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Stellenbosch

    Payroll and HR Officer - Stellenbosch, South Africa - Red Ember Recruitment (PTY) Ltd

    Red Ember Recruitment (PTY) Ltd
    Red Ember Recruitment (PTY) Ltd Stellenbosch, South Africa

    3 days ago

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    Description
    A non-profit conservation organization is seeking an HR and Payroll Officer to join their team in Stellenbosch.

    Payroll Administration
    • Manage an in-house payroll system, including maintenance and control of payroll specifications.
    • Ensure accurate and timely execution of payroll.
    • Capture payroll changes, earnings, and deductions on Sage 300 People.
    • Prepare and reconcile internal payroll reports, ensuring compliance with various tax authorities.
    • Respond to payroll queries.
    • Coordinate with HR to ensure accurate and timely processing of new hires, terminations, promotions, and transfers in the payroll system.
    • Generate and distribute payroll reports to management and relevant departments.
    • Collaborate with Finance to reconcile payroll accounts and resolve any discrepancies.
    • Stay updated on changes in payroll regulations and laws to ensure compliance and accuracy in payroll processing.
    • Assist in the preparation and submission of statutory payroll-related reports and returns.
    • Maintain confidentiality and security of payroll information and records.

    Contract Administration
    • Track contracts for extension as well as checking valid work permits, passports, and visas.
    • Draft and distribute visa & confirmation of employment Letters.
    • Complete staff resignation process.
    • Draft and distribute salary adjustment letters.

    Benefits Administration
    • Assist and guide employees regarding employee risk benefits to which they may be entitled.
    • Assist and guide employees regarding claims processes for disability, IOD claims and where appropriate, medical insurance claims.
    • Facilitate the enrollment of employees in medical aid and retirement fund programs, ensuring accurate and timely processing of applications.
    • Collaborate with employee to disseminate comprehensive benefits information to employees during the pre-boarding process, ensuring they are aware of available benefits and entitlements.
    • Ensure employees sign all necessary benefits documentation and submit it to relevant service providers in a timely manner, maintaining accurate records of all transactions.
    • Act as a point of contact for employees regarding the benefit program, addressing queries, providing clarification, and offering support as needed.
    • Liaise with external benefit providers, such as insurance companies and retirement fund administrators, to coordinate the administration of benefits and resolve any issues or discrepancies.
    • Stay informed about changes or updates to benefit programs, regulations, and compliance requirements, ensuring adherence to relevant laws and policies.
    • Continuously evaluate and enhance the benefits administration process, seeking opportunities for automation, efficiency improvements, and cost savings.

    Leave Administration
    • Manage the accrual and taking of leave on multiple platforms.
    • Generate standard and customized reports.
    • Extract and distribute month-end payroll and staff movement reports.
    • Extract and report Employment Equity data annually.
    • Preparation and submission of monthly and annual foreign statutory and employee benefits returns.
    • Liaise with the software vendor timeously if a customized report needs to be built into the system.
    • Governance and Monitoring
    • Maintenance of complete and accurate employment database information and payroll database.
    • Assist with annual payroll audits (external auditors).
    • Conduct regular audits of payroll data to ensure accuracy and compliance with company policies and legal regulations.

    Employee Self Service (ESS)
    • Manage the setup, configuration, and maintenance of the Employee Self-Service (ESS) system.
    • Ensure accurate and timely data entry into the ESS system, including, but not limited to payslips and IRP5s.
    • Provide training and support to employees on how to use the ESS system effectively.
    • Monitor and troubleshoot any issues or errors related to the ESS system, working closely with IT support or software vendors to resolve technical issues promptly.
    • Conduct regular audits of ESS data to ensure accuracy and completeness, identifying and correcting any discrepancies as needed.
    • Stay informed about updates or changes to the ESS system, attending training sessions or webinars as necessary to maintain proficiency in system functionality.
    • Act as a liaison between employees and the People Department for ESS-related inquiries or assistance, providing prompt and courteous support to resolve issues and answer questions.
    • Maintain confidentiality and security of employee data within the ESS system, following established protocols and procedures to safeguard sensitive information.
    • Generate reports and analytics from the ESS system to support payroll processing, auditing, and compliance reporting requirements.
    • Continuously seek opportunities to improve and optimize ESS system processes and functionality, proactively identifying areas for enhancement or automation to streamline payroll administration tasks.


    Requirements

    • Relevant qualifications and 10 year of payroll administration experience essential
    • Proficiency in Sage 300 People Payroll and HR Administration systems is a must.
    • In-depth knowledge of payroll processes, supported by understanding of statutory requirements, and employment, benefits, and tax legislation.
    • Knowledge related to SADC countries and local currencies would be an advantage.
    • Proficiency in all modules of MS Office 365 Professional, which includes SharePoint and MS Teams is essential.
    • Experience using Microsoft Dynamics 365 would be an advantage
    • High degree of integrity and confidentiality, and excellent communication and interpersonal skills
    • Highly numerate, well organized, and able to work to deadlines under pressure.
    • Must be able to work as part of a team.

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