DIRECT HIRING OF HOUSEHOLD SERVICE WORKERS IS STRICTLY LIMITED TO MEMBERS OF THE DIPLOMATIC CORPS; INTERNATIONAL ORGANIZATIONS; AND HEADS OF STATE AND GOVERNMENT OFFICIALS WITH THE RANK OF AT LEAST DEPUTY MINISTER. POLO TOKYO SHALL NOT ACCEPT DIRECT HIRE APPLICATIONS FOR OTHER EMPLOYERS. 

MINIMUM AGE REQUIRED: WORKER/EMPLOYEE MUST BE 23 YEARS OLD OR ABOVE.

I. GUIDING PRINCIPLE AND COVERAGE:

REMINDER

POEA Memorandum Circular No. 08, Series of 2018 on the “Implementing Guidelines on the registration of Direct-Hire Overseas Filipino Workers (OFWs)” ONLY ALLOWS THE FOLLOWING EMPLOYERS TO DIRECTLY HIRE HOUSEHOLD SERVICE WORKERS (HSWs):

  1. Members of the Diplomatic Corps;
  2. Intergovernmental Organizations; and
  3. Heads of State and Government Officials with the rank of at least Deputy Minister.

II. DOCUMENTARY REQUIREMENTS FOR HIRING HOUSEHOLD SERVICE WORKERS (Members of the Diplomatic Corps; International Organizations such as the United Nations, etc.; and Head of State and Government Officials with the rank of at least Deputy Minister)

  1. Original Certificate of Eligibility (COE) issued by the Japan Immigration Office, Ministry of Justice
  2. Original Employment Contract, with original signatures of both Employee and Employer; complying with POEA’s minimum standard provisions. Scanned/Electronic signatures are not accepted. (click here to download the POEA-prescribed contract)
  3. Copy of the Letter of Guarantee submitted to the Japan Immigration Bureau, Ministry of Justice
  4. Copy of the Letter of Justification submitted to the Japan Immigration Bureau, Ministry of Justice
  5. Copy of Passport with Valid Visa of the Employer
  6. Copy of Passport of the Household Worker/Employee
  7. (For Diplomats) Certificate of Official Designation issued by the proper Embassy Official
  8. (For Diplomats) Copy of the Gaimusho ID
  9. IMPORTANT REMINDER: Diplomats are not required to personally submit/process at POLO. Diplomats may authorize other embassy staff (e.g. embassy driver, local hire staff) to process on their behalf. In this case, the Embassy staff must present authorization letter from the Diplomat. POLO Tokyo does not recognize third-party entities (brokers, immigration lawyers, other representatives etc.)

REMINDER ON EMPLOYMENT STANDARDS (TERMS AND CONDITIONS OF EMPLOYMENT). Per the POEA Memorandum Circular No. 8, Series of 2018 and pursuant to Section 134 of the 2016 Revised POEA Rules, the POEA shall secure the best possible terms and conditions of employment of OFWs.

FAVORABLE TERMS AND CONDITIONS SHALL BE OBSERVED, SPECIFICALLY ON THESE ITEMS:

  1. Life and insurance coverage. It is the primary responsibility of the employer that the Direct-Hire OFW is provided with compulsory insurance coverage. The repatriation insurance of an OFW and his/her remains, the transport of his/her personal effects shall be the obligation of the employer to cover actual repatriation cost and other attendant cost, including airfare and immigration fines/penalties.
  2. Minimum Provisions of Employment Contracts. Pursuant further to Section 135 of the same Rules, the following shall be the minimum provisions in employment contracts for all Direct-Hire OFWs:
  •  Complete name and address of the employer/company;
  • Position and jobsite of the Overseas Filipino Worker;
  • Basic monthly salary, including benefits and allowances and mode of payment. The salary shall not be lower than the prescribed minimum wage in the host country or prevailing minimum wage in the National Capital Region of the Philippines; whichever is higher;
  • Food and accommodation or the monetary equivalent which shall be commensurate to the cost of living in the host country; or off-setting benefits;
  •  Commencement and duration of contract;
  • Free transportation from and back to the point of hire, or off-setting benefits, and free inland transportation at the jobsite or off-setting benefits;
  • Regular work hours and day off;
  • Overtime pay for services rendered beyond the regular working hours, rest days and holidays;
  • Vacation leave and sick leave for every year of service;
  • Free emergency medical and dental treatment;
  • Just/valid/authorized causes for termination of the contract or of the services if the workers, taking into consideration the customs, traditions, norms, mores, practices, company policies and the labor laws and social legislation of the host country;
  • Settlement of disputes;
  • Repatriation of worker in case of imminent danger due to war, calamity, and other analogous circumstances, at the expense of the employer; and
  • In case of worker’s death/repatriation of Overseas Filipino Workers human remains and personal belongings, at the expense of the employer.

III. VERIFICATION PROCEDURE

POLO Tokyo shall observe the following Verification Procedure for Directly Hired Workers:

STEP 1: Submit complete documentary requirements to POLO Tokyo either personally or through post mail. If through post mail, please write the details in Romaji/English alphabet.

STEP 2: POLO Tokyo Processing Officer to evaluate the documents and its contents. If found incomplete or lacking, the Processing Officer shall return the documents to the Employer/Principal for correction/compliance. If complete, proceed to the next step.

STEP 3: Issuance of Verified Documents. POLO Tokyo shall release the original verified documents to the Employer/Principal.

STEP 4: Employers to send the original verified documents to the Philippines.

STEP 5: The worker will submit the original verified documents to POEA for final approval and issuance of POEA clearance and lastly the OEC.

Important Reminders:

  1. All documents found to be incomplete shall be returned to the Employer/Principal for compliance. Upon re-submission of corrected/revised document, it will be considered as a new application and shall line up again.
  2. POLO Tokyo does not recognize third-party entities when inquiring, submitting and follow-up of necessary documents.
  3. When submitting through post mail, please write the details of the sender in Romaji/English alphabet.
  4. All documents in Japanese language shall be translated to English. All translation shall either have a certificate of translation or at least affix the name, signature and/or inkan by the person who translated the material.