About this role
Job Title
Mobility & Immigration Coordinator
Work Schedule
Sunday - Thursday
Department
Business Support
Work Location
HKN Erbil Office
Reports to
HR Director/Internal Affairs Advisor
Start Date
To be confirmed
Subordinates
N/A
Application Deadline
September 1, 2026
Contract Type
Open Contract
Other details
Three months' probation
About Us:
HKN Energy Ltd. is a privately held, independent energy company with oil exploration and production operations in the Kurdistan Region of Iraq (KRI).
HKN Energy is focused on increasing production of its Sarsang Block, located in the prolific Zagros fold, and thrust belt of Northern Kurdistan. We have a highly experienced, diverse team with work experience in over 80 different countries. HKN Energy is committed to building a company culture that is guided by its Core Values of Integrity, Respect, Excellence, Commitment, and Teamwork.
Position Summary:
The Mobility & Immigration Coordinator provides day-to-day administrative support for the movement of HKN personnel across the Company's areas of operation. The role has two linked halves: preparing and tracking the documentation required for visas, residencies and work permits, and coordinating ground transport and accommodation with relevant stakeholders.
This position is the first point of contact for staff and visitors regarding travel and documentation queries. Success in the role is measured by accuracy and lead time, documents complete and correct before submission. Effective and timely communication/alignment with staff, Government Relation and Security teams are critical in this role.
Main Duties & Responsibilities:
• Draft and maintain country-specific visa and residency checklists and guidance notes for staff, covering all HKN countries of operation. Collect, check and compile supporting documentation for visa, residency, work permit and exit/entry applications for national staff, expatriates, contractors and visitors.
• Verify that each file is complete against the current checklist before it is passed to Government Relations department for submission, including passport validity, photographs to specification, medical certificates, attestations, translations and letters of invitation or sponsorship.
• Prepare standard letters (invitation, employment confirmation, no-objection, sponsorship) from approved templates for review and signature.
• Maintain the documentation filing system, digital and hard copy, so that any file can be produced on request and retained in line with Company policy.
• Monitor expiry dates for passports, visas, residencies and work permits, and raise renewals within the agreed notice period.
• Build and maintain the master Mobility & Immigration Tracker covering, for each individual: document status, application stage, expiry dates, planned and actual travel, and cost.
• Brief travellers on documentation requirements, entry conditions and Company travel policy before departure.
• Respond to staff queries on travel and visa status promptly and courteously, and keep travellers informed of progress without waiting to be chased.
• Maintain confidentiality over personal data, passport details and travel movements at all times.
Minimum Qualifications and Experience:
Essential
• Diploma or Bachelor's degree in Business Administration, Tourism and Travel, or a related field.
• Minimum two years' experience in travel coordination, visa and immigration administration, HR administration or a comparable coordination role.
• Demonstrated experience handling confidential documentation and personal data.
• Competent use of Microsoft Excel, Word and Outlook, including building and maintaining trackers with filters, formulas and conditional formatting
• English: Professional working proficiency. Written and spoken. Used for all internal correspondence, trackers, itineraries and liaison with expatriate travellers.
• Arabic: Required for documentation, and for reading official correspondence and certificates.
Desirable
• Experience in oil and gas, construction or another sector with rotational and expatriate workforces.
• Working familiarity with KRI and Federal Iraq residency, work permit and entry visa processes.
• Experience supporting travel to or from Syria, Libya or other complex-permission locations.
• Experience supporting travel/visa requirements to and from Europe and US.
Skills
• Attention to detail, single missing stamp, expired page or misspelled name will fail an application.
• Organisation and prioritization: comfortable holding many open items at different stages without losing track of any of them.
• Clear written communication in English and Arabic, with the ability to produce itineraries and status updates that need no follow-up questions.
• Discretion and integrity in handling passports, personal data and travel movements.
• Service orientation: responsive and even-handed with travellers at all levels of the organisation.