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Relocation strategies during crisis: experts advise on the Ukrainian conflict

The ongoing conflict in Ukraine has forced millions of Ukrainians to seek refuge outside their homeland. Many of them have found themselves in Germany. In another Lunch & Learn session by People Mobility Alliance, we brought together a panel of global mobility experts and lawyers to delve into this pressing global issue. Together, they discussed the current developments in Ukraine and their implications on HR teams and companies from a legal and tech perspective.

Joining us for this highly insightful discussion were Tom Stieber, a seasoned Lawyer from renowned international law firm DWF, and Katrin Ruland, the founder of Noah Mobility, a global relocation tech company. Alongside them was our very own Daniel Zinner.

Our experts spoke on the legal frameworks surrounding immigration during this extraordinary situation. Furthermore, they explored how the substantial influx of Ukrainian migrants into the EU can be better managed and supported by integrating cutting-edge technology into relocation services.

In this article, we share the key insights from this enlightening session and shed light on the critical role of global mobility professionals in these unprecedented times.

Key Insights

Understanding legal frameworks that surround employment, immigration and integration is always essential for companies, but especially during the current migrant crisis. Below, you can find our key findings from our Lunch & Learn session on the complex landscape created by the war in Ukraine.

1. Legal frameworks and integration

One of the foremost concerns for companies dealing with an influx of Ukrainian refugees is navigating the legal frameworks that surround employment and integration. Organizations must remain well-informed to ensure compliance and offer the necessary support to their employees.

2. Relocation Requests

Our data indicates that many relocation requests have come from teams wanting to resettle themselves. These requests come from both Russia and Ukraine, signifying how widespread the impact of this conflict is. Companies must be ready to address these relocation needs effectively.

3. Bureaucratic Challenges

As with any international relocation to Germany, there are several bureaucratic challenges both companies and individuals must face. These include seemingly simple tasks like initial registration, as well as more complex tasks like taxation and work permits. HR teams need to take a comprehensive approach, ensuring they have global mobility expertise on hand and working with relocation service providers where needed.

4. Collaboration between legal and tech

Legal and tech experts must collaborate during these unprecedented times. The integration of innovative technology solutions into both legal and relocation services can help streamline processes and ensure efficiency that ultimately benefits both companies and employees.

5. The complexity of the EU temporary protection directive

Initially drafted in 2001, the EU Temporary Protection Directive serves as an extraordinary measure to provide immediate and temporary protection to people from non-EU countries who are forced to flee their country of origin. This directive was triggered for the first time in 2022, as a result of the Ukrainian conflict. However, this raises the question as to whether German law continues to apply in this scenario. HR teams and companies involved in the relocation process of Ukrainian individuals must work to understand the implications of this directive.

Those issues were discussed in more detail during our discussion.

Legal Focus

Companies and HR teams must be proactive in addressing the legal issues that surround this complex situation. There were three main legal points addressed during our Lunch & Learn event about the conflict in Ukraine.

1. Bureaucratic challenges

Bureaucratic challenges are part of any international move. But those associated with the influx of Ukrainian migrants into the EU require a different and more strategic approach. These challenges include:

Registration procedure: HR teams should keep themselves updated on registration processes and requirements. Building relationships with key local authorities and immigration offices will help ensure smoother processes for those moving from Ukraine to Germany. Companies experiencing a large amount of new Ukrainian employees may prefer to consider appointing dedicated staff or perhaps partnering with specialist relocation service providers and immigration experts.
Work permits: Legal experts will help companies understand the specific regulations and eligibility criteria for Ukrainian migrants. Depending on the industry and skillsets of employees, there may be the option to receive expedited work permits.
Tax and social security law: Utilize tax specialists and legal advisors to help determine tax implications for both your company and your new Ukrainian employees. Consider providing guidance and resources to help employees understand their own tax obligations and entitlements. Implementing a robust payroll system that is capable of handling international tax compliance is also highly recommended.

