Visa Officer

4 weeks ago

Dubai, United Arab Emirates University of Wollongong in Dubai Full time

Department

The People & Culture Team plays a critical role in ensuring that the University's human resources (employees) are skilled, motivated, effective and managed to facilitate the achievement of our mission and goals, along with fostering a culture reflecting our corporate values.

The position of Visa Officer is a key customer service position for the University and for the People & Culture Team. Its role is to support the University by completing a range of staff and student administrative tasks on visa compliance. This position requires the ability to comprehend and effectively
communicate University policies, procedures and concepts to the variety of clients. In addition, the Visa Officer must assist with the operational requirements of the People & Culture Team.

Responsibilities/ accountabilities
**Key responsibilities / accountabilities**

**Student Visas**
- Organise “meet & greet” services for new international (visa) students to facilitate an effective transition to Dubai and UOWD.
- Liaise with TECOM to ensure processing of visas are undertaken in accordance with the UAE Dept of Immigration requirements
- Monitor all visa compliance requirements to ensure UOWD visa students are meeting their requirements and maintain clear, effective communication with students to ensure corrective actions are taken, to avoid breaches.
- Arrange medical checks and tests as required for visa students
- Liaise with Insurance Provider to coordinate medical insurance arrangements for sponsored and non-sponsored students.
- Oversee secure and effective record keeping and document control processes including for student passports as required.
- Perform Visa Audit twice every month to ensure that all renewals, cancellations and reimbursements are processed within an acceptable time frame
- Effective transition strategies are implemented for new visa students
- providing accurate and timely information.
- Maintain an accurate datasheet for all student related transactions in AXS
- Maintain a datasheet for tracking and an electronic filing system of all student documents (passport, visa, EID, etc.)

**Staff Visas**- Assist in the processing of staff dependent visas via AXS system or AMER
- Accompany employees to relevant ministry departments, traffic department, or medical testing facilities
- Provide service, support, assistance and advice to new and existing employees on their requirements such as driving license, car registrations, accommodation and legal requirements when needed
- Obtain visas from other embassies in UAE for staff members for their business travel
- Arrange the processing of attestation of employee qualifications as required
- Maintain an accurate datasheet for all staff related transactions in AXS
- Maintain a datasheet for tracking and an electronic filing system of all staff and dependents documents (passport, visa, EID, insurance, etc.)

**General**
- Renew, update and maintain the trade licenses and other government certificates to ensure that the documents are up to date and legal compliance are met
- Collect and provide periodical updates from the government authorities on all labour and immigration rules to keep P&C Department abreast of any changes in rules and procedures
- Providing advice to managers and staff on current changes and rulings relating to the Ministry of Labour and Ministry of Foreign Affairs and Ministry of Commerce and Industry policies and procedures
- Maintain a record of all student and staff transactions on a daily basis
- Contribute to the development and implementation of policies and procedures and systems related to Visa Processing
- Assist with the development and implementation of process improvement strategies and solutions to improve service provision to students, staff and other key stakeholders.
- Undertake duties as instructed which are considered within the skill-set of the position.
- Reports generation for internal and external purposes

**Qualifications**:
**Essential**
- Relevant tertiary qualification or an equivalent combination of relevant work experience and/or education/training
- 2 years minimum relevant experience
- Experience in an administration environment processing a large volume of requests
- Experience dealing with UAE Ministry officials and offices

Selection Criteria
**Knowledge and Skills**

**Essential**
- Provision of superior customer service and problem-solving skills.
- Excellent written and verbal communication skills.
- An understanding of and experience in a tertiary education setting.
- Demonstrated attention to detail that relates to the timely, accurate processing of student administration requests.
- Capable of working in a complex environment, with multiple stakeholders and the requirement to adhere to policies, procedures and rules.
- Knowledge and experience in using a variety of database systems and student information software packages.
- Knowledge of MS Office programs.
- Demonstrated teamwork skills and the ab

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