Learning Administrator

Enrolment & Seat Utilisation

• Steer importers and dealers to nominate participants and achieve their training targets; promote scheduled courses to the markets.

• Manage training bookings and seat utilisation for every course.

• Act as the primary contact for the markets on scheduling: handle enquiries, and communicate schedules, updates and requirements.

• Support the Analyst with enrolment, registration, cancellation and rescheduling updates in TMSi, and with keeping importer and learner details current.

• Support the Training Co-ordinator with collecting quarterly training requirement requests from the importers.

• Support the Training Co-ordinator with maintaining the training calendar and managing changes, and support the Analyst with publishing training events in TMSi in line with the approved calendar.

Fill-Rate & Attendance (SLA)

• Run the contractual fill-rate checkpoints for every course: the early-warning review 21 calendar days before start, the formal measurement 14 calendar days before start, and the final attendance check 5 to 3 business days before delivery.

• Act on shortfalls: send participant reminders, escalate to importers and dealers, manage waiting lists and backfill places.

• Document every contact attempt and escalation, so that the evidence is available for Deviation Requests and Legitimate Cause claims.

• Support the Programme / Project Manager with preparing Deviation Requests before the 14-day measurement date, and Legitimate Cause claims with supporting evidence.

• Monitor attendance and completion against agreed requirements, and help resolve differences between planned and actual attendance.

• Support markets with visa applications for training participants.

Course Logistics & Readiness

• Book and schedule training with suppliers, confirm the internal and variable trainers allocated to each course, and co-ordinate their logistics.

• Support the Training Co-ordinator as an operational contact for external training vendors.

• Prepare the venue for each course with the training centre reception: room set-up, catering, tools, vehicles and equipment; assist with procurement.

• Ensure physical and soft-copy training materials are ready, available, shared with participants and compliant with BMW Corporate Identity before delivery; correct any gap within 48 hours of notice.

• Support the Analyst in mapping course materials in TMSi so that they are accessible before delivery.

• Prepare logistics for product launches, special programmes, events and conferences.

• Take part in the Programme / Project Manager's briefing for each launch or event, and support the Training Co-ordinator with planning and delivering product launch training events.

Certification

• Create certificates from training results and share them with the markets.

Market Communication

• Organise the monthly market calls and prepare presentation materials.

• Inform the markets of periodic webcasts.

• Distribute the Importer Training Achievement reports, produced by the Analyst from TMSi data, to each importer at the end of every month, showing progress against the training requirements for the quarter.

• Act as the first point of contact for importers on issues and queries about their Importer Training Achievement reports, and resolve them with the Analyst where the data needs to be checked or corrected.

• Track each importer's progress towards achieving the training standards during the quarter, and highlight shortfalls to the importers and the Programme / Project Manager early enough for action to be taken.

• At each quarter end, issue the final Importer Training Achievement reports to the importers and submit them to the BMW RO by the agreed deadline, confirming with the Analyst that the data is complete, accurate and reconciled with attendance and completion records.

• Prepare an overview of the monthly and quarterly Importer Training Achievement results for the Programme / Project Manager, with support from the Analyst.

Compliance & Operating Standards

• Maintain the compliance register of vendor agreements, work permits, licences, sub-supplier documents and their expiry dates.

• Flag renewals to the Training Co-ordinator ahead of expiry, keeping the Programme / Project Manager informed as the accountable owner, so that no document lapses.

• Support the Training Co-ordinator with vendor onboarding documentation, PO requests and invoice checks.

• Develop and maintain the Operating Standards Manual, documenting the processes agreed by the training team.

• Introduce and manage the agreed processes in the Operating Standards Manual across the team, and keep them current as processes change; report on the manual and process adoption to the Programme / Project Manager.

Data Integrity & Confidentiality

• Keep enrolment, attendance and contact records complete and accurate; falsification of records is a potential Material Breach under the BMW contract.

• Protect the confidentiality of participant and training data.

• Support the Analyst's data-integrity checks.

Team Support

• Take part in the weekly operations meeting and maintain action logs.

• Support audits and BMW programme reviews with records and documentation.

• Contribute to improving tools, templates and processes.

Ad Hoc Duties

• Undertake additional duties associated with the successful delivery of the BMW ME training programme, as reasonably required by the Programme / Project Manager.

• Course fill-rate of at least 95% (minimum 8 participants where applicable) at the 14-day measurement, unless an Approved Deviation applies.

• Fill-rate checkpoints completed and documented on time for every course.

• Materials and venue ready before every delivery, with no content-readiness Non-Compliance Events.

• Certificates issued to markets within the agreed time.

• Importer Training Achievement reports distributed at every month end, and quarter-end reports submitted to the BMW RO complete, accurate and on time.

• No lapsed vendor agreements, permits or compliance documents.

• Timely, accurate responses to market scheduling enquiries.

No day is the same, so it is important that you can prioritise, manage your time successfully, and work both proactively and reactively.

• Excellent organisation and attention to detail across many concurrent courses.

• Confident follow-up and escalation with importers and dealers to secure attendance.

• Logistics and event co-ordination experience.

• Accurate record-keeping and document control.

• Experience using a learning management system; working knowledge of TMSi is an advantage.

• Proficient in Microsoft Office, particularly Excel, Outlook, PowerPoint and Teams.

• Clear, professional written and verbal communication in English; Arabic is an advantage.

• Persistent and resourceful in getting things done.

• Calm and composed under pressure and tight deadlines.

• Service-minded, courteous and professional with all stakeholders.

• Culturally aware across diverse Middle East markets.

• Takes ownership of tasks and follows through.

• Discreet with confidential information.

• Collaborative team player.

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