Applicant Information – Reference No. HWUM17/15 Heriot-Watt University Malaysia Sdn Bhd (HWUM) is a high quality university based in Putrajaya, Malaysia. HWUM is the second international campus of Heriot-Watt University (“HWU”) which is a leading research-intensive UK university, specialising in science, technology, engineering, business, languages, textiles and design, with an international reputation for scientific and technological excellence. The University also has a campus in Dubai. The University’s Malaysian campus currently has some 500 students and has just opened a stunning new, eco-friendly, lakeside campus with a capacity of 4,000. It already offers a range of programmes including Foundation Programmes and Undergraduate programmes such as Business, Engineering, Engineering, Construction, Actuarial Science and more. It also offers Postgraduate degrees in Energy, Petroleum Engineering, Construction, Business Psychology and Business. This portfolio will grow over the next few years as new programmes are launched.

1. HERIOT-WATT UNIVERSITY
MALAYSIA
Assistant Manager, International Student
Support Office
Applicant Information – Reference No. HWUM17/15
Heriot-Watt University Malaysia Sdn Bhd (HWUM) is a high quality university based in Putrajaya, Malaysia. HWUM is
the second international campus of Heriot-Watt University (“HWU”) which is a leading research-intensive UK
university, specialising in science, technology, engineering, business, languages, textiles and design, with an
international reputation for scientific and technological excellence. The University also has a campus in Dubai.
The University’s Malaysian campus currently has some 500 students and has just opened a stunning new, eco-friendly,
lakeside campus with a capacity of 4,000. It already offers a range of programmes including Foundation Programmes
and Undergraduate programmes such as Business, Engineering, Engineering, Construction, Actuarial Science and
more. It also offers Postgraduate degrees in Energy, Petroleum Engineering, Construction, Business Psychology and
Business. This portfolio will grow over the next few years as new programmes are launched.
With state-of-the-art learning resources and teaching spaces, the new Putrajaya campus was designed as a dynamic
and stimulating place to study amidst a lakeside setting, boasting an exceptional range of facilities for student life. The
campus houses a variety of informal study spaces, an extensive library and features easy access to IT facilities with
wireless Internet connectivity throughout. Heriot-Watt University Malaysia employs the same UK-styled student-
centred approach to learning, which means, students develop independence, self-discipline and analytical skills sought
after by employers.
At HWUM, students have access to a British style and quality of education in Malaysia. Learning outcomes and
standards are identical across all campuses which enables students to transfer between campuses.
HWUM is fully licensed by the Ministry of Higher Education and is officially recognised by the Malaysian Government as
an Entry Point Project – contributing to the country's Economic Transformation Programme (ETP) – as part of a
comprehensive effort that will transform Malaysia into a high-income nation by 2020.
Job Description
The main purpose of the International Student Support Office (ISSO) is to provide advice; information and support for
undergraduate and postgraduate international students, throughout the student lifecycle, from the point of initial
student pass application right through to graduation.
The ISSO has three main functions:
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2. 1. To manage effectively all international student pass/visa applications via the Education Malaysia
Global Services (EMGS) and/or Immigration Department of Malaysia.
2. To provide relevant on-going advice and support for the wellbeing of international students during
their time of study at the University.
3. To deliver effective orientation and guidance to ease the transition into Malaysia and enable
international students to integrate effectively in Malaysia.
The ISSO has close links with all academic schools and professional services departments such as Student Recruitment,
Admissions, Academic Registry, Finance, Campus Services, Student Associations within the University, and as well as the
International Student Advisors’ Office at Heriot-Watt University, UK. It also maintains professional links with the
Education Malaysia Global Services (EMGS) and the Immigration Department of Malaysia.
Key Duties and Responsibilities
The post holder will work as part of the Student Services team under the direction of the Student Services Manager.
The Assistant Manager, International Student Support Office is responsible for:
 Providing professional, specialist and confidential advice to international students on student pass
processes, which include new applications, endorsements, transfers of endorsement, variations,
extensions/renewals, cancellations, as well as other related requirements such as pre arrival and post
arrival medical screening and medical insurance.
 Ensuring that the international student pass processes adhere to the rules, policies and procedures of
the Malaysian Government and implemented by Immigration Department of Malaysia and EMGS.
 Ensuring that the international students at the University are well-informed of the developments and
issues related to student pass/visa, and also the requirements for international students as specified by
the Immigration Department of Malaysia and Ministry of Education.
 Maintaining a systematic approach on communicating the student pass/visa expiry dates to the relevant
students, ensure that students submit the required documents for extension/renewal in a timely
manner to prevent overstay.
 Processing of student pass/visa applications via the EMGS and/or Immigration Department of Malaysia,
which include monitoring of student pass/visa/medical insurance expiry dates, and approval status of
student pass/visa applications and medical check-ups.
 Managing the safe-keeping and recording of passports and cash payments for student pass/visa
processing.
