Immigration Specialist, HR Shared Services at Aga Khan University Hospital

Job Purpose/Summary

To provide effective and efficient immigration support services to the Aga Khan Development Networks (AKDN) Kenya following the laid down standard operating procedures and processes of the State Department of Citizen Services, the Aga Khan University and/or Hospitals and the agencies of the AKDN.

Duties and Responsibilities

• Provide expert guidance and support to the agencies of the AKDN networks in navigating complex immigration processes, ensuring efficient and comprehensive execution of duties.
• Supply AKDN agencies with the necessary immigration information and collaborate with HR business partners to verify the authenticity of paperwork and supporting documents required for work permits, special passes, dependent passes, student passes, and internship passes.
• Manage the processing of new applications and renewals for e-permits, work permits, special passes, student passes, and dependent passes, ensuring timely submission and compliance.
• Draft and prepare immigration documents, including all supporting cover letters, compelling justifications, memoranda, and other key documents for AKDN/AKU/AKUH applications; and to work with the other AKDN agencies for the same.
• Download and distribute notifications and invoices from the Department of Citizen Services online portal to relevant stakeholders for processing payments and security bonds.
• Support the submission of re-entry passes and alien registration for all expatriate staff and their dependents at AKUH/AKU.
• Assist with visa extensions to legalize status for expatriates and their dependents in cases of delayed permits.
• Provide support to AKUH/AKU visitors regarding visa application processes and address any issues encountered by other entities.
• Investigate possible immigration-related offenses by AKU/AKUH and manage simple complaints and inquiries on immigration issues.
• Stay informed about changes in immigration laws and policies.
• Escort senior expatriates and their dependents to Nyayo House for biometrics as and when needed.
• Communicate with the State Department of Citizen Services on behalf of AKU/AKDN as required.
• Maintain confidential records and documents related to AKDN expatriates.
• Troubleshoot and follow up on pending applications for expatriates, dependents, students, interns, and visa applications.
• Liaise with the State Department of Citizen Services to ensure that all AKDN application are on track, keeping in mind AKDN’s ethics and policies.
• Update the AKDN Diplomatic Office monthly on the progress of applications and any issues or concerns that may cause reputational damage to the AKDN with the Department of Immigration Services.

Requirements

• Holds a Bachelor’s Degree in Business Administration, Law, Human Resources, International relations or its equivalent from a recognized University
• Three (3) years’ experience in administering and supporting immigration processes including applications, previous experience within the AKDN network is an advantage.
• Proficient in using the EFNS portal with the flexibility to work at night as and when required.
• Strong analytical and problem-solving skills with a solid understanding of immigration regulations.
• In-depth knowledge of work permit and visa application processes with thorough understanding of the immigration laws and regulations.
• Excellent communication, research, and problem-solving abilities.
• Ability to work independently and manage multiple clients effectively.
• Commitment to confidentiality
• Proven ability to build and maintain good relationships with administrative offices.