Travel And Immigrations Operations Manager

JOB DESCRIPTION

TRAVEL AND IMMIGRATION OPERATIONS MANAGER

COUNTRY – GHANA

COMPANY – IA STAFFING AGENCY

DEPARTMENT – WORK ABROAD DESK (WAD)

WORK TYPE – ON- SITE

JOB TITLE:

Travel and Immigration Operations Manager

JOB GRADE: 

WORKING ENVIRONMENT:

Office

LOCATION: ACCRA - GHANA

REPORTS DIRECTLY TO:

CEO

1. JOB PURPOSE:

The Travel and Immigration Operations Manager will oversee and manage all aspects of travel logistics, visa processing, and immigration compliance for candidates sourced through IA Staffing Agency for international employment opportunities. This role bridges HR recruitment functions with international travel protocols, ensuring a seamless candidate experience from recruitment to onboarding abroad. The ideal candidate will have extensive experience in travel operations, visa and immigration procedures, and cross-border workforce mobility.

1. KEY RESPONSIBILITIES

• Technical/Operations duties

1. Visa and Immigration Management:

• Manage the end-to-end visa application process for candidates traveling abroad for employment.
• Ensure strict compliance with immigration laws, visa regulations, and international labor requirements.
• Stay updated on visa and immigration policies of target destination countries.
• Guide candidates in preparing required visa documentation and supporting them through embassy processes.
• Liaise with embassies, consulates, and immigration agencies for visa approvals.
• Handle work permit applications and renewals where required.

1. Travel Logistics and Arrangements:

• Plan and oversee travel logistics for candidates, including flight bookings, accommodation arrangements, and ground transportation.
• Negotiate and build partnerships with airlines, travel agencies, and accommodation providers to ensure cost efficiency.
• Ensure candidates have valid travel insurance and other necessary documentation.
• Develop and maintain a pre-departure checklist to ensure candidates meet all travel requirements.
• Address and resolve travel-related issues such as flight cancellations, delays, or other disruptions.

1. Pre-Departure Orientation:

• Conduct pre-departure briefings and training sessions for candidates on travel etiquette, cultural expectations, and workplace norms in their destination country.
• Provide guidance on safety protocols, emergency contacts, and local regulations.
• Ensure candidates are fully informed about their rights and responsibilities abroad.

1. Collaboration with Recruitment Teams:

• Work closely with HR recruiters to align visa and travel processes with recruitment timelines.
• Provide real-time updates on visa approvals, travel arrangements, and onboarding schedules.
• Support HR teams in managing candidate documentation and compliance requirements.
• Collaborate on cross-border workforce mobility strategies to streamline recruitment and deployment.

1. Compliance and Risk Management:

• Ensure full compliance with international travel, labor, and immigration laws.
• Maintain detailed records of visa applications, approvals, and candidate documentation.
• Develop risk management protocols for travel disruptions, visa rejections, or other unforeseen circumstances.
• Conduct periodic audits and reviews of travel and visa documentation.

1. Candidate Support and Engagement:

• Serve as the primary point of contact for candidates regarding travel, visa, and immigration inquiries.
• Provide ongoing support and follow-up throughout the candidate’s transition process.
• Address candidate concerns related to visa delays, travel disruptions, or accommodation issues.

1. Partnership and Vendor Management:

• Build and manage relationships with embassies, consulates, immigration agencies, travel service providers, and accommodation vendors.
• Negotiate contracts and service agreements with travel and visa-related vendors.
• Monitor vendor performance to ensure quality service delivery.

1. Reporting and Analytics:

• Generate regular reports on visa application success rates, travel logistics performance, and compliance adherence.
• Analyze data to identify trends, bottlenecks, and areas for improvement in visa and travel processes.
• Provide monthly performance updates to senior management.

1. General duties

      Any other duties assigned

1. KEY PERFORMANCE MEASURES

• Visa Approval Rate: Percentage of successful visa applications processed.
• Timeliness of Travel Arrangements: Percentage of travel plans completed within set deadlines.
• Compliance Adherence: Number of successful audits without compliance breaches.
• Candidate Satisfaction Rate: Feedback from candidates on travel and visa processes.
• Cost Optimization: Reduction in travel and visa processing costs through vendor negotiations.
• Issue Resolution Time: Average time taken to resolve visa or travel-related issues.
• Reporting Accuracy: Timeliness and accuracy of performance and compliance reports.

1. KEY RELATIONSHIPS

• Internal
• HR recruitment team
• Compliance and legal departments
• Finance department (for travel budgets and reimbursements)
• Onboarding and training teams
• IT and administrative support staff
• Candidates/employees traveling abroad

1. KEY RELATIONSHIPS

• External
• Immigration and visa authorities
• International consulates and embassies
• Airlines and travel agencies
• Destination country labor and compliance authorities
• International relocation service providers
• Partner companies and clients abroad

1. COMPETENCIES

• Visa and Immigration Expertise
• Travel and Logistics Management
• Compliance and Risk Management
• Vendor and Partnership Management
• Project Coordination
• Attention to Detail
• Problem-Solving Ability
• Strong Organizational Skills
• Effective Communication and Negotiation Skills
• Qualification
• Bachelor’s degree in Travel and Tourism, International Relations, Business Administration, or a related field.
• A minimum of 5 years of experience in travel management, visa processing, or immigration services.
• Previous experience working in an HR recruitment or workforce mobility environment is an advantage.
• In-depth knowledge of international visa protocols, immigration laws, and travel documentation processes.
• Proficiency in travel management systems and CRM tools.
• Strong negotiation, problem-solving, and decision-making skills.
• Excellent communication and interpersonal skills.
• Specific Working Experience
• Minimum 5 years working experience
• Personality Attributes
• Business / commercial minded orientation
• Commitment
• Honesty
• Integrity
• Proactive
• Interested candidates are invited to submit their resume/ CV to ghanajobs@iastaffingagency.com  The subject line should be "Travel and Immigration Operations Manager”