HR Administration Specialist

As a Payroll and HR Administration Specialist, you will be responsible mainly for handling HR documentation, benefits administration, and reporting activities. Continuous improvement, excellent communication, and delivering the best service to our employees and stakeholders are key elements of this role.

Your responsibilities

• Managing the onboarding process for new employees
• Preparing employment contracts, annexes, certificates, and other HR-related documentation
• Conducting onboarding training sessions for newly hired employees
• Managing the process of obtaining work and residence permits for foreign nationals, both at the hiring stage and during employment, in cooperation with an external service provider
• Preparing HR reports
• Responding to employee inquiries and handling requests through a ticketing system
• Issuing referrals for medical examinations and monitoring mandatory health and safety training deadlines
• Administering employee benefits
• Maintaining and updating HR systems
• Ensuring proper flow and accuracy of HR documentation
• Cooperating with an external payroll provider
• Participating in HR projects and process improvement initiatives

What will make you successful

• At least 2 years of experience in HR Administration, ideally covering the end-to-end employee lifecycle
• Good knowledge of Polish labour law regulations
• Good knowledge of regulations regarding the employment legalization process for foreign nationals
• Experience in HR administration processes and documentation management
• Excellent verbal and written communication skills
• Fluency in English, both written and spoken
• Good knowledge of Microsoft Office applications
• Strong organizational skills and commitment to delivering high-quality work
• Ability to effectively manage multiple tasks and priorities
• Ability to work independently as well as collaboratively within a team
• Strong attention to detail and accuracy
• Customer-oriented mindset and open-minded attitude

Please note that this role requires you to be in the office 50% of the time + one additional day (monthly). 

What do we offer? 

• Work in an international environment with teams across different countries 

• Scandinavian working style – flat structure, informal atmosphere & no formal dress code 

• Flexible working hours with a hybrid work model, offering a balance between office collaboration and home office flexibility 

• Additional annual leave of up to 4 extra days, awarded over time in recognition of your tenure with us 

• Private medical care (LUX MED) and life insurance (Unum) 

• Cafeteria benefits system (gym card, vouchers, travel points, cinema tickets – you choose) 

• Employee Assistance Program (psychological, legal and financial support) 

• Wellbeing initiatives, including sports activities and communities (e.g. running team) 

• Structured onboarding and access to expert‑led trainings 

• Co‑financing of education and certifications, supporting continuous professional development 

• Employee referral bonus program 

• Brand‑new modern office full of greenery and plants 

• On‑site parking 

• Spacious canteen with fresh breakfasts and lunches available daily

We are committed to salary transparency and will discuss the salary range and benefits before the first interview.  

Read more about Arla Global Shared Services 

Global Shared Services consists of multiple functions that are all placed in the Punkt building in Gdańsk. 

As of now, we have an IT Services and an IT Solutions division dedicated to SAP as well as a variety of app development and implementation projects. Our procurement and finance functions support a wide array of processes such as purchasing, distribution and sales globally. 

We also have a dedicated HR operations division to ensure we attract, develop and retain the very best of talent around the world. 

Together, we are all dedicated to one collective mission ensuring an optimal global supply of fresh Arla products – every single day. 

Shape the Future of Dairy  

Arla is a global leader in the dairy industry, committed to producing high-quality products while championing sustainability and innovation. We're passionate about people and our planet, striving to unleash the full potential in each of us. Our goal is to make healthy dairy nutrition and good food habits accessible to all. Join us at Arla Foods and become part of a worldwide cooperative dedicated to making a significant impact on the planet and steering the dairy industry towards a sustainable future.  

We are devoted to creating a workplace where everyone feels valued and empowered to bring their authentic selves to work. Diversity and collaboration are key to our success, propelling us to new heights in the dairy industry. 

Description

Job ID

41001283

Job Title

Associate Professional - HR

Job Function

Human Resources

Job Family

HR Specialist

Job Level

4

Career Stream

Individual Contributor

Position examples

• Payroll Officer
• HR Coordinator
• Master Data
• SSC Associate Professional

Level definition

• Executes defined processes and procedures to achieve operational targets or service standards key to business delivery - tasked with continuous improvement.
• Provides support to a function or operational unit.
• Works within well-established processes and procedures with limited scope to act outside of these.
• Delivers within a short-term timeframe.
• Operates with minimum supervision but typically within clear guidelines.Executives supported N/AReach Country/FunctionTypically reports to Level 6+

Key responsibilities

• Under general supervision by HR management or senior HR specialists, supports defined aspects of the organisation's compensation and benefit, recruitment, mobility, training, organisation development and employee relations processes.
• Operates in and is responsible for performing activities within the designated functional area.
• Participates in development and/or the implementation of HR policies/processes in relevant functional community.
• Provides professional support to designated groups within the HR community.
• Contributes to alignment of HR solutions and participates in ad hoc projects.
• Provides support to people leaders and employees in the organisation.

Educational background

• Education at Bachelor's level. 3-5 years of relevant experience, preferably within relevant functional discipline.

Competencies

02. SENSE

03. CREATE

01. LEAD

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