Recruitment of employees from Ukraine

In the face of staff shortages and the aging and shrinking of Polish society, more and more employers decide to entrust work to citizens of Ukraine and workers from other Eastern European countries. Foreigners from Ukraine, Belarus, Moldova, and Georgia currently account for over 80% of all foreigners working in Poland, and their employment has become an important element of many companies' strategies.

Although the legalization of employment of foreigners from these countries is relatively simple, it still requires knowledge of administrative procedures and compliance with regulations regarding minimum wages, working hours, and legal residence of foreigners in the Republic of Poland.

At Personnel Service, we provide full support in recruitment, legalization processes, and employee adaptation in the workplace, helping employers to employ foreigners efficiently and in compliance with the law.

We support entrepreneurs in:

Recruiting suitable candidates

We conduct extensive marketing activities, actively recruit, and use the support of a network of business partners in Poland and abroad.

Verification of documents

We check, among others, the PESEL number, the basis of a foreigner's stay in Poland, and the possibilities of legalizing employment.

Obtaining work permits

We submit or assist in submitting a declaration of entrusting work to a foreigner, or help obtain a type A work permit.

Notifying the labor office

If a Ukrainian citizen started work in Poland under the special war act, we report the employment to the relevant authorities.

Organizing arrival and accommodation

We help foreigners find accommodation, taking into account that many Ukrainian citizens already live permanently in Poland.

Onboarding and employee integration

We provide support from bilingual coordinators who assist in on-the-job training and employee adaptation.

Extending residence legalization documents

We monitor the permitted period of stay for third-country nationals in Poland, assist in submitting new documents, and obtaining a residence card.

Our knowledge of the cross-border labor market, legal regulations, and the possibilities of employing foreigners in the Republic of Poland allows us to effectively respond to the needs of employers. Thanks to Personnel Service, entrusting work to a Ukrainian citizen is carried out efficiently, in compliance with legal requirements, and fully safely for the employer.

Available forms of employment for workers from Ukraine

The decision on the form of employment of workers from Ukraine should be tailored to the specifics of the company's operations, its staffing needs, and long-term development strategy. Each available form has its advantages, and Personnel Service helps to match the right solution to the employer's requirements.

Direct employment is the classic form of establishing an employment relationship, in which the company itself signs a contract with the employee, taking full responsibility for their employment from the first day of work. It is an ideal solution for companies looking for long-term employees and wanting to build a stable team. Personnel Service supports employers at every stage – from recruitment, through formalities related to the legalization of work and residence in Poland, to the onboarding of new employees.

Learn more about permanent recruitment

Temporary work is a solution for companies facing seasonal increases in labor demand or dynamic changes in order structure. In this model, the temporary employment agency formally hires the worker and then assigns them to work at the client company.

Personnel Service manages the entire process – from recruitment and legalization to HR and payroll services. The employer can focus on key business aspects while we handle the rest.

Learn more about temporary work

Process outsourcing is a solution that allows companies to delegate specific operational tasks to a specialized service provider. Instead of managing logistics, production, or quality control themselves, businesses can leverage the expertise of outsourcing firms, which take responsibility for these processes. This enables increased efficiency, cost optimization, and greater operational flexibility.

Benefits of process outsourcing

Reduction of operational costs

Focus on core company competencies

Flexibility and market adaptability

Improvement of process quality and
efficiency

Reduction of operational risk

Personnel Service is an experienced partner in outsourcing logistics, production, and HR processes. With our support, your company can operate more efficiently and effectively, without the burden of administrative tasks related to personnel management or the latest Polish law regarding the employment of foreigners in the Republic of Poland.

Hiring Ukrainian citizens in Poland involves numerous procedures, including legalization of the foreigner’s stay, administrative formalities related to assigning work, and compliance with the provisions of the Act on Assistance to Citizens of Ukraine and the Aliens Act as well as the latest Act on Conditions for Permissibility of Assigning Work to Foreigners in the Republic of Poland. Personnel Service is the best choice for employers hiring Ukrainian citizens because it provides comprehensive support at every stage of recruitment, employment legalization, and employee adaptation.

An employer hiring a Ukrainian citizen must comply with the provisions of the Act on Assistance to Citizens of Ukraine (the so-called Ukrainian special act, wartime special act), the Act on Conditions for Permitting Employment of Foreigners in the Territory of the Republic of Poland, and other legal acts regulating the employment of foreigners. Personnel Service ensures full formal security, minimizing the risk of legal violations.

