Internship Training Program - Qatar Olympic Committee

olympic.qa

Internship Training Program - Qatar Olympic Committee

Internship Training

Program

www.olympic.qa

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Summer vacation is a form of training designed to bring students

together to practical environment and its requirements. On the other

hand, the Internship Training Program provides opportunity for private

sector institutions to identify potentials and skills of students and guides

young people to take advantage of summer vacation.

Goals of Internship Training

• Provide an opportunity for students to gain practical experience and

training before graduation.

• Enhance students’ understanding of theatrical sciences they received in

their specifications.

• Familiarize students to take responsibility and punctuality

• Familiarize students to respects others and listen to their opinions

• Provide an opportunity to evaluate performance and benefits of

students.

Provisions of Internship Training Program

• Applicant shall be a Qatari Citizen

• To receive a GPA of 3 and more

• Comply with all policies and procedures for the QOC, including the

working hours.

• If the university where the student is studying adopts an academic

system depends on years, the student should complete two years or

more by the end of current semester in addition to the preparatory year.

• If the university where the student is studying adopts an academic

system depends on hours, the student should complete (60) hours or

more including hours registered by the end of current semester .

• The study should be through regular system not remote education.

• To fill in the training form and attach clear copies of all required

documents.

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Procedures of Registration:

The Internship Training applications shall be received though filling in

(Internship Training forms) in coordination with university and through the

official website of the Qatar Olympic Committee.

Procedure to select application forms

The application forms shall be classified according to specification and

GPA by the end of first semester, then the best students shall be selected

as per vacant places.

Results shall be sent all applicants through emails and sms.

Training Duration

120 training hours (4 weeks)

Training Attendance Policy

• The student is not allowed to be absent for more than (5 consecutive

days) in the beginning training program.

• The student is not allowed to be absent for more than (9 separate days)

or (20 % of training hours). As for the student who has been proved

absent, the following procedures shall be taken against him:-

• If the absence was because of an acceptable excuse, his training shall

be cancelled and training shall be repeated.

• If the absence was because of an unacceptable excuse, his training

shall be cancelled and the university shall be dully notified.

• If the student was absent for a period less than the period above with

or without an acceptable excuse, his absence shall be taken into

consideration during final grade calculation process.

Internship Training completion:

After completing the training, the students performance shall be evaluated

to get a training certificate.

• Evaluation Rules

• The supervisor’s follow-up for the trainee attendance through

attendance sheet

• The trainee shall submit a report in light of the guiding framework given

by trainees Rehabilitation unit.

• Supervisor’s evaluation during the training period

The training program adopted by QOC

Training plan developed by Trainees Rehabilitation Unit:

• Develop the key training plan and supervise the program

• Coordinate with the QOC departments to develop sub-plans including

roles distribution and trainees guidance

• The training period shall be for 4 weeks distributed among the QOC

departments as per students’ scientific trend.

Duties of students during training

program

• Spending the complete training period (4 weeks) at the QOC and not

to transfer to any other organization without an official approval from the

university and the QOC.

• Adhere with work regulation at the QOC

• Collecting information and elements required to write final report of

Internship Training

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البرنامج المتبع في كل إدارة من إدارات اللجنة :

SUNDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Human Resources.

Training Needs Analysis – (How to identify, design, implement and

review your TNA Plan).

How to link your Training Plan with Competency Profile requirements

and staff needs.

Training Course nomination processes and procedures.

How to evaluate and assist the trainees’ performance (pre and post

evaluation method).

9:30 am - 11:30 am How to select the unique students to be joining either scholarship or

sponsorship.

How we communicate and follow up with current students.

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm How to create and design the files archive and other internal memorandums

practically.

Training Section

Administrative Training & Academic

Training Unit

MONDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

How to preparing self-transactions (annual leave + advances)

9:30 am - 11:30 am Practical work

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Preparing of other leaves Practical work

Self-service

Section

TUESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Health Insurance

9:30 am - 11:30 am Practical work

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Correspondences of Foreign Affairs &

Education allowance

Practical work

Self-service

Section

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WEDNESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Power point presentation about general tasks of manpower unit- explain

how to use ERP system for HR department.

Recruitment & Manpower

Planning Section

9:30 am - 11:30 am

Preparing and updating

organization

charts.

Preparing employee

situation study.

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm

Preparing salaries and wages budget.

THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Applying decisions

such as

increasing salaries

, transfers ,

promotion.

How to set up salaries from entry until the closure

9:30 am - 11:30 am Practical work

11:30 am – 12:00 pm Lunch Break

Preparing

studies for

personnel

committee

Preparing and following up

H.R budget.

