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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