Integration of Displaced Ukrainians – what we should keep in mind

The Russia-Ukraine war has triggered Europe’s largest refugee crisis since World War II.

According to the United Nations, more than 10 million people are already thought to have fled their homes in Ukraine because of the invasion. As well as the 4.3 million who have left for neighboring countries, another 6.5 million people are thought to be displaced inside the war-torn country itself.

Canada has pledged to take in an “unlimited number” of Ukrainians fleeing the Russian invasion. People who arrive through the Canada-Ukraine Authorization for Emergency Travel (CUAET) will be permitted to live and work in Canada for up to three years.

With the lack of knowledge about employment laws and rights, how day-to-day work gets done in a new country, cultural differences, mismatched roles, often limited understanding of English, as well as the fact that many displaced people have been going through emotionally challenging times of escaping war, the process of job-finding, interviewing, and onboarding in a new country might become a nightmare for both newcomers and potential employers.

Quiet Tenacity met with four professionals to discuss avoiding the most foreseeable challenges on this journey.

Quiet Tenacity: As an experienced Employment, Labour, and Human Rights Lawyer, Jonathan, please share your insights with our readers on what is essential to know while providing employment opportunities to people who arrive through the Canada-Ukraine Authorization for Emergency Travel (CUAET)?

Jonathan Borrelli: The CUAET Program is a new program offered by the federal government to provide free temporary status to Ukrainians to permit them to work and live in Canada.  Among other policies, the most critical parts of the program are:

• Ukrainians and their family members can apply for a free visitor visa for three years rather six months
• They can also obtain a free open work permit.
• The program will expedite some visa approvals
• People entering through the program can skip the immigration medical exam but may have to complete a medical diagnostic test shortly after arriving

Employers who receive applications from Ukrainians under this program should keep these recommendations in mind:

• Every employee in Canada must present a Social Insurance Number to their employer to receive wages.
• An employee does not have to be a Canadian citizen to work in Canada; however, every employee in Canada must be legally permitted to work in Canada.  It is fair to ask anyone applying for a job whether they are legally permitted to work in Canada.
• How a person came to Canada is not an appropriate question to ask any prospective employee
• Questions related to ancestry, race, citizenship, ethnic origin, place of origin, religion, or pregnancy are not appropriate to ask any prospective employee or be placed in a job ad.
• A job may have specific language requirements that should be directly linked to completing the duties of the job.  “Language” is not a protected ground under the Human Rights Code, but an employer should be careful not to inadvertently discriminate based on ethnic origin or place of origin as it relates to language.  A person’s accent or where they learned English or French is not a relevant question to ask a prospective employee.
• Employers can be found to discriminate against employees even if they do not hire them, so employers should document their process in selecting applicants for interviews and the job.

Quiet Tenacity: What do Jobseekers need to know in order to avoid or prevent unlawful treatment during their interviewing process and time in the workplace?

Jonathan Borrelli: Ukrainians seeking new employment in Canada should keep this in mind:

• You must follow the terms of the CUAET Program
• You must present a Social Insurance Number (SIN) to the employer in order to receive wages. An employee cannot be paid wages without a SIN.
• You must tell the truth when asked about your experience, skills, expertise, and qualifications
• An employer can ask you as a prospective employee whether you are legally allowed to work in Canada. You do not have to say you are a part of the CUAET Program, but you can confirm that you are legally entitled to work in Canada.  If the employer asks for proof, you should provide them with a copy of your work permit.
• An employer cannot ask “backward” questions about your ancestry, race, citizenship, ethnic origin, place of origin, religion, or pregnancy.  For example, an employer cannot ask why you are applying for a job in Canada if all of your experience is from outside of Canada. If you are legally allowed to work in Canada, you can apply for a job in Canada.
• When you arrive in Canada and plan to leave are no appropriate questions to be asked in an interview. If you are asked those questions, you should politely ask what job duty that question relates to or simply confirm that you can complete all of the job duties required by the job.
• Every employee has the right to be free from harassment when working. Employers must investigate all harassment allegations promptly.
•  Any employee needing time off work for medical reasons, including stress leave, has a right to an unpaid job-protected leave of absence.
• It may not be possible to avoid or prevent unfair or unlawful treatment during the interview process or in the workplace. Employees are always free to seek their own legal advice (which can be found for free through the Law Society of Ontario) or take enough time to decide on their own time.
• Complaints about employers can be made to the Ministry of Labour, the Human Rights Tribunal, or the court system.

Quiet Tenacity: Eric, as a designated HR Professional who had a successful experience hiring Syrian refugees in the past, would you be willing to share your experience with the readers?

