Payroll Advisor At Absa Group
Recruit Finds
Nairobi, Kenya
Job summary
Payroll Advisor - Level 1 At Absa Group
About this role
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Payroll Officer
Role Purpose
The Payroll Officer is responsible for delivering accurate, timely, and compliant payroll and pension administration services in accordance with established standard operating procedures (SOPs), regulatory requirements, and organizational policies. The role ensures the efficient processing of payroll transactions, statutory deductions, pension payments, payroll adjustments, and employee records while maintaining the highest standards of confidentiality, accuracy, and governance.
Working closely with Human Resources, Finance, external service providers, and regulatory bodies, the Payroll Officer provides technical payroll support, resolves employee and pensioner payroll queries, prepares payroll reports, and contributes to continuous improvement initiatives that enhance payroll efficiency and service delivery.
Key Responsibilities
1. Payroll and Pension Processing
The Payroll Officer is responsible for ensuring the accurate and timely processing of payroll and pension transactions.
Key responsibilities include:
Process monthly payroll and pension payments accurately and within established timelines.
Calculate salaries, wages, allowances, overtime, bonuses, deductions, and statutory contributions.
Process back pay, part pay, leave pay, and other payroll adjustments.
Update employee payroll records, including cost centre changes and salary amendments.
Prepare and process regulatory payments, including PAYE, NSSF, pension contributions, and other statutory deductions.
Generate and distribute employee payslips.
Ensure all payroll transactions are processed in accordance with approved authorizations and governance requirements.
Process employee final dues and exit payments in compliance with company policies.
Support payroll processing for expatriate employees in liaison with external tax and payroll consultants where applicable.
Complete year-end payroll activities, including tax reconciliations and statutory reporting.
2. Payroll Administration and Record Management
The role maintains accurate payroll documentation and supports payroll administration activities.
Responsibilities include:
Maintain complete, accurate, and confidential payroll records.
File payroll documentation in accordance with company record management policies.
Maintain authorization records for payroll adjustments and transactions.
Update payroll databases with employee information and payroll changes.
Ensure payroll records are readily available for audit and compliance purposes.
Safeguard confidential employee and payroll information.
3. Payroll Reporting and Compliance
The Payroll Officer prepares payroll reports while ensuring compliance with statutory and organizational requirements.
Responsibilities include:
Prepare monthly, quarterly, annual, and ad hoc payroll reports.
Generate payroll reports for management, finance, auditors, regulators, and pension administrators.
Ensure compliance with payroll policies, tax legislation, and employment regulations.
Monitor payroll activities to ensure adherence to internal controls and governance standards.
Support internal and external payroll audits.
Identify payroll risks and recommend corrective actions where necessary.
Ensure compliance with Enterprise Risk Management Frameworks and organizational policies.
4. Customer Service and Employee Support
The role provides high-quality payroll support to employees and pensioners.
Responsibilities include:
Respond promptly to employee and pensioner payroll inquiries.
Investigate and resolve payroll discrepancies and payment issues.
Provide guidance on payroll processes, statutory deductions, and employee benefits.
Distribute payroll documents and payslips where required.
Maintain professional and confidential communication with employees.
Ensure a positive customer service experience during all payroll interactions.
5. Process Improvement and Operational Support
The Payroll Officer contributes to improving payroll operations and service delivery.
Responsibilities include:
Identify opportunities to improve payroll processes and operational efficiency.
Support implementation of payroll system enhancements and process improvements.
Participate in payroll testing during system upgrades and policy changes.
Recommend improvements that strengthen payroll controls and accuracy.
Collaborate with HR and Finance teams to improve payroll administration.
Perform any other payroll or administrative duties assigned by management.
Academic Qualifications
Applicants should possess:
Diploma or Bachelor's Degree in Human Resource Management, Finance, Accounting, Business Administration, Commerce, or another related field from a recognized institution.
A tertiary qualification in Human Resources or Finance will be an added advantage.
Professional qualifications such as CPA, CHRP (Certified Human Resource Professional), CIPP (Certified Payroll Professional), or equivalent certifications will be an added advantage.
Required Experience
The ideal candidate should demonstrate:
A minimum of three (3) years of experience in payroll administration or payroll processing.
Practical experience in payroll systems, payroll reconciliations, and statutory deductions.
Experience in Human Resource administration.
Basic bookkeeping or accounting experience.
Experience processing employee benefits, pensions, and payroll adjustments.
Knowledge of Kenyan payroll legislation, employment laws, PAYE, NSSF, NHIF/SHA, and pension regulations.
Experience working with computerized payroll systems and HR information systems (HRIS).
Proficiency in Microsoft Office applications, particularly Microsoft Excel.
Key Competencies and Personal Attributes
Technical Competencies
Payroll administration and processing.
Payroll reconciliation and reporting.
Pension administration.
Payroll taxation and statutory compliance.
HR administration.
Bookkeeping and basic accounting principles.
HRIS and payroll systems.
Microsoft Excel and data analysis.
Record management and document control.
Analytical and Organizational Skills
Strong numerical and analytical skills.
High attention to detail and accuracy.
Excellent planning and organizational skills.
Ability to manage multiple payroll deadlines.
Strong problem-solving and decision-making abilities.
Communication and Customer Service Skills
Excellent verbal and written communication skills.
Strong interpersonal and relationship management abilities.
Ability to explain payroll matters clearly to employees and stakeholders.
Excellent customer service and query resolution skills.
Ability to maintain confidentiality when handling sensitive employee information.
Personal Attributes
High level of integrity, professionalism, and ethical conduct.
Strong sense of accountability and ownership.
Results-oriented with a commitment to accuracy and compliance.
Ability to work under pressure while meeting strict payroll deadlines.
Proactive, dependable, and adaptable.
Strong team player with a commitment to continuous improvement and operational excellence.