2. Temporary protection directive and applicability of German law

Understanding the interplay between the Temporary Protection Directive and German law is vital for companies to offer the right support to Ukrainian employees. Our panellists discussed three main ways to effectively address this issue:

Legal expertise: Getting advice from legal experts specialising in immigration and asylum law will help companies seek clarity on whether Ukrainian migrants qualify for the provisions under the Temporary Protection Directive and how this might impact their right to access employment. Legal professionals will provide clear guidance on compliance with both EU and national laws.
Stay informed: HR teams must stay on top of any amendments or further clarifications related to the Temporary Protection Directive. This way, you can ensure your company is aware of any evolving legal obligations and quickly adapt policies and procedures accordingly. It is also important to relay these updates via regular communication to employees so they are kept in the loop.
Document compliance: More than ever, keeping records of compliance is of the highest importance. Employment contracts, work permits, and any additional support provided to Ukrainian migrants must be well documented to show your company is working per both the Temporary Protection Directive and German law.

3. Structuring employment contracts

Employment contracts must be tailored to suit the unique circumstances of Ukrainian migrants. They must provide clarity and protection for both parties. The experts at our Lunch & Learn event provided the following insights:

Customisation is key: Work with legal experts to make sure employment contracts address the specific needs and uncertainties arising from the Ukrainian crisis. This might include provisions to work duration, remote work options and potential changes in employment status based on evolving legal conditions.
Flexibility: As a company, you must learn to build some level of flexibility into employment contracts to accommodate potential and urgent shifts in working arrangements or locations.
Communication: Maintain open and transparent communication with your Ukrainian employees whenever there are changes to the employment contract. Offer a space for employees to ask their questions, seek clarification or express any concerns they may have.

Tech Focus

As well as the legal aspects involved in the Ukrainian conflict, technology also plays an important role in the current transitions for both companies and their newly arrived employees. The experts involved in our Lunch & Learn session provided three main insights on how best to utilize technology during this time.

1. Leveraging relocation tech services

Incorporating technology solutions into relocation processes will prove extremely helpful when facing the challenges posed by the arrival of Ukrainian migrants into the EU. Our global mobility and legal experts shared the following insights:

Conduct a comprehensive needs assessment: Beginning by conducting a thorough assessment of specific needs and challenges posed by Ukrainian migrants will help identify pain points within the relocation process and help you understand what you need to prioritise to ensure a smooth transition. These could include language barriers, administrative complexities or housing shortages.
Invest in customized technology solutions: Relocation tech service providers often tailor their solutions to the unique demands of any given situation. By investing in these services, you will be able to provide comprehensive guidance on several processes like registration, accommodation and other essential steps.
Integration with HR systems: Investing in technology is all well and good but integrating it with your HR systems is critical. This allows for efficient data sharing and ensures employee information and compliance data are accurately tracked and managed.

2. Streamlining local registration and accommodation

Local registration and securing accommodation are two of the biggest hurdles in German bureaucracy. Given the current situation, it is important that Ukrainian employees receive a proactive approach from HR teams.

Proactive engagement: Partnering with local authorities, housing providers and registration offices will help ensure a smooth process for everyone involved. Opening clear communication channels will help understand the evolving requirements, preemptively addressing any potential bottlenecks.
Digital document management: Companies should embrace digital documentation to streamline all processes and keep electronic records of everything that are easy to access. Relocation tech providers can help implement secure document management solutions.
Employee support: Companies and HR teams must set up guidance programmes to help ease the transition for Ukrainian employees. Creating easily accessible resources in multiple languages will help migrants feel more at home at a much quicker rate.

3. The role of leading tech providers

Industry-leading tech providers like Noah Mobility open the doors to advanced integration and onboarding tools that can enhance the overall relocation experience and ease the transition for new employees. Here are three ways tech providers can help, according to our experts:

Technology integration: Maximize the benefits of leading tech providers. Companies like Noah Mobility can seamlessly integrate their eBIS interface and onboarding tools with your company’s existing HR and relocation systems. This helps simplify data transfers and reduces manual entries.
Employee onboarding: Leverage onboarding tools like interactive welcome packages, orientation sessions and resources on local culture and customs. Make sure to help employees feel welcomed in their new environment.
Continuous training: Utilise tech providers for ongoing training that will support both HR teams and employees. This ensures everyone can use the provided technology in a proficient way and readily access the resources they need when they want.

