Programs Administrator Foundation Admin

The Programs Administrator will support the full training delivery cycle within the Teaching & Training Academic Support department. This role involves managing logistics, maintaining training records, and providing administrative support to ensure the smooth execution of training programs and events.

Key Responsibilities:

• Support the full training delivery cycle, including venue booking, room setup, attendance coordination, and on-site logistical support.
• Set up and maintain training equipment (AV, laptops, microphones, etc.) and ensure it is in safe, working condition; escape maintenance issues promptly.
• Resolve logistics issues on-site as they arise and coordinate with Facilities/IT as needed.
• Assist with the development and preparation of training aids (manuals, handbooks, handouts, digital assets).
• Handle participant registration, confirm attendance, and issue calendar invitations with all session details and joining instructions.
• Maintain and update training calendars; coordinate with internal teams and external trainers to avoid conflicts.
• Provide front-line support to participants and trainers (in person, email, phone) before, during, and after sessions.
• Maintain accurate training records (e.g., trainee lists, schedules, attendance sheets) in the LMS and/or approved trackers.
• Ensure completion of required evaluations (e.g., post-session surveys); follow up on pending responses.
• Compile attendance and utilization summaries and support the preparation of monthly/year-end reports.
• Act as a point of contact for vendors and participants; facilitate smooth coordination between them when necessary.
• Handle the invoice processing: inform vendors of mandatory documents, receive and verify invoices, liaise with Finance for timely payment, and update the invoice tracker.
• Support logistics-related purchasing (e.g., catering, materials) in line with organizational procedures.
• Act as an accessible resource for event and conference enquiries, including weekends and after office hours when required.
• Draft and send participant communications (reminders, changes, instructions) to ensure clarity and readiness.
• Ensure all administrative processes comply with organizational policies, health & safety, and data privacy requirements.
• Suggest process improvements to enhance efficiency, accuracy, and learner experience.

Experience

Required:

• 2-5 years of relevant full-time experience, including database and Learning Management Systems (LMS).
• Experience in project management.
• Budget development skills and experience.

Education

Qualifications:

Relevant high school degree.

Skills Required:

• Excellent organizational and multitasking ability.
• Strong attention to detail.
• Excellent writing skills with the ability to draft and edit a variety of written reports and communications and to articulate ideas clearly and concisely.
• Proficiency in MS Office applications.

Languages: Arabic proficiency is an advantage.

Employment / Job Type: Full Time

About the Company:

Qatar Foundation supports education, research, innovation, community development, and social progress in Qatar. Career paths span education, research, technology, sustainability, administration, communications, finance, human resources, project management, and other professional functions.

Company Industry: Education & Academia Jobs

Department /

Functional Area:

Teaching & Training Academic Support

Closing Date: 20 October 2026