Support in relocation management

By recruiting a nurse from abroad there is always an international relocation that needs to be well organised. This is basically the private responsibility of the recruited employee. However to increase their own attractiveness, many future employers often offer some of the so-called “relocation services”. They thereby follow the practice of global corporations who finance relocation logistics of the employees they send abroad with relocation services. Recruitment agencies also offer these kinds of elements in their portfolio.

Relocation usually includes supporting or taking over formalities, trips to the authorities and looking for somewhere to live. However, it is an open service area. This means: Which matters are taken over by the commissioned service partner and how these are financed ultimately depends on the agreements made by the recruiting company and the recruited person.

It’s important to define clearly what exactly is meant by the easily spoken promise “We’ll organise everything for you!”. This ensures transparency between the company and the employee, and protects the relationship between the service provider and the employer. On the one hand, the recruited persons then know which services will be provided, how they will be supported and what they need to take care of themselves. And agreements made in good time protect the relationship between the service providers involved, because it is clear which areas will be taken over and how these are priced into the agreement.

Two aspects are particularly important here:

• Relocating internationally is a big moment in anyone’s life. Therefore, the wishes of the employee should also be taken into consideration when organising the relocation. In consultation with the employees, clarify the following points: Which parts of the relocation should be carried out by service providers, and which not?
• If there are difficulties in relocation management – for example because the service providers act differently than expected – it is almost always the employees who suffer most. Employers who want to make their international recruitment more attractive through a relocation service should keep an eye on the organisation and process development in this sector.

Support with applications, trips to authorities, opening a bank account and similar matters are a popular part of the portfolio of a relocation service.

A special feature in the relocation of internationally recruited nurses is that the path towards full professional recognition and licence must be secured. This means that employers and/or commissioned service providers are obliged to support central administrative formalities during the immigration. These include:

• registering a residential address in Germany
• participating in a recognition procedure
• registering at the Immigration Office; collecting a work permit

For all these services, a power of attorney on behalf of the recruited person and/or their relatives must be presented. If this is not available, no-one can be active on behalf of them.

A further popular area of the portfolio of the relocation service is searching for accommodation. In many cases, it is not possible for recruited staff from third countries to rent or buy suitable residential accommodation independently before they arrive. Therefore, the issue of where the newly recruited employee can be housed for a longer period of time after their arrival is important. Often employers or the commissioned service provider organise a temporary solution. Here the newly arrived employees can live temporarily and at the next opportunity (from experience, in approx. six to eight months) look for and furnished accommodation that suits them. Employers can also be helpful in the search for longer-term accommodation, by networking with housing associations or similar stakeholders.

Currently two possibilities are being tried out:

1. The employers provide accommodation

• Some employers have premises that they make available to their internationally recruited employees on a temporary basis
• Also, the provision and financing of hotel rooms is common practice in the context of the arrival and relocation management
• Of course there is also the so-called workplace rule “ASR A4.4” which regulates the technical requirements of a workplace as a minimum standard.

Tip: Employees coming from abroad should be adequately informed and have the choice of whether they would like to move into accommodation owned by the employer – or prefer a more independent situation; sufficient information should be provided about apartment size and equipment as well as costs so that a well-considered decision can be made. If an apartment is already available, it can be useful to give tips about furnishing the apartment. A short video which acts as a user guide for the appliances in the apartment or a tour through the new apartment are recommended.

1. An apartment is found on the open market via a relocation service

• If a company is unable to offer any accommodation, the open market offers numerous solutions. Many recruitment agencies take on this “service”, often for an all-inclusive price

Naturally there is also a third possibility: Nurses from abroad organise accommodation themselves for the initial period in Germany by moving in with friends or family – or look for their own solutions via internet platforms. It is not known how successful this is, as there are few field reports about it.

Often the arriving skilled workers are interested in bringing their life partners to Germany in the context of family reunion. The size of the apartment should therefore be taken into consideration.

Another important question in an international relocation is how the people can be mobile at their new location. This depends on the infrastructure of the new place of residence: Is a car essential in order to go to work, to attend the compulsory courses, or to go shopping? Or would a job ticket for the local public transport or a bicycle be helpful? Here it is important to take the wishes of the new arrivals into consideration.

But one thing is clear: Especially during the first few weeks in Germany, newly arriving employees need support in organising their mobility possibilities and employers can give valuable assistance here.

Experience has shown that foreign skilled workers use the internet to communicate with family and other migrant work colleagues, and after they have arrived in Germany, to research and organise their everyday life. Therefore the accommodation should have internet access which can be used from the moment they arrive.