HR & Admin Officer

Alliad; Nowa Dęba; On-site; PLN 80,000 - 110,000; Full time

Job summary

Alliad is seeking an experienced HR & Site Administration professional to provide end-to-end HR services for a NATO project in Poland. The role includes recruitment coordination, onboarding/offboarding, documentation, and cross-department support at the site.

You will translate communications, manage records with strict confidentiality, and coordinate travel, visits, and local movements with various teams.

Qualifications

• 3–6 years of experience in HR generalist/administration.
• Experience in project/site-based environments (construction, logistics, defense, facilities).
• Experience providing translation and administrative support at sites.

Responsibilities

• Provide end-to-end HR support for the project including onboarding/offboarding.
• Administer employee relations and HR documentation management.
• Coordinate timekeeping and support payroll with Finance/HR.
• Maintain HR records and trackers with confidentiality and audit readiness.
• Provide translation for site communications and meetings with local stakeholders.
• Support site operations, travel, and visitor logistics.
• Coordinate with Operations, Supply Chain, QHSE and Security teams.
• Ensure compliance with HR procedures and GDPR; prepare routine HR reports.

Skills

HR coordination

Translation (Polish-English)

Stakeholder management

GDPR compliance

Time management

Multitasking

Education

Bachelor’s degree in HR/Business Administration

Tools

MS Office

Job description

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.