HR Compliance Specialist
PIN-UP Global is an international holding specializing in the development and implementation of advanced technologies, B2B solutions and innovative products. We provide certification and licensing of our products, providing customers and partners of the holding with high-quality and reliable solutions.
We are looking for a HR Compliance Specialist to join our team!
Requirements:
- Higher education (Human Resources Management, Business Administration, or a related field; a law degree is a significant advantage).
- At least 5 years of experience in HR administration or compliance, including a minimum of 2 years of experience in Poland.
- Knowledge of the Polish Labor Code and HR documentation processes under umowa o pracę.
- Strong attention to detail, a structured approach, and the ability to work with large volumes of data.
- Ability to maintain confidentiality and handle personal data in compliance with GDPR requirements.
- Customer-oriented mindset.
- Experience working with HRIS systems and advanced proficiency in Excel (formulas, pivot tables, reporting).
- Proficiency in Polish, Ukrainian and English (both spoken and written).
Responsibilities:
Ensuring full compliance of HR processes with Polish legislation, maintaining accurate and up-to-date HR documentation, supporting hiring, onboarding and offboarding processes, as well as providing guidance on labor law, documentation flow and compliance.
1. HR Documentation and Personnel Records:
– Maintaining, organizing, and regularly auditing employee personnel files, as well as updating information in HR systems and in electronic/paper employee records.
– Preparing, reviewing, and administering employment contracts (umowa o pracę), including probation period contracts (umowa na okres próbny) and fixed-term contracts (umowa na czas określony).
– Preparing and supporting documentation related to hiring, contract extensions, and termination of employment.
– Assisting in the correct execution of offboarding procedures, participating in exit meetings, and preparing all related documentation.
– Communicating with employees to collect necessary data and documents, providing guidance on documentation requirements and ensuring compliance with labor legislation.
– Monitoring the completeness and accuracy of HR documents, including orders, statements, agreements, and HR forms.
– Conducting regular checks and updates in HR systems and personnel files.
2. Compliance and HR Policies:
– Monitoring changes in labor legislation and implementing necessary updates in HR practices.
– Participating in the development and revision of internal HR policies and procedures.
– Advising the HR team and managers on compliance, employment relations, and personnel documentation requirements.
– Supporting internal and external audits and participating in projects aimed at improving the quality of HR documentation.
3. Visas, Work Permits, and Employee Legalization:
– Assisting with the preparation and review of document packages for visas, work permits, and residence permits.
– Maintaining a database of residence permits and other visa types and monitoring their validity periods.
– Communicating with employees and external consultants regarding document status and requirements.
4. Interaction with Business Group Specialists and Internal Departments:
– Receiving, processing, and fulfilling requests related to HR matters, documentation, and employment relations.
– Providing information, certificates, and consultations regarding HR administration, timelines, and procedures.
– Supporting internal clients with daily tasks and ensuring proper preparation of HR documents.
– Collaborating with legal and finance departments on organizational structure, payroll matters, and HR reporting.
– Supporting communication with accounting and government authorities on all employment-related matters.
– Preparing data and documentation for audits and reporting.
5. Occupational Health and Safety (OHS):
– Participating in maintaining the occupational health and safety system in accordance with Polish requirements.
– Monitoring employees’ completion of initial and periodic safety trainings.
– Maintaining and updating records of medical examinations.
– Coordinating with external OHS specialists.
What are the conditions and bonuses?
☘️An exciting and challenging job in a fast-growing holding, the opportunity to be part of a multicultural team of top professionals in Development Architecture, Management, Operations, Marketing, Legal, Finance and more;
🤝🏻Great working atmosphere with passionate experts and leaders, sharing a friendly culture and a success-driven mindset is guaranteed;
📍Beautiful offices in Warsaw, Limassol, Kyiv, Almaty, Yerevan work remotely or on-site with comfort and enjoy the opportunity to build a network of connections with professionals day by day;
🧑🏻💻Modern corporate equipment based on macOS or Windows and additional equipment are provided;
🏖Paid vacations, sick leave, personal events days, days off;
👨🏻⚕️Corporate health insurance program for your well-being;
💵Referral program enjoy cooperation with your colleagues and get the bonus;
📚Educational programs: regular internal training sessions, compensation for external education, attendance of specialized global conferences;
🎯Rewards program for mentoring and coaching colleagues;
🗣Free internal English courses;
🧘Yoga classes to help you stay active and energized;
✈️In-house Travel Service;
🦄Multiple internal activities: online platform for employees with quests, gamification, presents and news, PIN-UP clubs for movie / book / pets lovers, special office days dedicated to holidays;
🎳Company events, team buildings.