Salesia Mataitoga Tuimaloku

Ensure all cases referred by primary line officers [PLO] at the airport are in accordance with the immigration laws based on the below mention responsibilities.

• Supervising and conducting Advanced Profiling of passengers prior to the landing of all flights
• Ensuring all flights are correctly maintained, balanced and cleared by PLO.
• Supervising assessment of all passenger referrals to Immigration for Interview, verification of status
• Passport examination and verification
• Controversial List verification entry and deactivation, passenger and luggage search, and identification
• Arrest and or detention of all illegal migrants and or prohibited immigrants.
• Supervising the Vetting, Assessment and processing of work permits (short and long term permits),permit to reside, permanent residence permit, passport applications, visitor's permit extension, exemption permit, vet process and issue visa, and vet citizenship applications.
• Overseeing the compilation of daily morning reports and briefs seniors and Managers.
• Providing policy advice when need arises to PLO.
• Providing sound advice to the public, vetting and processing of Visitors.
• Permit Extension, Authority to Study and Work while on counter service.
• Vetting, processing and issuing of Travel History and other search enquiries.
• Supervise logistics and escorting inadmissible passengers
• Actively contribute to all requirements, including corporate/ Human Resource Management activities as required

Duties

• Assessing passengers and crew during arrival & departure at the Nadi International Airport are carried out and reports are produced.
• All registers (Arrival, Departure, Referral, Visitors Analysis, Certificate of Identity, receipts book) are well maintained at various ports for records purposes.
• The referral records are captured into integrated base management system – IBMS
• Record all arriving and departing passengers and crews
• Submit of daily border reports.
• Ensuring that correct decision making at the Border are dealt within the timely manner.
• Shipping agencies advise 24hrs in the weekdays and 48hrs in the weekends.
• Advice Airline two hours in advance of arrival.
• Ensuring IBMS system is operational prior to clearance and processing of passengers and crews.
• Ensuring all IBMS users are gazetted PLO officers and IBMS is operational before flight lands likewise before departure clearance starts
• Registers are updated in every shift, ensuring all referred IBMS passengers are thoroughly interviewed and cleared on proper permit within the timeframe
• Collaboration with stakeholders (ATS, Airline, Police, FRCS, Agents) on refusal entries, removing deportees and offloading passengers from flights
• Ensure timely entry of controversial list from authorized stakeholders.
• Submit of monthly report with comparisons on figures and graphs.

Permits & Visa Processing Duties

• Ensure all visa & permits applications are processed and submitted within the allocated timeframes of 21 working days.
• Ensure all applications received at the counter are transparent and vetted in accord to the immigration checklists and procedures.
• Ensures applications are lodged one month prior to the expiry of the current permits.
• All reports submissions to be endorsed by Immigration Manager West -IMW prior to submission to the permanent secretary- PS and Director office -DI.
• Approved applications are updated manually on excels sheets for ease of reference.
• Inward files from PS office are manually updated and recorded on the register prior to despatch to processing officer.
• Approval letters is issued within 3-5 working days once PS or DI approval has been granted.
• Terms and conditions are mandatory to be attached when making payments [Issue & Bond fees].
• Permit letters are issued once bond and issue fees being paid prior to passport stamping.
• Responding to emails and phone calls to customer and stakeholders in compliance with the Immigration legislations.

Permits, Visas, Border And Citizenship & Passport

• Manages and overseen customers services administration
• Ensure employees transparency and accountability for customer services at the counter when dealing with customers
• Assist in visa lodgements and vetting applications at the counter
• Ensure all stakeholders and customers to adhere to the Fiji Immigration Acts and policy when lodging applications online and manually
• Always maintain positive empathetic and professional attitude towards customers.
• Responding promptly to customer inquiries
• Keeping record of customer interactions, transaction, comments and complaints
• Communicating and coordinating with colleagues as necessary.
• Provides feedback on efficiency of customer service process
• Processing and clearing backlog applications for permits, visa, citizenship and passport after counter hours.

Permits &Visa Applications

• Vetting urgent permits and visa applications endorsed and referred from PS, Minister, and Director. Registration of applications once endorsement and referred for payments
• Attend to customers enquiries on permits status and updates.
• Liaising with permits teams through emails and face to face on permit status.
• Ensures all permits applications are processed and submitted within the allocated timeframes.
• Ensures all applications received at the counter are transparent and vetted.

Citizenship Applications

• Citizenship follow ups, searches and applications lodgement process.
• Receive application from counter/ courier.
• Check all required fields of the form to be filled and all required documents are submitted.
• Watch list, travel history and immigration status check
• Once the application is in order, it is registered in IBMS
• Application returned to the applicant with the token number for payment of application fee at the cashier who will issue a receipt and endorse the form to confirm payment
• Application scanned and uploaded on citizenship section shared drive.
• Update excel ,register appilications received and dispatched accordingly to registry sections .

