EFFECTIVE WORKFORCE INTEGRATION Proposal number: 101140939 AMIL ALLIANCE MULTI-STAKEHOLDER FOR MIGRANTS’ INTEGRATION AND LABOUR JUNE 2025 1
Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Commission. Neither the European Union nor the European Commission can be held responsible for them. CODE: 101140939 2
able of Contents Introduction: Why This Toolkit Matters ........................................................................................ 4 Understanding the Context ........................................................................................................... 5 Preparing Your Organisation ............................................................................................................ 7 Three Simple Steps to Get Ready ................................................................................................. 7 1.Appoint an Inclusion Focal Point ............................................................................................... 7 2. Raise Staff Awareness........................................................................................................... 7 3. Use Language-Conscious Communication............................................................................ 7 Quick Tips for Building Readiness................................................................................................. 7 Job Matching and Recruitment ........................................................................................................ 9 Ways to achieve it ........................................................................................................................ 9 1. Collaborate with MEIC Clusters or Local Partners ................................................................ 9 2. Use Skills Profiles, Not Just CVs ............................................................................................ 9 3. Write Inclusive Job Descriptions........................................................................................... 9 4. Be Flexible with Interviewing ............................................................................................... 9 Quick Wins ................................................................................................................................ 9 Onboarding and Training ................................................................................................................ 11 To facilitate this process, you may: ............................................................................................ 11 1. Provide Sector-Specific Orientation ................................................................................... 11 2. Tailor Training to Each Person’s Profile .............................................................................. 11 3. Establish Peer Mentorship.................................................................................................. 11 4. Encourage Confidence and Belonging ................................................................................ 11 Quick Tips ............................................................................................................................... 11 Ongoing Support and Retention..................................................................................................... 13 1. Conduct Regular Check-ins ................................................................................................. 13 2. Provide Constructive Feedback and Recognition ............................................................... 13 3. Adapt and Adjust When Needed ........................................................................................ 13 4. Support Upskilling and Career Growth ............................................................................... 13 Quick Wins .............................................................................................................................. 13 Conclusion ...................................................................................................................................... 15 ANNEX ............................................................................................................................................ 17 Annex A: Legal and Administrative Essentials for Hiring TCNs................................................... 17 Annex B: Good Practice Case Studies ......................................................................................... 18 3
ntroduction: Why This Toolkit workforce or may lack knowledge of available support structures. Matters This toolkit responds to these gaps by offering: Across Europe, employers are increasingly facing the dual challenges of labour shortages and a need for more inclusive workplaces. At the same time, Third Country Nationals (TCNs) — including migrants, asylum seekers, and beneficiaries of international protection — bring a wealth of untapped potential, resilience, and motivation to contribute meaningfully to their host communities. Despite this potential, TCNs continue to face significant barriers to labour market integration. These include legal and administrative complexities, limited local language proficiency, lack of professional networks, and often, unfamiliarity among employers with the procedures and support mechanisms that facilitate inclusive hiring. The AMIL (Alliance Multi-Stakeholder for Migrants Integration and Labour) project, co-funded by the European Union under the AMIF programme, is designed to tackle precisely these issues. Built upon the successful MEIC (Migrants Economic Integration Cluster) model piloted in Italy, and now expanded to Greece and Cyprus, AMIL promotes a multi-stakeholder approach that brings together employers, local authorities, VET providers, social partners, and civil society to co-create contextsensitive solutions for TCN integration into the labour market. Within this framework, the Employer Toolkit is anticipated to assist businesses — regardless of size or sector — with clear, practical, and actionable guidance for welcoming, onboarding, training, and retaining TCNs. By interviewing several employers, they often express willingness to hire migrants but remain unsure how to navigate the legal, administrative, and cultural complexities involved. Others may be unaware of the benefits of diversifying their 4 • A step-by-step roadmap to prepare and support TCN integration in the workplace. • Best practices and tools aligned with EU standards and AMIL’s MEIC methodology. • Practical strategies common challenges employers and TCNs. for addressing faced by both This toolkit is structured into five key sections, each addressing a crucial stage of the workforce integration process: 1. Understanding the Context – Why TCN inclusion matters, and what challenges must be overcome. 2. Preparing Your Organisation – How to build internal readiness, awareness, and support for inclusive hiring. 3. Job Matching and Recruitment – Practical guidance on identifying, assessing, and hiring qualified TCN candidates. 4. Onboarding and Training – Tools to support integration, including language learning, mentorship, and skills development. 5. Ongoing Support and Retention – Approaches to foster long-term inclusion, employee satisfaction, and performance. Each section includes hands-on tips, tested methods from the AMIL project, and checklists that employers can adapt to their local context.
