Compliance Assistant  

I. Compliance Management Support

• Keeps an updated log of relevant laws, policies, protocols, and regulatory requirements related to the outbound mobility of University personnel and students.
• Liaises with relevant government and regulatory agencies to ensure accurate, current information on outbound mobility.
• Coordinates with University departments to secure the necessary documentation for outbound permits and endorsements.
• Prepares and disseminates advisories on permit and endorsement processing requirements and schedules, targeting outbound students, faculty, and professionals.
• Issues timely advisories regarding changes in regulations and procedures affecting outbound mobility.
• Provides guidance to individual outbound personnel on specific permit requirements and timelines.
• Develops a system to monitor the processing of endorsement applications submitted to the OAVP-UPI.
• Ensures all documents for outbound processing are complete, organized, and submitted on time.
• Submits compliance requirements for outbound international off-campus activities to regulatory agencies and monitors the progress of applications until final clearance.
• Addresses issues that may arise during submissions to relevant agencies.

II. Reports and Documentation Support

• Ensures proper and timely transmission of international mobility-related data to appropriate offices.
• Prepares and submits reports in compliance with requirements of regulatory bodies, covering outbound mobility of students, faculty, staff, and professionals.
• Collects, analyzes, and presents data related to endorsement requests, processing, and outcomes.
• Prepares reports on demand and supply trends for endorsement processing, including visa requirements, turnaround times, and success rates.
• Regularly updates the Section Head on the status of outbound endorsement applications.
• Provides data-driven recommendations to improve how University offices manage international mobility needs, in coordination with other UPI sections.

III. Section Management Support

• Assists and responds to inquiries of visitors and callers, referring them to the appropriate units as needed.
• Helps develop internal processes and protocols to improve efficiency in handling outbound mobility compliance.
• Prepares or secures necessary documents, materials, and data for the Section Head and AVP UPI, including summarizing when appropriate.
• Manages the collection, sorting, and routing of letters, correspondences, and records across units.
• Drafts standard communications and reports, including meeting minutes, as required.
• Monitors global internationalization trends and developments, providing insights to help the University adapt and respond effectively.
• Tracks relevant announcements and updates from international and local government agencies, especially partner institutions.
• Supports logistical, administrative, and resource requirements of the Section’s programs and activities.
• Documents all meetings, events, and initiatives of the Section and Office, as needed.
• Provides support during peak periods and contributes to major University events and committee work.

IV. Other Duties Performs other University-related tasks as assigned by the Immediate Supervisor or authorized representative.

Knowledge, Skills and Abilities:
● Excellent interpersonal, written, and oral communication skills
● High level of integrity
● Proficiency in in Microsoft applications
● Good attention to details
● Excellent time management and task prioritization
● Knowledge of Philippine visa processing, an advantage

Education and Experience Requirements:
● Bachelor’s Degree
● Two (2) years of relevant work experience preferred; visa-related work an advantage.

Stakeholder Relationship
● Works closely with the various University departments.
● Works closely with the different government agencies: the Commission on Higher
Education (CHED), the Bureau of Immigration (BI), the Department of Foreign
Affairs, and the diplomatic corps in the Philippines.
● Coordination with the different stakeholders to ensure all international students,
teaching, and non-teaching staff have the necessary government permits and visas.

Laws and Regulations
• Laws on student mobility and immigration
• Policies of the DOJ-BI, CHED, DFA, etc
• Data Privacy Act
• University policies

Fiscal Responsibilities
• Responsible for requesting cash advances and liquidation of all visa related
processes.