Hiring for Professional Roles in Japan: Understanding the "Engineer / Specialist in Humanities / International Services" Visa

Japanese Attorney at Law - Bengoshi L.L.

• 8 min read

For companies operating in Japan or looking to hire foreign talent for professional positions, the "Engineer / Specialist in Humanities / International Services" (技術・人文知識・国際業務 - Gijutsu / Jinbun Chishiki / Kokusai Gyomu) status of residence is one of the most frequently utilized and versatile pathways. This visa category covers a broad spectrum of professional activities and is essential for employing individuals with specialized skills and knowledge. A key prerequisite for this status is a contract with a public or private organization in Japan.

Decoding the "Engineer / Specialist in Humanities / International Services" Visa

Often abbreviated as "GiHuman," this visa category was established in its current form in April 2015, consolidating the previously separate "Engineer" and "Specialist in Humanities/International Services" statuses. This unification aimed to provide more flexibility in assessing activities that might bridge traditional science and humanities distinctions, reflecting the evolving nature of professional roles.

The core purpose of the GiHuman visa is to enable Japanese organizations to employ foreign nationals who possess specialized expertise crucial for their operations. However, it's important to note that this visa specifically excludes activities that fall under other distinct professional visa categories, such as "Professor," "Artist," "Journalist," "Business Manager," "Legal/Accounting Services," "Medical," "Researcher," "Instructor," "Intra-company Transferee," or "Entertainer."

The GiHuman status is broadly structured around three pillars, defining the types of professional activities permitted:

1. Engineer (技術 - Gijutsu): Activities Requiring Technology or Knowledge in Natural Sciences

This component caters to professionals whose work demands specialized knowledge or skills rooted in the natural sciences.

  • Scope: It encompasses fields like general science, engineering disciplines (mechanical, electrical, civil, etc.), information technology (IT), mathematics, physics, chemistry, biology, architecture, agriculture, pharmaceutical sciences, and other related technical domains.
  • Typical Roles: This includes systems engineers, software developers, programmers, network engineers, mechanical designers, electrical engineers, architects, civil engineers, agricultural researchers, and pharmaceutical development specialists.
  • Core Prerequisite: The intended work must inherently require a level of technical expertise and knowledge that is typically acquired through higher education (university level or equivalent) or substantial practical experience in the specific scientific or engineering field.

2. Specialist in Humanities (人文知識 - Jinbun Chishiki): Activities Requiring Knowledge in Humanities/Social Sciences

This aspect covers roles that necessitate specialized knowledge derived from the humanities or social sciences.

  • Scope: It includes fields such as law (in non-practicing roles like paralegal or legal analysis), economics, sociology, business administration, finance, accounting (for non-licensed roles within general corporations), marketing, human resources, education (in non-teaching/administrative capacities), history, and literature.
  • Typical Roles: Examples include financial analysts, management consultants, marketing strategists, HR specialists, business planners, legal affairs staff (non-attorney), economists, and sales professionals whose roles require in-depth product, industry, or market knowledge.
  • Core Prerequisite: The work must demand a level of knowledge, analytical ability, and conceptual understanding usually associated with a university-level education in these disciplines.

3. International Services (国際業務 - Kokusai Gyomu): Activities Requiring Foreign Culture-Based Thought or Sensitivity

This pillar is for roles where the essential tasks specifically draw upon a foreign national's unique cultural background, native linguistic abilities, or sensitivities that are not readily found within the domestic Japanese workforce.

  • Scope: This often involves work directly related to international communication, cultural exchange, or foreign market engagement.
  • Typical Roles: Common examples include translators, interpreters, foreign language instructors (typically in private companies or language schools, as public school teaching often falls under the "Instructor" visa), international trade/liaison officers, public relations specialists targeting overseas audiences, fashion or interior designers working with specific foreign aesthetics, overseas market researchers, and product developers focusing on foreign consumer preferences.
  • Core Prerequisite: The job duties must intrinsically require the perspective, linguistic fluency, or cultural understanding specific to a foreign national. It’s not merely about being foreign, but about the job itself needing that foreign cultural input.

Fundamental Eligibility Criteria for Applicants

To qualify for the GiHuman visa, applicants must generally meet specific criteria related to their educational background or professional experience, directly linked to the nature of their intended work in Japan. Additionally, the remuneration offered must meet Japanese standards.

