Global Mobility & Visa Coordination Specialist

Overview

Visa & Immigration Management

• Coordinate and manage end-to-end processing of all employee visas, work permits, residence permits, and related immigration documentation for global mobilization.
• Coordinate closely with Public Relations Officers (PROs) to ensure timely execution of immigration-related activities and compliance requirements
• Ensure compliance with country-specific immigration laws, visa regulations, and legislative requirements to mitigate operational and compliance risks.
• Provide accurate guidance to employees and stakeholders on visa categories, eligibility, timelines, and documentation requirements for different countries.
• Monitor visa validity, renewals, extensions and re-entry requirements to avoid penalties, delays, or project disruptions.
• Support employees with online and manual visa applications, forms, and supporting documentation for business travel, mobilization, and outages.

Global Resource Mobilization

• Plan and coordinate with sourcing, project control, and line management teams to mobilize resources to various global locations in line with project schedules.
• Ensure all visa and immigration requirements are completed in advance to enable timely mobilization and demobilization of resources.
• Liaise with line managers & P&C to initiate and process mobilization visas from employees’ home countries, where applicable.
• Maintain detailed mobilization trackers covering visa status, travel timelines, onboarding progress, and country-specific compliance requirements.

External Liaison & Stakeholder Management

• Liaise with embassies, consulates, VFS, and government authorities to manage visa submissions, appointments, follow-ups, and approvals.
• Coordinate with external agencies in employees’ home countries (e.g., KSA, Oman, Thailand Philippines, etc.) for medical tests, police clearance certificates, and visa documentation.
• Build and maintain strong working relationships with embassies, VFS centers, and immigration service providers to ensure efficient processing.
• **Explore short term work permit solutions with external agencies/law firms in countries of outage deployment**

Travel & Logistics Coordination

• Initiate and coordinate onboarding and mobilization travel requests, including flight bookings, accommodation, and transportation, in line with approved schedules.
• Ensure travel plans align with visa validity and entry requirements of destination countries.
• **Support employees during mobilization by providing travel guidance and documentation support.**

Reporting & Cost Coordination

• Prepare and maintain trackers for major outages and large-scale mobilization activities to support planning and execution.
• Provide manpower and visa-related cost inputs to project teams for budgeting, cost tracking, and monitoring.
• Proactively highlight potential risks, delays, and compliance concerns to stakeholders to support timely resolution and business continuity.
• Maintain accurate and confidential visa and employee records in line with company policies and compliance standards.

Continuous Improvement & Compliance

• Stay up to date with changes in global immigration laws, visa processes, and VFS requirements.
• Identify opportunities to streamline visa and mobilization processes and improve turnaround times.
• Ensure all visa-related records and documentation are maintained accurately and confidentially.

Minimum Qualifications

• University degree

Minimum Experience

• 5-10 years of experience in a similar role

Required Experience & Qualifications

• Proven experience in global mobility, visa coordination, or immigration management.
• Strong knowledge of international visa laws, immigration regulations, and work permit processes.
• Hands-on experience working with VFS, embassies, consulates, and external immigration agencies.
• Experience handling high-volume visa processing across multiple countries.
• Familiarity with mobilizing resources for projects, outages, or large-scale deployments is highly desirable.

Skills

• Strong attention to detail and ability to manage multiple visa cases simultaneously.
• Excellent coordination and stakeholder management skills.
• Strong communication skills to guide employees and managers through visa processes.