Personnel Logistics Coordinator

 

 

Key responsibilities

Visa, entry and Work Permit applications

• Collect and check applicant documents: passport (all pages, ≥ 6 months validity), photo, police clearance and medical certificate (< 6 months), OGUK where offshore, Yellow Fever certificate, client proxy letter.
• Prepare PTL / EVOA and Work Permit applications and submit them on the MOHA e-Services portal (eservices.iss.gov.gy) or at the Brickdam office.

• Prepare visitor visa / VVOA, extension of stay and Family Extension files (Categories A and C).
• Follow up with MOHA, answer queries, collect approval letters and official fee receipts.
• Send approval letters to clients and travellers, and remind them to complete the online E/D form.
• Open and maintain a case file for each worker or immigration request, using the approved checklist and templates.
• Confirm that required documents are complete and consistent before submission; record outstanding items and follow up with the worker or authorised client contact.
• Track each case from initiation through submission, approval and any required follow-up, renewal or closure; do not mark a case complete until required actions are documented.
• Plan backwards from the requested mobilisation date and escalate promptly where missing documents, delayed approvals or other issues may affect travel or mobilisation.
• Verify the relevant approval and applicable requirements before advising that a worker is clear to travel or work; do not promise unconfirmed approval dates.

Sponsorship and statutory registrations

• Draft local employment contracts and Sponsorship Letters for signature by AGYL management.
• Register workers for TIN (GRA) and NIS; obtain GRA and NIS compliance letters.
• Book and attend Work Permit endorsement at Central Immigration (stays over 183 days).

• Request Work Permit cancellations when workers leave Guyana.
• Confirm actual departure dates with the relevant client or authorised representative and update the case tracker.
• Initiate applicable post-departure actions, including work permit cancellation, statutory deregistration or employment-record updates where required by the approved procedure.
• Identify outstanding immigration, statutory or contractual actions and document completion or formal handover.

Tracking and reporting

• Keep the Sponsorship & Immigration Tracker up to date: application references, approval and expiry dates, entry and exit dates, 183-day count, NIS and TIN numbers.
• Flag RED items the same day (missing documents, expiring permits, delays) and send the weekly status report to clients.
• Start renewals at least 6 weeks before expiry.
• File all records electronically and protect personal data (Data Protection Act 2023).
• Maintain a clear audit trail of submissions, approvals, official receipts, material communications and actions taken.
• Use approved folder structures and naming conventions, restrict access to authorised personnel, and report suspected loss or unauthorised disclosure of personal data promptly.
• Keep case records sufficiently current for another authorised team member to take over during absence, and complete documented handovers when required.

Logistics and client support

• Arrange airport meet & greet, hotel bookings and ground transport when part of the client's scope.
• Be the first point of contact for clients and workers on visa questions.

Authority, accountability and performance

• Manage routine assigned cases independently in accordance with approved procedures, while seeking approval for exceptions and matters outside delegated authority.
• Keep case statuses, deadlines, expiry dates and required actions accurate and current, and escalate red risks promptly.
• Performance will be assessed on document accuracy, tracker reliability, timeliness of follow-up, quality of escalation, completeness of records and proper case closure—not solely on government approval outcomes.
• Provide factual status updates and maintain records of material client instructions, requests and commitments.
• Use approved templates for sponsorship letters and employment documents. Do not sign documents, vary contractual terms, approve exceptional expenditure or change agreed client scope unless authorised.
• Escalate suspected overstays, unauthorised work, inconsistent documents, potential statutory breaches, unresolved government queries and any material compliance risk promptly to the Mobility Coordinator.

Requirements

Area	Essential	Desirable
Education	CSEC (5 subjects incl. English and Maths)	diploma or associate degree in Business Administration, HR or similar
Experience	2+ years in administration, HR or similar role.	Work permits / immigration in Guyana, an oil & gas, maritime or manpower company
Knowledge	MOHA, GRA and NIS processes; confidential handling of personal data	PAYE and NIS calculations; Local Content Act 2021
IT	MS Office (advanced Excel), online government portals	Document management or HR systems
Skills	Organised, accurate with dates and details, clear written English, works to deadlines
Other	Guyanese national or right to work in Guyana; valid driver's licence; police clearance	Own vehicle with approved transport allowance.

 

Working conditions and how to apply

• Salary: competitive, in line with the Georgetown market (to be confirmed by AGYL); NIS and PAYE deducted as required by law.
• Training on the MOHA e-Services portal, the Sponsorship & Immigration Tracker, approved templates, document control and escalation procedures during the first month. During probation, the employee will progress from supervised case processing to independent handling of routine cases, followed by a review of accuracy, deadline management, communication and compliance awareness.
• Travel within Georgetown to government offices and airports; transport provided or reimbursed.
• Guyanese nationals are encouraged to apply, in line with the Local Content Act 2021.

How to apply: send your CV and a short cover letter to AGYL HR, with the subject "Immigration & Visa Assistant". Only shortlisted candidates will be contacted. Your data will be used only for this recruitment and kept with your consent.