Training Documentation Coordinator

Full Time @ Qatar Airways Sector: Admin, Office & Secretarial
  • Doha, Qatar View on Map
  • Date Posted : November 19, 2021
  • Salary: Negotiable
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Job Description

About the role

We are recruiting for Training Documentation Coordinator, to be based in Doha, Qatar.
The Training Documentation Coordinator hold the key responsibility to control all aspects of document control activities for the Fleet & Training documentation. The coordinator will be responsible for the development and set-up of the Document Storage System and Electronic Document.

Specific responsibilities for the role include:

Operational

  • Manage all aspects of document control activities for training records. Including; extracting reports from the roster system and validating records received.
  • Ensure that all files are complete and properly maintained by scanning in EDOCS and for audit purposes.
  • EDOCS is the repository regulatory requirement by QCAA (Qatar Civil Avaiation Authorities)
  • Perform administrative tasks based on set procedures, establish and maintain filing systems. Perform a diversified and confidential administrative support.
  • Coordinate internal and external communication with regard to document verification.
  • Assisting in resolving issues in PTRMS (Pilot Training Resource Management System).
  • Assisting the team in coping queries in JIRA tracking system.
  • Setting up and managing the folder structures, document attributes, users and user permissions.
  • Controlling and maintaining all documents for audit purposes and verification of all training document.
  • Responsible in managing different document collaboration softwares such as EDOCS, PRISM, PTRMS and SharePoint documents, verify from AIMS & TOPS (Deck crew roster systems) to categorize, extract, rename and thereafter uploads in EDOCS.
  • Uploads all training and Admin related documents, responsible for managing the EDOCS respository of training records for Flight Crew, carry out internal audits to mitigate risks and prepare the system for external audits (Flight Safety, QCAA, IOSA).
  • Ensuring that all hard / soft document copy are complete, saved and uploaded in an organised and easily retrieved manner.
  • Respond to Management when deck crew documentation information is required, interpret and explain procedures of documentation pertaining to internal inquiries. Encodes various database and establishes regular updates on a daily basis.
  • Respond to requests for information and assistance pertaining to internal audit inquiries.
  • Monitoring and checking all training related documents are uploaded as per defined processes.
  • Keeping track of documents submitted to stakeholders (QCAA) i.e flight crew training reports.
  • Regularly evaluate procedures and practices, and make appropriate changes if required.
  • As a one point of contact between the Supports teams the role will be required to maintain, raise and close scanning and e-documentation of Deck crew records.
  • Perform other department duties related to his/her position as directed by the Head of the Department.

About you

The successful candidate will have the following skills and qualifications:

  • High School Qualification / Vocational Qualification /Diploma or Equivalent (Type of Diploma Based on Role) with Minimum 3 years of job-related experience
  • A tertiary HR/Administration qualification would be an advantage.
  • Qatari driving licence.
  • High degree of motivation, energy and desire to contribute to the success of the team.
  • Knowledge of Quality processes.
  • Knowledge in information management systems, strong IT skills.
  • Competent in the use of Word, Excel, PowerPoint, MS Office and MS Outlook.
  • Ability to work without need of supervision and use own initiative.
  • Must possess the ability to coordinate and plan strategically.
  • Self-motivated and highly organised.
  • Strong interpersonal and team working skills.
  • Managerial skills – Ability to delegate work, set clear direction and manage workflow. Strong mentoring and coaching skills. Ability to train and develop subordinate skills. Ability to foster teamwork among team members.

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