Payroll Administrator

KEY RESPONSIBILITIES

Technical/Professional Responsibilities 

• To manage the operation of an effective and efficient payroll system. 
  • Receives and reviews all correspondences in respect of salary to determine complexity and course of actions; 
  • Tasks Payroll Officer with payroll adjustments with necessary clarification or explanation as determined or required; 
  • Monitors the payroll unit to ensure that proper procedures and guidelines are being carried out regarding the payment of salaries; 
  • Trains members of staff in all the complexities and intricacies regarding the computation of salaries and allowances; 
  • Reduces and eliminates the numbers of instances of overpayment and underpayment of salaries and develop and recommend proper controls for the early detection of errors.
  • Oversees that salaries and all deductions are paid on time in accordance with the FAA Instructions; 
  • Addresses any technical problems relating to salary, which the Payroll Officer is unable to solve; 
  • Responds to queries and provide information in relation to salaries; 
  • Manages procedures to facilitate recovery of salary advances and overpayment;
  • Facilitates proper maintenance of Salaries on and off Control Register;
  • Ensures the proper maintenance of a continuous record of salary particulars of each employee reflecting the following information; the date of appointment, the anniversary date for the payment of increments, post, cost centre, salary scale, present salary and notes regarding acting appointment; 
  • Checks/verifies and submit NCB pension report monthly and provide copy to Human Resource Management & Development - Benefits Officer; 
  • Checks/verifies and submit Life and Health Insurance reports monthly;
  • Checks/verifies researched NHT & NIS breakdowns for past and present employees and prepare letter for same; 
  • Keeps current with the latest tools/techniques in Public Financial Management specifically general payment and payroll to determine new solutions will meet business/operational requirements; 
• Deductions and Returns 
  • Checks and verifies that all statutory deductions and other authorised deductions are made and paid over promptly; 
  • Manages processes to safeguard those annual returns such as Income Tax, N.I.S and N.H.T are made promptly after the end of the year. 

Human Resource Responsibilities 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action where necessary to improve performance and/or attain established personal and/or organizational goals. 
• Participates in the recruitment of staff for the Division/Unit and recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures. 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching. 
• Facilitates welfare and development of staff in the Division/Unit 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.
• Contribute to the development and implementation of the succession planning framework in collaboration with the Human Resource Division through the development of procedural manuals and other duties prescribed within the framework. 
• Prepares and conducts presentations on the role of Division/Unit for the Orientation programme. 

Other Responsibilities 

• Assists in the preparation of the Personnel Emoluments budgets by providing information to the Management Accounts Unit reflecting the following particulars for each member of staff: 
  • Name of employee 
  • Present salary 
  • Date of appointment 
  • Date for the payment of incremental salary adjustments. 
• Assist with letters to employees or organizations regarding the salaries paid to employees.

PERFORMANCE STANDARDS:

• Staff appraisals conducted within agreed timeframe and established procedures;
• Individual Work Plan developed within established timeframe and format;
• Staff are competent and highly motivated; 
• Payroll systems are effectively managed in accordance with the FAA Instructions and other accounting guidelines; 
• The percentages of overpayment and underpayment are reduced or eliminated;
• Salaries are processed in a timely manner to meet payroll for 100% of staff for each salary period; 
• Reports are prepared with accurate information in a timely manner; 
• Records are kept up to date and reflects accurate salary particulars for each member of staff; 
• Deductions are managed in accordance with FAA Instructions and following timely receipt of the necessary information; 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• ACCA-CAT Level C/3 or 
• ACCA Level 1 Certification or 
• Diploma in Government Accounting MIND or any equivalent accounting/management professional qualification plus at least two (2) years’ experience in Accounting 

OR 

• BSc Degree in Accounting or Management Studies or Business Administration or any equivalent relevant qualification from a recognised tertiary institution plus at least two (2) years’ experience in professional accounting. 

AUTHORITY (decisions the post holder has the power to make or recommend):

• To recommend salary payment procedures in keeping with GoJ guidelines.
• To recommend staff appointments, training, promotion, recruitment, disciplinary action, and general welfare issues. 

WORKING CONDITIONS

Work will be conducted in an office outfit with standard equipment and specialised software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight timelines which will result in high degrees of pressure and the need to work long beyond usual working hours on occasion. 

We thank all persons who express an interest; however, only short-listed applicants will be contacted.