Training Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This position is located in the Language Training Programme (LTP), Centre for Learning and Multilingualism (CLM) of the Human Resources Management Service (HRMS) in the Division of Administration (DA) at the United Nations Office at Geneva (UNOG).

The incumbent will report to the Training Officer.

Responsibilities:

Under the direct supervision of the Training Officer, the incumbent will be responsible for the following duties:
Performs daily administrative tasks related to the language courses in the LTP administration platform:

  • Enters and updates the course offer, course schedule and class list for the six languages four times per year before the beginning of the enrolment period.
  • Assists applicants when support is needed at the time of enrolment.
  • Screens the eligibility of new users, requests missing documents when needed and followup.
  • Screens enrolment forms (eligibility, proof of payment, etc.), and followup with applicants when need be.
  • Maintains and updates students' records in the database.
  • Sends class convocations, and messages to students on waiting lists.
  • Manages class lists and cancellations, monitors waiting lists, changes students from one class to another at their request, liaises with teachers and students when needed.
  • Monitors attendance and noshow. Liaise with teachers and clients.
  • Coordinates the placement tests with teachers and students: sends invitations and instructions, enter results, update lists, etc.
  • Works closely with the IT team to fix bugs and improve the features of the platform; gives feedback and tests the prototypes.
Maintains the LTP secretariat mailbox and communicates with clients:

  • Disseminates general information to department's training focal points, administrative assistants, Geneva-based UN Agencies and Diplomatic Missions.
  • Issues certificates of course completion.
  • Takes immediate actions to inform students in case of teacher's absence and organizes the teaching time that needs to be recovered.
  • Keeps/updates a mailing list (organizational focal points, permanent missions ) to disseminate any communication related to the LTP.
Prepares the part-time teachers (ICs) contracts and payment in liaison with the Training Officer, HR and FRMS:

  • Raises contracts (Shopping Carts in Umoja) attaching all necessary documents (medical certificate, PHP, mandatory training certificates, etc.), follows-up with Head of LTP and ICs for approval and signatures.
  • Prepares the paperwork for the final evaluation and liaises with supervisors for signature and approval.
  • Initiates the payments (raises Service Entry Sheet in Umoja) ensuring that it reflects hours worked.
  • Modifies contracts to reflect necessary changes.
Prepares the billing for external organizations and UN Secretariat entities in liaison with the Training Officer, FRMS and HR learning focal points of entities on a quarterly basis:

  • Generates billing to external clients according to the number of their staff attending the language courses and liaises with the training focal point.
  • Proceeds with the billing of UN-Secretariat entities to cover the costs generated by extrabudgetary staff members who have attended language courses.
  • Issues Sales Order (SO) in Umoja for external clients and liaise with stakeholders to get approvals.
  • Prepare the pivot tables with accurate data and upload the excel document in KIS.
Administers the recruitment of CLM interns in liaison with the managers, interns and HR:

  • Prepares the Job openings in Inspira.
  • Prepares all paperwork for onboarding and offboarding.
Manages the reimbursement of course fees due to cancellations:

  • Liaises with students, HR and FRMS, requesting all supporting documents and information (Index numbers, banking data information, etc.).
  • Creates/followsup revenue refunds in Umoja.
  • Followsup with all stakeholders.

Prepares and extracts end-of-term evaluation forms:

  • Prepares end-of-term feedback forms, sends the invitation to complete the questionnaire to course participants (including reminders), informs teachers.
  • Extracts evaluation reports and sends them to teachers.
  • Compiles, summarizes and presents basic data on specific projects and related topics or issues.
Orders stationery and office material, follow-up with teachers the materials needed:

  • Provides support to the Test and Examination unit for the Language Proficiency Examination, delivers certificates, etc.
  • Carries out other relevant tasks as required by the Training Officer in charge of the LTP.
Competencies

PROFESSIONALISM:
Demonstrates professional competence related to the administrative field of language training; demonstrates ability to use computer equipment and any Enterprise Resource Planning (ERP) system; shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; sho

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