HR/Payroll Administrator

 

Our Company in the FMCG / Wholesale Industry based in Durban is currently looking to employ a HR and Payroll Officer.

Three years’ experience in a FMCG environment will be essential with relevant diploma in Payroll/HR management.

• Extensive current knowledge of VIP Payroll Systems / Efiling / Easyfile.
• Fluent in Microsoft Office with intermediate or advance level Excel is essential.
• Use of any Time Attendance system will be advantageous.
• Business English.
• Good understanding of SARS / UIF & WCA online systems and procedures.
• Own vehicle and valid driver license.
• Strong Mathematical skills and good time management skills.
• Excellent organizational skills and good multitasking skills.
• Ability to meet deadlines.

Responsibilities:
Communication and Data Management

• Adherence to Group Data Management Policy
• Filing kept up to date and easily accessible for others to gain access to information.
• Regular updating of work onto internal system (e.g., HRIS platforms) and networks where applicable.
• Use of Microsoft Office 365 Suite for written verbal and video communication.
• Effective communication with various stakeholders through sharing/receiving applicable information/instructions through informal/formal meetings and keeping minutes thereof.
• Ensure salaries, statutory and all other payroll related correspondence are updated onto internal HRIS data management platform.
• Comply with HR Calendar deadlines and ensure SMP files are updated as specified.
• Regularly post documentation on notice boards to ensure upward/downwards communication.
• Use of prescribed HR/Payroll templates.
• Ensure workspace and surroundings are kept in a presentable and professional state.
• Ensure work is filed correctly and not kept in a cluttered manner.
• Reducing/managing waste.
• Ensure archiving is managed as per legislative requirements.
• Preparing management reports HR relevant data.

Payroll Administration and Management

• Utilise all internal Payroll software programs competently.
• Liaison with all role players – SARS / DEL (e.g., UIF, COID, SETA etc.) / Workmens Compensation / STATS SA and ensure compliance by submitting all required information/documentation in accordance with deadlines set.
• Full payroll function (Total +- 350 employees)
• Process all Payroll data accurately and efficiently.
• Prepare relevant schedules prior to payroll processing for sign off (e.g., leave, work schedules etc.).
• Ensure all leave forms are processed and sick claims checked and submitted to the industry council where relevant.
• Administration of all types of leave, overtime, Garnishee orders, UIF documents, etc.
• Process claims, staff requests and queries in relation to bank detail changes; status changes; beneficiary's etc.
• Additions or Terminations full function in compliance with DOL, Equity etc.
• Workmen'scompensation.
• Use of time and attendance system to ensure accurate payroll processing.
• Preparation and distribution of various payroll reports (E.g., Leave
• Liability, Leave Schedules, Payroll sheets, Salary etc.).
• Compliance with statutory requirements (E.g., EMP501, EMP201’s,
• UFiling, UI19, Stats SA, COID, Equity, Skills etc.).
• Monthly reconciliations and related payments.
• Preparation of Bonus, Increase, Commission, Incentives, and other variable schedules where necessary and process on payroll accordingly.
• Process and maintain an attendance system effectively.

Human Resources Administration and Management

• Deal with both external and internal queries.
• Prepare applicable correspondence or letters for any necessary changes in employee terms and conditions.
• Counselling (where relevant) applicants and employees on rules, policies, benefits, procedures, and job opportunities.
• Employee Files and HR Programmes
• Maintain and update all staff personnel files manually and electronically.
• Capture and utilise all internal HR related software programs competently.
• Administration of all types of leave, overtime, deductions, income, technical adjustments, and any other payroll administration functions which is the responsibly of HR to ensure it is submitted and processed on payroll.
• Capture and processing of signed employment documents for filing purposes.
• Ensure employment documents are uploaded or maintained as per company policies (Personal info, training, contractual info, discipline, performance etc.).
• Minutes of meetings where required.
• Discipline or IR Functions.
• Assisting with IR investigations to collate information prior to discipline interventions.
• Communication between various parties before, during and after investigation or disciplinary purposes.
• Ensure discipline processes or warnings complies with Company policies and the Code of Conduct to ensure consistency and fairness.
• Liaise with Company Group HR Manager whether hearing must be arranged depending on alleged disputes and assist with preparations thereof.
• Administration and assistance with grievance processes.
• Liaison between employee where required.
• Performance Management
• Prepare and assist performance programmes where required.
• Coordinate communication between management and employees before, during and after the performance review process.
• Administration of results and relevant outcomes.
• Recruitment and Selection
• Prepare job specification or descriptions before job advert placement is made both for internal and external recruitment.
• Coordinate recruitment process and interaction with media and external providers where mandated.
• Placement of adverts and managing recruitment process (e.g., receiving of applications, screening, shortlist, setting up interview panels, interview notes, etc.).
• Ensuring the execution of relevant checks are done in a timely effective manner.
• Use and managing of applicable website portal.
• Administration and Coordinating of Employment Equity matters.
• Being a member of the Employment Equity and Training Committee.
• Assist Equity Manager to achieve Equity targets and objectives where possible and mandated.
• Attend to annual reporting processes and ensure required filing are maintained as per legislative requirements.
• Ensure minutes of meetings, agendas and attendance registers are prepared and relevant administration are attended to before and after meetings.
• Assisting with compilation with monthly training information relating employment equity.
• Ensure staff are allocated correctly as per Equity Occupational Levels via HR and Payroll processes/programmes.
• Human Capital Development.
• Administration and coordination of learning and development programmes (Adhock, Learnerships, Apprenticeships and career plans etc.).
• Prepare and maintain training register and matrix.
• Ensure training is renewed where required prior to expiry dates (where relevant).
• Ensure certification is issued to employee and copy kept for record purposes.
• Assisting with compilation of monthly training information relating to skills development.
• Ensure staff are allocated correctly as per Seta Occupational Levels via HR and Payroll processes/programmes.
• Attend to annual skills submissions and ensure compliance with relevant regulations.
• Prepare HR documents, like employment contracts and new hire guides/policy portal correspondence, etc.
• Conduct induction training to new recruits on HR related topics.
• Manage and ensure temporary staff contracts are updated and comply with legislative requirements.
• Ensure termination/onboarding (e.g., UI19’s, Work schedules) correspondence are submitted promptly to relevant authority department.
• Attend to relevant government audits where requested (e.g., Equity, BCEA etc.).
• On and Off Boarding.
• Liaise with relevant management / department to comply with all on/off boarding requirements.
• Prepare employment packs (e.g., contract, agreements, intro to internal systems etc.)
• Induction to building and applicable personnel etc.
• Ensure on/off boarding correspondence are prepared prior to employee joining/leaving.
• Ensure exit correspondence are completed, filed, and actioned where required (e.g., exit interviews).
• Obtain information from employee related to Injury on Duty where an incident occurred or near miss.
• Ensure relevant Workmen’s Compensation documentation are completed and loaded on relevant online system.
• Ensure follow-up visits are attended to and filed accordingly.
• Administration of HR projects.
• Maintaining of relevant electronic (e.g., SMP) and manual project files where required.
• Effective communication with various stakeholders.
• Attend to relevant HR projects where required.

Job Types: Full-time, Permanent

Salary: R15,000.00 - R18,000.00 per month

Experience:

• VIP Payroll Systems / Efiling / Easyfile: 2 years (Required)