Job Vacancy: Hospitality and Training Coordinator

Job Title      :        Hospitality and Training Coordinator

Department:       Administration

Reports to   :        Head of Hospitality and Training Coordination (H&TC)

Supervise    :        Hospitality and Training Coordination Assistants  

JOB PURPOSE

The Hospitality and Training Coordinator shall be responsible for managing the end-to-end process of training courses, from receiving applications to coordinating with various internal and external stakeholders to ensure the smooth running of all programmes. This role is critical in ensuring that all administrative aspects of training programmes are handled efficiently and that participants receive excellent customer service throughout the process.

MAIN DUTIES

The role requires expertise in managing training programmes from application through to execution, ensuring seamless coordination and exceptional customer service. The jobholder must demonstrate strong organizational skills, effective communication with stakeholders, and the ability to manage multiple tasks efficiently.

  • Oversee the complete process of training course management, from receiving and processing applications to coordinating schedules and resources to ensure successful programme execution. Compile and maintain a list of participants after the selection process, ensuring all relevant information is updated.
  • Communicate application status to applicants, including sending requests for confirmation of attendance and prepare participant lists for ticketing, name tags, table stands and other logistical needs.
  • Prepare release letters, visa letters and visa-on-arrival letters for participants as needed, ensuring timely delivery.
  • Act as the main point of contact for both internal and external stakeholders, ensuring effective communication and collaboration to address any issues and maintain smooth operations. Serve as a liaison between Course Directors, other Departmental coordinators, ICT, and hospitality teams to provide necessary support for all courses and programmes.
  • Provide outstanding customer service to participants by addressing their inquiries, resolving any issues that arise, and ensuring a positive experience throughout the training programme.
  • Liaise with Course Directors to coordinate the delivery of training requirements and ensure that all logistical needs are met.
  • Perform other related duties as may be assigned by the Head of H&TC within the scope and intent of the job.

MINIMUM REQUIREMENTS

Educational requirements and Work Experience

The Hospitality and Training Coordinator must have a Degree in Hospitality Management, social sciences, or a related field, with significant experience in training programme management and stakeholder coordination. A Master’s Degree in a relevant field would be an added advantage. Strong administrative skills and proficiency in handling various aspects of training operations are essential.

COMPETENCIES REQUIRED

Technical Competencies

  • Strong understanding of training programme coordination, including application processing, scheduling, and logistical support.
  • Proficient in the use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to prepare participant lists, letters, and related documentation.
  • Solid knowledge of hospitality and customer service standards, particularly in a training or conference environment.
  • Familiarity with travel arrangements and protocol documentation, including visa and release letters.
  • Skilled in managing databases and participant records accurately and securely.
  • Ability to draft professional correspondence and logistical communications to stakeholders and participants.
  • Good understanding of interdepartmental coordination and event logistics.
  • Demonstrated ability to prepare training support materials (name tags, table stands, etc.) and oversee their timely readiness.

Management Competencies

  • Strong organisational and multitasking skills with the ability to manage multiple training programmes and requests concurrently.
  • Excellent planning and time management skills to meet tight deadlines with minimal errors.
  • Ability to communicate and collaborate effectively with various departments (Course Directors, ICT, Facilities, Mess, etc.) to ensure aligned execution of tasks.
  • Capacity to identify and proactively resolve logistical or administrative issues.
  • Demonstrated professionalism in handling confidential information and engaging with diverse stakeholders.
  • Ability to work under pressure while maintaining attention to detail and quality service delivery.

Personal Competencies

  • Excellent interpersonal and communication skills, with a courteous and professional approach.
  • Strong customer service orientation with a demonstrated commitment to participant satisfaction.
  • High level of reliability, integrity, and accountability in delivering on responsibilities.
  • Flexible and adaptable, with a willingness to work extended hours during peak training periods.
  • Culturally sensitive and respectful in dealings with international participants and partners.
  • Self-motivated and able to work independently while maintaining team collaboration.
  • Fluency in French will be an added advantage.

Interested applicants are kindly requested to send their CV and application together with 3 references and a professional work portfolio by e-mail to hr@kaiptc.org not later than 26 June 2025.

Please indicate the job tile clearly in the application letter; otherwise your application may not be considered. Applicants will be short-listed on the basis of their qualifications and relevant work experience. Only short-listed candidates will be invited for an interview. Female candidates are encouraged to apply.

KAIPTC is an equal opportunity employer.