Summary of Work Activities and Responsibilities:
The Training Officer I supports the full training cycle activities, which includes pre-
training preparations, coordination during the training, and post-training activities to ensure smooth program delivery and effective participant engagement on their assigned account/s. The position is also tasked to provide support to the planning and implementation of the section’s overall operations.
The Training Officer may be assigned to offsite courses within Metro Manila or in provincial locations, requiring flexibility in adapting to various training environments and logistical considerations.
Main Duties and Responsibilities
I. Section Management Support
• Guides team members in the planning and implementation of all related needs, services, and requests of the Section
• Assists the Training Services Head in monitoring and ensuring timely delivery of services to stakeholders for the team members’ respective accounts
• Researches and conducts initial analysis of trends and best practices in training implementation such as new training methods, technologies or techniques, and presents applicability to the Center’s programs
• Monitors inventory of training supplies, ensuring availability of materials
• Builds and maintains strong relationships with both internal and external stakeholders, fostering open communication and collaboration to ensure alignment of program objectives, logistics and expectations
II. Budget Management Support
• Assists the Training Services Head in preparing the annual budget by consolidating reports and analyzing the Center's previous and projected expenses for training supplies, logistics, and program requirement
• Monitors the usage of allocated budgets for all assigned training programs and accounts, ensuring alignment with approved budget and provides recommendations to optimize resource utilization
• Coordinates with Training Assistants in the timely processing of financial documents, such as cash advances, reimbursements, and liquidations for training-related expenses
III. Pre-Training Management Support
• Works with resource persons in managing their program logistic requirements
• Responds to inquiries regarding the different courses, programs, processes and training requirements based on the established University policies and guidelines
• Prepares all necessary materials for assigned accounts, courses, certifications, and diploma programs, including attendance sheets, program orientation slides, participant IDs, evaluation links/ QR codes
• Prepares and submits timely reports, such as participant data reports, attendance reports, grading sheet templates, class directory, etc.
• Prepares and releases the needed supplies and materials for the activities of the course
• Prepares assignments, discussion boards, submission bins/ pages, quizzes and exams in the Learning Management System (LMS) or via Google/ MS Forms
• Coordinates and arranges room setup and equipment, ensuring all necessary tools, devices, materials, and logistical requirements are prepared and functioning correctly before the training session
• Prepares and processes cash advances to ensure a smooth and organized training process
IV. Training Management Support
• Sets up and oversees the registration area of program sessions
• Conducts the program orientation, which covers the school policies and regulations, and the program overview
• Manages communication between participants, partners, and resource persons, ensuring that course requirements and information are shared promptly and accurately
• Records and tracks participants’ attendance throughout every training session
• Consolidates participant submissions and forwards them to the assigned resource person for grading
• Sets up course and certification exam questions and answers in the LMS, as instructed by the resource person
• Provides proctoring support during online and onsite examinations by receiving inquiries, guiding the participants on how to use the online platform, etc.
• Takes class photos and arranges the development and delivery of photos to participants or sharing via the LMS
• Secures and organizes equipment and supplies used after each account, course, certification, and diploma program
V. Post-Training Management Support
• Monitors submissions of grades by the resource person and makes the necessary follow ups when needed
• Monitors submission of post-program evaluations, and reminds participants to accomplish the evaluations
• Prepares detailed reports on program runs, including course evaluation summaries, actual expense reports, liquidations, and any required summaries for partners, ensuring all documentation is accurate and complete
• Assists in the organization of graduation ceremonies by handling the logistical preparations and documentations, as needed
• Consolidates and submits all program documentation to the Training Services Head, ensuring compliance with the Center’s standards and timelines
VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative
Knowledge, Skills, and Abilities:
• Coordination Skills: Ability to proactively coordinate and manage actions in relation to others
• Communications and Interpersonal Skills: Ability to expresses thoughts clearly, accurately and succinctly in verbal and in writing to different audiences
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Organize and keen to details
• Customer Service Oriented: Actively looks for ways to help and relate well with clients and partners
• Technology Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies
• Problem-Solving Skills: Ability to identify issues, analyze possible solutions, and implement effective resolutions in a timely manner, especially during training delivery or logistical challenges
• Flexibility and Adaptability: Ability to adapt and implement training across multiple learning modalities, including online, onsite, flex/hybrid, and offsite (client/company venue), ensuring effective program delivery in diverse settings
• Attention to Detail: Demonstrates thoroughness in executing tasks, ensuring accuracy in managing program details, documentation, and logistics
• Time Management Skills: Strong ability to manage time effectively, ensuring that all tasks and responsibilities are completed within set deadlines without compromising quality
• Team Collaboration: Ability to work collaboratively with others in a team environment, sharing responsibilities and contributing to group problem-solving and decision-making processes
• Project Management Skills: Competent in managing multiple projects or programs simultaneously, ensuring that goals, timelines, and resources are aligned to meet organizational objectives
Education and Experience Requirements:
• Graduate of any Bachelor’s Degree, preferably Psychology/HumanResources Courses
• With At least 2-3 years of Training related work experience
Stakeholder Relationship:
Internal Stakeholders
• Training participants: communicates course requirements and expectations, monitors their attendance and engagement
• Sales and Marketing section: coordinates to gather and coordinate all pre-training requirements
• Resource persons: works closely with them to coordinate and provide support for course requirements, including setup on platforms like Canvas, preparation of materials, and logistical arrangements
• Training Services team: guides on the implementation of section services
• Training Records Officer: provides updates and necessary documentation regarding participant evaluations and grades for accurate record-keeping
External Stakeholders
• External resource persons: coordinates with them regarding course content and requirements, facilitating a smooth collaboration during training delivery