Lead HR Administration Specialist

As HR Administration Specialist you will be responsible for leading and overseeing personnel administration processes, ensuring full compliance with Ukrainian labor legislation and internal policies, while driving efficiency, standardization, and continuous improvement of HR operations.

This is a full-time office job. Candidates must be located in Kyiv.

What is your Day-to-Day Mission:

• Own and lead end-to-end personnel administration processes (hiring, transfers, terminations)

• Ensure accuracy, compliance, and consistency of all HR documentation and records

• Supervise and coordinate personnel administration processes and standards

• Act as a key point of contact for complex HR administration topics and escalations

• Ensure timely and accurate submission of reports to state authorities

• Drive standardization and optimization of HR administration processes

• Lead HR data accuracy and integrity within HRM systems

• Collaborate closely with HR, Legal, Finance, and leadership teams

• Contribute to HR audits, internal controls, and compliance initiatives

What you bring to the team:

• 5+ years of experience in HR administration / personnel records management

• Strong and practical knowledge of Ukrainian labor law

• Proven experience in leading or owning HR administration processes

• Hands-on experience with military records management

• Experience working with HRM systems

• Strong ownership mindset and ability to drive improvements

• High attention to detail and structured approach to work

• Ability to manage complexity and prioritize effectively

• Strong communication and stakeholder management skills

• Fluency in Ukrainian (mandatory)

Nice to have:

• Experience in an international or fast-growing company

• Experience in building or scaling HR processes from scratch

• Experience supporting audits or compliance processes

• Intermediate English or higher

Why Quantum-Systems:

• We Stand with Ukraine!

• We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.

• We are industry pioneers who are ambitious, bold, and visionary.

• We push limits, think outside the box, and strive for technological excellence to shape the future of aerial data.

• We promise to be your runway for individual and professional growth.