Salaries

Section

12:00 pm – 1:00 pm Practical work

SUNDAY

7:00 am – 7:30 am Registration

Finance Affairs

7:30 am – 8:30 am Work flow (finance department)

8:30 am – 9:30 am Meeting with the Section head

9:30 am - 11:00 am The preparation of the Olympic Committee, represented in management and its

unions

The preparation of the financial approvals for section II and III and Part IV with the

Ministry of Finance

11:00 am – 12:00 pm Pray & Lunch Break

12:00 pm – 01:00 pm

Additional appropriation approval of the Secretary-General

Preparation of interior and transfers section IV with the Ministry of Finance

MONDAY

7:00 am – 7:30 am Registration

7:30 am – 8:30 am Account units (brief)

8:30 am - 10:00 am Bill Payment

10:00 am – 11:00 am Official mission allowance

11:00 am – 12:00 pm Pray & Lunch Break

12:00 pm – 01:00 pm Salaries account

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TUESDAY

7:00 am – 7:30 am Registration

7:30 am – 8:30 am

Engineering projects

8:30 am - 10:00 am Auditing + contracts prepayments

11:00 am – 12:00 pm Pray & Lunch Break

12:00 pm – 01:00 pm Settlements

WEDNESDAY

7:00 am – 7:30 am Registration

7:30 am – 8:30 am Training at the receipt of imprest and exchange them under the instructions and

financial regulations precepts in the drainage committee

8:30 am - 10:00 am The issuance of checks and handed over to beneficiaries

Under all receipts journal treasury and compliance with the General Journal

Daily supply of cash receipts and deposited in the bank every day

10:00 am – 11:00 am Follow-up to bank statements and make the corresponding records and the

work of a settlement of that

Matching by comparing the data received from the bank with the data recorded

in the general ledger records and show the difference

Closure of records of income and the registry in it with the regulations of the

Qatari Olympic Committee

11:00 am – 12:00 pm Pray & Lunch Break

12:00 pm – 01:00 pm Follow up receiving support payments from the Ministry of Finance Moaeidiha

with monthly reporting to management

Follow-up of government support payments approved for the committee and

transferred to the account actually

Follow-up and registration of

tenders and rental revenues

and other income from the

Olympic Committee

and the work of bonds capture and substantiated in the books

How to invest surplus

funds and invest them

in fixed deposits during the term

Training times that must be the purchase of foreign currencies and trade-off

between prices

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THURSDAY

7:00 am – 7:30 am Registration

7:30 am – 8:30 am The general ledger

Definition of accounting

Types of accounts

Cost centers

How to guide the work of accounts and cost centers of the QOC ?

What does the rest between the general ledger & sections?

What are the types of journal entries?

How is the deportation of ledger of the Year?

How to prepare a trial balance and financial statements of the Commission

Olympic?

10:00 am – 12:00 pm Presentations (what have they learned)

12:00 pm – 01:00 pm Pray & Lunch Break

SUNDAY

Purchase & Stores

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Overview about the work in purchase and stores Dept

9:30 am - 11:30 am Explain how to do the purchase request , RFQ and purchase order

through ERP system

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Issuing purchase order

Purchase

section

MONDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Following up the orders

9:30 am - 11:30 am Make the contract

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Supplier registration

Purchase

section

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TUESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

The work of secretaries

9:30 am - 11:30 am Tendering Procedures

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Systems used in our Dept

Purchase

section

WEDNESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Receiving items

9:30 am - 11:30 am Issuing items

11:30 am – 12:00 pm Lunch Break

Stores

section

12:00 pm – 1:00 pm Storage items

THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Asset Tracking system

9:30 am - 11:30 am Coding items through the ERP

11:30 am – 12:00 pm Lunch Break

Stores

section

12:00 pm – 1:00 pm Link the items to the account

SUNDAY

Administration and Services

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Brief Review of Government Affairs Section and its Units and Heads

E- Government Services Unit

9:30 am - 11:30 am

General discussions

and queries

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Government Services Unit

Introduction and

distribution of

passports services

Introduction and

demonstration

of E- government

services

Tour in the E-

Government

Services Unit

Passports Section

General discussions

and queries

Induction on

administrative

procedures

Introduction

and demonstration

of special

leaves

Introduction of

Government

Services

MONDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Accounting

9:30 am - 11:30 am Passing invoices Petty Cash Invoices revising ERP System

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Confidential Office Unit/ Secretary Office

Official letters for

the Ministry of

Interior

Correspondences

for other authorities

and organizations

Gate passes

(ID)