Legalization of foreign employment – whether assigning work to a foreigner requires notifying the labor office or the candidate will work based on a declaration, we take care of reporting and obtaining all necessary documents.

Verification of the foreigner’s residence status – for Ukrainian citizens, candidates are increasingly sought in the local Polish labor market. It is important to verify the legality of a foreigner’s stay in Poland before assigning work. We check documents such as residence card, visa, biometric passport, and PESEL number status.

Legal security of contracts – we ensure that employees working through our agency are legally employed, both in terms of required minimum wage and compliance of contracts with working time regulations.

Monitoring of regulatory changes – our specialists ensure ongoing compliance of procedures with laws regarding Ukrainian citizens and labor market regulations.

Thanks to these measures, employers can be confident that assigning work to a Ukrainian citizen is carried out legally and in accordance with Polish law.

Hiring a Ukrainian citizen involves many formalities and stages, which Personnel Service handles comprehensively:

Candidate matching – recruitment takes place both on the local labor market and abroad. We have our own recruitment strategy and a broad network of business partners who help us find the best-matched candidates.

Submitting a declaration of assignment of work or registering the employment of a Ukrainian citizen based on a notification – we handle full legalization.

Administrative support – preparation of contracts, registration with ZUS, payroll and tax settlements.

Document verification – checking the basis of a foreigner’s residence and residence card, as well as support in extending residence documents.

Accommodation organization – we provide accommodation for employees. We also have our own housing resources (including a staff hotel).

Training and onboarding – we facilitate employees’ adaptation to new working conditions.

Preliminary and periodic medical examinations and healthcare – we provide our employees with medical care in their native language, ensuring full understanding and comfort during medical visits.

Working with Personnel Service relieves the employer of all formalities related to employing foreigners.

Thanks to our extensive supplier network and modern recruitment methods, employers can quickly fill staffing gaps.

Mobile recruitment office – REKRUTOBUS – an innovative solution enabling quick recruitment without the need to visit an office. Our team travels to different regions of Poland, making it easier for candidates to apply for job offers.

Flexible forms of employment and cooperation – we offer our clients flexible forms of cooperation within temporary work, outsourcing, or permanent recruitment.

Quick start of work – employment legalization and work organization are carried out efficiently and without unnecessary bureaucracy.

Strategic recruitment marketing – we search for employees not only through standard channels, but also actively work on social media and develop and implement comprehensive recruitment campaigns.

Thanks to these solutions, employees can start work faster, and employers can avoid production downtime.

Employee accommodation – we provide comfortable lodging, eliminating the issue of housing for foreigners. Our accommodation standards also contribute to lower employee turnover.

Transport organization – we assist employers in organizing employee transport.

Training and onboarding – we are here to help. We believe that well-conducted onboarding leads to higher employee retention and better work efficiency, so we place great emphasis on preparing employees for their tasks and familiarizing them with conditions and responsibilities.

Language support – our bilingual coordinators provide assistance in daily communication and document translation.

Thanks to these measures, employees adapt faster to the new environment, which increases efficiency and employment stability.

Personnel Service has an internal audit department that continuously monitors and improves processes related to:

Customer service

Payroll and settlements

Employee support

Thanks to the audit department, Personnel Service continuously raises standards, providing employers and employees with the best cooperation experience.

No recruitment and selection costs – the entire process and associated costs are covered by us.

Reduction of administrative costs – we take over the formalities related to employing Ukrainian citizens.

Legal security – we avoid mistakes that could result in penalties.

Optimization of employment costs – we help employers adjust the cooperation model to their needs.

Employers can focus on running their business, while we handle all aspects of hiring and managing foreigners.

Want to learn more? Contact us and see how we can help your company!

12,000 FTE

Number of temporary workers

+450

Recruited employees each week

+2700 FTE

Employees we hire for a single client

+500

Satisfied clients

100%

Compliance with Polish legislation

6h

Time we need to hire 40 employees

For us, every recruitment project is not just about numbers, but above all about people and their stories. We cooperate with companies from various industries, helping them find motivated employees, while at the same time supporting foreigners in building their careers in Poland.

Check out our Case Studies and see how our solutions translated into business success for our clients! Here you will find concrete examples of how we effectively recruit, integrate, and optimize employment processes. See how we helped companies reduce recruitment costs, improve employee retention, and ensure stable teams ready to perform.

E-commerce
logistics

Food
production

Industrial
production

Automotive

Window industry

RTV&AGD

Our recruitment services help companies across various sectors solve key challenges related to staff shortages, employee turnover, and operational efficiency.

ProblemHigh seasonality of production, high employee turnover, need to meet strict sanitary standards.

