Job Description

Duties and Responsibilities / KPI’s
1. Core Responsibilities:
Expected Delivery:

• Overseeing admin office operations

• Allocate tasks to Admin Team

• Managing administrative staff

• Coordinating the smooth and effective operation of the training facility

• Creating a professional atmosphere

• Ensure 5S adherence and compliance.

• Inventory control of all AMLTA assets

• Manage visual management board and Safety, Delivery, Quality, Cost, and Moral (SDQCM) Processes.

• Improving efficiency and continuing improvement.

• Administration of all training activities

• Administration of Apprentices per group, inclusive of the following:

o Recruitment documentation

o Bio-data forms

o Contracts

o Proof of Evidence (POE’s) file creation and updating

o Technical Certificate (TC) course results capture and update.

o Handle Leave requests.

o Disciplinary process end documentation

• Update monthly reports.

• Manage and control cleaning staff day-to-day tasks and do regular checkups.

• Calculate, request, and manage the payout process of the student's monthly stipend.

• Schedule training programs.

• Present soft skills courses, e.g., Windows, Excel, PowerPoint, Outlook, and 5S

2. Safety

Site safety policy and new initiatives: Actively contribute to initiatives and implement changes as

directed by the AMLTA/VTC Manager

• Proactive safety culture: Develop and promote by the identification, development, dissemination, and

review of safe practices and procedures, and by ensuring the awareness of team members.

• Compliance of personnel: Actively promote, monitor, and enforce safe work practices.
• Risk identification and addressing: Ensure all health, safety, and hygiene risks are identified and

addressed in the SOP’s and Risk assessments.
• Risk assessment: Develop standard Risk Assessments for all critical tasks.
• Weekly SFA: Minimum one per week.

• Safety walkabouts and action list

3. Key Stakeholders and Relationships to Manage:
• Training managers and Specialists at AMLTA Collaborate closely with internal training specialists to

ensure consistency in training practices and alignment with organizational goals.
• AMLTA Staff: Work with staff members to coordinate training programs and meet the company’s

workforce development goals.
• Administrative personnel: Constantly engaged with admin personnel, ensuring their duties are completed as per requirements.
• Learners and Apprentices: Build strong relationships with learners, providing mentorship and guidance

throughout their training journey.
• AML Staff: Manage and provide feedback requests from AML staff.
• Visitors: Always ensure visitors are well received, and follow the VTC guidelines and procedures

4. Measures of Success (KPAs & KPIs within the First 1-2 Years):
• Coordinate and plan meetings: Send invites, book conference rooms, and set up necessary equipment

or presentations; document preparation, data entry and communication management.
• Liaise between departments: Connect teams and departments; help communication flow and solve

pending issues; coordinate joint projects and help exchange information.
• Managing budgets: Track expenses, process invoices and plan for future budget needs; identify cost

saving opportunities.
• Manage QA Management System: Including Policies, Procedures and documents.

• Stats: Provide Statistics and Reports on monthly, weekly or when required basis.
• Control: Managing Administrative staff and Cleaners
• Maintaining of administration system: Keeping record and filing of documentation.

Prepare training documents: Ensuring training material is available as and when required.

• Reporting: Implementation, population, and drawing reports from the Learner Management System.

Qualifications / Experience / Technical Knowledge
Qualification:
Essential:

• Bachelor’s degree in administration or related field.

• Higher Diploma in Administration or Equivalent.

• Logistics

• People Management

• Accounting knowledge
Desirable

• Degree in Administration
Experience:
Essential:

• Previous work as an administrative assistant in a training environment. (VTC, Training College). Minimum

years.

• Proven experience in managing people, setting up budgets, and overseeing logistics.

• Presentation and facilitation skills.

• Proven experience in managing people.

• Salary or stipend calculations and management
Desirable:

• Accounting background

Core Competencies / Skills
Essential
• Accuracy: Attention to detail
• Organizational skills: Manage and prioritize multiple tasks; stay on top of deadlines.
• Communication skills: Should be able to communicate well.
• Report: Report writing
• Problem-solving abilities: Anticipate problems, develop creative solutions, and put them into action to keep things running.

Technology proficiency: Know how to use office software, databases, spreadsheets, and virtual

communication tools.
Desirable

• Collaboration: Involved with various stakeholders.

Personal Qualities / Behavioral Traits
• Physical posture: Be physically fit, neat, and well-groomed.
• Attention to Detail: Exhibits a meticulous approach to administration duties, ensuring high standards of

accuracy and safety in all tasks.
• Teamwork: Always be a Team player
• Patience and Empathy: Demonstrates patience and understanding when working with learners and

personnel of different skill levels, providing support and guidance to ensure their development and

success.
• Leadership and Mentorship: Acts as a mentor to learners, leading by example, and instilling a culture of

excellence, discipline, and continuous improvement.
• Strong Work Ethic: Committed to delivering quality training and maintaining a strong professional

reputation. Takes initiative and shows a proactive approach in addressing challenges.
• Continuous Learner: Committed to personal and professional growth, always seeking opportunities to

stay updated on the latest industry trends, technologies, and educational techniques.
Working Conditions
• Integrity and Professionalism: Upholds high ethical standards, ensuring fairness and transparency in all

assessments and interactions with learners and stakeholders.
• Resilience under Pressure: Remains calm and composed in high-pressure situations, especially when

managing multiple training programs or addressing urgent training needs.
• Collaborative and Team-Oriented: Works effectively with other staff, departments, and stakeholders,

fostering a collaborative environment that promotes shared success and effective communication.

• Office work

• Occasionally required to visit communities

Health and Safety

1.1. Ensure compliance with all relevant health and safety regulations, standards, and procedures.

1.2. Participate in health, safety and environment training programs to understand potential hazards, safety

procedures, and emergency protocols.

1.3. Report any health, safety and environmental concerns, incidents, or near misses promptly to the

designated supervisor or safety officer.

1.4. Assist in identifying workplace hazards and participate in risk assessments to minimize risks to personal

health and safety.

1.5. Wear appropriate PPE as required for specific tasks or environments and ensure that it is maintained

and used correctly.

1.6. Be familiar with emergency response procedures, including evacuation routes, assembly points, and

first aid protocols.

1.7. Follow established safe work practices and procedures to prevent accidents, injuries, or illnesses.

1.8. Operate machinery, tools, and equipment safely, following manufacturer's instructions and the AML

safety guidelines.

1.9. Maintain a clean and orderly workspace to reduce hazards and prevent accidents.

1.9.1. Promote a culture of health and safety awareness among coworkers by encouraging safe

behaviors and reporting unsafe conditions.

1.9.2. Participate in health and safety committees or meetings as required, providing input and

suggestions for improving workplace safety.

1.9.3. Keep accurate records of safety inspections, incidents, and training activities as required by

company policy and regulations.

Environment

1.1. Oversee and monitor the environmental performance of your department's functions, ensuring high

levels of awareness and compliance with company environmental policies and relevant environmental

laws.

1.2. Regularly review environmental performance metrics and indicators to track progress, identify trends,

and address areas for improvement.

1.3. Ensure all environmental incidents are reported promptly and investigated thoroughly in line with

company policies and legal requirements.

1.4. Uphold a culture of environmental responsibility and compliance within the organization by setting clear

expectations for incident reporting and response at all levels.

1.5. Collaborate with the Environment team to identify opportunities for environmental improvement and

develop strategic programs to enhance sustainability practices.