Senior HR Operations Specialist at Ciklum

Gdansk, Pomeranian Voivodeship, Poland -

Full Time

Start Date

Immediate

Expiry Date

26 Apr, 26

Salary

0.0

Posted On

26 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

HR Administration, Payroll, Employment Contracts, Civil Law Contracts, Polish Labor Code, HRIS Systems, G-Suite, Excel, Communication Skills, Interpersonal Skills, Attention to Detail, Autonomy, Polish Language, English Language

Industry

IT Services and IT Consulting

Description

Ciklum is looking for a Senior HR Operations Specialist to join our team full-time in Poland. We are a custom product engineering company that supports both multinational organizations and scaling startups to solve their most complex business challenges. With a global team of over 4,000 highly skilled developers, consultants, analysts and product owners, we engineer technology that redefines industries and shapes the way people live. About the role: As an Senior HR Ops Specialist, you will manage comprehensive HR administration tasks — from preparing employment documents, B2B contracts and civil law contracts to maintaining accurate records, ensuring compliance, and partnering with external providers. You’ll also support immigration and benefits processes, deliver HR data integrity within the Oracle system, and offer local expertise on labor law and operational best practices. Responsibilities: HR Administration & Documentation: Independently prepare and manage employment-related documentation, including employment and civil law contracts (mandate, specific-task, B2B), ensuring legal compliance in Poland Maintain accurate employee and contractor records per statutory requirements and company policies, managing changes such as roles, bonuses, contractual data, and internal updates with complete autonomy Enter and oversee data accuracy in the ERM/Oracle system promptly and precisely Process and manage invoices from external HR providers Payroll & Benefits Coordination: Prepare payroll input data and liaise with payroll service providers to ensure correct processing Oversee administration of employee benefits, including social benefits, insurance, employee capital plans (PPK), with full ownership of the process Immigration & Legal Compliance: Update visa and work permit information in HR systems with accuracy and completeness Support employment legalization for foreign employees by facilitating and preparing required document for work permits and visas Stay up-to-date on changes in Polish labor law and provide local legal guidance and compliance oversight Reporting, Audits & Process Ownership: Prepare regular HR reports (e.g., staffing, payroll trends, benefits utilization) Own and enhance HR administrative processes and workflows Cooperate with providers of social benefits and services to ensure seamless benefits delivery Employee & Internal Client Support: Respond to routine HR-related queries Provide expert local support and tools to managers Advise foreign employees during adaptation and relocation, including cultural integration and logistical guidance Requirements: Solid experience in HR administration in Poland (3+ years preferred), including payroll, employment contracts, and working with foreign employees Familiarity with civil law contract frameworks is key Strong knowledge of the Polish Labor Code and civil contract regulations Proficiency in HRIS systems (e.g. Oracle, SAP, or ServiceNow) and G-suite Proficiency in Excel Excellent communication and interpersonal skills, with attention to detail and ethical handling of sensitive information Ability to work autonomously and manage end-to-end HR administrative processes Speaking good Polish and English is a must (C1 minimum) What`s in it for you? At your discretion Ciklum may provide: Benefit Cafeteria System 100% covered by Ciklum Private medical healthcare fully covered by Ciklum – LuxMed, complex package, including: Medical Insurance Accident insurance – 100 000 PLN Foreign Travel Insurance Group Life Insurance - 100% paid by employee with preferential price Parking space around office premises - 50% covered by Ciklum About us: At Ciklum, we are always exploring innovations, empowering each other to achieve more, and engineering solutions that matter. With us, you’ll work with cutting-edge technologies, contribute to impactful projects, and be part of a One Team culture that values collaboration and progress. With delivery centers in Wrocław and Gdańsk, our 300+ professionals in Poland drive forward-thinking solutions for global clients. Join a community where collaboration sparks innovation—and your impact reaches millions. Want to learn more about us? Follow us on Instagram, Facebook, LinkedIn. Explore, empower, engineer with Ciklum! Interested already? We would love to get to know you! Submit your application. We can’t wait to see you at Ciklum.

Responsibilities

The Senior HR Operations Specialist will manage HR administration tasks, including preparing employment documents and maintaining accurate records. They will also support immigration processes and ensure compliance with labor laws.