Financial Operations Coordinator

Job Title: Payroll Officer

• Compensation Management
• Statutory Compliance and Risk Mitigation
• Contract Administration and Staff Support

Payroll Administration

• Process payrolls for Nairobi-based staff and field-based staff, ensuring timely payment and compliance with employment laws.
• Manage temporary staff payroll, ensuring accurate statutory payments and adherence to deadlines.
• Collaborate with Finance to reconcile monthly payroll activities, verifying the absence of ghost employees and accurate compensation in line with contracts.

Submission of Statutory Obligations and Deductions

• Maintain up-to-date records of employee details on Medical Insurance, pension, and Funeral Cover schemes.
• Ensure monthly reconciliation of payroll statutory payments, such as PAYE and Health Insurance, are made to the relevant authorities as per statutory requirements.

Contract Management and Record-Keeping

• Track contract end dates and ensure timely renewals or notices for both local and international assignees.
• Prepare contract adjustment letters for salary adjustments, location changes, etc.
• Open new staff files and maintain all core documents, including police clearance, reference checks, safeguarding, acknowledgment of key documents and policies, vision, and mission statements, conflict of interest, etc.
• Update physical staff files and BOX regularly.

Payroll Accounting and Reporting

• Perform monthly analysis and allocation of Nairobi national staff payroll according to approved LDRs, ensuring fair and accurate grant allocations by the 30th of each month.
• Review and reconcile general ledger (GL A/c 300) items related to international payroll for accuracy. Liaise with GC payroll and Global Accounting department for query resolution.
• Conduct monthly analysis and allocation of international staff payroll according to approved LDRs, ensuring fair and accurate grant allocations by the 30th of each month.
• Prepare the monthly Local Pay schedule for International Staff and ensure timely payment according to scheduled dates.

Balance Sheet Analysis and Review of Payroll Control Accounts

• Analyze and review balance sheet payroll control accounts, including PAYE, NSSF-SHIF-Housing Levy, Gratuity, etc.
• Perform monthly reconciliation of taxes withheld for VAT, WHT, PAYE, ensuring no unremitted taxes.

Staff Advances and Reimbursements Management

• Process cash advances and refunds to staff within three days.
• Resolve and communicate any cash discrepancies that may arise.
• Follow up with staff on pending cash advances.
• Ensure account balances 0-30 days close without explanations.

Finance Records Maintenance for Internal and External Audit Compliance

• Process cash advances and refunds to staff within three days.
• Resolve and communicate any cash discrepancies that may arise.
• Follow up with staff on pending cash advances.
• Ensure account balances 0-30 days close without explanations.

Education and Experience Required

• Bachelor's degree in Human Resources/Administration or Accounting/Finance.
• At least three years' experience in payroll management/administration.
• Familiarity with payroll software and human resources information systems (HRIS).
• Strong analytical skills and ability to handle confidential matters with integrity.
• Able to work in a cross-cultural environment and communicate effectively.
• Knowledge of statutory regulations and labor relations is essential.
• Kenya context knowledge is an added advantage.

Work Environment:

The position is based in Nairobi, Kenya with some travel to field required.

We are committed to safeguarding children and vulnerable adults from abuse and exploitation. Reference and background checks will be conducted for successful candidates.

Female candidates are encouraged to apply