Global talent services specialist in HR administration

Do you have the talent to reveal other people’s talents? With more than 3 000 specialists on board, it’s still important for Intellias to support and take care of each other – no matter how fast we grow. Join in and take a mission to guide the employees of our large, but truly human-centered company. What project we have for you The Global Talent Services Specialist Ukraine ensures accurate, timely, and compliant employment administration throughout the employee lifecycle in Ukraine. The role owns local HR documentation and employee data, supports payroll and statutory reporting, and provides reliable guidance to employees and managers in line with Ukrainian labour law, internal policies, and data privacy requirements.

• Manage employee administration across the hire-to-exit lifecycle, including hiring, transfers, promotions, changes to employment terms, leaves, and terminations.
• Prepare and issue employment contracts, addenda, orders, certificates, employment letters, and other personnel documents in Ukrainian and English as required.
• Maintain complete and accurate personnel files, employment records, and electronic document repositories in accordance with Ukrainian legislation and internal retention requirements.
• Ensure timely registration and documentation of all employee changes and maintain accurate position and organisational data in HR systems.
• Coordinate onboarding and offboarding administration, including collection of mandatory documents, system updates, and completion of required checklists.
• Act as the primary point of contact for employees and managers on employment documentation and local HR administration matters.
• Maintain and validate time and attendance records and ensure that absences, overtime, business trips, and other working-time data are documented correctly.
• Administer annual leave, unpaid leave, maternity and parental leave, sick leave, and other statutory or company-provided absences.
• Monitor leave balances and supporting documents and resolve discrepancies before payroll cut-off.
• Prepare and maintain work schedules, timesheets, and other records required by Ukrainian legislation and company procedures.
• Prepare, validate, and submit complete payroll inputs, including new hires, terminations, salary changes, allowances, bonuses, deductions, absences, and one-time payments.
• Reconcile employee data across HR systems, payroll files, and supporting documents and promptly correct identified discrepancies.
• Work closely with Payroll, Finance, Accounts Payable, Legal, and other stakeholders to support accurate and timely salary payments.
• Conduct regular data audits and produce workforce and operational reports as required.
• Maintain military records for employees in accordance with Ukrainian legislation and applicable company procedures.
• Collect, verify, update, and retain military registration documents and ensure that relevant employee data remains accurate.
• Prepare required notifications, lists, reconciliations, and reports and support communication with competent authorities when required.
• Monitor legislative changes and proactively escalate compliance risks related to military records administration.
• Ensure that employment practices and documentation comply with Ukrainian labour law, data privacy requirements, internal policies, and approved procedures.
• Monitor changes in local legislation and recommend updates to employment templates, processes, and internal guidance.
• Prepare and submit mandatory employment-related reports and notifications within statutory deadlines.
• Support internal and external audits and labour inspections by preparing documents, evidence, and reconciliations.
• Protect confidential employee information and process personal data only for authorised business purposes.
• Identify and escalate compliance risks or potential legal issues and support timely corrective actions.
• Provide clear, practical, and service-oriented support to employees and managers on local HR processes and documentation.

• Bachelor’s degree in Human Resources, Law, Business Administration, or a related field.
• At least 3 years of relevant experience in personnel administration, HR operations, or a similar role in Ukraine.
• Strong practical knowledge of Ukrainian labour legislation and personnel records administration requirements.
• Hands-on experience preparing employment documentation, orders, employee records, and payroll inputs.
• Practical knowledge of military records administration requirements in Ukraine.
• Experience working with HR information systems, electronic document management tools, and Microsoft Office or Google Workspace.
• High attention to detail, strong organisational skills, and the ability to manage deadlines and multiple priorities.
• Ability to handle confidential information responsibly and communicate clearly with employees, managers, and cross-functional teams.
• English at Intermediate level or above and fluency in Ukrainian.

• By creating a comfortable atmosphere in our team, we empower individuals to unlock their true potential and achieve extraordinary results.
• That’s why we offer a range of benefits that support your well-being and charge your professional growth.