A. For Activities under "Engineer" or "Specialist in Humanities":

One of the following primary conditions must be met:

  • i. Relevant Academic Background: The applicant must have graduated from a university (or an equivalent institution of higher education) having majored in subjects relevant to the skills or knowledge required for the intended professional duties in Japan.
    • Alternatively, completing a specialized post-secondary course (専門課程 - senmon katei) at a Japanese vocational school (専修学校 - senshu gakko) in a field related to the required skills or knowledge can also qualify, provided the course meets specific requirements designated by the Minister of Justice.
  • ii. Substantial Practical Experience: The applicant must possess at least 10 years of practical experience in the relevant field. This experience period can include time spent formally studying the relevant subjects at a university, college of technology (高等専門学校 - koto senmon gakko), high school (specifically the later stage of secondary education - 後期課程), or a specialized course at a vocational school. This allows for a combination of formal education and on-the-job experience to meet the 10-year threshold.
  • iii. Special Exception for IT Professionals: A significant exception exists for individuals intending to work in information technology. If an applicant has successfully passed certain IT examinations recognized by the Japanese government or holds specific IT qualifications designated by the Minister of Justice through official notice, the standard requirements for academic background (as in 'i') or 10 years of practical experience (as in 'ii') may be waived. This provision acknowledges the fast-paced nature of the IT industry and the value of certified skills.

B. For Activities under "International Services":

The following conditions generally apply:

  • i. Specified Types of Work: The intended job must fall into categories such as translation, interpretation, foreign language instruction, public relations, advertising, overseas trade operations, fashion or interior design based on foreign concepts, international product development, or other similar roles where foreign cultural thinking or sensitivity is essential.
  • ii. Relevant Practical Experience: The applicant must typically have at least 3 years of practical experience in the specific type of international service work they intend to perform in Japan.
  • iii. Exception for University Graduates in Specific Roles: If an individual has graduated from a university and their intended work in Japan is translation, interpretation, or language instruction, the 3-year practical experience requirement (as in 'ii') is generally waived. This acknowledges that a university education, particularly in languages or related fields, can provide the foundational skills for these roles.

C. Remuneration Standard (Applicable to all GiHuman categories):

A universal requirement across all three pillars is that the applicant must receive remuneration equal to or greater than that which a Japanese national would receive for comparable work. This standard aims to prevent the underpayment of foreign professionals and ensure they can maintain a stable and dignified life in Japan. The assessment isn't based on a fixed minimum salary figure but rather on the employing company's internal pay scales for similar roles and prevailing market rates within the industry in Japan.

The Indispensable Employment Contract

A cornerstone of the GiHuman visa application is a valid and detailed employment contract (or equivalent letter of appointment for certain positions like company directors) with a public or private organization in Japan. This contract serves as primary evidence of the job offer and its terms. It should clearly delineate:

  • The specific job duties and responsibilities.
  • The duration of the employment or assignment.
  • The salary and other forms of remuneration.
  • Working hours, holidays, and other conditions of employment, which must comply with Japanese labor laws and standards.

Connecting Education and Experience to Job Duties

A critical aspect of the immigration assessment is the relevance between the applicant's educational background and/or professional experience and the specific duties of the job they will undertake in Japan. While an exact, one-to-one match is not always demanded, a clear and logical connection must be evident.

  • University Graduates: For those qualifying based on a university degree, the assessment of relevance between their major field of study and the job duties is often described as being "relatively lenient" (比較的緩やかに判断される). This approach recognizes that university education often imparts broad knowledge and transferable analytical skills that can be applied to a range of professional roles. If the major itself isn't an obvious fit, immigration officials may examine the applicant's academic transcript to see if specific courses taken are relevant to the job.
  • Vocational School (Senshu Gakko) Graduates: If an applicant is qualifying based on completion of a specialized course at a Japanese vocational school, the link between that specific specialization and the job duties is typically examined more strictly. This is because vocational schools are designed to provide targeted, practical skills for particular occupations.

The Application Path: Certificate of Eligibility (CoE)

As with most long-term work visas for Japan, the standard application route for the GiHuman visa for an individual residing outside Japan involves first obtaining a Certificate of Eligibility (CoE). This CoE is applied for in Japan by the sponsoring company or their designated proxy (e.g., an immigration lawyer or administrative scrivener). Once the CoE is issued, the applicant uses it to apply for the actual visa at a Japanese embassy or consulate in their country.