Summary

By implementing the suggested strategies from our experts, companies and HR teams can easily navigate the current challenges faced by the arrival of Ukrainian migrants. They also help create a positive experience for everyone involved.

We would like to thank our panellists for their time during this Lunch & Learn session on a very pressing issue.

For more info:
Daniel Zinner: d.zinner@clevis.de
Katrin Ruland: katrin@noah-mobility.de
Tom Stiebert: tom.stiebert@dwf.law

Event Sponsors: CLEVIS Consult, Noah Mobility, dwf

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Mira Pathak

Co-Founder

Mira currently works for AIRINC in Germany and has been working in Global Mobility since 2006. Of German-Indian origin, she has lived and worked in different countries but spent the majority of her working life in London before moving back to her native Germany in 2019. She believes that personal connection and experiences are the key to successful business interactions. And that even in business, it’s the person behind the employee that makes all the difference.

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Stefan Remhof

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Stefan joined the People Mobility Alliance at the beginning of 2023. He brings valuable insights into the academic side of People Mobility into the Alliance. Together with co-founders Daniel and Mira he is part of the PMA Management team.

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Daniel Zinner

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Daniel is a global workforce consultant, podcaster and investor. Cultural diversity and global collaboration have been his passion for more than 20 years. He has worked in Global Mobility for various corporations in many different countries, but is currently based in Berlin, where he enjoys the city’s creativity, diversity and open mindset.

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Alexia Schmolling

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Alexia is a Project Consultant who joined the PMA in 2024. Her focus lies on international HRM, expat management and mental health. She is responsible for content and partner management, and brings valuable insights from her international experience.

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Khan is a data-driven marketing professional with expertise in performance marketing, analytics, and digital strategy. She focuses on optimising marketing campaigns, enhancing audience engagement, and driving business growth. With a background in Marketing
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International Talent Development

International talent development faces challenges like cultural differences, language barriers, and varying educational backgrounds, which affect training and communication. Aligning development programs with local norms while maintaining global standards is difficult. Differences in work ethics, leadership styles, and career expectations complicate talent retention and growth. Additionally, logistical issues like time zones and technology access can hinder the implementation of consistent development initiatives.

Our consulting approach on international talent development involves creating tailored strategies that respect cultural differences and align with global business goals. This includes designing cross-cultural training programs, leadership development initiatives, and succession planning. Our consultants address language barriers, diverse learning preferences, and varying educational backgrounds. They also advise on retaining top talent, ensuring global consistency in skills development, and leveraging technology to deliver effective training across regions.

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HR change management faces challenges like employee resistance, where fear of the unknown or discomfort with new processes can hinder acceptance. Communication breakdowns can lead to misunderstandings and decreased morale. Aligning leadership and getting their buy-in is critical but can be difficult. Managing the pace of change to avoid overwhelming staff, addressing skill gaps through training, and maintaining productivity during transitions are also significant hurdles. Additionally, measuring the effectiveness of change and making necessary adjustments is an ongoing challenge.

Our consulting approach on change management involves guiding organisations through transitions by developing strategies to address resistance, ensuring clear and consistent communication, and aligning leadership with change objectives. Our consultants design tailored training programs to close skill gaps and support employee adaptation. We help manage the pace of change to minimize disruption, maintain productivity, and implement metrics to measure success. Continuous feedback and adjustments are made to ensure a smooth and effective transformation.

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The challenges of a global mindset include navigating cultural differences, language barriers, and varying business practices, which can lead to misunderstandings and conflicts. Additionally, managing diverse teams requires sensitivity and adaptability to different communication styles and expectations. Balancing global strategies with local needs can be complex, and staying informed about international regulations, economic conditions, and political climates adds further complexity to decision-making processes.

