Shagufta Usman Gani Rangpada

• Purpose of the role: To facilitate the visa application process and handle front office and back office operations conducted at the respective Visa Application Centers (VACs).
• Document scrutiny and collection of applications for visa processing.
• Handle customer or applicant queries personally, at scrutiny, or via email or telephone.
• Record and maintain all application data. Ensure accurate and timely data entry into the system, with zero errors.
• Ensure all administration and logistics of passport delivery to the consulate, applicant, logistics company, etc.
• Maintain compliance with the standard operating procedures, manuals, etc., without deviation in the process.
• Inform the applicants about the available Value-Added Services, and ensure the delivery of Value-Added Service options to applicants/customers.
• Encourage applicants to provide feedback on the services provided, and their overall experience at the application center.
• Ensure that the entire process is completed within the mandated Turnaround Time.
• Assist the Deputy Manager in the execution of the other reports.
• Adhere to the environmental health and safety policy, objectives, and guidelines of the organization.

Indicative Budgetary and Revenue Responsibilities.

1. Productivity – Targets met, as prescribed in the Team Objective Tracker.

2. Customer satisfaction (applicants) – complaints – targets met as prescribed in the Team Objective Tracker.

3. Timely and accurate data entry – targets met as prescribed in the team objective tracker.

4. Late reporting / unauthorised absenteeism.

5. Adherence to TAT: Targets met as prescribed in the Team Objective Tracker.

6. Attending training programs. Ensure all training sessions scheduled by HR are attended.

7. Error Monitoring – To reduce the number of errors on a daily basis, maintain the Error Log, as applicable.

8. Updates on Productivity & VAS Conversion Grid – to track performance on a daily basis.

• Developed administrative team to support corporate growth and objectives.
• Answered incoming calls promptly and professionally provided callers with accurate information, or directed them to appropriate departments and personnel when necessary.
• Coordinated support to facilitate general office operations.
• Processed invoices and payments using accounting software programs such as QuickBooks or Microsoft Dynamics GP.
• Planned staff and training meetings and scheduled conference rooms.
• Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
• Directed and oversaw office personnel activities.
• Managed daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
• Coordinated travel arrangements, including flights, hotels, car rental reservations, and ground transportation.
• Automated office operations, managing internal communications, correspondence, record tracking and data analysis.
• Reviewed and approved vendor invoices.
• Maintained inventory of office supplies ensuring stock levels are sufficient for daily operations.
• Maintained positive working relationship with fellow staff and management.
• Updated and maintained databases with current information.
• Assisted with customer requests and answered questions to improve satisfaction.
• Demonstrated strong problem-solving skills, resolving issues efficiently and effectively.

• Coordinating with hiring managers to determine staffing needs.
• Sourcing relevant CVs for various positions from job portal, and arranging for the interview accordingly.
• To screen candidates from the Portals, Head Hunting, Reference.
• Handling the Back end as well as online Documentation process with all aspects of the Visa and Immigration Services.
• Performing in-person and phone interviews with candidates, Organizing Walk in Interviews.
• Coordinating interviews with the hiring managers.
• Following up on the interview process status.
• Handle full Medical procedure checking of passports; also maintain daily follow up computerized Sheet, submission work of employment.
• Communicating employer information and benefits during screening process.
• Creating and maintaining filing systems.
• Proven admin or assistant experience.
• Knowledge of office management systems and procedures.
• Organizing and storing paperwork, documents and computer-based information.
• Photocopying and printing various documents, sometimes on behalf of other colleagues.
• Sending proposal forms of the Company to Middle East Country for Business Relations.