Border Control Applications

• All border applications such as Prohibited Immigration Uplifts, travel histories, travel band, appeal applications & Stop Departures is vetted, scrutinized and lodged accordingly in accord to the immigration checklist

Passport Applications

• Ensure documents for passport applications is in order and classified into different categories for new, renewal, lost and damaged purposes upon vetting and receipting at the counter .
• Ensure that applicants is verified thoroughly against the Birth certificate and identification card provided.
• Correct details of fees to be entered whether its for urgent or normal process .
• Ensure that correct type of passport is entered as per request from applicants whether its an Ordinary, Emergency, Official and Diplomatic.
• Ensure request letter from relevant authorities to be accompanied for Official, Diplomatic and Emergency passport lodgement .
• Correct details of applicants are entered during enrolment and passport photo of the applicant is taken during enrolment
• Ensure that the photo taken is ICAO standard
• Ensure fingerprints of applicant is also captured.(all ten fingers).Signature of applicant is also captured unless it is a minor or illiterate adult
• Documents are scanned before e-Passport application receipt is printed for payments.
• Ensure that Data entry is done on daily basis and entered correctly accordingly to the dates that they were lodged
• Ensure that all requirements are met for the issuance of passport
• Ensure data validated is accurate before passport is printed Once passport is printed and ready for signing.
• Ensure the details of applicant is correct before dispatching passport
• Batching of passport applications.
• Serving customers at the counter following the section counter roster and as when required.
• Respond to emails and phone calls from customers, stakeholders in compliance with the Immigration Legislations
• Ensure that customer's queries and issues are dealt in a timely and professional manner.
• Accurate generation of data from the IBMS and Mauhlbauer system.
• Compiling data on a daily basis- pending appilications
• All the pending applications ,applicants are contacted and highlighted with the issues.
• Pending applications with internal IT issues are submitted to team IT in a excel sheet daily
• Assessed passengers and clearance of referred passengers during arrival & departure at the Nausori International Airport and Suva Kings Wharf respectively
• Ensure that manifest is same as the records of arrival and departures of passengers during processing and clearance
• Complied reports in the approved format for arrival and departure of all international flights and vessels and referred passengers and circulated through email IMM-MRN daily to the Director Immigration and to all technical staff
• Maintained all register (Arrival, Departure, Referral, Visitors Analysis, Certificate of Identity, receipts book for records purposes
• Ensuring that all Passport processes are followed in accordance with the Immigration and Passport Act, before doing the final check i.e.cross checking the validated data against the passport printed .And then signing the passport for dispatch.

• Provides effective reports with recommendation on investigation requests received in the department from customers and stake holderss
• Assis in the apprehension and repatriation process of illegal immigrants.
• Assist in providing timely services upon requests in the form of court order and search warrant.
• Provide timely and accurate customer services with consistent advice.
• Manage and maintain effective and efficient records management system to ensure that reports are submitted within the agreed time frames.
• Ensure timely and accurate responses and records of customers request.

Duties

• Inspections for Investors permit are carried out and Inspection reports are produced.
• Complaints cases are investigated, and investigation reports are produced.
• Citizenship under spouse cases is investigated and reports are produced.
• Conducted inspections on behalf of the Department of Immigration [DOI] for Investors.
• Over stayer's reports are generated through the IBMS.
• Refugee Status Determination [RSD] report is compiled upon United Nation High Commission of the Refugee [UNHCR]'s recommendation and is forwarded to Manager Compliance & Investigation for onward transmission to the Permanent Secretary for endorsement.
• Investigation reports are produced on the various processes that undertaken by the department such as Permits & Visa, Citizenship and Passport, Border control and Registry processes.
• Excel sheet/case management system on the movement of files are recorded.
• Referral reports are compiled when rostered and are disseminate to staff afterhours shift.
• Conducted ad hoc join operation with other stakeholders including Terrorism Crime Unit [TCU] and Fiji Police Force (CID) are conducted on cases referred or complaints received, and reports are produced.
• Counter services are carried out to customers in relations to Immigration matters.
• Responded to emails and phones calls to customers/stakeholders in compliance with the Immigration Legislations.
• Refugee Status Determination [RSD] processes are carried out with United Nations High Commission for Refugees [UNHCR] and recommendations are produced.
• Conducted interview and registration to refugee prior processing by the UNHCR.
• Liaising with International Organisation for Migration [IOM] regarding refugee matters.
• Facilitating of search warrant from the Fiji Police Force are conducted and copies of report are recorded.

Passports Processing -Nadi Immigration Office

The position is responsible for the effective operation of the passport section and the followings are the key responsibilities.

