Overview of The Union:
Since our founding as a global scientific organisation in 1920, The Union has drawn from the best evidence and the skills, expertise and reach of our staff, consultants and membership in order to advance solutions to the most pressing public health challenges affecting people living in poverty around the world.
As a scientific organisation, The Union’s approach starts with evidence. We conduct research so that we can know the nature of the challenges we face and their most effective solutions. Through our peer-reviewed journals, our global and regional conferences, and through training courses and technical assistance, we provide platforms for sharing scientific knowledge with stakeholders around the world. And by directly delivering health services and advocating on behalf of those affected by tuberculosis and lung disease, we directly act on the best available scientific knowledge. Know. Share. Act. These principles have driven The Union’s work since its founding.
The Union Training and Education department provides training courses in Tuberculosis and Lung Health, Leadership and Management (IMDP) and Tobacco Control.
Overview of the position:
The Training Officer, under the supervision of the Global Training & Education Director, is responsible for supporting the development, logistics and follow up of The Union’s Courses. The Training Officer will be responsible prior to, during and after courses occur and will work with the course managers, the Regional Director, course faculty and course participants. With the future expansion and improvement of the training portfolio of The Union, the Training Officer must be adaptable with change in responsibilities.
Main Responsibilities: Under the supervision of the Global Training and Education Director, with support from Training and Education staff:
- Provide high-level and high-quality administrative and logistical coordination for the management and leadership courses worldwide where required;
- Provide assistance and ensure effective communication to course participants, faculty and venues, pre-course, during courses and post-course;
- Be a representative of The Union and uphold the standards of The Union during courses;
- Implement and maintain strong financial management of courses where required.
- Keeping an inventory of all The Union courses, including those in English, French, Spanish, and other languages.
- Communicate with participants regarding non-content course information (fees/invoices, acceptance letters, hotel/transport, welcome letters, etc.);
- Liaise with participants and provide document support for visa application where necessary;
- Liaise with faculty on names and numbers of selected participants;
- Liaise with faculty and receive information about training materials for printing/preparing;
- Print/prepare and deliver course materials, including nametags, flashdrives, stationary, certificates, schedules, evaluations, etc.);
- Coordinate with hotels regarding faculty/participant accommodation (names, special requests, arrival/departure times, etc.) and training room preparation (room arrangement, backdrop signage, powerpoint access, etc.);
- Verify invoices from service providers (Hotel, Vendors and etc);
- Perform Invoicing to participants and track payment of course-fees;
- Travel to training sites to support course delivery, including:
- Ensuring training rooms are set up and course materials are distributed ;
- Confirming faculty/participants arrivals/check-ins ;
- Assisting faculty/participants with operations requests where possible, with support from Lead Faculty;
- Helping faculty record training discussions and exercises;
- Photographing trainings for evaluation reports and marketing materials (following obtaining necessary consent);
- Preparing and presenting completion certificates to participants;
- Distributing and collecting evaluation forms to participants;
- Network with participants to learn more about them, their organization and their needs.
- Register participants for free membership of The Union, with support from Membership Team;
- Draft course evaluation reports for faculty and management;
Marketing: Assist marketing by providing relevant course-related information to potential participants to increase course participation;
Record-keeping: Manage and maintain training related contents/records on internal database back-office;
Planning and reporting: Participate in yearly strategic planning and report to regular management meetings.
- A Bachelors Degree in Social Science, business, international development, education, management or public health
- Preferably 3-5 years experience in project management;
- Strong interpersonal and Communication Skills, Comfortable in dealing with senior faculty and multinational participants;
- Good Organisation skills – Able to meet tight deadlines and Multi-Task.
- Able to travel regularly, with adequate notice
- Strong written and verbal communications skills in English.,
- Team player in multicultural and international workplace, assisting and supporting co-workers when needed
- Perform ad-hoc administrative duties if required
Desirable Qualities :
- Training design, implementation and evaluation experience;
- Able to work independently with minimum supervision;
- Self-Starter and Detailed-orientated;
- French and/or Spanish advantageous but not necessary.