Our consulting approach on global mindset involves guiding organisations to embrace cultural diversity, fostering cross-cultural communication, and aligning global strategies with local practices. We help teams to navigate international markets, adapt to varying regulations, and manage diverse teams effectively. Our consultants also emphasise the importance of cultural sensitivity, inclusivity, and adaptability in leadership to ensure successful global operations and sustainable growth.

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Our consulting approach helps to balance global policies. This involves advising on cross-cultural communication, aligning global and local HR policies, and navigating diverse labour laws. Our team offers strategies for managing the complexities of remote teams, optimising talent acquisition, and ensuring compliance with international regulations. Our consultants also address challenges in employee engagement, leadership development, and compensation strategies. We help organisations to effectively manage a diverse, global workforce while maintaining productivity and cohesion.

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Expat wellbeing faces challenges such as adapting to new cultures, managing isolation, and balancing work-life dynamics in an unfamiliar environment. Expatriates often struggle with the loss of familiar social networks, language barriers, and cultural differences, which can lead to stress and burnout. Ensuring mental and physical well-being while navigating different healthcare systems and support structures adds complexity to the expatriate experience.

Our consulting approach on expat wellbeing focuses on providing comprehensive support to ensure expatriates thrive in their new environment. Our consultants offer resources and training to enhance cultural adaptation, promote mental resilience, and improve work-life balance. We help organisations implement wellness programs, foster strong support networks, and establish open communication channels. This approach strengthens expatriate well-being, increases job satisfaction, and enhances overall performance abroad.

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Our consulting approach to global people collaboration focuses on helping organisations enhance communication, trust, and teamwork in multinational environments. Our consultants provide training on effective virtual collaboration, cultural sensitivity, and inclusive communication strategies. We assist in developing processes that encourage knowledge sharing and cross-cultural understanding, ensuring that teams are aligned in their goals and can work efficiently across borders. This approach fosters stronger relationships, increases engagement, and drives productivity, creating a more connected and effective global workforce.

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Our consulting approach on sustainability focuses on helping organisations integrate sustainable practices into their operations. Our consultants provide training on reducing environmental impact, optimising resource use, and meeting regulatory standards. We assist in developing sustainability strategies that align with company goals while fostering a culture of environmental responsibility. Through the learning of sustainable habits and continuous support, we help organisations track progress, engage employees, and achieve tangible sustainability outcomes.

Cultural Awareness

Cultural awareness faces challenges like overcoming unconscious biases and stereotypes that can hinder understanding and inclusion. Communicating effectively across different cultures can be complex due to language barriers and varying norms. Misinterpretations of behaviors or traditions may lead to conflict or offense. Integrating diverse cultural perspectives into decision-making can be difficult, and there’s the challenge of ensuring all employees feel respected and valued, which requires ongoing education and open dialogue.

Our consulting approach on cultural awareness involves guiding organisations to recognise and respect diverse cultural perspectives. Our consultants provide training to overcome biases, improve cross-cultural communication, and foster an inclusive environment. We help develop policies and practices that integrate diverse viewpoints into decision-making. Additionally, our consultants facilitate open dialogue and continuous learning, ensuring all employees feel respected and valued. This approach enhances collaboration, reduces conflicts, and supports a more cohesive workplace culture.

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Local ecosystem building faces challenges like limited resources, including funding and talent, which can hinder growth. Fragmented networks and poor collaboration between stakeholders often lead to inefficiencies. There’s also a lack of trust and shared vision among participants. Regulatory hurdles and slow policy adaptation can stifle innovation. Additionally, small markets may struggle to attract investors and scale, while cultural resistance to change can impede progress.

