Job Description

Faculty/Department: International Office

Campus: Kuala Lumpur

Responsibilities * You shall report to the Head of International Office (IO), or his designated personnel for all duties assigned to you;

• You shall provide professional administrative and support to the department and ensure information is up to date and accurate;
• You shall check, receive, process and ensure all passport, Student Pass and /or any document related are processed and managed within the stipulated timeframe. This includes but not limited to checking and receiving of the following document applications:

• New Student Pass application and application fee

• Online application via EMGS STARS portal and submission within time period set by the process (SOP), to meet the department\'s Quality Objective (QO);
• Visa Approval Letter (VAL): new, progression, change program;
• Personal Bond preparation and stamping;
• Notify the students/agents for the VAL approval;
• Endorsement of Student Pass

• To review and improve the efficiency of passport collection from EMGS in the short period (i.e. around 2 weeks);
• Renewal of Student Pass application and hardcopy document submission

• Online application via EMGS STARS portal and hardcopy document submission within time period set by the process (SOP), to meet the department\'s Quality Objective (QO)
• To review and improve the efficiency of passport collection from EMGS (i.e. around 2 weeks)
• To review and advice a clear guideline / requirements of the process: Results, Attendance and Study Durations;
• Request student to submit passport to VPU, once Renewal application has approved by EMGS;
• Cancellation and Shortening of Student Pass

• To review and advice a clear guideline for Student Pass cancellation - withdrawal, transfer to others institution in Malaysia, completed study and to continue for working permit application.
• Transfer of Student Pass (sticker)

• To review and advise a clear guideline for transfer Student Pass application and collection
• Special Pass Application

• To review and advise a clear guideline for Special Pass application and collection
• Dependent Pass Application

• To review and advise a clear guideline for Dependent Pass application and collection
• Overstay Cases

• To review and advice for overstay cases
• Front desk transaction - Passport submission for student pass endorsement, renewal, transfer, cancellation and Special Pass and Dependent Pass ;
• Scan document and upload in to IIS and update necessary information in IIS or any new information system;
• Notify the students once the passport and i-kad is ready;
• Monitor and report the process status promptly to your supervisor;

4. You shall liaise with Student Enrollment Centre (SEC), RO and AO for necessary documents for VAL application or rejected cases, and complete the case within the stipulated timeframe;

5. You shall liaise with the student and faculty for Renewal Student Pass application or rejected cases, and complete the case within the stipulated timeframe;

6. You shall initiate and maintain good relations with the authorities such as the Education Malaysia Global Services (EMGS), Malaysia Immigration Department (MID), Police Department, and Embassies/High Commissions in Malaysia;

7. You shall master the visa processing matter and able to give accurate advice to international students whenever needed;

8. You shall ensure inquirers are well assisted and welcomed and ensure all enquiries are channel to appropriate venue/person;

9. You shall inform the students on the progress (if needed) and follow-up cases via different and approved manners of communication (such as calls, sms and email);

10. You shall record all verbal and written correspondence with students on IIS or any new informative system;

11. You shall be liable for any lost or damage of office entitles (example; passport, keys or safe) under your care;

12. To provide periodical record and report on matters related for review and improvement purpose;

13. To work flexibly as part of a team and participate fully in the development of the Unit;

14. You are required to work and on standby (after working hours and weekend) as and when it is necessary and required by your superior;

15. To perform all other duties that may be assigned to you by your supervisor from time to time.

Requirements

• Minimum with a Diploma
• At least 2 years of relevant working experience
• Excellent communication skills
• Pro-active and self motivated, with the ability to work independently as well as participate within the team
• Self-discipline and honest
• Able to work under pressure and meet deadline and possess a mature attitute
• Strong communication, presentation and interpersonal skills and abilities

Deadline: 31 Mar 2023 | Last Update: 10 Feb 2023

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