HR and Payroll Administrator (3 month Contract)

JOB DESCRIPTION
HR Administrator
Fixed-Term Contract | Romania

Job Title

HR Administrator

Contract Type

Fixed-Term Contract (Determined Period)

Duration

3 months

Location

Iasi, Romania (On-site)

Reporting To

HR Business Partner

Department

Human Resources

Role PurposeThis role has been created to provide dedicated Personnel administrative support in Iasi, Romania office, with a primary focus on bringing personnel files up to date, managing compliance-critical documentation, and handling of high-volume administrative tasks. The position carries significant responsibility in an environment where Payroll and HR activities are heavily governed by Romanian labour legislation, REGES requirements, and statutory compliance obligations.
Context & BackgroundThe Romanian Personnel Administration function operates under a significantly higher regulatory burden than comparable markets. Activities such as REGES registration and updates, statutory leave reporting, onboarding documentation, and termination processing are all subject to strict legal requirements and carry audit risk if not completed accurately and on time.
A key immediate priority for this role is to address an existing backlog of approximately 150 employee personnel files, which currently contain only documentation signed on the employee's first day and are missing essential personal documents (e.g. copies of identity cards and other required personal information). All files must be brought into full compliance with Romanian legal standards.
Key Responsibilities1. Personnel File Management & Backlog Remediation

• Conduct a full audit of all existing personnel files (~150 employees) to identify missing documents.
• Contact employees and collect outstanding documentation where they are missing from our internal recruitment platform, including copies of national identity cards and any other legally required personal documents.
• Download, print, and file documents currently held in digital systems (e.g. Candidate Manager) to create compliant physical employee files.
• Ensure all files meet Romanian labour legislation requirements and are ready for labour inspectorate audit.
• Maintain an accurate tracking log of file status and outstanding items, reporting progress to the HRBP.

2. Onboarding Administration

• Prepare all required onboarding documentation in advance of each new hire class start date (minimum 2 full working days prior).
• Print, manage, and organise bilingual documents (Romanian and English) including: Employment Contracts, Job Descriptions, Confidentiality Agreements, Work From Home Terms & Conditions, GDPR documentation, Personal Declarations, Internal Regulations acknowledgements, and all other legally required forms.
• Obtain wet ink signatures from relevant signatories (including the Site Lead) on all required documents.
• Meet new hire classes on their start date to explain, issue, and collect signed documentation.
• Scan signed documents and forward to the external Payroll provider (PH); file physical copies in personnel files.
• Chase and collect evidence of previous employment (service confirmation letters from prior employers) within defined timeframes.
• Coordinate collection of mandatory medical reports, liaising with local managers to ensure timely submission.
• Manage the process for candidate withdrawals prior to commencement, including notifying PH and ensuring REGES termination registration is completed.

3. Leave Administration & Payroll Support

• Act as the primary administrative point of contact between the site and the external Payroll provider (PH) for all leave-related matters.
• Accurately record and maintain all employee leave data, including sick leave, annual leave, and all other statutory leave types in accordance with Romanian legislation.
• Ensure timely and accurate submission of leave information to PH to support the monthly payroll cycle.
• Support REGES updates related to leave events (e.g. medical leave, maternity/paternity leave) in line with statutory deadlines.
• Chase outstanding medical certificates and supporting documentation from employees and managers.
• Assist in the preparation and review of monthly payroll data files prior to sign-off.

4. Termination & Leaver Administration

• Administer all leaver documentation in accordance with Romanian labour law, including preparation of termination paperwork.
• Liaise with PH to ensure accurate and timely REGES termination registration.
• Issue official termination documentation to employees and retain compliant copies on personnel file.
• Support the HRBP in managing any documentation related to mutual agreements, resignations, or dismissals.

5. Health & Safety (SSM) Administration

• Provide administrative support for Health & Safety compliance activities, which carry a significant statutory burden in Romania.
• Maintain and update SSM records, training logs, and compliance documentation on an ongoing basis (approximately 1 day per week).
• Ensure all Health & Safety documentation is accurately completed, filed, and available for inspection.
• Flag any gaps or outstanding SSM requirements to the Site Lead promptly.

6. General Personnel Administration

• Manage day-to-day HR administrative tasks, supporting the general people administration activity: like certificate of employment, Revisal individual report, Income statement, but not limited to these.
• Maintain up-to-date electronic and physical records for all employees, ensuring dual filing where legally required.
• Support the resolution of employee queries in line with the agreed Employee Support and Resolution Framework.
• Assist with the preparation of reports and data as required.
• Ensure strict confidentiality and data protection compliance in all activities.

Person SpecificationEssential Requirements

• Previous experience in a Personnel administration role.
• Good working knowledge of Romanian labour legislation, including statutory leave entitlements, and employment documentation requirements.
• High level of accuracy and attention to detail, particularly when handling legal documents.
• Ability to manage a high volume of administrative tasks simultaneously and to deadline.
• Strong organisational skills with the ability to prioritise and work independently.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Fluent in Romanian; good working level of English (written and verbal).
• Discretion and sound judgement in handling confidential information.

Desirable

• Experience working in payroll activities.
• Familiarity with Health & Safety (SSM) administrative requirements in Romania.
• Experience using HR systems or applicant tracking systems (e.g. Candidate Manager or similar).
• Experience in a fast-paced, multi-site environment.

Key Deliverables (3-Month Period)

Month 1

Complete audit of all ~150 personnel files; begin systematic collection of missing documents; shadow and take ownership of onboarding process.

Month 2

Bring minimum 75% of personnel files into full compliance; fully own leave recording and payroll liaison; SSM administration up to date.

Month 3

All personnel files compliant and audit-ready; full handover documentation produced; all administrative processes documented for continuity.

Important Note on ComplianceGiven the nature of this role, the post holder must understand that a significant proportion of their work is driven by statutory and legal obligations rather than internal preferences. Errors or delays in REGES updates, payroll submissions, or employment documentation carry direct legal risk for the organisation and may impact employee statutory entitlements. The highest standard of accuracy, timeliness, and confidentiality is therefore expected at all times.