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.