The documentation requirements for the CoE application depend on the category of the sponsoring Japanese company. These categories (typically 1 through 4) are determined by factors such as the company's size, listing status, and tax payment history.

  • Category 1 and 2: (e.g., publicly listed companies, large taxpayers) generally have simplified documentation requirements.
  • Category 3 and 4: (e.g., smaller companies, newly established entities) usually need to submit more extensive documentation to demonstrate their stability, financial viability, and the genuine need for the foreign professional.

Key Documentation for a GiHuman CoE Application

While the exact list varies by company category and specific circumstances, typical documents include:

From the Applicant:

  • The official CoE application form for the GiHuman visa (Form N is often used).
  • A recent passport-style photograph.
  • A copy of the applicant's passport.
  • Diplomas, graduation certificates, and academic transcripts.
  • Certificates of employment from previous employers to verify relevant work experience (especially if qualifying based on 10 years of experience or 3 years for International Services).
  • A detailed Curriculum Vitae (CV).
  • For IT professionals relying on examination passes or qualifications: Certificates or proof of such qualifications.

From the Sponsoring Company in Japan:

  • Company registration certificate (登記事項証明書 - Toki Jiko Shomeisho).
  • Recent financial statements (e.g., profit and loss statement, balance sheet - 損益計算書, 貸借対照表).
  • Company brochure or other materials outlining the business activities.
  • The employment contract or letter of appointment detailing job duties, salary, contract period, etc.
  • Annual report of withholding income tax (Kyuyo Shotoku no Gensenchoshuhyo tou no Hotei Chosho Gokeihyo) for established companies.
  • For newly established companies (often Category 4): A detailed business plan, office lease agreement, and notification of the establishment of a salary-paying office (Kyuyo Shiharai Jimusho tou no Kaisetsu Todokedesho no Utsushi) are usually required.

Several practical scenarios often arise with GiHuman visa applications:

  • Clarity on Job Duties: The distinction between activities requiring skills in natural sciences, humanities, or international services must be clear, and the applicant’s qualifications must align with the predominant nature of the job.
  • Salary Comparability: Ensuring the offered salary is in line with Japanese market rates for similar roles held by Japanese nationals is crucial and subject to review.
  • Avoiding "Simple Labor" Misclassification: The work must genuinely require specialized skills or knowledge. Roles that are primarily manual, routine, or unskilled will not qualify for this visa. For instance, hiring welders would more likely fall under the "Skilled Labor" (技能) visa, not GiHuman.
  • Language Teaching: While "International Services" can cover language teaching in private companies or language schools, teaching in public schools or universities often falls under the "Instructor" or "Professor" visa categories respectively.
  • Hospitality Industry: Roles in hotels like specialized multilingual guest relations managers or international marketing may qualify. However, general front desk, bell staff, or housekeeping duties, even if they involve some use of foreign languages, are typically not considered eligible professional activities under GiHuman.
  • Employment via Dispatch Agencies (人材派遣会社 - Jinzai Haken Gaisha): If a foreign national is employed by a dispatch agency and sent to work at a client company, the actual duties performed at the client site must meet the GiHuman criteria. The nature of the work, not the employer being a dispatch agency, determines eligibility. Engaging in simple labor at the client site while on a GiHuman visa sponsored by a dispatch company can lead to serious immigration issues.
  • Hiring for Future Overseas Expansion: If a company hires a foreign national with the primary justification being their role in a future, yet-to-be-materialized overseas business expansion, the "necessity of current employment" can be a weak point. Robust evidence, such as concrete business plans, existing contracts related to the expansion, or advanced negotiations, would be needed to strengthen the application.

The "Engineer / Specialist in Humanities / International Services" visa is a vital tool for Japanese businesses seeking to leverage global talent. However, its successful acquisition demands a careful assessment of both the applicant's qualifications and the specific nature of the job duties, all supported by comprehensive and accurate documentation. Given the nuances involved, particularly regarding the relevance of qualifications to job roles and the categorization of the sponsoring company, seeking advice from experienced immigration professionals can be highly beneficial.