and trainers in person, email, and phone before, during and after sessions.
• Maintain training records (trainee lists, schedules, attendance sheets) in the LMS or trackers.

Skills

MS Office

Project management

Organizational skills

Multitasking

Communication skills

Writing skills

Attention to detail

Education

High school degree

Tools

LMS

Database

Job description

Key Result Areas

• Support the full training delivery cycle including venue booking room setup attendance coordination and on-site logistical support
• Set up and maintain training equipment AV laptops microphones etc and ensure it is in safe working condition escalates maintenance issues promptly
• Resolve logistics issues on-site as they arise and coordinate with Facilities IT as needed
• Assist with the development and preparation of training aids manuals handbooks handouts digital assets
• Handle participant registration confirm attendance and issue calendar invitations with all session details and joining instructions
• Maintain and update training calendars coordinate with internal teams and external trainers to avoid conflicts
• Provide front-line support to participants and trainers in person email phone before during and after sessions
• Maintain accurate training records e.g trainee lists schedules attendance sheets in the LMS and or approved trackers
• Ensure completion of required evaluations e.g post-session surveys follow up on pending responses
• Compile attendance and utilization summaries and support the preparation of monthly year-end reports
• Act as a point of contact for vendors and participants facilitate smooth coordination between them when necessary
• Handle the invoice processing inform vendors of mandatory documents receive and verify invoices liaise with Finance for timely payment and update the invoice tracker
• Support logistics-related purchasing e.g catering materials in line with organizational procedures
• Act as an accessible resource for event and conference enquiries including weekends and after office hours when required
• Draft and send participant communications reminders changes instructions to ensure clarity and readiness
• Ensure all administrative processes comply with organizational policies health amp safety and data privacy requirements
• Suggest process improvements to enhance efficiency accuracy and learner experience

Proficiency in MS Office applications

Minimum Knowledge, Skills & Experience:

• Relevant high school degree .
• 2-5 years of relevant full-time experience , including database and Learning Management Systems (LMS).
• Experience in project management.
• Budget development skills and experience.
• Excellent organizational and multitasking ability.
• Outstanding communication skills.
• Strong attention to detail.
• Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely; Arabic proficiency is an advantage.