Payroll Officer (FMG/AT 2)

Key Responsibilities

• Prepares salaries payment voucher for lodgement to the Salaries Bank Accounts;
• Enters and maintains all relevant information in connection with the payment of salaries on the payroll system, such as: 
  • Salary particulars for employees – appointment dates, anniversary dates for the payment of increment, post centre, salary scale, present salary and notes re acting appointment, promotion etc.; 
  • Details of deductions to be made from salaries; 
  • Transfers, resignations, dismissals, study leave, vacation leave and dates of resumption and assumption. 
• Processes payments from the Accountant General’s Department and prepares and submits salary adjustment letters to the Department; 
• Process overtime claims each fortnight and insert on payroll; 
• Upload fortnightly and monthly salary to GFMS for authorization; 
• Prepares statement of earnings for temporary, permanent and retired employees and gratuity payment for contractual employees; 
• Checks and ensures that salary is correctly computed by the system and any differences/errors found are promptly corrected; 
• Ensures that advances and overpayment of salaries are promptly recovered;
• Maintains and balances the “On and Off” salary Control Register for each payroll run;
• Ensures that all salary cheques are printed for the correct amount and for the correct payee and are dispatched to the relevant persons on payday; 
• Prepares and submits, salary returns and NIS and NHT returns. 

Deductions and Returns 

• Checks and verifies that all statutory deductions and other authorised deductions are made and paid over promptly; 
• Ensures that annual returns such as Income Tax, NIS and NHT are made promptly after the end of the year. 

Other Duties 

• Prepares Personnel Emoluments Budgets for submission to the Management Accounts Section; 
• Prepare employees salary information (P45, P24, N.H.T & NIS letters etc.), upon request;
• Prepare Family Benefit Schedule, upon request. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good customer and quality focus 
• Team work and cooperation 
• Good interpersonal skills 
• Compliance 
• Initiative 
• Integrity 
• Good problem solving and decision making 
• Analytical thinking 
• Good planning and organizing skills 
• Methodical 

Functional: 

• Proficient in the use of computer applications and software - Microsoft Office Suite (Word, Excel, Outlook), MyHr+ and accounting system (GFMIS). 
• Problem solving and decision making 
• Excellent knowledge of government administration systems, laws and policies and other instructions governing both the financial and operational aspects of the Ministries and portfolio Agencies such as the Staff orders, Public Service Regulations, Procurement Guidelines, FAAA Act.
• Skilled in the operation of computerised accounting systems; 
• Ability to cope well under pressured working conditions and to meet deadlines 

Minimum Required Qualification and Experience

• AAT Level 2; 
• ACCA-CAT Level B/Level 2; 
• NVQJ Level 2, Accounting; 
• Certificate in Accounting from an accredited University; 
• Completion of second year of the BSc. Degree in Accounting/Management Studies with Accounting or BBA Degree at an accredited University; 
• ASc. Degree in Business Studies/ Business Administration/Management Studies; ASc. Degree in Accounting from the Management Institute for National Development (MIND); OR 
• Certificate in Government Accounting Level 2 

Special Conditions Associated with the Job

• May be required to work beyond regular working hours; 
• Typical office environment, no adverse working condition 

Please note that only shortlisted applicants will be contacted.