Payroll Assistant at Human Capital Synergies Africa Ltd

Human Capital Synergies (HCS) Africa is a Nairobi (Kenya) based, human resources professional services provider. Its two Directors, Ms. Veronica Anam and Ms Njoki Mwihia jointly hold over 40 years of combined experience working in the United States and various African countries. Their joint experiences encompass a range of human resources facets as well as general administration and communications. HCS Africa’s primary target market includes small and medium entrepreneurs and non-governmental organizations spanning the African continent. Its secondary target markets comprise large organizations, government departments, parastatals and multinationals that we service jointly through our local, regional and global strategic preferred partners and alliances.

Our Client, a Microfinance Institution seeks to recruit a Payroll Assistant. The job holder will be responsible for the Employee Relations as well as the administration of the Bank’s Compensation and Benefits encompassing the implementation of the total reward strategy of the Bank in line with industry standards and world-wide best practice.

Reports to: Head of Talent & Organization Development

Key Responsibilities:

1. To arrange the payment of staff salaries through the payroll system. This will involve the collation and input of all relevant information for the monthly payroll (including new starters, leavers, benefits, contract changes e.t.c.
2. Effectively maintain the all confidential employment documentation for access and retrieval.  Develop and maintain appropriate statistical data regarding staff records and information flow, retrieval and dissemination to Management.
3. Ensure effective information management of the HRMIS especially as far as data input & data generation is concerned including Payroll for all staff, insertions any changes relating to staff benefits
4. Liaise with relevant external bodies on check off payments and remittances tostatutory bodies following payroll.
5. Develop and maintain effective recording and management of general staff information with specific reference to medical benefits and leave administration.
6. Prepare and maintain time and attendance reports.
7. Provide relevant reports and analysis using the HRMIS and other relevant tools of the following:
   1. Employment and Salary Administration
   2. New staff on recruitment and appointment
   3. NSSF, NHIF and other relevant statutory data
8. Staff Statistics and Statutory returns·
9. Ensure compliance with internal audit standards and risk standards. Work corrections brought out in previous risk and audit findings.
10. In consultation with the Head of Talent & Organization Development, review and update the organization structure with relevant roles and match this with the total staff count as per the payroll numbers monthly.
11. Maintain a monthly return of established positions on the structure against vacant positions every month to ensure that Management is fully informed of vacancies and remedial action can be taken appropriately.
12. By using the HRMIS and in conjunction with other T &OD staff, coordinate staff recruitment and placement for newly recruited staff members.
13. Providing all newly recruited staff with their role profiles using the HRMIS, and liaise with Heads of Functions for the periodic review and update of the same.
14. By use of the HRMIS ensure that the confirmation process for all staff serving probation period and where confirmation is recommended, ensure timely confirmation, extension of probation or exit.
15. Carry out HR Services ensuring that the standards set out in the HR SLAs are adhered to.
16. Consultations with, and resolve outstanding issues on matters affecting the operations of the department with other Team Members in T&OD responsible for other functional areas of the department.

Role Competencies

1. Excellent communication skills and interpersonal sensitivity
2. Good business acumen at an operational level; and Specialist knowledge and skills.

Knowledge, Skills, Qualifications and Experience.

1. 3 years’ experience in a busy HR Department in a supporting capacity.
2. Bachelor’s degree in HR or specialization in HR
3. Diploma/Higher Diploma in Human Resource management
4. CPA(K) holder is an added advantage

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