Visa Processing Assistant | Office of International Relations  

Summary of Work Activities and Responsibilities:

Under the supervision of the Head of the International Mobility Section, the Visa Processing Assistant V oversees the compliance of inbound students, academics and professionals with Philippine law, immigration requirements, and University regulations. The position ensures that members of the community, guests, and the University itself comply with visa and work permit requirements, as mandated by concerned government and other regulatory agencies.

Main Duties and Responsibilities:

I. Visa Management Support

• Formulates a system to monitor the processing of visa / permit applications submitted to the OAVP-UPI.
• Formulates information packets and guidelines related to visa and permit processing
  requirements and timetables, for dissemination to concerned University units and
  offices and especially inbound and non-Filipino students, faculty, and professionals.
• Assesses relevant fees to be paid by inbound and non-Filipino students, faculty, and
  professionals for visa and permit processing, and advises them to settle the fees via
  University payment channels.
• Implements protocols for the safekeeping of passports of inbound and non-Filipino
  students, faculty, and professionals upon release of the appropriate permits or tourist
  visa extensions, and ensures the proper retrieval of the said passports by its rightful
  owner.
• Implements protocols for the safekeeping and distribution of passports of inbound students and visiting faculty, once the Bureau of Immigration have released the appropriate permits or tourist visa extensions.
• Formulates a monitoring tracker to ensure that cash advances are requested in a timely manner and immediately liquidated.

II. Reports and Documentation Support

• Ensures the proper transmittal of relevant data from the International Mobility Section to the appropriate offices.
• Tags students with incomplete visa / permit requirements in the official Student
  Information System (SIS).
• Prepares reports related to enrolment and employment of foreign nationals in
  compliance with government and regulatory agency.
• Collates, analyzes, and presents data related to requested visa processing services and actual administration, and all pertinent data related to the applied visa and permits.

III. Section Management Support

• Attends to visitors and callers, handles their inquiries, and directs them to the
  appropriate persons according to their needs.
• Assists in the formulation of internal Office processes and protocols to ensure that visa / permit processing is done in a timely and efficient manner.
• Secures and/or prepares documents, materials, data/report needed by the Section Head and AVP UPI, and summarizes these, as may be necessary.
• Drafts standard communication and reports, including minutes of meetings, as required by the Section Head and AVP UPI.
• Keeps abreast of internationalization trends and practices that might affect the
  University, and provides feedback to the leadership team on how to anticipate and
  manage its possible impact.

IV. Performs other university- related duties as may be required by the Immediate
Supervisor and authorized representative.

Education and Experience Requirements:

• Bachelor’s Degree holder
• At least two (2) years of relevant work experience; visa-related work an advantage.

Knowledge, Skills, and Abilities:

• Good interpersonal, written, and oral communication skills
• High level of integrity
• Proficient in MS applications
• Attentive to details
• Time management and prioritization
• Knowledge of Philippine visa processing, an advantage