Office and Administration Specialist Warsaw

QED (https://qed.ai) is a tech company focused on public health and food security in Sub-Saharan Africa. We build the digital infrastructure and AI used at the intersection of aid and scientific inquiry, including surveillance of HIV and malaria, and nutrient analysis of crops and soils, working at national-scale in several African countries. Our funding comes from multiple philanthropic and governmental organizations, including the Global Fund, Gates Foundation, CDC, and USAID.

We are seeking a dedicated Office and Administration Specialist. The ideal candidate should be well-organized, detail-oriented, energetic, sharp, and enthusiastic about technology. Both men and women are encouraged to apply.

Responsibilities

• Ensuring compliance with financial and labor regulations in Poland, including reporting obligations to ZUS and other institutions.

• Managing documentation and legal paperwork, including contract renewals, insurance policies, and tax-related filings.

• Collaborating with external contractors regarding office and administrative needs.

• Managing employee benefits programs, including health insurance, wellness initiatives, and Multisport memberships.

• Overseeing daily office operations: handling shipments (including customs for international deliveries when required), ordering lunch and office supplies. Supervising cleaning staff and ensuring the office is well organised and maintained.

• Coordinating travel arrangements, including flights, accommodations, and visas for business trips.

• Assisting in recruitment processes, including initial CV screening and scheduling interviews.

• Organizing team-building activities and fostering a positive company culture.

Requirements:

• Fluency in English and Polish

• Experience in an administrative role in a small company

• Experience in independently managing office space

• Excellent written and verbal communication skills

• Ability to make independent decisions

• (Nice to have) Experience in IT companies

What we offer:

• Full-time employment offered under an employment contract (Umowa o pracę), B2B agreement, or umowa zlecenie

• 6000-8000 PLN brutto monthly (UoP)

• Employer-sponsored lunches in the office

• Flexible working hours

• Hybrid work (3 days in the office near Bemowo metro station)

• Informal atmosphere

• Multisport