Guidelines for recruitment of Filipino nurses and caregivers to Japan

Legal basis and program framework

The recruitment and deployment system is established pursuant to the Memorandum of Understanding (MOU) forged between POEA and JICWELS signed on 12 January 2009.
The arrangement is implemented under the Movement of Natural persons under the Economic Partnership Agreement of the Philippines and Japan (JPEPA).
The Circular links the recruitment pipeline to actual vacancies informed by the Government of Japan.
The Circular operationalizes a government-to-government recruitment and deployment mechanism specifically for nurses (Kangoshi) and caregivers (Kaigofukushishi) for Japan.
The Circular also adopts e-registration through existing POEA e-registration guidelines.

Deployment system and candidate acceptance

The number of candidates that can enter Japan under JPEPA is based on the actual number of vacancies informed by the Government of Japan.
Candidate-nurses and candidate-caregivers must complete a six-month language and culture training in Japan at a designated government training facility before starting on-the-job training.
Candidate qualification depends on passing the relevant Japanese national examination within Japanese allowable periods: three (3) years for nurses and four (4) years for caregivers.
Nurse-candidates are given three (3) chances to pass the Japanese examination.
Caregiver-candidates must have at least three (3) years work experience before taking the examination once on the 4th year of stay in Japan.
POEA shortlists applicants using minimum qualifications under JPEPA and may adopt additional criteria to further shortlist applicants up to 1.2 times the number required for endorsement to JICWELS for that year.
Endorsement to JICWELS is first-come-first-served, subject to the submission of complete and authentic documentary requirements.

Qualifications for nurses and caregivers

Candidate-nurses must be Registered Nurses.
Candidate-nurses must have three (3) years hospital experience.
Candidate-nurses must be willing to undergo full time Japanese language training for six (6) months in Japan.
Candidate-nurses must be willing to take the Nursing Licensure of Japan within the time allowed to qualify as a registered Kangoshi under Japanese laws and regulations.
Candidate-nurses must have no pending criminal or administrative cases or any other restriction preventing travel outside the Philippines.
Candidate-nurses must be not restricted from entering Japan.
Candidate-caregivers must be a graduate of any four year college course and Certified Caregiver by TESDA or be a Graduate of Nursing Course.
Candidate-caregivers must be willing to undergo full-time Japanese language training for six (6) months in Japan.
Candidate-caregivers must be willing to take the national examination for candidate-caregivers within the time allowed to qualify as a Certified Kaigofukushishi under Japanese laws and regulations.
Candidate-caregivers must have no pending criminal or administrative case or any other restriction preventing travel outside the Philippines.
Candidate-caregivers must be not restricted from entering Japan.

Registration, pre-selection, and pre-qualification

Interested qualified applicants must register online through poea.gov.ph or at all POEA offices with online registration facilities.
Registration is free of charge.
Online registration is governed by Guidelines on E-registration issued under Advisory No. 1, Series of 2008, posted in the POEA website.
Only applicants with active profiles in the POEA Registry are considered for pre-selection and pre-screening.
Pre-selected applicants (identified from the registry for pre-screening/validation) are notified through their registered e-mail accounts or contact numbers.
Pre-selected applicants must present originals and submit photocopies of required documents for validation at Window L, Ground Floor, POEA, BFO Bldg., Ortigas Avenue corner EDSA, Mandaluyong City or at the nearest POEA office in the regions, as directed in the notification.
Applicants who provide false or incorrect information or documents or who fail to present and submit documents supporting educational attainment, training, work experience, and personal circumstances are disqualified from the registry and from application under the program.

Required documents for validation

For candidate-nurses, applicants must submit: (1) self-made bio-data/resume with detailed job description with one (1) piece 2x2 colored picture, (2) valid passport, (3) valid NBI clearance (for travel abroad), (4) college diploma, (5) transcript of records, (6) valid PRC ID, (7) PRC board certificate, (8) PRC board rating, (9) employment certificate/s, (10) training/skills certificate/s, and (11) Japanese language proficiency certificate (optional).
For candidate-caregivers, applicants must submit: (1) self-made bio-data/resume with detailed job description with one (1) piece 2x2 colored picture, (2) valid passport, (3) valid NBI clearance (for travel abroad), (4) authenticated college diploma, (5) TESDA certificate on caregiving (NC II), (6) transcript of records, (7) training/skills certificate/s, and (8) Japanese language proficiency certificate (optional).
Pre-selected applicants are pre-qualified based on JPEPA candidate criteria and the completeness and authenticity of documents submitted.
Pre-qualified applicants are notified by e-mail or phone to attend a pre-recruitment briefing conducted by POEA on the deployment and acceptance system under the MOU-JPEPA arrangement, including the status of accepted candidates before they pass required examinations.
Applicants who attend the pre-recruitment briefing are included in the List of Candidates for Kangoshi (nurse) and List of Candidates for Kaigofukushishi (caregiver) for endorsement to JICWELS.
Inclusion in the candidate lists does not guarantee employment at a Japanese hospital or caregiving facility.

Tests, matching, and employment paperwork

JICWELS, through authorized representatives, conducts an aptitude test and interview in a joint session of all applicants included in the candidate lists.
Hospitals/caregiving institutions may join the interview if they wish to participate.
The interview may be recorded as a video clip with the consent of the applicants.
JICWELS issues an ID number to a candidate who passes both the aptitude test and interview.
Candidates who pass the aptitude test and interview must undergo a medical examination with a DOH-accredited medical clinic of the candidate’s choice.
The medical examination is conducted in accordance with the requirements and scope agreed upon between POEA and JICWELS.
Candidates shoulder the cost of the medical examination.
Candidates who pass the medical examination are matched with Japanese hospitals/caregiving institutions.
Matching is done by JICWELS through a matching program designed for the purpose.
Each candidate has three (3) chances to be matched with a Japanese accepting institution or prospective employer in accordance with the candidate’s preference order list.
Successfully matched candidates sign an employment contract in Japanese and English versions with the Japanese accepting institution or prospective employer.
The Japanese accepting institution or prospective employer, through JICWELS, arranges issuance of visa to successful candidates.
Visa application by the successful candidate is processed through POEA in coordination with the Department of Foreign Affairs, with DFA issuing a Note Verbale to the Japanese Embassy in Manila, and POEA applies for visa issuance on behalf of the successful candidate/s.
The candidate shoulders the cost of visa.
Prior to deployment, selected candidates undergo a Pre-departure Orientation Seminar (PDOS) conducted by POEA, including modules on rights and obligations of worker, cultural orientation, airport procedures, and travel tips.
POEA coordinates with JICWELS for issuance of Pre-paid Ticket Advice (PTA) for each selected candidate.
The Government Placement Branch (GPB) of POEA processes documents of selected candidates and issues travel exit clearance to facilitate departure.

Deployment, responsibilities, and operations

POEA coordinates with JICWELS and the POLO to ensure smooth entry of selected candidates.
Upon arrival in Japan, selected candidates are assisted at the airport by the training facility where they will undergo the six (6)-month full time language training, in coordination with JICWELS.
The Employment Branch handles registration, validation, and pre-qualification of candidates.
The Information and Communications Technology Branch (ICT) handles pre-selection of candidates for validation of documents.
The Government Placement Branch (GPB) handles documentation, processing, and deployment of candidates in coordination with JICWELS and POLO.
Strict compliance is required with the guidelines in their full deployment and documentation process.