SolutionWe provide flexible and motivated employees, ensuring their legal employment and rapid adaptation to the job specifics.

ProblemStaff shortages in positions not requiring high qualifications, need for a stable and efficient workforce.

SolutionWe recruit verified employees ready for shift work and long-term cooperation, reducing turnover.

ProblemSudden spikes in demand for employees during high-order seasons, difficulties finding staff for warehouse work.

SolutionWe quickly provide employees ready to work in dynamic conditions, minimizing delays and operational downtime.

ProblemHigh requirements for precision and quality, lack of stable workforce in automotive components production.

SolutionWe provide reliable employees, selected for manual skills and readiness to work in demanding environments.

ProblemDifficulties in finding qualified employees for assembly and quality control of home appliances.

SolutionWe provide carefully selected candidates who quickly adapt to assembly line work and meet high industry standards.

Thanks to our knowledge and experience in recruiting foreigners, we help companies effectively manage their workforce, optimize costs, and avoid problems related to labor shortages. Trust the experts and ensure the stability of your business!

How does the process of employing workers from Ukraine work?

Employing Ukrainian citizens in Poland requires knowledge of the law, including the Act on the conditions of admissibility of assigning work to foreigners in the territory of the Republic of Poland, the Act on Assistance to Ukrainian Citizens (the so-called Ukrainian Special Act), as well as administrative procedures for obtaining the necessary documents that allow a foreigner to work in Poland. Every employer hiring Ukrainian citizens must ensure the legal employment of foreigners and meet the formal requirements for assigning work to citizens of third countries.

With our support, the entity assigning work to a foreigner can be confident that all procedures have been carried out in accordance with the law, and the Ukrainian citizen works legally and in compliance with Polish labor regulations.

Want to learn more about the possibilities for Ukrainian citizens to work? Contact us!

Stage 1: Preparation and formalities

The process of employing citizens of Ukraine and other former Eastern Bloc countries begins with an analysis of the employer's needs and verification of formal requirements for legally assigning work to foreigners residing in Poland.

Staff needs analysis – determining the number of employees and their working hours.

Verification of legal requirements – checking whether a statement assigning work to a third-country national is required and if they meet the legal residence conditions in Poland.

Scheduling – setting the start date, working hours, and work period.

Document preparation – preparing the application or statement for submission to the local labor office, as well as contracts and employment documents for the foreign worker.

Stage 2: Recruitment

To provide employers with the appropriate workforce, we actively recruit candidates in Poland, Ukraine, and other Eastern countries. We use modern recruitment tools and conduct large-scale campaigns, also leveraging a wide, long-established network of trusted partners.

At this stage, we verify candidates’ experience and their suitability for the job position. We also check the documents held by the foreigner (e.g., PESEL number, residence card, or other legal basis for staying in Poland).

Stage 3: Employment formalization

Depending on the chosen form of cooperation, we either support or take responsibility for obtaining the necessary documents – submitting a notification of employment of a foreigner to the relevant labor office or applying to register the statement of assignment of work in the statement registry. We also assist foreigners who want to extend their stay in Poland in applying for a temporary residence card or other documents allowing them to work and live in Poland.

As part of our activities, we also organize arrivals to Poland and provide assistance to Ukrainian citizens in finding accommodation.

Stage 4: Workplace adaptation

After a Ukrainian citizen starts work, we ensure their quick adaptation and provide support during the first weeks of employment. We conduct or translate job-specific training into the foreigner’s language, preparing them to perform work according to the employer’s requirements. Our coordinators support employees throughout the employment period – both in integrating into the new workplace and adapting to the new living environment.

These measures allow the Ukrainian employee to start work quickly, while the employer receives a motivated and well-prepared worker.

Thanks to our experience and comprehensive support, hiring a Ukrainian citizen becomes a simple and safe process.

Capital Group Personnel Service

3 Sucha street, floor 3, 50-086 Wroclaw

Personnel Service SA with its registered office in Wroclaw, entered into the National Court Register kept by the District Court for Wroclaw - Fabryczna in Wroclaw, 6th Commercial Division of the National Court Register, share capital: PLN 7 843 469,00, fully paid.

3 Sucha street, floor 3, 50-086 Wroclaw

Fire emoji Capital Group Personnel Service

Personnel Service SA with its registered office in Wroclaw, entered into the National Court Register kept by the District Court for Wroclaw - Fabryczna in Wroclaw, 6th Commercial Division of the National Court Register, share capital: PLN 7 843 469,00, fully paid.