Position/Employment type:

Payroll Administrator, Zambia

Organization/Reporting line:

Head of Finance

Place of work/Travel:

Lusaka, Zambia

Contact and Cooperation:

Internally: Finance Manager, Head of Security Operations, Head of Cash Services, Human Resources Staff, Staffing Officers, Nav Team.

Externally: Government agencies, banks, savings and credit institutions, Insurances and Pension Schemes administrators.

Job Summary:

The Payroll Administrator is responsible for administrative, technical and reporting functions in the area of payroll and employee benefits. The position manages the administration of compensation and benefits policies, procedures and programs. He/she analyzes, evaluates and implements the compensation and benefit program ensuring that it is in line with the company policies and benchmarked with relevant legislation.

Key Responsibilities:

1. Ensures the accuracy of payrolls by auditing departmental pay authorizations and verifying deductions from wages. Manages the payment of wages and salaries via the accounting system and prepares periodic payroll reports. 
2. Reviews payrolls for compliance with the Company policies, minimum wage and taxation laws/regulations for reporting and withholding, Zambia Labour Law requirements related to payroll practices and recordkeeping.
3. Maintains personnel and pay records for Company employees to ensure accurate integration of such records with the payroll and benefit systems. 
4. Administers and interprets all policies and procedures for enforcement of provisions of the, PAYE, and other statutory bodies.
5. Prepares analysis for the Head of Finance regarding current cost and expenditures and estimated future requirements for cash flow forecasts.
6. Utilizes the IT provisions to maintain, retrieve and program data for analyses and reports. 
7. Maintains awareness of current rules and regulations pertinent to payroll, retirement and benefits and ensures the timeliness and accuracy of payroll, insurance premiums and claim payments. 
8. Recommends changes in payroll policies and procedures. 
9. Monitors changes in laws and regulations pertaining to payroll which require Company policy changes and notifies management on early adoption.
10. Maintains frequent contact with department heads, MIS staff and State agencies.
11. Addresses all payroll related queries from staff
12. Responsible for all audits on payroll, providing schedules and documentation as required by the various auditors.
13. Maintaining confidentiality of payroll information
14. Processing payroll payments timely using internet banking

Principal Outputs of this Role:

1. Payroll Processing: Interpret and implement the collective bargain agreements, minimum wage and other company policies as regards to staff emoluments to ensure compliance and ensure staff are correctly paid in time with compliance to contractual obligation
2. Payroll Cost Accounting: Post all payroll labour costs into the correct departments, cost centres and branch locations for accurate reporting and controls
3. Statutory Compliance: Ensure all statutory deductions are reconciled and remitted to the relevant bodies in compliance with the relevant laws/guidelines.
4. Reporting: Preparation, reporting and submission of payroll information and statistics to management for decision making and ensure employees receive payslips at the end of every month. Provide third parties with details of deductions schedules.
5. Reconciliations and Control: Review payroll reconciliations on a monthly basis for all the payroll accounts and obtain credible explanations and reasons for all reconciling items to prevent and detect errors and frauds.

Authority:

Refer to Gardaworld Authority Matrix.

Accountability:

The Payroll Administrator is accountable to the HR Manager for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.

Competencies:

1. Numeracy skills-Ability to calculate figures and amounts such as tax, interest, commissions, proportions, percentages. Ability to apply concepts of basic algebra and geometry. 

2. Reasoning ability- Ability to solve practical problems and deal with a variety of concrete variables in situations where standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

1. Collaborative team member- Excellent interpersonal skills and ensure one works collaboratively with colleagues to achieve organizational goals by soliciting input and valuing other colleague’s ideas and expertise.

2. Professionalism & Confidentiality – Should demonstrate professional competence with continuous improvement trainings on financial principles, analytical skills, and statutory regulations. The payroll accountant should uphold confidentiality on all information under his/her custody.

Qualifications & Experience:

• Bachelor’s degree in accounting or finance related field.
• At least 2 years of practical experience in labour intensive payroll, accounting, employee benefits, financial or statistical records.
• Technical skills in Taxation, accounting and knowledge on employees’ benefits.

• Exceptional Microsoft Excel skills to analyse and interpret data.
• Understanding of HR practices and employment law in Zambia