Senior Payroll Officer (FMG/AT 3)

Job Purpose

Under the guidance of the Payroll Manager, the Senior Payroll Officer plays a key role in ensuring the accurate and timely processing of the Ministry’s payroll. The Senior Payroll Officer also assists with the effective supervision of Payroll Unit staff, contributing to the smooth and efficient functioning of the Unit’s daily operations. 

Key Responsibilities

Administrative 

• Prepares Individual Work Plan; 
• Prepares status and other reports, as required; 
• Attends meetings, as required. 

Technical/Professional 

• Ensures the timely and accurate preparation of the monthly payrolls assigned;
• Certifies payroll data on the Ministry’s computerized payroll system all payroll transactions for monthly and fortnightly paid staff; 
• Certifies covering vouchers for the funding of monthly salaries and salary remittances (deductions); 
• Requests information from the Agencies for the preparation and submission of statutory payments to the Accountant General’s Department and the Ministry of Finance and the Public Service; 
• Ensures the Commitment Vouchers for the Agencies are prepared and submitted on time for the funding of salary accounts; 
• Prepares Virement for METT and its Agencies; 
• Reconciles payroll taxes to ensure that correct amounts are paid over to Inland Revenue Department; 
• Ensures SO1 is filed on a timely basis; 
• Enters and maintains all relevant information electronically and manually 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. 
• 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 cheques are printed for the correct amount and for the correct payee and are dispatched to the Cashier for lodgements; 
• Maintains employee earning records; 
• 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 submitted promptly after the end of the year; 
• Ensures deductions cheques are prepared and dispatched to the Registry on time for delivery to the entities; 
• Ensures that statutory cheques for the project staff are prepared and paid over to Inland Revenue on the due date; 
• Assists with preparing Personnel Emoluments budgets by providing information to the Management Accounts Section with the following particulars on each staff member:
  • Name of employee; 
  • Present salary; 
  • Date of appointment; 
  • Date for the payment of incremental salary adjustments, etc. 
• Assists with compiling and arranging payroll related matters to Accountant General’s Department for the processing of Payroll; 
• Provides letters to employees or organizations upon requests, regarding:
  • Salary payable; 
  • NHT Contributions; 
  • Income Tax, etc. 
• Checks statement of earnings for temporary, permanent and retired employees and gratuity payment for contractual employees; 
• Prepares Cost Summary Report for Final Accounts.

Required Knowledge, Skills and Competencies

Core/Behavioural 

• Good oral and written communication skills 
• Teamwork and cooperation 
• Good interpersonal skills 
• Initiative 
• Client and quality focus/ commitment to service quality 
• Compliance 
• Adaptability 
• Integrity 
• Methodical 
• Good problem solving and decision making skills 
• Good planning and organizing skills 
• Goal/result oriented 
• Confidentiality 
• Analytical thinking 

Technical 

• Use of Information, Communication and Technology 
• Legislation, Regulations and Policies 
• Financial Accounting (Cash Accounting) 
• Financial Accounting (Accrual Accounting) 
• Financial Analysis 
• Management Accounting 
• Management Control (Internal Control) 
• Financial Systems (FINMAN, BizPay, MyHR+) 

Minimum Required Qualification and Experience

• AAT Level 3 or, 
• ACCA CAT Level C Level 3 or, 
• ACCA Level 1 or, 
• NVQJ Level 3, Accounting or, 
• Diploma in Accounting from a n accredited University or Community College or,
• ASc. Degree in Business Studies/ Business Administration from an accredited tertiary Institution or, 
• ASc. Degree in Accounting, MIND or, 
• Diploma in Government Accounting, MIND, Government Accounting Levels 1, 2 & 3 or,
• B Sc. Degree in Accounting or Management Studies with Accounting or,
• BBA Degree or 
• Successful completion of 3 years of any of the Bachelor’s Degree programmes mentioned above 
• Two (2) years’ experience in Government payroll computation and administration. 

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.