## Personnel Administration

We fully manage your company's personnel files and employment documents

## What is personnel administration?

![HR specialist reviewing employee personnel files and contracts](/assets/images/administrare-personal-1.jpg)

Personnel administration covers all administrative operations related to your employees — from maintaining personnel files and individual employment contracts, to reporting hires, modifications, and terminations to the State Labor Inspectorate (ISM), tracking leave, and applying internal HR procedures.

Correct personnel administration is not just bureaucracy — it means protection for your company in case of inspection or dispute, and respect for your employees. Complete files, correct contracts, and timely reporting are the foundation of any healthy employment relationship, in accordance with the legislation of the Republic of Moldova.

## Why outsource personnel administration?

![Business owner consulting with HR specialist about personnel documents](/assets/images/administrare-personal-2.jpg)

Managing personnel documents internally takes time and requires constant knowledge of labor legislation, which changes frequently. A missed deadline at ISM, an incomplete contract, or an incomplete personnel file can generate significant fines during a State Labor Inspectorate inspection.

By outsourcing personnel administration, you have the guarantee that everything is managed by specialists who track legislative changes daily, who know exactly which documents are mandatory and within what deadlines personnel events must be reported. You focus on business, we handle compliance.

## What you will get?

### Personnel files

We create and maintain complete personnel files for each employee — employment contract, addenda, job description, employment application, identity documents, diplomas, and any other mandatory document. Files are organized and accessible whenever needed — during inspections or at the employee's request.

### Individual employment contracts

We draft individual employment contracts according to the standard template and the specifics of each position — contract type, duration, salary, work schedule, duties, specific clauses. We also prepare addenda whenever changes occur — salary increases, position changes, schedule modifications, or other contractual elements.

### ISM reporting — hires, modifications, terminations

Any personnel event — hire, contract modification, suspension, resumption of activity, or termination — must be reported to the State Labor Inspectorate within the legal deadlines. We manage all these reports, ensure they are transmitted correctly and on time, and keep confirmations on file.

### Leave tracking

We administer the planning and tracking of annual leave, sick leave, unpaid leave, parental leave, and other absences. We calculate leave balances, prepare leave orders, and ensure each employee's rights are respected in accordance with the Labor Code of the Republic of Moldova.

### Internal HR procedures

We develop and update the internal regulations, job descriptions, performance review procedures, and other internal HR documents. We advise on the correct application of disciplinary procedures — warning, sanction, disciplinary dismissal — while respecting the employee's right to defense.

### ISM inspection readiness

We prepare your company for periodic State Labor Inspectorate inspections — verifying that all personnel documents are complete, reports are up to date, and procedures applied are compliant with legislation. During an inspection, you are ready to present any document the inspector requests.

## Frequently Asked Questions

### What documents must be in an employee's personnel file?

Each employee's personnel file must contain at minimum: the signed individual employment contract and all addenda, the hire order, the employment application, a copy of the identity document, copies of diplomas or relevant qualification certificates, the job description, and the occupational health and safety briefing record.

During the employment relationship, the following are added: addenda to the contract, orders modifying position or salary, leave applications and orders, disciplinary documents if applicable, medical certificates, and any other relevant documents. Upon termination, the dismissal order and settlement documents are added.

Personnel files are retained for a long period after the employment relationship ends — some document categories for up to 75 years. We ensure correct archiving and compliance with retention periods according to the archival legislation of the Republic of Moldova.

### By when must a new employee be reported to ISM?

Under the labor legislation of the Republic of Moldova, the hire of a new employee must be reported to the State Labor Inspectorate before the employee's first working day or no later than the day of hire. Failure to meet this deadline attracts administrative sanctions that can be significant.

Reporting is done through ISM's electronic system by submitting the employee's data and the employment contract. We manage this reporting immediately after the contract is signed, so the employee can begin work in full legal compliance, without risk of a fine for your company.

Equally important, any contract modification — position change, salary, schedule — and any termination of the employment relationship must be reported to ISM within the deadlines set by law. We manage all such reporting, regardless of frequency.

