Summary
Qatar Foundation is seeking a Programs Administrator to support the full training delivery cycle. The role coordinates venues, equipment, registration, calendars, participant communications, records, evaluations, and vendor logistics. It also supports invoice processing, purchasing, reporting, and compliance with organizational policies, health and safety, and data privacy requirements. Applicants need a relevant high school degree and 2–5 years of relevant full-time experience, including database and LMS experience; Arabic is an advantage.
The posting
As published on qf.org.qa. Pulled from the employer's site and shown as they wrote it.
Key Result Areas:
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; escalate 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.
Minimum Knowledge, Skills & Experience:
Relevant high school degree.
2-5 years of relevant full-time experience, including database and Learning Management Systems (LMS).
Experience in project management.
Budget development skills and experience.
Excellent organizational and multitasking ability.
Outstanding communication skills.
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; Arabic proficiency is an advantage.
Proficiency in MS Office applications