 Monitoring international student attendance and submitting relevant reports in accordance with the
requirements of the Immigration Department of Malaysia or other governmental agency/department.
 Coordinating the development, review and implementation of an integrated database or information
system for the recording of international student pass/visa information, which include developing and
maintaining business processes and forms relating to ISSO operations.
 Establishing effective working relationships with external and internal stakeholders such as the EMGS
and Immigration Department of Malaysia, and as well as staff of other units/departments within the
University.
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3.  Managing the airport pick-up service for new international students arriving in Malaysia for the first
time; developing and maintaining an accurate register on student arrivals, and arranging suitable
transports for students to get to their pre-arranged accommodation.
 Providing relevant presentations and workshops for international students on a range of topics, which
include student pass processes, University induction/orientation, and cultural adaptation, etc.
 Supervising and monitoring workload of other ISSO staff(s) and/or part-time staff on a day-to-day basis
to ensure that set objectives and targets are met.
 Playing a proactive role in the development of the ISSO; contributing to the implementation of new
initiatives to ensure a high standard of relevant support services is provided to international students.
 Providing timely reports, analysis and recommendations to the Student Services Manager; responding to
or escalate, as appropriate, requests and emerging issues in a timely and constructive manner.
 Managing the ISSO budget; maintaining accurate and up-to-date records of all expenses.
 Undertaking any other tasks as assigned by the Manager, Student Services.
Contractual Information
Company: Heriot-Watt University Malaysia
Job Title: Assistant Manager, International
Student Support Office
School/Section: Student Support Services
Reporting to: Student Services Manager
Duration of post: Permanent
Working Hours: As required to fulfil the role
Salary: Remuneration package will commensurate with
qualification, work experience and skill set
Start Date: May 2015 or earlier
Person Specification
This section details the attributes e.g. skills, knowledge/qualifications and competencies which are required in order to
undertake the full remit of the role.
Attributes Essential Desirable Means of
Assessment
Education &
Qualifications
 Degree Certificates
Interview
Experience  Experience of providing
professional and
confidential one to one
 Experience of
implementing new
initiatives within a
Application form
and interview
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4. advice services to students
within the Higher Education
sector;
team
Competencies,
Skills &
Knowledge
 Excellent organisational,
communication and
networking skills;
 Outstanding customer
service skills, dealing with a
broad range of students and
staff;
 Ability to work under
pressure and with attention
to detail whilst maintaining
quality;
 Ability to be adaptable,
investigative and intuitive,
particularly in a changing
environment;
 Ability to work flexibly, to
plan and prioritise workload,
and to meet deadlines;
 Effective team working;
 Good verbal and written
English language skills;
 Good IT skills including
sound working knowledge of
Microsoft Office
applications, editing web
pages
 Good spoken Bahasa
Melayu and Mandarin
Interview
Essential Criteria – these are attributes without which a candidate would not be able to undertake the full remit of the
role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will
normally be eliminated at the short listing stage.
Other Relevant Information
Due to Malaysian Immigration restrictions, we regret that this position is only open to citizens or permanent residents of
Malaysia.
We aim to hold interviews at the Malaysia Campus in Putrajaya on April 2015.
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5. Application Process
Applications should be submitted to the Jobstreet job portal (www.jobstreet.com.my).
Candidates not registered under Jobstreet may email their applications to hr.my@hw.ac.uk or post to Heriot-Watt
University Malaysia, Human Resources, Level 2, East Wing, No. 1, Jalan Venna P5/2, Precinct 5, 62200 Putrajaya,
Malaysia. For all application and correspondence about your application, please quote ref: HWUM17/15.
Applications must be submitted by 8 April 2015. If you are not contacted by the selection committee by 30 April 2015
then please assume that on this occasion your application has been unsuccessful.
The University is committed to equality of opportunity.
Heriot-Watt University and Values
With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and
professionally relevant, leading-edge research, which has made it one of the top UK universities for business and
industry.
We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking
out our graduates. The Sunday Times newspaper awarded us the title of “Scottish University of the Year" for 2011-2012
and for 2012-13.
Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver
degree programmes to circa 29,000 students in 143 countries around the world, have a further overseas campus in Dubai
and boast the largest international student cohort in Scotland.
At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and
students can realise their potential and develop their ambitions.
We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a
community of committed academics and highly motivated students. Our focus on careers delivers results and we’ve an
excellent reputation for graduate employability.
In addition to the Malaysia campus, we currently have campuses in Edinburgh, the Scottish Borders, Orkney and Dubai.
For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and
research, where staff and students can excel.
At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our
commitment to continuous improvement and development in all our activities.
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6. Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher
education institution but also frame how we want to be.
Our values are:
o Valuing and respecting everyone
o Pursuing excellence
o Pride and belonging
o Shaping the future
o Outward looking
As learning, living and working institution, we use our values as the building blocks of how we go about doing our work
and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a
University community and help us to become the best at what we do.
For full details on our University please view our website, www.hw.ac.uk/malaysia
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