Payroll and HR Officer

A nonprofit conservation organization is seeking an HR and Payroll Officer to join their team in Stellenbosch. Payroll Administration

• Manage an inhouse 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 payrollrelated 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.
• Complete staff resignation process.
• 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 preboarding 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 monthend 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 SelfService (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 ESSrelated 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.

Requirements

• Relevant qualifications and 10 year of payroll administration experience essential
• Proficiency in Sage 300 People Payroll and HR Administration systems is a must.
• Indepth 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 interpersonal skills
• Highly numerate well organized and able to work to deadlines under pressure.
• Must be able to work as part of a team.

Bachelor s degree or Diploma in accounting, human resources, or a similar field. Minimum 10 years previous experience working as a payroll officer. Advanced Mathematical skills and strong attention to detail. Proficient with payroll software including Sage VIP and Sage 300 5 years experience on Sage Payroll Professional non-negotiable Familiarity with accounting principles, practices and procedures. Ability to handle confidential information. Familiarity with local labour laws and BCEA. Excellent communication and interpersonal skills. Ability to prepare and present financial reports. Knowledge of EMP201 and EMP501 submissions Knowledge of IRP 5 reconciliations Sound knowledge of Tax year end procedures Mature, highly motivated and confident self-starter who has the ability to be pro-active, can act independently on own initiative and has the ability to achieve deliverables through dispersed teams for whom they do not have direct line accountability Takes pride in the delivery of excellent work and is able to motivate non-payroll professionals working in remote rural locations to become passionate about accuracy and timeousness in payroll delivery A service oriented individual who understands that payroll is not about administration it is the foundation of our company s people experience and a reflection of our values and mission Passion for nature conservation and/or rural development is an advantage