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.