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HR and Personnel Specialist

Poland, Kraków · Job Posted January 03, 2026
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Job Description

HR and Personnel Specialist (Specjalista ds. Kadr) ensures the accurate and lawful management of personnel documentation and processes in compliance with the Polish Labour Code, Social Insurance regulations (ZUS), and related national laws. This position contributes to organizational compliance, employee lifecycle management, and effective cooperation with external authorities (ZUS, PFRON, GUS, PIP) by maintaining up-to-date records, preparing employment documents, and providing professional HR administrative support to Employees and an HR Business Partner in day-to-day operations.

Job Responsibility

  • Maintaining and archiving employee personnel files in compliance with Polish legal requirements
  • Preparing and processing employment-related documentation, including employment contracts, annexes, terminations, and employment certificates
  • Handling all personnel actions in the HR system (e.g., Enova)
  • Registering and de-registering employees and contractors in ZUS (ZUS ZUA, ZWUA, ZCNA) via PUE ZUS
  • Managing leave records, sick leaves (e-ZLA), working time records, and other absences for payroll purposes
  • Supporting and ensuring compliance with PPK (Employee Capital Plans) enrollment and related communication
  • Cooperating closely with payroll and finance teams to provide accurate HR and timekeeping data for payroll processing
  • Ensuring compliance with PFRON and GUS reporting requirements, as well as occupational health and safety (BHP) documentation
  • Keeping up to date with changes in Polish labor law and implementing relevant updates into HR processes and documentation
  • Advising employees on labor law–related inquiries
  • Supporting the HR Business Partner and Office Management in daily operations
  • Assisting with HR audits, labor inspections (PIP), and preparing required personnel documentation
  • Supporting on-boarding and off-boarding processes, including preparing employee documentation and providing orientation support
  • Maintaining databases of employee benefits, medical check-ups, and mandatory trainings
  • Assisting employees and managers with HR administrative questions (e.g., leave entitlement, certificates, employment confirmations)
  • Preparing HR reports and statistics for internal and external stakeholders (management, auditors, authorities)
  • Participating in HR digitalization and automation projects related to kadry processes

Requirements

  • Bachelor’s degree in Human Resources, Administration, Law, or a related field
  • 2+ years of experience in HR administration & kadry, including work with ZUS, PUE, PPK, electronic employee documentation, and cooperation with payroll departments or outsourcing providers
  • Strong command of English and Polish (C1 level or above)
  • "Kadry" certification
  • In-depth knowledge of the Polish Labour Code and related regulations
  • Familiarity with HR systems (e.g., Enova)
  • Advanced understanding of Polish labour and social security regulations
  • Knowledge of electronic platforms, including PUE ZUS and PPK
  • Advanced understanding of working time systems and employee documentation, including work time management and e-ZLA
  • Strong skills in document management and personnel file administration
  • Proficiency in Microsoft Office 365
  • Excellent attention to detail and high accuracy in documentation
  • Strong commitment to confidentiality and GDPR/RODO compliance
  • Clear and professional communication with employees and external authorities
  • Strong organizational and time-management skills
  • Proactive approach to problem-solving and continuous improvement
  • Team-oriented mindset and a service-focused approach

What we offer

  • Private medical care (fully covered)
  • MultiSport card (partially covered)
  • Team building activities
  • Working in an international environment
  • Contributing to the academic community
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