Partnership Process — From First Contact to Placement

This page walks through the complete partnership process from initial application to your first successful placement. Each step includes timelines, responsibilities, and what to expect. The process is designed so your agency can start submitting candidates within days of signing the agreement.

For context on what we offer and expect from partners, read For Agencies first.

Step 1: Partnership Application

Timeline: 5 minutes to submit, 2 business days for initial response.

You submit your agency details through the Partnership Application form. We ask for: company name, registration number, recruitment license details, operating country, contact person, and a brief description of your agency's experience and candidate pool.

Our partnership team reviews your application and verifies your recruitment license against the relevant government registry (MEA for India, OEP for Pakistan, BMET for Bangladesh, etc.). If verification passes, we schedule an introductory call.

Your responsibility: Provide accurate company information and a valid recruitment license number.

Our responsibility: Verify your credentials and respond within 2 business days.

Step 2: Introductory Call

Timeline: 30–45 minutes, scheduled within 5 business days of application approval.

The introductory call covers:

• •Your agency's background, candidate sources, and placement volume
• •Industries and positions where you have the strongest candidate pipelines
• •Asia Work's current employer demand and available positions
• •Compensation structure, payment terms, and partnership model
• •Document requirements specific to your country
• •Partner portal walkthrough and candidate submission process
• •Questions from your side about the partnership

This call is with your dedicated partnership manager who will remain your primary contact throughout the partnership. Calls are conducted in English with Hindi or Urdu interpretation available.

Your responsibility: Prepare questions and have your agency details ready.

Our responsibility: Present clear terms and answer all questions transparently.

Step 3: NDA and Partnership Agreement

Timeline: 3–7 days for review and signing.

After the introductory call, our legal team sends two documents:

1. •

   Non-Disclosure Agreement (NDA) — protects candidate personal data, employer identities, and commercial terms. Required by GDPR and Ukrainian data protection law.

2. •

   Partnership Agreement — covers: scope of partnership, compensation terms, payment schedule, candidate submission process, obligations of each party, termination conditions, and dispute resolution.

Both documents are provided in English. Your legal team reviews, requests any modifications, and signs electronically. Once signed, your partnership is active and you can begin submitting candidates.

Your responsibility: Review documents with your legal team and sign within 7 days.

Our responsibility: Provide clear, fair contract terms and address any questions before signing.

Step 4: Candidate Submission

Timeline: Ongoing. Document review within 3 business days per candidate.

With the agreement signed, you access the partner portal and begin submitting candidates. For each candidate, you upload:

• •Passport scan (bio page and all pages)
• •CV in English
• •Professional certificates (welding qualifications, trade licenses, ITI, etc.)
• •Medical fitness certificate (TB, HIV, hepatitis B/C screening)
• •Police clearance certificate from home country
• •Apostilled educational documents
• •4 passport-sized photographs (3.5 x 4.5 cm)

Our document review team checks every submission for completeness, validity, and accuracy. Approved candidates proceed to employer matching. Incomplete files are returned with specific correction instructions.

Tips for faster processing:

• •Ensure passports have at least 12 months validity
• •Police clearance should be dated within the last 6 months
• •Apostilles must be from the correct government authority
• •Medical certificates must include all required tests

Check the complete list of what candidates need: Candidate Requirements.

Your responsibility: Submit complete, accurate candidate files. Pre-screen for disqualifying factors.

Our responsibility: Review within 3 business days. Provide specific feedback on rejected files.

Step 5: Joint Processing

Timeline: 35–55 days from approved candidate to visa issuance.

This is the core operational phase where Asia Work and your agency work in parallel:

What Asia Work handles (Ukraine side):

• •Employer matching — We match your candidate to an open position based on skills, experience, and employer requirements. If multiple positions fit, we present options.
• •Work permit application — Our legal team prepares and submits the application to the State Employment Service. Processing: 14–21 working days.
• •Visa support package — After work permit approval, we prepare the invitation letter, work permit confirmation, and accommodation details for the consulate appointment.
• •Moldova transit coordination — We guide the candidate through the Moldovan e-visa process and coordinate airport pickup in Chișinău.

What your agency handles (candidate side):

• •Consulate appointment scheduling — Help the candidate book their D visa appointment at the nearest Ukrainian consulate.
• •Interview preparation — Brief the candidate on what the consulate will ask: purpose of travel, employer name, job title, contract details. All information is in the visa support package.
• •Travel booking — The candidate books their flight to Chișinău, Moldova. We provide recommended routes and transit guidance.
• •Candidate communication — Keep the candidate informed and engaged throughout the waiting period. Dropouts most often happen when candidates feel uninformed.

Real-time status for every candidate is visible in the partner portal. Key milestones trigger automatic email notifications to both your agency and the candidate.

Your responsibility: Prepare candidate for consulate visit. Maintain communication. Coordinate travel.

Our responsibility: Process work permit. Prepare visa documents. Coordinate in-country logistics.

Step 6: Placement and Compensation

Timeline: Arrival day + first week of employment.

After the candidate arrives in Ukraine:

1. •Border pickup — Our team meets the candidate at the Palanca border crossing (Moldova-Ukraine) and drives them to the work city.
2. •Accommodation check-in — The candidate is settled into employer-arranged housing.
3. •Employer onboarding — First day at work includes contract signing, safety briefing, workplace orientation, and registration with local authorities.
4. •Bank account — We help the worker open a Ukrainian bank account within the first week for salary payments.
5. •Placement confirmation — Once the candidate starts work, we confirm the placement in the partner portal.

Compensation trigger: Agency compensation is processed after successful placement confirmation, according to the terms in your partnership agreement. Payment is made via international bank transfer to your designated account.

After Placement

The partnership does not end at placement. Ongoing activities:

• •Worker support — Asia Work provides in-country support for placed workers: accommodation issues, employer disputes, contract renewals, medical emergencies.
• •Quarterly reviews — Partnership performance reviews every 3 months. Discussion of volume, candidate quality, and any process improvements.
• •Pipeline management — Your partnership manager shares upcoming employer demand so you can prepare candidate pools in advance.
• •Contract renewals — When a worker's contract is up for renewal, we notify you and the worker. Renewals do not require a full reprocessing.

Ready to Start?

Apply for Partnership →

Review candidate eligibility first: Requirements.

Questions? Contact the partnership team: info@asiawork.com.ua | +380 73 333 1378