• Ensure that all passport applications received at the outer stations and other respective agencies are in compliance with passports requirements.
• Ensure correct fees are receipted before signing of passports and embassies.
• Ensure that all passport applications is processed and dispatched within timelines.
• Ensures all passports application forms are properly batched.
• Ensure that all data is accurately entered into the system.
• Allocate appropriate number to passports before submit for printing of biodata page of the travel documents.
• Update passport register daily and submit passport process statistics.
• Ensures that proper compilation and submission of the section reports and other reports that may be required as when needs arises.

Duties

• Ensure that documents for a passport application is in order
• Passport application is classified into different categories of new, renewal, lost and damaged
• Ensure that the applicant is verified thoroughly against the Birth certificate and identification card provided
• Correct details of fees to be entered whether its an Urgent or normal passport processing .
• Ensure that correct type of passport is entered as per request from applicants in different categories such as (Ordinary, Emergency, Official and Diplomatic).
• Request letter from relevant authorities to be accompanied for Official, Diplomatic and Emergency passport.
• Correct details of applicants are entered during enrolment and passport photo of the applicant is taken during enrolment.
• Ensure that the photo taken is ICAO standard.
• Documents are scanned before e-Passport application receipt is printed for payments. is also captured unless it is a minor or illiterate adult..
• Documents are scanned before e-Passport application receipt is printed for payments
• Ensure that Data entry is done on daily basis and entered correctly accordingly to the dates that they were lodged.
• Ensure data validated is accurate before passport is printed.
• Ensure data validated is accurate before passport is printed
• Once passport is printed and ready for signing
• Ensure the details of applicant is correct before dispatching passport.
• Batching of passport applications.
• Serving customers at the counter following the section counter roster and as when required.
• Respond to emails and phone calls from customers.
• stakeholders in compliance with the Immigration Legislations.
• Ensure that customer's queries and issues are dealt in a timely and professional manner.
• Accurate generation of data from the IBMS and Mauhlbauer system.
• Compiling data on a daily basis- pending.
• All the pending applications applicants are contacted and highlighted the issues.
• Pending applications with internal IT issues are submitted to team IT in a excel sheet daily.
• Assessed passengers and clearance of referred passengers during arrival & departure at the Nausori International Airport and Suva Kings Wharf respectively.
• Ensure that manifest is same as the records of arrival and departures of passengers during processing and clearance.
• Complied reports in the approved format for arrival and departure of all international flights and vessels and referred passengers and circulated through email IMM-MRN daily to the Director Immigration and to all technical staff.
• Maintained all register (Arrival, Departure, Referral, Visitors Analysis, Certificate of Identity, receipts book for records purposes.
• Ensuring that all Passport processes are followed in accordance with the Immigration and Passport Act, before doing the final check i.e.cross checking the validated data against the passport printed.
• And then signing the passport for dispatch.

Assisting the recruitment division based on the below mention responsibilities.

• Acknowledge applications for medical officers and current MCS vacancies.
• Provide record keeping services to the division using filing systems and on line database such as P2P establishments
• Dispatch correspondence and minutes to other government agencies.
• Write selection reports, provisional appointments and regret letters through liaising with senior staffs.
• Providing logistics assistance to the division in terms of coordinating interviews, registering new medical interns and update medical officers and medical intern's biodata using P2P establishment.
• Support senior staffs in the management of contracts and doctors correspondence.
• Relieving staff at Government Service Centre during leave period and busy times by receiving / register customer complaints, lodging application for permits and licenses, provide online services such as retrieving of exam transcripts, offer other services as approved from time to time such as JP & BDM services and provides information on behalf of the government agencies.
• Support senior staffs in the management of contracts and doctors' correspondence.
• Arrange ministry stationaries and PS accommodations procurements.
• Do photocopying, scanning and emailing correspondence
• Assist recruitment department on advertised vacancies in accordance with the OMRS guidelines and appropriate strategies.
• Assist senior administrative officer of vacancies in accordance with the OMRS guidelines and appropriate strategies.
• Assist in setting up conference rooms for internal and external stakeholder's meetings within the ministry.Help in setting up conference rooms for Permanent secretary forum meetings by arranging catering services for interview panels and PS forums.

Responsible for assisting the senior /assistant labour officers on analysing data collected and data entry based on the below mention activities.

• Amend private sectors pay rolls errors using Microsoft excel sheets and wages regulation employment act 2015-2017 by calculations.
• Lodge and records employee's complaints using Microsoft excel.
• Assist in front desk reception /admin during busy times.
• Receiving internals /externals calls.ers and parties to solve labour issues through interviews and join meetings..
• Receiving internals /externals calls
• Dispatching correspondence /mails.