Payroll Accounts Officer
The Role:
Administering employee compensation system whilst monitoring
and analysing the market trends in order to keep abreast of developments in
various areas of human resources and ensuring that compensation information and
knowledge is current and appropriate to the needs of the organization. This
involves accurately processing payroll on time and making sure that statutory
deductions and key payroll deduction paid on specific dates. The role also
involves contract management and facilitating the signing of documents.
Key Responsibilities:
Salaries and Benefits Administration
- Processing
of payrolls for Nairobi based staff and field-based staff, ensuring that
all staff are paid on time as per payroll dates and in compliance with
employment and tax laws.
- Manage
temporary staff payroll on a monthly basis ensuring statutory payments are
made accurately and in time.
- Work
in collaboration with Finance to reconcile monthly payroll activities to
ensure that there are no ghost employees and that all staff are
compensated as per their contracts and that the salaries bill is within
the payroll budget.
Submission of Statutory Obligations and other key deductions
- Maintain
an up-to-date record of employee details on Medical Insurance scheme,
pension and Funeral Cover scheme.
- Ensure
monthly reconciliation of payroll statutory payments such as PAYE and
Health Insurance are paid to the revenue authority as per statutory
instrument.
Contract Management and Records Management
- Track
contract end dates of employee contracts and ensure timely renewals or
notices for both local and International Assignees
- Prepare
contract adjustment letters – Salary adjustments, change in location et al
- Opening
of new staff files and ensure all core documents as per the approved
checklist such as police clearance, reference checks; safeguarding;
acknowledgement of key documents and policies Vision and mission
statements; conflict of interest are in place
- Constantly
update physical staff files and BOX
Payroll Accounting and Reporting
- Monthly
Analysis and allocation of Nairobi national staff payroll per approved LDR
to ensure that grants receive fair and accurate allocation of Salary and
Benefit cost allocation by 30th of every month.
- General
Ledger (GL A/c 300) Review and reconciliation of items related to the
International payroll for accuracy. Liaise with GC payroll and Global
Accounting department for resolution /clarification of queries.
- Monthly
Analysis and allocation of international staff payroll per approved LDR to
ensure that grants receive fair and accurate allocation of Salary and
Benefit cost allocation by 30th of every month.
- Prepare
the monthly Local Pay schedule for International Staff and ensure payment
is done by the scheduled and agreed upon date.
Balance Sheet Analysis and Review of Payroll Control Accounts- (A/c 230 and 250)
- Balance
sheet review and analysis of all payroll control accounts-PAYE,
NSSF-SHIF-Housing Levy, Gratuity,
- Ensure
that reconciliation of taxes withheld for VAT, WHT, PAYE is carried out
monthly and ensure no instances of unremitted taxes.
Staff Advances and Reimbursements Management
- On
time payment by processing cash advances and refunds to staff within 3
days.
- Resolve
and communicate to staff on any cash discrepancies that may arise.
- Follow
up with staff on any cash advances pending clearance.
- Ensure
a/c 150 and 155 in the balance sheet closes with balances 0-30 days
monthly, and explanation given where this is not the case
Finance Records Maintenance for Internal and external audit compliance support.
- On
time payment by processing cash advances and refunds to staff within 3
days.
- Resolve
and communicate to staff on any cash discrepancies that may arise.
- Follow
up with staff on any cash advances pending clearance.
- Ensure
a/c 150 and 155 in the balance sheet closes with balances 0-30 days
monthly, and explanation given where this is not the case
Educational and Experience Required
- Degree
in Human Resources/Administration and or Accounting/Finance Qualification
- At
least 3 years payroll management/administration experience
- Knowledge
of at least one payroll package
- Familiar
with different kinds of human resources information system (HRIS)
- Computer
literacy – MS Word, Ms. Excel, Power point, Ms. Access, Internet and
networking.
- Strong
analytical skills
- Knowledge
of computer packages, Smart Executive database
- Able
to handle confidential matters and a high degree of professional
integrity.
- Able
to work in a cross-cultural environment
- Ability
to communicate, well organized
- Deep
understanding and knowledge of statutory regulations and labor relations.
- Knowledge
of the Somalia context is an added advantage.