System Administrator Job Description

Employer name: ____________________

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

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This job description defines the tasks, duties, rights, responsibilities, and working relationships of the employee in the occupation “Адміністратор системи” (System Administrator), code ДК 003:2010 — 2131.2. The scope of work is the IT infrastructure of a trading enterprise. Structural unit: ____________________.

1.2. The employee belongs to the “professionals” category and reports directly to the head of IT or the head of the enterprise. The workplace and working schedule are determined by the employment contract and the internal work rules.

1.3. The employee is hired and dismissed by the employer’s order on the grounds and in accordance with the procedure provided for by labor legislation. Before starting work, the employee is informed of the job function, working conditions, and this job description.

1.4. Qualification requirements: higher education in a relevant information technology field and professional competencies in administering operating systems, networks, and databases, and protecting and restoring information. The employee may perform critical changes independently after becoming familiar with the infrastructure, licenses, backup plan, and procedure for approving work.

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

1.6. The employee must know: the structure and configuration of the assigned IT infrastructure; the requirements of the software in use and its licenses; principles of access control, backup, and recovery; rules for protecting personal and commercial data; and the procedure for supporting Torgsoft and recording technical changes.

1.7. During the employee’s absence, their duties are performed by a person appointed by the employer’s order, subject to qualification and work authorization 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 using their own account and within the rights granted. They do not share their password with others, change data beyond their authority, and report errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Maintains the operability of assigned workstations, servers, network, and peripheral equipment, and keeps current records of their configurations and responsible users.

2.2. Installs and configures approved licensed software; checks compatibility and results without arbitrarily expanding access or breaching license terms.

2.3. Based on approved requests, creates, changes, and terminates user access, including in Torgsoft; grants only the rights necessary for the approved job function.

2.4. Checks that configured access complies with approved roles and restrictions; ensures access is terminated after proper notification of dismissal or a change in authority.

2.5. Performs backups according to the approved plan, checks the result and availability of copies, and conducts approved recovery checks under conditions that protect the production database.

2.6. Plans updates and technical work, agrees on timing and impact on users, prepares backups and a recovery procedure, and checks operability after changes.

2.7. Receives fault reports, records symptoms and actions taken, resolves errors within their competence, or forwards them to the relevant support provider.

2.8. Does not edit business data in the database to substitute for proper accounting operations; changes affecting accounting content are made only under an approved lawful instruction from responsible persons, with the grounds recorded.

2.9. Protects accounts, technical secrets, and backups, monitors installed protection measures, and informs the manager of suspected unauthorized access or a data leak.

2.10. Provides external technical support only with approved access and the minimum data necessary on a lawful basis; monitors the end of the session and termination of temporary rights.

2.11. Maintains current technical documentation, recovery instructions, and a list of support contacts; gives the manager a report on significant incidents, changes, and unresolved risks.

2.12. Completes training and briefings on occupational safety required for the work, 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 a threat to life or health, an accident, fire, injury, or malfunction. In a hazardous situation, stops the dangerous 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 limits.

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

3.3. To report violations and submit proposals concerning work organization, property preservation, 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 working environment, or the natural environment, immediately informing the direct manager or employer.

3.5. To exercise the right to pay, rest, professional training, and protection of labor rights in accordance with the law. To provide explanations regarding the circumstances of violations before a disciplinary sanction is decided.

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 in accordance with the procedure and limits established by law. Disciplinary sanctions are applied in compliance with the prescribed procedure.

4.2. Material liability arises when 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 job description does not establish monetary fines, additional disciplinary sanctions, unconditional compensation for shortages, or the employer’s right to deduct money from wages outside the lawful grounds and procedure.

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

5. Job-related working relationships

5.1. Receives approved access and change requests from the manager and owners of accounting processes; verifies the grounds for terminating access with the human resources department.

5.2. Coordinates work timing and checks of restored operability with accounting, the warehouse, and stores; interacts with software and equipment suppliers only within the scope of approved technical support.

5.3. Hands over unfinished matters and work results to the employee designated by the manager. Records the transfer of documents, goods, money, or other valuables in accordance with the established procedure; reports unresolved discrepancies.

6. Final provisions

6.1. This job description takes effect after approval by the employer. Before beginning the relevant work, the employee acknowledges it by signing or by another method agreed upon and permitted by law that makes it possible to confirm acknowledgment.

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

6.3. A copy of this job description is kept by the person responsible for personnel documents. The employee is given the opportunity to review the current job description and receive a copy.

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

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

I have read and understood this job description: first name and surname ____________________ signature ____________ date ____________

Regulatory framework

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