HR Administration and Payroll Manager
3 days ago
The Administrative Assistant - HR and Payroll at Spec Africa is responsible for providing administrative support to the HR department, including HR administration, employee records management, recruitment support, training coordination, and industrial relations assistance. This role also involves monitoring the company's time and attendance system (UNICLOX) and ensuring accurate timekeeping and resolving discrepancies.
This role requires a high degree of accuracy and attention to detail, as well as strong organizational skills and the ability to work under pressure. The successful candidate will be responsible for administering employee benefits, deductions, and statutory payments, as well as processing leave calculations and maintaining payroll records. They will also handle employee contracts, transfers, terminations, and salary adjustments, and generate and submit monthly wage reports to operations.
The ideal candidate will have a degree or diploma in Human Resources, Industrial Relations, or a related field, and proven experience in HR and Payroll administration. They will also possess strong communication and interpersonal skills, as well as the ability to draft formal correspondence with accuracy.
Key Responsibilities:
- Payroll Administration:
- • Process and manage payroll accurately and efficiently.
- • Reconcile payroll and ensure compliance with statutory requirements (UIF, PAYE, etc.).
- • Administer employee benefits, deductions, and statutory payments.
- • Process leave calculations and ensure leave records are accurate.
- • Maintain payroll records and ensure proper documentation and filing.
- • Handle employee contracts, transfers, terminations, and salary adjustments.
- • Generate and submit monthly wage reports to operations.
- • Engage with relevant labour centres for UIF and other payroll-related matters.
- • Maintain confidentiality and security of payroll information.
- Time & Attendance Management:
- • Monitor and maintain the company's time and attendance system (UNICLOX).
- • Ensure accurate timekeeping and resolve discrepancies.
- • Verify and process attendance data for payroll purposes.
- Human Resources Administration:
- • Ensure compliance with HR policies and procedures.
- • Advertise vacancies (internal/external) and assist in recruitment and interviews.
- • Maintain and update employee personnel files and HR databases.
- • Administer employee leave records and ensure accuracy.
- • Support onboarding, inductions, and exit interviews.
- • Document and maintain minutes of HR and industrial meetings.
- • Assist with performance management documentation and processes.
- • Organize employee gifts and assist with special events and recognition programs.
- • Coordinate training sessions and maintain training matrices.
- • Manage employee wellness programs and initiatives.
- • Administer medical aid and pension fund registrations and terminations.
- • Handle work permit and visa processes where applicable.
- Industrial Relations (IR) Support:
- • Assist with documentation for disciplinary actions and participate in hearings.
- • Maintain accurate records of union meetings, disciplinary hearings, and grievances.
- • Ensure compliance with labor laws and company policies.
- • Support the HR/IR Manager with daily and weekly reporting.
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