Executive/ Senior Executive (VPU)

Responsibilities

1. You shall report to the Head of International Office (IO), or his designated personnel for all duties assigned to you;
2. You shall provide professional administrative and support to the department and ensure information is up to date and accurate;
3. 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