Distributing the

mail

Secretary

(Director office)

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TUESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Archive Unit

9:30 am - 11:30 am Income : Data

Entry

Outgoing : Data

Entry

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Security and Safety Section

Supply and

processing

Training

Receive mail Letters numbering

Receive mail Letters numbering

Support Services

Section

Landscaping

Training

Maintenance

training Supply and

processing unit

Landscaping

Training

WEDNESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Travel Unit

9:30 am - 11:30 am

Data Entry Correspondences

Reservations

and tickets

booking

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Housing Unit

Data Entry Correspondences Official letter

Maintenance

training

LPO Issuing

Housing and Travel

Section

THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Transport Unit

9:30 am - 11:30 am Complete

administrative

procedures to

evaluate the

service

Complete

administrative

procedures to

evaluate the

service

11:30 am – 12:00 pm Lunch Break

Vehicles Maintenance Unit

12:00 pm – 1:00 pm Complete the

requested

services for

the vehicles

Provide the

requested

service

Receive the

services

applications

Transportation

Section

maintenance

Complete the

administrative

procedures to

evaluate the

service

Check the

whole vehicles

fleet and their

due dates for

maintenance

Receive the

services

applications

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SUNDAY

Planning & Development

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Orientation Program – Organization set-up – Scope of work..etc.

PD Dept

9:30 am - 11:30 am

Round Tour

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm

Section + units

17th.floor

Library 2nd. floor

Archive Unit –

Andalus Complex

MONDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Statistics Activities – Templates used – data collection – scrutiny – tables’

development –Annual statistical Book.

Archive &Research

9:30 am - 11:30 am

Development of

statistical tables

(practical training)

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

Development of

statistical tables

(practical training)

TUESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Planning process in QOC – How to develop Annual Plan presentations –

Trimester

9:30 am - 11:30 am

Plan Development

(practical training)

Planning

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm

Q.A criterion

Plan Development

(practical training)

Annual Plan

Review

Plan Development

(practical

training)

Checklist

Plan Development

(practical

training)

WEDNESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Calendar of Events: Objectives – Development process

9:30 am - 11:30 am (practical training) (practical training) Achievements

Book

11:30 am – 12:00 pm Lunch Break

Archive &

Research

12:00 pm – 1:00 pm Achievements

Book

Development

Process

Library Library

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THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

About Archiving

9:30 am - 11:30 am Indexing Indexing Indexing Indexing

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Indexing Indexing Indexing Indexing

Archive

Unit

SUNDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Public Relation and Marketing

Marketing

9:30 am - 11:30 am Branding and Way Finding Functions in All Sport Events

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Sponsorship Functions and Role

Marketing

Section

MONDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Marketing

9:30 am - 11:30 am Design and Sales

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Advertising Design and Creation of Brand

Marketing

Section

TUESDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Media

9:30 am - 11:30 am Photographs and Media Photo Archive Function

11:30 am – 12:00 pm Lunch Break

Media

Section

12:00 pm – 1:00 pm Photographs and Media Photo Archive Function

Wednesday

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

International Relations

9:30 am - 11:30 am Int’l Relations

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Int’l Relations

International

Relations

Section

THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

National Relations

9:30 am - 11:30 am Hospitality

11:30 am – 12:00 pm Lunch Break

National

Relations

Section

12:00 pm – 1:00 pm Event Management

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SUNDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Website and Social Media

9:30 am - 11:30 am Website and Editing Functions

11:30 am – 12:00 pm Lunch Break

Media

Section

12:00 pm – 1:00 pm Social Media

Monday

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Marketing

9:30 am - 11:30 am Promo-seven Agency Design and Branding

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Promo-seven Agency Design and Branding

Marketing

Section

Tuesday

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Public Relation International and NOC

9:30 am - 11:30 am International and NOC

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm International and NOC

International

Relations

Section

Wednesday

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

Public Relation and Marketing Administration

9:30 am - 11:30 am Admin Offices Processes and Procedure

11:30 am – 12:00 pm Lunch Break

Section

12:00 pm – 1:00 pm Admin Offices Processes and Procedures

THURSDAY

7:00 am – 7:30 am Registration

8:00 am – 9:30 am

QOC International Relations and its Role

9:30 am - 11:30 am Practical work

11:30 am – 12:00 pm Lunch Break

12:00 pm – 1:00 pm Practical work

Domestic

relation

Section

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Follow-Up Form

Forms used in the training program

Mr /

Internship Training Supervisor

University of

Dear Sir,

Form

Follow-Up form

Attendance Form

The form of Training Program

Final Report

Trainee evaluation form

Purpose

Aims to improve coordination

between the QOC and University

Follow-Up trainees (attendance)

The trainees shall submit a detailed

report to the trainees rehabilitation

unit. It shall include analysis and links

between theoretical and practical

study

Final Evaluation of trainee after

completing the training program

Training program evaluation form Aim to develop the training program

Please be advised that:

The Student:

Number:

specialization :

Did not attend the training program

Attended the training program and was absent from / / 20

Was absent for ( ) Days

Recommendation and Remarks

………………………………………..………………………………………

………….………………………………………… …………………………

……………..………………………………………………….……………..