### How is annual leave managed?

Each employee is entitled to a minimum of 28 calendar days of paid annual leave under the Labor Code of the Republic of Moldova. We manage the annual leave schedule, which is typically drawn up at the start of the year with the participation of the employer and employees.

For each leave, we prepare the employee's request, the leave order, and calculate the leave allowance — based on the employee's average salary over the last 12 calendar months. The allowance is paid at least 3 calendar days before the start of the leave.

We track leave balances for each employee — days used, days remaining, days carried over from previous years. We provide clear reports on the leave situation so you can plan the team without surprises and without the risk of accumulating large unpaid leave liabilities.

### What if an employee violates the work schedule?

Disciplinary violations — unexcused absences, repeated lateness, failure to comply with internal regulations — must be addressed in accordance with the disciplinary procedure provided by the Labor Code of the Republic of Moldova. The procedure must be strictly followed, otherwise the sanction can be successfully challenged in court.

The disciplinary procedure includes: prior investigation — hearing the employee in writing, opportunity to defend themselves — applying a sanction proportionate to the severity of the act, and written notification. Disciplinary sanctions are: warning, reprimand, severe reprimand, and disciplinary dismissal. Applying a sanction not provided by law is prohibited.

We advise in managing disciplinary cases, draft the necessary documents, and ensure the procedure is correctly applied. The goal is to protect the company from a potential labor dispute while ensuring fair and lawful treatment of the employee.

### How is a job description prepared?

A job description is the document defining the duties, responsibilities, required competencies, and hierarchical relationships of a position. It is mandatory and must be specific — a generic job description offers no protection in a dispute about duties or employee performance.

We draft job descriptions starting from the specifics of your company's activity, position requirements, and existing occupational standards. We ensure duties are clear, measurable, and proportionate to the salary and level of responsibility of the position.

The job description signed by the employee is part of the personnel file and can be updated by addendum to the contract whenever the position's duties change significantly. A well-drafted job description is also a useful tool for performance evaluation.

### What are the risks during an ISM inspection?

During a State Labor Inspectorate inspection, the inspector can verify: whether all working employees have registered employment contracts, whether personnel files are complete, whether work schedules are respected, whether leave is correctly managed, and whether disciplinary procedures applied comply with the law.

The most common issues found at inspections include: employees without an employment contract or with unregistered contracts, incomplete personnel files, missing or overly generic job descriptions, failure to meet salary payment deadlines, and incorrectly applied disciplinary procedures.

Fines for violating labor legislation can reach considerable amounts, and some violations are sanctioned per employee affected, not per company, which can make the total very large. Working with us, your company is always inspection-ready — without stress, missing documents, or risk of fines.

### How does the dismissal procedure work?

Dismissal can be initiated by the employer or by mutual agreement. Regardless of type, the procedure must be strictly followed. Dismissal at employer initiative without a clear legal basis and correct procedure can be successfully challenged in court, obligating the employer to reinstate the employee and pay compensation.

Legal grounds for employer-initiated dismissal include: liquidation of the company, reduction in headcount, professional incompetence, systematic absenteeism, and others provided by the Labor Code. Each ground has its own procedure and specific documents — notice period, alternative position offer, trade union decision, etc.

We advise throughout the procedure, draft the necessary documents — dismissal order, certificates for the employee — and calculate final entitlements. We ensure the procedure is compliant, deadlines are met, and the employee receives all documents to which they are legally entitled.

### Do you offer personnel administration services for start-ups?

For newly established companies, we offer a comprehensive package to set up personnel administration from scratch. We implement the file structure, draft internal regulations, prepare job descriptions, configure contract templates, and set up ISM reporting procedures.

We guide you through the first hires — what documents need to be prepared, in what order, and what deadlines must be met. Many entrepreneurs do not know that hiring the first employee involves a series of administrative and fiscal obligations that must be met immediately, not later.

Once the foundations are in place, we continue with monthly administration — files, contracts, ISM reporting — so that as the company grows, HR processes are already implemented and working. You don't need to improvise when you reach 10 or 20 employees, because everything is already structured.