HR & Admin Officer

Alliad; Nowa Dęba; On-site; PLN 90,000 - 130,000; Full time

Job summary

Alliad is seeking an experienced HR/site administrator to provide end-to-end people operations for a NATO project in Poland. You will manage recruitment, onboarding/offboarding, HR documentation, translations, and cross‑department coordination at the site.

This role requires fluency in Polish and English, 3–6 years HR generalist experience, GDPR awareness, and strong coordination across Operations, Finance, and Security to ensure compliance and smooth site activities.

Qualifications

• Bachelor’s degree in HR, Business Admin or related field.
• 3–6 years of HR generalist or HR administration experience.
• Fluency in English and Polish with strong written/verbal skills.

Responsibilities

• Deliver full-spectrum HR support including recruitment coordination, onboarding and offboarding.
• Administer employee relations activities and policy compliance.
• Coordinate timekeeping and support payroll validation.
• Maintain HR records, trackers and prepare audits.
• Provide translation support for site communications.
• Coordinate with Operations, Supply Chain, QHSE and Security.

Skills

Recruitment coordination

Onboarding/offboarding

Employee relations

Documentation management

Timekeeping support

Translation coordination

Education

Bachelor's degree in HR / BA Business

HR certification (CIPD/SHRM)

GDPR/data privacy awareness

Tools

MS Office

Excel

Polish-English translation basics

Job description

Job Description

3 - 6 Years

Full-Time

JOB PURPOSE:

Provide end-to-end HR and site administration support, ensuring compliant people operations and efficient on-ground coordination. The role delivers HR services, translation and administrative support, and cross-department coordination for local movements, site activities, and supplier/partner engagements.

KEY ACCOUNTABILITIES/ RESPONSIBILITIES

• Deliver full-spectrum HR support for the project including recruitment coordination, onboarding / offboarding, personnel files and HR documentation management.
• Administer employee relations activities at site, including handling HR queries, supporting disciplinary / grievance processes (as directed), and promoting policy compliance.
• Coordinate timekeeping/attendance inputs and support payroll administration by validating timesheets, leave records, and required approvals with Finance/HR.
• Maintain HR records and trackers (headcount, leave, contracts, IDs/permits where applicable) ensuring accuracy, confidentiality, and readiness for audits.
• Provide administrative and translation support (written and verbal) for site communications, meetings, signage, and correspondence with local stakeholders/suppliers.
• Support site operations through ad-hoc assistance including arranging meetings, travel/local movements, accommodations, and logistical coordination for visitors and staff.
• Coordinate with other departments (Operations, Supply Chain, QHSE, Security) to facilitate local movements and scheduling of site and supplier visits.
• Support procurement/admin tasks such as raising requests, tracking local purchases/services, collecting supplier documents, and coordinating site access/visit requirements.
• Ensure compliance with project/client requirements and local labor practices by following HR and admin procedures, escalation routes, and documentation standards.
• Prepare routine HR/admin reports and updates for project management and corporate HR (staffing status, onboarding progress, key issues, and administrative actions).
• Implement ‘Performance Management the Alliad Way’ by setting KPl's for direct reports (when applicable), conduct regular reviews, identify training requirements and provide a coaching, mentoring and supportive role.
• Ensures adherence to quality standards and applicable regulatory requirements in Food Safety, Occupational Health & Safety, and Environment.

COMMUNICATION AND WORKING RELATIONSHIPS

Typical Level of Interaction

Advanced: Influence using logic and facts. Communication is important to the achievement of job objectives.

Primary Internal Contacts

• Project Manager / Site Manager and Project Leadership
• Corporate/Regional HR Team
• Finance and Payroll Support
• Operations, Supply Chain/Procurement, QHSE and Security Teams

Level of Audience (Internal)

• Clerical / Operational
• Supervisory / Junior Professional
• Middle Management / Seasoned Professional
• Senior / Top Management

Primary External Contacts

• Suppliers and other 3rd party contacts as required

Level of Audience (External)

• Clerical / Operational
• Supervisory / Junior Professional
• Middle Management / Seasoned Professional
• Senior / Top Management

OPERATING ENVIRONMENT:

• Project-based, site-oriented role supporting a NATO project in Poland with frequent coordination across departments and external parties.
• Work involves sensitive employee and client-related information requiring strict confidentiality, compliance, and professional conduct.
• May require flexible working hours to support site operations, visits, and time-sensitive administrative needs; occasional local travel to supplier/site locations.

Education & Professional Certifications:

• Bachelor’s degree in Human Resources, Business Administration, Management, Languages, or a related field (preferred).
• HR certification (e.g., CIPD, SHRM, HRCI) is an advantage; training in GDPR/data privacy and basic labor law awareness is desirable.
• Professional fluency in English and Polish required; additional languages are an advantage.

Work Experience:

• 3–6 years of experience in HR generalist and/or HR administration roles with strong exposure to employee lifecycle processes.
• Experience in project/site-based environments (construction, logistics, defense, facilities, or remote operations) is strongly preferred.
• Demonstrated experience providing translation and administrative support and coordinating site visits/movements with multiple stakeholders.

Technical Skills & Knowledge:

• Strong knowledge of HR operations: recruitment coordination, onboarding/offboarding, personnel records, time & attendance, and basic ER practices.
• Excellent written and verbal translation/interpretation skills (Polish-English) with high accuracy and cultural awareness.
• Proficient in MS Office (Excel, Word, PowerPoint, Outlook); ability to maintain trackers, logs, and organized documentation.
• Understanding of confidentiality, GDPR/data privacy principles, and secure handling of employee and client information.
• Strong coordination and problem-solving skills to manage ad-hoc site support, visit logistics, and cross-department dependencies.
• Clear communication and stakeholder management skills; ability to work under pressure and prioritize in a dynamic site environment.

#LI-Onsite

Job Snapshot

Updated Date

11-Oct-2026

Department

HR