P&O Specialist, Trainee Program Administrator

Time Type:

Full Time

Compensation: Salary starting at $60,000, plus eligible benefits, in accordance with experience and internal equity

This posting is for an existing vacancy and not intended to create a talent pipeline

The P&O Specialist, Trainee Program Administrator is responsible for the strategic and operational management of the organization’s two-year local Trainee program, overseeing the full employee lifecycle from workforce planning and recruitment through onboarding, development, performance management, engagement, and successful transition into a full-time position.

This role serves as the primary P&O partner and program owner for the Trainee population, working closely with business leaders, hiring managers, educational institutions, and internal P&O teams to ensure high-quality and consistent experience throughout the two-year program.

The successful candidate will bring strong P&O generalist experience, exceptional organizational and relationship-building skills, and a passion for developing early-career talent. They will balance strategic program management with hands-on execution and will be accountable for ensuring Trainees are effectively integrated into the organization and positioned for long-term career success.

KEY DUTIES AND RESPONSIBILITIES

Trainee Program Management
• Own and manage the end-to-end two-year Trainee program, ensuring a consistent, engaging, and well-structured experience.
• Develop and maintain the overall program framework, timelines, processes, guidelines, and program documentation.
• Partner with business leaders to understand workforce requirements and identify appropriate Trainee opportunities.
• Establish program objectives, success measures, and key performance indicators.
• Monitor program effectiveness and make recommendations for continuous improvement.
• Maintain accurate program records, reporting, and workforce information.
• Ensure the program aligns with organizational talent, workforce planning, and succession objectives.

Recruitment & Selection
• Lead the full recruitment lifecycle for Trainee positions, from workforce planning and job profile development through sourcing, interviewing, selection, and offer management.
• Develop and maintain relationships with colleges, universities, technical schools, and other educational institutions.
• Coordinate campus recruitment activities, career fairs, information sessions, and other early-talent initiatives.
• Partner with hiring managers to establish selection criteria and ensure a fair, consistent, and effective recruitment process.
• Conduct interviews and provide recommendations regarding candidate selection.
• Manage Trainee offers, employment documentation, and pre-employment requirements.
• Develop strategies to attract diverse and high-potential early-career talent.

Onboarding & Integration
• Design and oversee a comprehensive onboarding experience for each Trainee cohort.
• Coordinate orientation, training, systems access, introductions, and other onboarding requirements.
• Ensure Trainees understand organizational expectations, culture, policies, and available resources.
• Partner with managers to establish clear expectations and objectives at the beginning of each placement.
• Monitor the effectiveness of onboarding and address issues that may affect successful integration.

Trainee Development & Performance
• Facilitating and manage the Trainee development throughout the two-year program.
• Partner with managers to ensure Trainees receive meaningful work assignments, coaching, feedback, and development opportunities.
• Implement regular check-ins, performance discussions, career conversations, and development planning.
• Coordinate training and learning opportunities appropriate to early-career employees.
• Support managers in addressing performance, attendance, conduct, or other employee relations matters involving Trainees.
• Monitor Trainee progress and proactively identify individuals requiring additional support or development.

Engagement, Retention & Employee Experience
• Act as a trusted P&O resource and point of contact for Trainees throughout the program.
• Build strong relationships with the Trainee population and create opportunities for networking, collaboration, and engagement.
• Develop and coordinate Trainee engagement activities, events, mentorship opportunities, and networking initiatives.
• Conduct regular pulse checks and gather feedback regarding the Trainee experience.
• Identify trends, concerns, and opportunities for improvement and develop appropriate action plans.
• Promote a positive, inclusive, and supportive environment that encourages Trainees to build long-term careers with the organization.

Full-Time Conversion & Career Transition
• Own the process for evaluating and transitioning successful Trainees into full-time employment opportunities.
• Partner with business leaders to identify potential full-time positions and workforce requirements.
• Establish a structured process for assessing Trainee readiness and suitability for permanent employment.
• Facilitate career discussions and communicate potential career pathways with Trainees.
• Coordinate full-time offers, compensation recommendations, approvals, and employment documentation in partnership with the appropriate HR teams.
• Track conversion rates and other key program metrics.
• Develop strategies to maximize retention of high-performing Trainees following completion of the program.

