Merchandising Administrator

URGENT VACANCY

**Job Title**: Merchandising Administrator

**Department**:Human Resources/ Payroll

**Reports to**: HR Officer

**Description of job purpose**:
Merchandising administrators will act as the first point of contact to merchandising employees and external partners for all HR related queries. As a priority, merchandising administrators will handle the majority of employee documentation, including contracts, recruitment paperwork and starter packs.

Merchandising administrators are also responsible for part of the payroll function and collects and reviews timekeeping information, updates employee numbers, personal information, and hours on the payroll. They are also responsible to report disciplinary issues, leave and/ or absenteeism to management and calculates uniform and other deductions.

The below list of duties is not exhaustive, and you may be required to fulfil other duties related to the job as assigned to you from time to time.

**Details of Functions**:
**ONBOARDING NEW STAFF**
- Follow the Merchandising Onboarding Process (Ulwazi 002)
- If a store has requested an additional employee, it needs to be approved by Senior Management before onboarding the employee.
- Assist to onboard new merchandising staff:

- Gather and check contract and personal information paperwork received from the employee and/or rep.
- Ensure that all information is correct before submitting for approval.
- Submit the paperwork to the HR manager for approval.
- If any merchandiser is replaced, confirmation of previous merchandiser employment must be finalized.
- For example, a resignation letter, or outcome of disciplinary hearing must be sent to and communicated with management before the replacement can be approved.
- Create a new employee folder on OneDrive and file the contract and supporting paperwork.
- Add the employee information to payroll.
- Ensure that the new employee is scheduled for training and file the training attendance register when complete.
- Schedule the monthly performance reviews into the managers diary.
- Should the employee have completed all 3 monthly reviews with positive feedback may we offer the employee with a permanent contract.
- This must be communicated to the HR manager at least 2 weeks before the contract expiry date.

**ADMIN AND MAINTENANCE**
- Maintain documentation for HR requirements e.g., staff files, employment equity, leave forms, sick notes, work schedules, etc.
- Employee files should always be kept up to date and all new policies and/ or procedures should be placed in the employee’s folder immediately upon receipt thereof.
- Ensure accurate information is supplied to payroll to ensure merchandisers are loaded on the payroll and removed from the payroll as required.
- Ensure that all personal information is updated regularly to sync with SARS and relevant Labour Departments.
- Follow the One-Mail-Trail process with all relevant information pertaining to each merchandiser.
- Follow correct disciplinary procedures and action when needed by sending a request to the HR Manager with the following information:

- Region
- Employee code and full names and surname
- Name of the store
- Manager or rep name
- Reason for disciplinary action
- Assisting in the request for payslips by sending the following information to the payroll department:

- Region
- Employee code and full names and surname
- Name of the store
- Assisting in the request for UI19 forms by sending the following information to the HR manager:

- Merchandisers Name and Surname
- Employee code
- Region
- Start date & Date Returning
- Merchandiser name and surname
- Employee code
- Region
- Last working day
- It is your responsibility as merchandising admin to ensure that the relevant procedures are followed by reps and managers.
- In the event that it is not being followed, escalate the matter to the national manager and the reporting manager of the Sales rep or merchandising manager.

**PAYROLL ADMINISTRATION**
- Resolve any payroll related queries or escalate to the HR manager or Sales Rep when unsure.
- Gather all timesheets for the previous month and accurately calculate the employee’s hours worked for the month; input the information on the payroll.
- Ensure that the employee has worked the correct number of hours.
- Escalate any issues to the HR/ National Manager/ Sales Rep such as fraudulent timesheets, absenteeism not reported, etc.
- Merchandisers are not permitted to work overtime or on public holidays unless it has been approved in writing by Senior Management.
- The overtime form should be completed prior to the employee working overtime.
- Manage the merchandisers’ leave and absenteeism by reporting the information to their respective managers and HR department.
- Check the employee’s leave balance to make sure they have enough days available.
- Ensure that the leave has been approved by their manager and the National Merchandising Manager.
- File their completed leave form or other supporti