Payroll & HR Officer

Stellenbosch, South Africa | Posted on 26/04/2024

• Location Type Hybrid (Part office, Part remote)
• Remuneration Term Per Month
• State/Province Western Cape
• Country South Africa

Job Description

A non-profit conservation organisation in Stellenbosch is seeking a Payroll & HR Officer to join their team. This role offers a hybrid setup, requiring in-office attendance specifically on Tuesdays. The purpose of this role is to oversee and manage payroll operations within a diverse, dynamic, and rapidly evolving non-profit organisation (NPO). This organisation is a frontrunner in large-scale conservation management and employs approximately 400 staff across various countries where it operates.  Responsibilities: Payroll Administration:

• Oversee an internal payroll system, managing its maintenance and adhering to payroll specifications.
• Ensure precise and punctual execution of payroll tasks.
• Record payroll adjustments, earnings, and deductions using Sage 300 People.
• Compile and balance internal payroll summaries, guaranteeing adherence to tax regulations.
• Address inquiries related to payroll.
• Collaborate with HR to ensure accurate and timely processing of personnel changes such as new hires, terminations, promotions, and transfers within the payroll system.
• Produce and distribute payroll reports to management and relevant departments.
• Work with Finance to reconcile payroll accounts and resolve discrepancies.
• Stay informed about changes in payroll laws and regulations to maintain compliance and accuracy.
• Aid in the preparation and submission of statutory payroll reports and filings.
• Uphold the confidentiality and security of payroll records and information.

Contract Administration:

• Monitor contracts for possible extensions, ensuring validity of work permits, passports, and visas.
• Prepare and circulate visa and confirmation of employment letters.
• Facilitate the staff resignation process.
• Create and distribute salary adjustment letters.

Benefits Administration:

• Assist and guide employees regarding employee risk benefits to which they may be entitled.
• Assist employees in understanding and navigating the claims processes for disability, IOD (Injury on Duty) claims, and, when necessary, medical insurance claims.
• Facilitate the enrollment of employees in medical aid and retirement fund programs, ensuring accurate and timely processing of applications.
• Collaborate with employees to ensure comprehensive benefits information is communicated during the pre-boarding process, ensuring awareness of available benefits and entitlements.
• Ensure employees complete and submit all necessary benefits documentation to relevant service providers promptly, maintaining accurate records of transactions.
• Serve as the primary point of contact for employees regarding the benefit programme, addressing queries, providing clarification, and offering support as required.
• Coordinate with external benefit providers, such as insurance companies and retirement fund administrators, to manage the administration of benefits and resolve any issues or discrepancies.
• Stay updated on changes or revisions to benefit programs, regulations, and compliance requirements, ensuring adherence to applicable laws and policies.
• Continuously assess and improve the benefits administration process, seeking opportunities for automation, efficiency enhancements, and cost savings.

Leave Administration:

• Oversee the accumulation and utilization of leave across various platforms.

Generate standard and tailored reports: • Extract and distribute month-end payroll and staff movement reports. • Annually gather and report Employment Equity data. • Prepare and submit monthly and yearly foreign statutory and employee benefits returns. • Coordinate promptly with the software vendor if a customised report needs integration into the system. Governance and Monitoring • Maintain comprehensive and precise employment database information and payroll records. • Aid in annual payroll audits conducted by external auditors. • Perform routine audits of payroll data to verify accuracy and compliance with company policies and legal regulations. Employee Self Service (ESS): • Administer the setup, configuration, and maintenance of the Employee Self-Service (ESS) system. • Ensure accurate and punctual data input into the ESS system, encompassing payslips and IRP5s among other aspects. • Provide training and assistance to employees for proficient utilisation of the ESS system. • Monitor and troubleshoot ESS system issues, collaborating closely with IT support or software vendors for swift resolution. • Conduct periodic audits of ESS data to guarantee accuracy and completeness, rectifying any discrepancies as necessary. • Stay abreast of ESS system updates or modifications, participating in relevant training sessions or webinars as required to uphold proficiency. • Serve as a liaison between employees and the People Department for ESS-related queries or support, offering timely and courteous assistance. • Uphold confidentiality and security standards for employee data within the ESS system, adhering to established protocols. • Extract reports and analytics from the ESS system to aid in payroll processing, audits, and compliance reporting. • Continuously explore avenues for enhancing and optimizing ESS system processes and functionality, proactively identifying opportunities for streamlining payroll administration tasks through automation or improvement initiatives.

Requirements

• A relevant qualification and a minimum of 10 years of payroll administration experience is essential.
• Proficiency in Sage 300 People Payroll and HR Administration systems is mandatory.
• Thorough understanding of payroll processes, complemented by knowledge of statutory requirements, employment regulations, benefits, and tax legislation.
• Familiarity with SADC countries and local currencies is advantageous.
• Proficiency in all modules of MS Office 365 Professional, including SharePoint and MS Teams, is essential. Experience with Microsoft Dynamics 365 is beneficial.
• Strong integrity and commitment to confidentiality, coupled with excellent communication and interpersonal skills.
• Highly skilled in numeracy, exceptionally organised, and capable of meeting deadlines under pressure.
• Ability to collaborate effectively within a team environment.

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