Please check out the briefing and take the necessary measures.

Please accept my sincere greetings and appreciation.

Supervisor of Student’s Training

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Attendance Form

Internship Training Program

Internship Training Program HR.QOC

Company:

Employee name

The form of Training Program Final Report

Name:............................................... University: ...............................

Faculty:.............................................. specialization: ...........................

Training start Date:......................... Training conclusion Date: ...............

starting

ending

Extra time

Notes

/ /

20

/ /

20

/ /

20

/ /

20

/ /

20

/ /

20

/ /

20

Regular Time

In

AM PM

AM PM

AM PM

AM PM

AM PM

AM PM

AM PM

Out

In

Out

In

Out

In

Out

In

Out

In

Out

In

Out

Trainee has to submit a report by the end of Internship Training program to include

the following points

• Brief information about the departments where he received training

Department Date Mission assigned to

student

Supervisor

• Brief description for what the trainee has acquired in such training program

• Any suggestion to improve the training program

Remarks;-

• It is important for follow a unified format in writing the reports as follows;-

• Font of key sections : 13 PT Bold Heading

• Font of key sections: 11 PT Bold Heading :

• Page Margins : 1 letter 1 * “8.5

• Font of Paragraphs : 12 Times New Roman

• Spaces Between Paragraphs :11/1.5

Approver’s name & Designation

Qatar Olympic Committee . Human Resources Department . Trainees Rehabilitation Unite

7494 Doha - Qatar +974 44944444 +974 4 4944351 www.olympic.qa

Employee’s signature

Head of Trainees Rehabilitation Unit

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Training Program Evaluation Form

Trainee Evaluation Form

Internship Training Program

Student Evaluation by field Supervisor

تقييم مشرف التدريب للطالب

اسم الطالب:‏ Name: تاريخ البداية:‏ Date: Starting

الرقم اجلامعي:‏ Number: Student تاريخ النهاية:‏ Date: Ending

التخصص:‏ Major: مسمى الوظيفة:‏ Title: Job

وصف مختصر لطبيعة العمل:‏ Description: Brief Job عدد أيام الغياب:‏ Absent: Days of

Criterion

Attitude to Supervision

Timekeeping

Job Motivation

Understanding Instructions

Initiative

Tenacity and patience

Written Communication skills

Verbal Communication skills

Technical Competence

Work Quality

Personal/Social

Organization Skills

Information technology skills

Social and ethical responsibilities

Teamwork

Global perspective

Final Grade

Comments:

Training Supervisor:

ممتاز

Excellent

جيد

Good

مقبول

Marginal

ضعيف

Poor

9-10 7-8 4-6 1-3

املعيار

السلوك مع املدرب

املواظبة على احلضور

احلماس وحب العمل

املقدرة االستيعابية

املثابرة واالعتماد على النفس

الصبر والتحدي

االتصال الكتابي

االتصال اخلطابي

الفهم التقني

جودة األداء

السلوك االجتماعي

املعارف اإلدارية وإدارة العمل

مهارات تقنية املعلومات

االلتزام األخالقي واالجتماعي

العمل اجلماعي

النظرة الشمولية

التقييم النهائي

مالحظات:‏

املشرف على التدريب

Name:............................................... University: .................................

Training start Date:......................... Training conclusion Date: ...............

Item Excellent Good Marginal Poor Very Poor

I benefited from the program

The practical aspect was

improved

Trainee is interacted with the

work

Administrative aspect of

trainees was improved

Trainer (supervisor) provided

the students with potential

working skills.

Training field is suitable for

student specification

Training place is suitable for

student specification

Training supervisor was keen

to help trainees

I recommend training students

at the QOC in future

The problems your faced during training period

...........................................................................................................................

...........................................................................................................................

...........................................................................................................................

Suggested solutions of problems

...........................................................................................................................

...........................................................................................................................

...........................................................................................................................

Remarks

...........................................................................................................................

...........................................................................................................................

...........................................................................................................................

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