THE INSTITUTE OF INTERNAL AUDITORS Job description Position : Project Coordinator: CPD Training Courses Unit: Incumbent s Name: Manager s Name: Manager s position: Accepted By: Signature: Date: Employee Signature: Date: Manager KEY TASKS AND RESPONSIBILITIES 1. PRE-SEMINAR/EVENT ADMINISTRATION AND PLANNING a) Planning and co-ordinating the program for the day and briefing the various role players. b) Responsible for the development and execution of a communication plan for each seminar and event. c) Monitor registrations for events in terms of expected and maximum attendance and where necessary put in place a marketing process to maximise attendance after discussion with the Manager in charge. d) Cancellation of training programs where appropriate in consultation with the Manager in charge. e) Capture registrations on the events registration schedule/database. f) Generate an invoice for each booking. g) Send out confirmations for each booking. h) E-mail or post invoices for each booking. Last updated January 2017 1
i) E-mail or fax venue full or event cancellation/postponement notifications when necessary. j) When necessary, follow-up on RSVPs of guests who have not replied by cut-off date either telephonically or via email k) Generate CPD Certificates for attendees only l) Prepare and distribute training materials for trainers m) Order and facilitate delivery of printed materials to training venue 2. PRESENTERS a) Keep speakers/ presenters database up to date b) L iaise with approved presenters regarding: i. A vailability ii. T ravel and accommodation iii. Equipment needs iv. Deadlines for marketing information where applicable v. Documentation 3. AT THE TRAINING EVENT a) Responsible for the set-up at the venue b) Responsible for manning the registration desk c) Liaise with the responsible person at the venue and to ensure that the event is running smoothly from a venue service point of view d) Responsible for ensuring certificates are handed to the presenter for distribution after the Event e) Ensure presenters collect evaluation forms after course completion and forward to IIA SA 4. POST TRAINING ADMINISTRATION a) Responsible for responding to specific queries and bringing important issues to the attention of the Manager in charge as reflected on the evaluation forms. b) Collect, compile and report evaluation results and report on any issues to the Manager in charge c) Record all additions, no-shows, replacements and payments d) Prepare tax invoices for additional guests e) Keep a record of no-show per event f) After course, obtain presenter s invoice, attach necessary documents in preparation or manager to sign off for payment g) Tracking and producing statistical reports as and when required Last updated January 2017 2
5. IN-HOUSE TRAINING a) Query for in-house training: ascertain topic, venue, amount of delegates, appropriate presenter, dates and discuss with Manager in charge b) Prepare budget and confirm budget with Manager in charge c) Contact presenter to ascertain availability d) Invoice organisation once fee confirmed. e) Organise training material to be sent to venue (where presenter needs assistance) f) Prepare all course material such as attendance register, certificates, name badges, evaluation forms etc to be sent to organisation concerned g) Where government departments involved, ensure a copy of the order is received before course firmed up h) After course, obtain presenter s invoice, attach necessary documents in preparation or manager to sign off for payment i) Ensure evaluation forms are received from presenter j) Managing relationships with clients, doing all administration and liaison re quotes, purchase orders, deliveries, quality control and payment as per agreements. 6. QUERIES a) Respond to seminar and event queries (telephonic and e-mail) in respect of registrations, dates, times, venue, payments etc timeously b) Responsible for collection of payment at the event c) Any other duties that may be assigned by the Manager in charge 7. CUSTOMER SERVICES a) To treat Institute members and other customers with a professional approach b) To be service orientated in dealings with customers c) To exercise extreme control in dealing with difficult customers d) To have sufficient knowledge of the departments within the Institute to correctly refer customers to the department/employee that can assist with their query. 8. GENERAL Any other work that is required by the CPD Training department or where assistance is needed elsewhere in the IIA SA. Last updated January 2017 3
JOB SPECIFICATIONS FORMAL EDUCATION: Administrative qualification COMPUTER LITERACY: MS Word MS Excel Outlook & Internet Database Powerpoint - could be taught Pastel Evolution EXPERIENCE Experience of working in a customer-focused environment Must have experience in dealing with people in senior positions At least 3 years administrative experience in a training environment Good working understanding of training and the administrative coordination Knowledge of the internal audit profession in the world is an advantage SPECIFIC SKILLS - Excellent interpersonal, written and verbal communication skills - good command of the English Language - planning and organisation skills - ability to plan, multi-task and manage time effectively - must be detail orientated and organised Last updated January 2017 4
- good computer and database skills - effective organizational skills - ability to plan and organise - ability to work to deadlines is vital - attention to detail and accuracy is vital - ability to form good relationships - ability to work as part of a team, within unit and across units (team working skills) - good customer service orientation - ability to exercise patience when working under pressure and handling difficult customers - ability to use initiative - excellent telephone manner - interpersonal skills that enables you to work with people at all levels and all walks of life - ability to motivate others and change people s attitudes when necessary - ability to source new business / selling of our training programs - must be a strategic and creative thinker, detail and result oriented, be open and welcoming to change, be comfortable working in group settings, be self-motivated working under minimal supervision, have an ability to handle multiple projects and meet tight deadlines, and demonstrate composure under stress and in times of uncertainty. - ability to do reports for the Board OTHER own transport essential able to work outside normal working hours when situation calls for it Last updated January 2017 5