Military and HR Records Management Specialist

Job Overview

We are seeking a qualified specialist responsible for maintaining military records and HR administration in compliance with legal requirements and company policies. This role involves managing documentation, ensuring accuracy of data, collaborating with government authorities, and supporting HR process automation.

What will you do?

Military Records Management

• Verifying military registration documents during hiring.
• Administering military records in the BAF system.
• Maintaining and updating the electronic database of conscripts, reservists, and those liable for military service.
• Monitoring and updating changes in registration data.
• Preparing reports on employee numbers and military obligations.
• Coordinating with Territorial Recruitment and Social Protection Centers (TRSPCs) and other state authorities regarding military record matters.
• Supporting employee reservation stages.
• Consulting and cooperating with company employees on military record issues.
• Monitoring changes in legislation and implementing them promptly.

HR Records Management

• Managing document flow according to corporate requirements within the assigned responsibility area.
• Processing employee hiring, transfers, and terminations; forming and maintaining personal files (P-2).
• Preparing and maintaining employee leave schedules; issuing leave orders of all types.
• Preparing work time records.
• Maintaining and updating staffing schedules.
• Developing job descriptions.
• Administering HR systems.
• Verifying and preparing documents for archiving.

Process Automation

• Participating in the automation of HR processes according to the current business needs.

Interaction with Internal Departments and Government Authorities

• Providing information upon requests from the finance department or legal counsel.
• Preparing responses to inquiries from regulatory bodies.
• Participating in inspections and audits, preparing accompanying documentation.

Interaction with Employees

• Consulting employees on labor law and HR procedures.
• Providing certificates and recommendation letters upon request.
• Participating in other HR team initiatives.

What are we looking for?

• Higher education degree.
• Minimum of 3 years of experience in military record-keeping and HR administration.
• Certificate of advanced training in military records management at an enterprise.
• Knowledge of the Labor Code of Ukraine and other regulatory acts.
• Knowledge of legislation and regulations on military records.
• Experience interacting with Territorial Recruitment and Social Protection Centers (correspondence, reporting, annual reconciliations, participation in inspections).
• Proficient in MS Windows and MS Office (Excel, Word, PowerPoint), as well as web conferencing applications.

What additional skills will help you stand out?

• Experience working with Diia.City residents.
• English language proficiency (B1 level).
• Experience with various HR records management systems.

Work mode

• Hybrid (4 days of work from the office).
• This role isn't eligible for relocation & immigration support.

Benefits

Benefits and perks are tailored to the local market and culture. Our benefits in Kyiv include:

• 24 business days of annual leave per calendar year
• 6 personal days per calendar year
• Career development and education opportunities within the company
• Premium Private Health Care (with wellness program option)
• Mental well-being program (iFeel)
• Life event bonuses (Employee’s Birthday, Marriage, Child’s Birth…)
• English courses with 50% contribution
• Employee discounts
• Personal Gaming Account
• Coffee, fruits, and snacks in the office
• Company events
• Seniority Awards
• Referral program - You can recommend the best talents to the company and receive a reward

##### Please submit your CV in English to ensure smooth processing and review.