Personnel Administration Specialist

Personnel Records Management:

• Maintaining records of company personnel and departments in accordance with standardized primary documentation forms;
• Processing new hires, transfers, and terminations in compliance with labor laws, company policies, management orders, and departmental directives;
• Creating and maintaining employee personnel files;
• Managing electronic employment records and calculating length of service;
• Tracking leave entitlements and monitoring the creation and adherence to annual vacation schedules;
• Managing the personnel archives and preparing documents for transfer to the state archive once the mandatory retention period has expired.
• Organizing and overseeing the onboarding process for new employees.
• Advising employees on labor legislation and internal company policies.

HR Operations:

• Managing the internal Hibob HRMS
• Assisting with internal projects for the operations department

• At least 2 years of experience in a similar role,
• Experience managing personnel records in companies with 100+ employees
• Practical experience in military record-keeping and employee reservation, including relevant certification
• Knowledge of Ukrainian labor law and regulations governing military registration, mobilization, and employee reservation.
• Proficiency in working with documentation and analytical reports.
• Experience in preparing HR documentation in accordance with Ukrainian labor law.

Preferred qualifications:

• Experience working within the Diia City legal framework.
• Experience managing HRMS platforms such as BambooHR or Hibob.
• Experience with HR projects related to analytics and operations.

• Work in a comfortable office in Kyiv with a hybrid schedule (65% of working time in the office).
• Flexible working hours: Mon-Fri, 9:00 AM – 6:00 PM (± 2 hours start time).
• 20 days of vacation (22 days after 3 years with the company).
• 18 days of paid sick leave.
• 4 personal days for mental health recovery.
• Day off for your birthday.
• Medical insurance, childcare compensation, and access to a corporate psychologist.
• Support from a mentor and your manager throughout your onboarding and beyond.
• L&D center, self-learning library, access to paid courses, and company-sponsored conference attendance.
• Corporate discounts from our partners.
• Corporate events that combine professional development with team bonding.
• Work in a modern business center with office perks, a massage chair, monthly pizza days, a shelter, and offline events.