nderstanding the Context Hiring TCNs — individuals from outside the EU — presents both an opportunity and a responsibility for today’s employers. Understanding the broader context is the first step to developing effective, inclusive workplace practices. Who Are TCNs: TCNs include refugees, asylum seekers, beneficiaries of protection, and other migrants who come to Europe with a range of experiences and skills. They are often young, eager to work, and highly motivated to build a stable life in their new environment. • Your Role as an Employer: Employers play a key role in turning challenges into results. By investing in inclusive recruitment, clear communication, and supportive onboarding, businesses can unlock the potential of TCNs while building a more resilient workforce. The following sections will guide you through practical, step-by-step measures to: • Prepare your organisation for inclusive hiring. • Match the right candidates to your needs. • Onboard and train effectively. • Retain talent and promote long-term success. Key Barriers TCNs Face: Despite their potential, TCNs often encounter the following challenges: • Language barriers that make communication and training more difficult. • Limited knowledge of local labour practices and rights, which can lead to misunderstandings or underemployment. • Legal and administrative hurdles, such as work permit processes. • Lack of professional networks or recognition of prior skills and qualifications. • Strengthen your team’s ability to operate in multicultural environments. Social exclusion and unconscious bias in recruitment and work culture. By understanding the context, you're already on the path to becoming an employer of choice — one who values talent, embraces diversity, and builds for the future. Employing TCNs isn’t only a social good — it’s a practical, strategic choice. Integrating TCNs into your workforce can: • Address labour shortages, especially in high-demand sectors. • Bring diverse perspectives that improve innovation and customer service. • Demonstrate corporate social responsibility and commitment to inclusion. 5
Limited Professional Networks Diverse Prospectives & Innovation Unrecognised Skills & Qualifications Language Barriers Multicultural Competence TCN's Unconsious Bias & Social Exclusion Corporate Social Responsibility Legal & Administrative Hurdles Key Barriers – Challenges TCNs face 6 Address Labor Shortages Business Opportunities – Strategic Benefit
reparing Your Organisation Before recruiting or onboarding TCNs, it’s essential to ensure your organization is internally ready to support their successful integration. A few small but strategic steps can make a big difference in how effectively new employees settle in, contribute, and stay. Why Internal Preparation Matters: Many workplace challenges arise not from a lack of willingness, but from lack of preparation. TCNs may face early barriers that affect their performance and comfort — and employers may struggle without the right tools to support them. By creating an inclusive and informed environment, you help: 3. Use Language-Conscious Communication • Review onboarding documents, signs, and instructions —simplify language, use visuals where helpful, and avoid jargon. • Translate essential materials (e.g., safety protocols, contracts) where possible. • Speak clearly and be open to checking understanding without judgment. Quick Tips for Building Readiness • • • • Prevent misunderstandings and frustration. • Build team cohesion from day one. • Include “inclusive workplace” statements in your internal code of conduct. Review job descriptions — are they clear, inclusive, and accessible? Plan ahead for a smooth first week: assign a buddy, prepare a workspace, clarify basic expectations. Promote employee engagement and longterm retention. Stay open — every TCN brings a unique story, strengths, and learning Three Simple Steps to Get Ready 1. Appoint an Inclusion Focal Point • Designate someone in your team to lead diversity efforts. • This person will coordinate support for TCNs, liaise with external partners (e.g. local NGOs or job centres), and monitor progress. • It doesn’t have to be a new role — an HR officer or manager can take it on with minimal training. 2. Raise Staff Awareness • Offer short internal sessions on Cultural sensitivity, Bias awareness and Effective cross-cultural communication • Use real-life workplace scenarios to keep it relevant and practical. • Encourage peer support and communication within teams. open 7
ob Matching and Recruitment Once your organisation is internally prepared, the next step is to recruit effectively. Hiring TCNs requires thoughtful matching between your business needs and the candidate’s skills, background, and potential. This section provides practical guidance to help employers attract, evaluate, and select TCN candidates in a way that’s both inclusive and efficient. Note: Many TCNs are qualified, motivated, and ready to contribute — but traditional hiring methods may not reach them or fairly reflect their potential. • 3. Write Inclusive Job Descriptions • Avoid complex language, abbreviations, and cultural references that may confuse non-native speakers. • Emphasize: o • Better candidate-employer matches. • A wider and more diverse talent pool. • Clearer expectations and faster integration into roles. • Connect with local job centres, NGOs, or AMIL project partners to access a pool of pre-screened, ready-to-work TCN candidates. These partners often support with: o • Legal work eligibility checks o Ongoing communication 2. Use Skills Profiles, Not Just CVs • Ask partners to use the EU Skills Profile Tool for TCNs — it focuses on: o Practical trials or short skill demonstrations. o Structured conversations rather than fast-paced Q&A. o Language support or the option for a cultural mediator, if needed. Quick Wins • Partner with a local training centre or job office that works with TCNs. • Build a simple recruitment checklist to ensure legal and ethical compliance. • Use interview questions that focus on real-life scenarios, not just formal experience. Work experience (formal or informal) o Consider alternatives to traditional panel interviews: Languages spoken o Include an encouraging message like: “We welcome applicants of all backgrounds, including newcomers to the country.” o Candidate vetting o Willingness to learn, adapt, or train on the job. 4. Be Flexible with Interviewing Ways to achieve it 1. Collaborate with MEIC Clusters or Local Partners • Skills over formal qualifications. o Improving your recruitment approach helps ensure: • This helps reveal competencies not visible on standard CVs and can guide training if gaps exist. Strengths and motivation 9
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