Eric Prydatok: When I first contacted the Syrian Community about hiring refugees, I was in touch with a social worker at their community center. The community representative helped me coordinate the interviews and frequently came to act as a translator for the applicants.

The community representative would arrive with about six applicants simultaneously, and we would interview them one at a time. Refugees usually had a basic one-page resume. The hiring process in their country was very different from Canada, so we took the time to walk them through the process of what was going to happen and make them feel comfortable. For most of them, it was their first job interview in Canada.

How refugees or displaced people work in their country can be very different too. So, we asked them about their work history and probed for transferable skills that would make them trainable for what we, as employers, needed.

You need an experienced interviewer to handle these interviews. We have chosen not to ask or talk about the situation in Syria but maintain a calm, patient, and professional demeanor throughout the process.

I also recommend being flexible on the interview questions. Standard Canadian interview questions might be confusing for people from different countries. You will have to reword them so the questions make sense. For example, ‘Tell me your greatest strengths’ becomes ‘what are you good at”. You may have to omit some questions which are inappropriate in their situation. For example, ‘why do you want to work for us’?

It should go without saying that you will not be getting any references from them that you can contact in most cases.

Some candidates were not suitable for the jobs to be filled. It is more difficult to tell them “no” than your average job applicant.

After hiring refugees, pay proper attention to the onboarding process (with a translator present). You will need to deal with any bumps during the adjustment period.

Again, a massive difference in how interviewing was done in Syria. We took the time to explain the processes and answer any questions. The whole hiring process was roughly twice as long as it usually is in my experience.

Some refugees had good English, but most had limited language skills. It was hard to tell English levels initially, so it was essential to have the translator present.

I also had to educate our staff that these people did not know our processes and were unfamiliar with the culture. They would need to provide a complete explanation of things and ask for someone to translate if needed. There was an adjustment period, but it eventually worked out.

It helped that I had full executive backing for this initiative.

They grew into their jobs over the months and were appreciative of being given a chance. Their English improved during this time as well. ESL and LINC classes provided through the community helped a lot.

Quiet Tenacity: Inna, you are a Cross-Cultural Coach and certified Global Dexterity Practitioner. What do you believe our readers should understand better about the cultural adaptation of displaced people from Ukraine in Canada?

Inna Tuka: First, I suggest not rushing with any decisions but step back and reflect on what, in general, you know about cultural differences and how they affect (or might affect) your personal and professional life.

As employers, we have been talking about diversity and inclusion and its benefits for the business for a while; however, the needle has been moved little to achieve what Canadian society strives for.

Being Ukrainian Canadian myself, I know that thousands of hardworking, skilled, and talented people are coming to Canada. I also have been aware and incredibly heartbroken because I realize the impact of war trauma that Ukrainian people have been going through.

Mindful and empathetic consideration of cultural differences and patience regarding every person are highly encouraged and appreciated in the adaptation and workplace onboarding of displaced people from Ukraine.

The Deloitte paper A new home at work: An employer’s guide to fostering inclusion for refugees in the workplace provides excellent guidance on creating a genuinely inclusive workplace for employees from different cultures.

It is crucial also to be culturally competent in conducting every single interview if you really want to discover talent.

I want to remind everyone that despite recognizable cultural codes for every nation, we should never forget about differences in personalities, generations, historical upbringing, and environmental factors that shape us all as individuals.

The comparison that I propose below has been created based on the six-dimensional Global Dexterity framework created by Andy Molinsky. It gives a general overview of areas where you might experience challenges due to cultural differences. For the benefit of everyone on the team, you would need to dive deeper into the analysis of specific business cases, needs, gaps, and solutions. We are happy to help analyze your training needs and explain how to close gaps between differences in the most efficient way.

For Ukrainian displaced people, I highly recommend enrolling in the Cultural Adaptation Program “Відродження.” This program is a comprehensive guide for Ukrainians coming to Canada that helps navigate change, adapt to the diversity of thoughts, behaviors, and cultures, and become knowledgeable and responsible members of Canadian Society.

It will cover such topics as Change management, Resilience & Global Skills Building, Professional adaptation, Cultural Diversity training, and more.

Quiet Tenacity: Victoria, you are a Psychotherapist who had to leave your successful practice in Ukraine and move to Slovenia to ensure the safety of your kids. As a professional and person going through this horrible experience of fleeing the war yourself, what are your recommendations to potential employers in North America and job seekers? 

