Payroll & HR Officer (Hybrid)

6 days ago

Stellenbosch, Western Cape, South Africa Merand Recruitment Full time

The Payroll & HR Officer is to assume responsibility for the administration and processing of payrolls in a diverse, dynamic, and rapidly developing non-profit organization (NPO) which is a leader in management of conservation at scale and comprises a workforce of +- 500 staff in various SADC countries wherein the organization has an operational presence.

ROLE ACCOUNTABILITIES

Payroll Administration

  • Manage an in-house payroll system, including maintenance and control of payroll specifications.
  • Ensure accurate and timely execution of payroll.
  • Capture payroll changes, earnings, and deductions on Sage 300 People.
  • Prepare and reconcile internal payroll reports, ensuring compliance with various tax authorities.
  • Respond to payroll queries.
  • Coordinate with HR to ensure accurate and timely processing of new hires, terminations, promotions, and transfers in the payroll system.
  • Generate and distribute payroll reports to management and relevant departments.
  • Collaborate with Finance to reconcile payroll accounts and resolve any discrepancies.
  • Stay updated on changes in payroll regulations and laws to ensure compliance and accuracy in payroll processing.
  • Assist in the preparation and submission of statutory payroll-related reports and returns.
  • Maintain confidentiality and security of payroll information and records.

Contract Administration

  • Track contracts for extension as well as checking valid work permits, passports, and visas.
  • Draft and distribute visa & confirmation of employment Letters.
  • Draft and distribute salary adjustment letters.

Benefits Administration

  • Assist and guide employees regarding employee risk benefits to which they may be entitled.
  • Assist and guide employees regarding claims processes for disability, IOD claims and where appropriate, medical insurance claims.
  • Facilitate the enrollment of employees in medical aid and retirement fund programs, ensuring accurate and timely processing of applications.
  • Collaborate with employee to disseminate comprehensive benefits information to employees during the pre-boarding process, ensuring they are aware of available benefits and entitlements.
  • Ensure employees sign all necessary benefits documentation and submit it to relevant service providers in a timely manner, maintaining accurate records of all transactions.
  • Act as a point of contact for employees regarding the benefit program, addressing queries, providing clarification, and offering support as needed.
  • Liaise with external benefit providers, such as insurance companies and retirement fund administrators, to coordinate the administration of benefits and resolve any issues or discrepancies.
  • Stay informed about changes or updates to benefit programs, regulations, and compliance requirements, ensuring adherence to relevant laws and policies.
  • Continuously evaluate and enhance the benefits administration process, seeking opportunities for automation, efficiency improvements, and cost savings.

Leave Administration

  • Manage the accrual and taking of leave on multiple platforms.

Generate standard and customized reports

  • Extract and distribute month-end payroll and staff movement reports.
  • Extract and report Employment Equity data annually.
  • Preparation and submission of monthly and annual foreign statutory and employee benefits returns.
  • Liaise with the software vendor timeously if a customized report needs to be built into the system.

Governance and Monitoring

  • Maintenance of complete and accurate employment database information and payroll database.
  • Assist with annual payroll audits (external auditors).
  • Conduct regular audits of payroll data to ensure accuracy and compliance with company policies and legal regulations.

Employee Self Service (ESS)

  • Manage the setup, configuration, and maintenance of the Employee Self-Service (ESS) system.
  • Ensure accurate and timely data entry into the ESS system, including, but not limited to payslips and IRP5s.
  • Provide training and support to employees on how to use the ESS system effectively.
  • Monitor and troubleshoot any issues or errors related to the ESS system, working closely with IT support or software vendors to resolve technical issues promptly.
  • Conduct regular audits of ESS data to ensure accuracy and completeness, identifying and correcting any discrepancies as needed.
  • Stay informed about updates or changes to the ESS system, attending training sessions or webinars as necessary to maintain proficiency in system functionality.
  • Act as a liaison between employees and the People Department for ESS-related inquiries or assistance, providing prompt and courteous support to resolve issues and answer questions.
  • Maintain confidentiality and security of employee data within the ESS system, following established protocols and procedures to safeguard sensitive information.
  • Generate reports and analytics from the ESS system to support payroll processing, auditing, and compliance reporting requirements.
  • Continuously seek opportunities to improve and optimize ESS system processes and functionality, proactively identifying areas for enhancement or automation to streamline payroll administration tasks.

Minimum Requirements :

  • Relevant qualification and 10 year's payroll administration experience essential
  • Proficiency in Sage 300 People Payroll and HR Administration systems is a must.
  • In-depth knowledge of payroll processes, supported by understanding of statutory requirements, and employment, benefits, and tax legislation.
  • Knowledge related to SADC countries and local currencies would be an advantage.
  • Proficiency in all modules of MS Office 365 Professional, which includes SharePoint and MS Teams is essential. Experience using Microsoft Dynamics 365 would be an advantage.
  • High degree of integrity and confidentiality, and excellent communication and inter-personal skills
  • Highly numerate, well organized, and able to work to deadlines under pressure.
  • Must be able to work as part of a team.
  • Only shortlisted candidates will be contacted
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