Job description for a website administrator maintaining the product catalog

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First and last name ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction defines the tasks, duties, rights, responsibilities, and working relationships of the employee in the occupation “Адміністратор вебсайту” (website administrator), code ДК 003:2010 — 3121. Scope of work: the online store’s product catalog. Structural unit: ____________________.

1.2. The employee belongs to the “specialists” category and reports directly to the online store manager or the person responsible for e-commerce. The workplace and working schedule are determined by the employment contract and internal work rules.

1.3. The employee is hired and dismissed by the employer’s order on the grounds and according to the procedure provided for by labor law. Before starting work, the employee is informed of the job function, working conditions, and this instruction.

1.4. Qualification requirements: specialized pre-higher or higher education in a relevant field and skills in website content administration, working with product data, and preparing catalog materials. Independent changes are permitted after training in the website management system used and the data approval procedure.

1.5. In their work, the employee is guided by the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal work rules, the employer’s lawful orders, this instruction, and approved documents of their unit.

1.6. The employee must know: the product catalog structure; rules for identifying and describing products; requirements for information intended for buyers and for copyright in materials; principles of operation of the website management system; the procedure for reconciling specifications, prices, and availability with Torgsoft; and access protection rules.

1.7. During the employee’s absence, their duties are performed by a person designated by the employer’s order, subject to qualification and work-access requirements, the employee’s consent, and payment for substitution in cases established by law. The transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program under their own account and within the rights granted. They must not share their password, make changes to data beyond their authority, and must report errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Creates and updates product cards according to approved instructions, follows the approved catalog structure and naming rules.

2.2. Obtains confirmed specifications from the product specialist, supplier, or another responsible employee; checks that the description matches the specific product, model, size, and set contents.

2.3. Prepares clear descriptions and completes the required fields without inventing specifications, warranties, or unconfirmed advantages; sends conflicting information for clarification before publication.

2.4. Selects supplied or lawfully usable images, checks that they match the product, are legible, and are placed correctly; does not publish another party’s materials without a legal basis.

2.5. Reconciles prices, product codes, barcodes, and available stock against approved Torgsoft product data and confirmations from responsible persons. Does not independently change pricing policy.

2.6. Checks categories, specifications, filters, and links between product variants; identifies duplicates and prepares corrections while preserving correct identification.

2.7. Completes assigned headings, short descriptions, alternative image descriptions, and other page fields in accordance with the site’s approved rules.

2.8. Before activating approved changes, checks the preview, prices, units of measurement, images, and links; informs the manager of errors that cannot be fixed within the employee’s access rights.

2.9. Records significant changes and the source of approved information using the established method; does not delete products or change their status without a proper decision.

2.10. When data exchange is used, checks the transfer result within the employee’s access rights and forwards technical failures to the system administrator; does not change integration settings without an instruction.

2.11. Corrects approved catalog errors promptly, informs relevant employees of changes affecting sales, and keeps confidential and personal data out of public fields.

2.12. Completes work-related training and occupational safety briefings, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment for their intended purpose.

2.13. Immediately informs the direct manager of any threat to life or health, accident, fire, injury, or malfunction. In a dangerous situation, stops the hazardous work, follows the response and evacuation plan, and does not endanger themselves or others.

3. Rights

3.1. To receive from the manager and responsible employees documents, accurate information, and explanations necessary to perform the job function, within the established access rights.

3.2. To require serviceable equipment, proper working conditions, necessary materials, and personal protective equipment where required for the work.

3.3. To report violations and make proposals concerning work organization, preservation of property, safety, and improved service, and to have the manager consider those proposals.

3.4. To refuse assigned work if a workplace situation arises that is dangerous to the life or health of the employee, people around them, the work environment, or the natural environment, immediately informing the direct manager or employer.

3.5. To exercise the right to remuneration, rest, professional training, and protection of labor rights in accordance with the law. To provide explanations regarding the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, breach of labor discipline, and violation of occupational safety requirements, the employee is liable according to the procedure and within the limits established by law. Disciplinary penalties are applied in compliance with the prescribed procedure.

4.2. Material liability arises where the grounds and conditions provided by law exist, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by law; the mere fact of a shortage is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary penalties, unconditional reimbursement of shortages, or the employer’s right to deduct funds from wages outside the grounds and procedure permitted by law.

4.4. For violations of rules on safeguarding documents, accounting data, property, and confidential information, the employee is liable where at fault and within the limits established by law.

5. Work-related relationships

5.1. Receives assignments and decisions on activating changes from the online store manager; verified specifications from the product specialist; and approved prices from the person responsible for pricing.

5.2. Confirms stock availability and product variants with the warehouse and sales teams, lawful materials and presentation with the marketer, and technical errors and access with the system administrator; reports completed changes to the manager.

5.3. Hands over unfinished matters and work results to the employee designated by the manager. Records the transfer of documents, products, funds, or other valuables according to the established procedure; reports unresolved discrepancies.

6. Final provisions

6.1. This instruction takes effect after approval by the employer. Before beginning the relevant work, the employee acknowledges it by signature or by another method agreed in accordance with law that makes it possible to confirm acknowledgment.

6.2. Amendments to this instruction are approved by the employer’s order in compliance with labor law and applicable martial law provisions. Amending the instruction does not replace the proper formalization of a change in job function, transfer, or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel documents. The employee is given the opportunity to review the current instruction and obtain a copy.

Prepared by: position ____________ signature ____________ first and last name ____________________ date ____________

Agreed by: position ____________ signature ____________ first and last name ____________________ date ____________

Acknowledged by the employee: first and last name ____________________ signature ____________ date ____________

Regulatory framework

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