HR Specialist Legal & Admin

Location: Remote -  preferably based in Poland

Reports to: People and Culture Director

Start date: July 2025

Contract type: Full-time consultancy

Application deadline: 04 August

About our common home

Our Common Home is a dynamic and fast-growing global nonprofit working at the intersection of climate action, democratic resilience, and local leadership. With locally rooted teams in over a dozen countries, we build coalitions and campaigns that bring together unlikely allies, reshape public narratives, and drive systemic change. We are pragmatic, bold, and fast-moving — deeply committed to working across divides to tackle the defining challenges of our time.

Position summary

We are looking for a highly organised, service-minded, and proactive HR & Admin Officer to support the smooth functioning of our people operations and core administration. This role is ideal for someone who thrives behind the scenes,  supporting others, anticipating needs, and ensuring no detail falls through the cracks.

This position will also suit someone with a legal background and a strong interest in labour law and  compliance. Your training and analytical skills will be valuable as we continue to strengthen our people and compliance processes globally.

You will play a key role in maintaining the rhythm and structure of our internal operations, supporting team coordination, HR logistics, and documentation. This is an excellent opportunity for someone early in their legal or HR career looking to gain experience in a mission-driven, international environment.

Key responsibilities People operations support

Maintain and update our HR information system (BambooHR), ensuring accuracy and timeliness.

Coordinate onboarding logistics and prepare relevant materials for new hires.

Provide support during offboarding processes, ensuring compliance and completeness.

Assist with employee documentation and organisational compliance.

Support performance review cycles (e.g., tracking progress, sending reminders).

Administrative coordination

Schedule and coordinate interviews and meetings; manage calendars across multiple time zones.

Organise and maintain digital filing systems, including confidential employee records.

Support the preparation, issuance, and tracking of contracts and other official documentation.

Legal & compliance support

Assist in reviewing employment contracts, consultant agreements, and policy documents for consistency and compliance.

Help monitor legal and labour frameworks relevant to OCH operations in different countries, under the guidance of the Chief Operating Officer and People and Culture Director.

Maintain organised records of legal documents, and support the coordination of updates to internal HR policies and procedures.

Flag potential legal or compliance risks related to people operations or documentation.

Internal communication & team support

Act as a point of contact for queries related to HR and admin processes.

Follow up with staff on outstanding administrative tasks and deadlines.

Support the planning of team events, workshops, and other initiatives as needed.

What we're looking for

Core competencies

Strong organisational and time management skills.

Excellent attention to detail and ability to manage multiple tasks in parallel.

Proactive, solution-oriented, and able to work independently.

Discreet and reliable when handling sensitive information.

Comfortable with digital tools; experience with BambooHR or similar systems is an asset.

Experience & qualifications

A degree in either People Management, ideally combined with legal training - or alternatively, a degree in Law with demonstrated understanding of HR principles.

Prior legal work experience is not required, but exposure to HR or administrative processes is a plus.

Minimum of 1 years’ experience in an administrative, coordination, or people operations role (this can include internships or volunteer work).

Fluency in English (written and spoken) is essential; additional languages are an asset.

Growth & development

This role offers strong potential for professional growth within Our Common Home’s Operations team. As familiarity with our systems and culture grows, the HR & Admin Officer will have the opportunity to take on more strategic responsibilities, including compliance, people development, and cross-team coordination projects.