Global Mobility & Visa Coordination Specialist

The Global Mobility & Visa Coordination Specialist is responsible for managing and coordinating all types of employee visas and work permits to support the timely Onboarding and mobilization of resources across multiple countries. The role requires strong knowledge of global visa laws, immigration regulations, and hands-on experience working with embassies, VFS, and external agencies to ensure smooth and compliant mobilization for projects and business requirements worldwide.

Key Responsibilities:

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.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

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.