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The team of the Regional Office of U-LEAD with Europe in the Donetsk Oblast organised an info session for the municipalities of the oblast to take a closer look at the implementation of the military record-keeping system and the actual procedure for appointing starostas.
Viktoriia Trotsenko, Head of this Regional Office, and Andrii Riabukha, Adviser on decentralisation and Local Self-Government, worked with the local self-government officials of the Donetsk Oblast.
“Keeping military records is an important organisational and HR work that requires a systematic approach and strict compliance. Since we received a lot of requests from local municipalities regarding the military record-keeping system, we decided to hold an info session and explain this procedure,” said Viktoriia Trotsenko.
Andrii Riabukha opened the event by briefly explaining the procedure for appointing a starosta under martial law. The bulk of the issues, however, concerned keeping military records. The expert pointed towards the legal framework for its implementation. Next Mr Riabukha examined each stage:
“The appointment of a person responsible for keeping military records begins with the issuance of a relevant order outlining their duties and establishing an additional payment in the amount of up to 50% of the official salary. This appointment should be reported to the competent Territorial Recruitment and Social Support Centre. These persons are also to be provided with advanced training every 5 years.”
According to the expert, the appointment should be followed by an audit and analysis of the military records of the employees liable to for military service. This will help to build personal files that will have all the necessary military records and other important information.
“Make sure that the Military Accounting Rules you developed are easily accessible and that all employees liable for military service have read and understood them,” said Andrii Riabukha.
He stressed the importance of established communication with Territorial Recruitment and Social Support Centres that should include exchange of documentation, notification of changes in employee records, annual reconciliation, outreach, responses to queries, etc.
In 2024, the employee can only be hired subject to the availability of military records with an entry on military registration that are in compliance with paragraph 2 of Clause 34 of the Resolution of the Cabinet of Ministers of Ukraine “On Approval of the Procedure for Organisation and Keeping of Military Records of Conscripts, Persons Liable for Military Service and Reservists” dated 30 December 2022.
“Conscripts under the age of 25 must have a Certificate of Registration at the Recruiting Station. As for conscripts under the age of 60, they must present their military ID card or a temporary certificate of a person liable for military service,” the expert explained.
Andrii Riabukha also spoke about the basic scope of military records as well as reconciliation with Territorial Recruitment and Social Support Centres. According to him, Lists of Personal Military Records can be kept in soft copy for up to a year, however, the paper copy must be approved by the manager and the person responsible for the person liable for military service as of January 1 of each year and entered into the internal document flow system by January 25.
The participants of the info session learned about the procedures and deadlines for the interaction with Territorial Recruitment and Social Support Centres. For instance, when an employee is hired or dismissed, the relevant entry should be made in the lists of personal records within 5 days, and the notice must be sent to the Territorial Recruitment Centre within 7 days.
Finally, the event focused on receiving an order from the Territorial Recruitment Centre to summon an employee and identify a violation of the Military Accounting Rules by employees.
“Initially, the person in charge of keeping military records at a legal entity is the head of this legal entity. If the legal entity has no military record-keeping system in place, the head will be prosecuted. Upon appointment of the person responsible for the persons liable for military service at a legal entity, this falls under this person’s purview,” Andrii Riabukha summarised.