HR Partnership & Advisory
• Serve as a strategic P&O advisor to managers participating in the Trainee program.
• Coach managers on effective leadership, performance management, feedback, development, and engagement of early-career employees.
• Partner with P&O Business Partners, and P&O Operations as required.
• Ensure employment practices and program processes are consistent with applicable employment legislation and organizational policies.
• Support employee relations matters and ensure appropriate escalation when required.
• Provide regular updates and recommendations to senior leadership regarding program performance, risks, and opportunities.

Program Reporting & Analytics
• Develop and maintain reporting on program metrics, including:
o Recruitment volumes and candidate pipelines
o Time-to-fill
o Trainee retention
o Performance and development progress
o Engagement
o Program completion
o Full-time conversion rates
o Post-program retention
• Analyze trends and provide recommendations to improve program outcomes.
• Prepare regular reports and presentations for leadership.
• Use data and feedback to continuously enhance the Trainee experience and business value of the program.
• Other duties as required

Quality, Health & Safety:
• Supports organizational commitment to ISO 9001, ISO 45001 certification
• Perform assigned tasks to support DSV meets its objectives and targets regarding quality, health, safety and environment and follow all requirements as set out in the DSV Quality Health Safety Environment policy.
• Staff are required to ensure that their day-to-day activities embrace sustainability, Health and safety therefore reducing the impact upon the environment, supporting the communities we work in and reducing incidents in the workplace.

QUALIFICATIONS

Education and Experience

• Post-secondary education in P&O, Business Administration, or a related discipline preferred.
• Minimum of 5 years’ experience in all areas of P&O processes and concepts, with demonstrated experience managing employee lifecycle programs.
• Experience in early-career talent, internship, apprenticeship, graduate, or rotational programs strongly preferred.
• Demonstrated experience managing recruitment and selection processes from beginning to end.
• Strong knowledge of onboarding, employee relations, performance management, talent development, and HR practices.
• Experience partnering with senior leaders and operational managers.
• Strong understanding of employment legislation and P&O best practices.
• Experience developing and implementing P&O programs and processes.
• Strong analytical skills with the ability to interpret P&O data and translate findings into actionable recommendations.
• Experience managing multiple stakeholders, priorities, and timelines in a fast-paced environment.

Skills and Competencies

General Operations Skills/Competencies:
• Strong written and verbal communications skills with the ability to influence and coach managers at all level.
• Ability to create collaborative engagements and active listening
• Ability to connect the intern program to broader workforce planning, talent, retention, and succession objectives.
• Strong interpersonal skills, building professional relationships internally and externally
• Problem-solving skills: Able to identify issues proactively, assess risk, and develop practical solutions.
• Data & Business Acumen: Understands how to use metrics and business information to assess program effectiveness and make informed recommendations.
• Ability to multi-task, plan, prioritize and manage time effectively in order to meet goals and achieve results
• Both a team builder and a team-player
• Excellent organizational and time management skills
• Act as a role model for DSV values and adhere to the Code of Conduct

Language and Computer Skills

• Proficiency in English is required; French language skills are considered a strong asset
• Ability to communicate effectively in a diverse multicultural environment.
• Highly proficient in MS Office
• Experience using helpdesk ticket systems (Zendesk, an asset)

Physical Demands

• Prolonged periods sitting and standing at a desk and working on a computer
• Occasional travel may be required
• Regular working hours apply for this position, at times, working beyond these hours may be required by business needs.

Additional Notes / Acknowledgment

Due to the dynamic nature of our industry, your accountabilities and role may change. Duties and responsibilities outlined in this position may be added to or changed when deemed appropriate and necessary by the person who is managerially responsible for this position.

DSV – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let’s grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you.

At DSV, performance is in our DNA. We don’t just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company – this is the place to be.

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DSV does not use AI to screen candidates during the recruitment process