Victoria Hlushok: Every Ukrainian is now traumatized by the war – those on the front lines fighting for Ukraine, those displaced and are in relatively safe places, and those living in another country for many years. After all, just by watching the news, we get traumatized by being a witness, and this experience is not any less painful.

For those Ukrainians who fled their motherland because of the war, the question of finding a new job is heartbreaking. Most of them used to be successful professionals back home or had their striving businesses, which often equals living your life dream. Therefore, the loss of a beloved job and a steady pace of work is perceived by some displaced people even more roughly than the loss of housing.

Their profession is a prominent part of the personalities of these people, and now they experience its loss. Something that they have built and developed for years – being a specialist, subject matter expert, master – is now all gone.  A sense of self-fulfillment is suddenly lost. This is a very different type of trauma.

When hiring a displaced Ukrainian now, it is essential to understand the following things:

• This person did not need to prove their professionalism for a long time, it used to be a “fact” in a previous life, and now they must learn how to prove themselves again and in a new way. Be empathetic;
• Ukrainians are a proud nation. They do not seek pity even in challenging circumstances. So, be honest. If a job seeker’s skills aren’t meeting the job expectations – just be transparent and tell the truth;
• Asking about their trauma experience causes them to experience that trauma once again. You should not ask a person what they have run away from if they do not mention it;
• Many Ukrainians tend to underestimate their achievements and underestimate themselves. Especially in the current circumstances. That is why often the person in front of you can do more than they will write in their resume or tell about themselves;
• It is much harder to present oneself in a foreign language. Having an interpreter during the interview will allow you to get the most accurate and detailed information about the potential employee;
• Non-verbal communication is always essential. Especially during an interview with a person in the post-traumatic period is very sensitive to the interlocutor’s gestures, movements, and posture. Especially when verbal communication is complicated by insufficient knowledge of the language;
• The job seeker may now find it difficult to control his emotions. This is a situational reaction, regular in war conditions, and says nothing about humans’ personality and type of response as a whole. The best help in moments of vulnerability is to give the person time and be empathetic and present.

In general, when hiring a Ukrainian, you get an employee who takes his job responsibilities very seriously; is willing to learn quickly; has good communication skills, and will be a valuable asset to your team.

As for my dear compatriots, who now find it difficult to regain control of their lives…
By finding a new job, you will get income and the opportunity to provide for your children, and more excellent emotional stability. The opportunity to perform regular tasks, regain your inner value, and obtain new knowledge is a way to cope with your frequent feelings of helplessness, devastation, and sense of apathy.

How I suggest you should behave during the interview:

• You will never have a second chance to make a first impression. Think about what you would like to say about yourself before making your appearance. Entering the room for the interview, stop for a few seconds and make eye contact with everyone who is present smile, and say hello. Let your posture and gestures show dignity and calmness – it will help you cope with anxiety;
• Try to speak without focusing on your grammar mistakes. Your task is to express an opinion, share your experience, and tell about your skills. The employer considers your English language skills, but the essence of your response is equally important to him. The worst thing you can do at this moment is hesitating if you use the correct tense.
• A job interview is not an assessment of you as an individual. It’s about your skills, experience, and attitude. Therefore, your ability to present them is crucial. So, prepare your elevator pitch! Be ready. Think ahead about what would you say about yourself if you were limited to just a few minutes.
• When preparing for an interview, think about the employer’s needs. Describe your strengths as a response to their needs. Try to formulate: why you would be the best person for this role?
• Watch your body language. It might matter more than what you say for an attentive hiring manager. Posture and gestures that show insecurity and lack of confidence can nullify a well-thought-through presentation;
•  Do not hesitate to talk about your hobbies if asked. Sometimes creating common ground creates more affection than describing your work achievements.

Most importantly, remember and remind yourself often – it’s never too late to start over. Ukrainians have strong roots. We can succeed in different soils. Just don’t give up.

Quiet Tenacity: We are grateful to all professionals for the valuable information shared, and we hope that the discussed topic is of value to our readers.

Should you require cross-cultural training, guidance on the onboarding, cultural adaptation of your employees, or assistance with the mapping of your personal & professional development in Canada, please reach out.

We are always here to help you achieve your goal.

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April 14th marked the 50th day since Russia invaded Ukraine. During that time, Ukrainians have come together to put up extraordinary resistance, even in the face of atrocities committed by Russian forces. Ukraine needs your support to stop this war.

Please donate to any of the three organizations below that advocate for peace in Ukraine on behalf of the global Ukrainian community.

1. RAZOM for Ukraine

2. Unite with Ukraine

3. Ukrainian Canadian Congress