Our consulting approach on local ecosystem connections involves helping organisations build and strengthen relationships within their community. Our consultants identify key stakeholders, such as local businesses, government entities, and nonprofits, and create strategies to foster collaboration and mutual support. We facilitate networking opportunities, promote knowledge sharing, and help align the organisation’s goals with community needs. Additionally, we assist in leveraging local resources, enhancing the organization’s reputation, and driving sustainable growth within the local ecosystem.

People-Focused Approach

A people-focused approach faces challenges such as balancing individual needs with organisational goals, which can lead to conflicting priorities. Ensuring consistent and fair treatment while accommodating diverse employee needs can be complex. Managing varying expectations and maintaining engagement across different personality types requires nuanced strategies. Additionally, measuring the impact of people-focused initiatives on overall performance and adjusting approaches based on feedback can be challenging. Ensuring resources are allocated effectively to support people-centered practices is also crucial.

Our consulting approach on a people-focused approach involves assessing organisational culture and individual needs to create strategies that prioritise employee well-being and engagement. Our consultants design tailored initiatives that align personal goals with business objectives, ensuring fairness and consistency. They facilitate effective communication, provide training, and support leadership in fostering a positive work environment. Our consultants also help measure the impact of people-focused practices, adjust strategies based on feedback, and optimise resource allocation to enhance overall effectiveness.

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Implementing HR digitalisation projects faces challenges like resistance to change, where employees may fear job displacement or struggle with new systems. Integrating new digital tools with existing legacy systems can be complex and costly. Ensuring data security and privacy compliance is critical, especially with sensitive employee information. Additionally, inadequate training and support can hinder adoption, while managing the project’s scope, budget, and timeline adds further pressure to successful implementation.

Our consulting approach on HR digitalisation projects involves addressing key challenges such as resistance to change by fostering a culture of openness and providing clear communication about the benefits and support available. Our consultants help ensure a smooth integration of new tools with legacy systems, minimising disruption and costs. We emphasise data security and privacy compliance, crucial for protecting sensitive employee information. Our effective training programs are designed to enhance user adoption, and consultants meticulously manage the project scope, budget, and timeline to ensure successful implementation.

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Tech vendor screening presents challenges like assessing vendor reliability, as companies must evaluate a vendor’s financial stability, reputation, and track record. Identifying the right fit requires aligning the vendor’s offerings with business needs, which can be difficult with technical complexities. Data security is a critical concern, demanding thorough scrutiny of the vendor’s security practices. Additionally, there’s the challenge of managing vendor lock-in risks and negotiating favorable contract terms.

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Selecting the right tech vendor poses challenges such as navigating a crowded market with numerous options, making it hard to distinguish between similar offerings. There’s a risk of vendor lock-in, where future flexibility is compromised. Assessing the vendor’s reliability, financial stability, and long-term viability is crucial. Compatibility with existing systems, data security, and compliance with regulations are also key concerns. Budget constraints and ensuring the vendor can scale with business growth further complicate the decision.

Our consulting approach on tech vendor selection involves helping organisations choose the best vendor to meet their specific needs. Consultants assess business requirements, compare vendors, and evaluate their offerings for compatibility, scalability, and security. Our consultants consider the vendor’s reputation, financial health, and customer support. We also negotiate contracts to avoid vendor lock-in and ensure cost-effectiveness. The goal is to align vendor capabilities with long-term business strategies, reducing risks and ensuring value.

Global Talent Pools

Global talent pools present challenges such as managing diverse skill sets, cultural differences, and varying educational standards. Time zone disparities can hinder collaboration, while legal and regulatory differences complicate employment contracts and compliance. Language barriers may affect communication and integration. Additionally, ensuring equitable opportunities and managing compensation across regions are difficult. Competition for top talent is intense, making retention a critical issue.

Our consulting approach on global talent pools involves helping organisations source, attract, and manage talent from diverse regions. It requires strategies for navigating cultural differences, ensuring compliance with local labor laws, and overcoming language barriers. Our consultants guide on optimising remote work, aligning global talent with business needs, and fostering collaboration across time zones. We also focus on creating equitable opportunities, competitive compensation packages, and effective retention strategies in a global context.

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