PURPOSE OF POSITION:
Responsible for providing quality and efficient customer service through hands on management and supervision of the Shared Services (SS) Payroll Service offering. Carries out project management and supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include coordinating the payroll function, project managing the payroll implementation project, development of the service capacity to deliver payroll services, general payroll processing, training employees; planning, assigning, and directing work; appraising performance; addressing customer/stakeholder complaints and resolving problems.
Strategy Development & Project Management – (SS Payroll Administration Project):
Lead along with SS P&C Director on the development of the payroll service portfolio, its delivery and a global service level, enhancing quality, business improvement & cost reduction.
Implement Change management & Comms Plans; including assessing, communicating, scheduling, risk managing and planning the implementation of the SS payroll service offering.
Deliver end to end Project management of the payroll service:
Update the project proposal document, its scope and implementation schedule.
Renew the engagement and involvement of the various actors involved in the implementation of the payroll admin project.
Update the MoU and implementation schedule for the NOs included in the first phase of the project.
Develop dashboards, KPI’s and statistical analysis that enable the effective management of the payroll roll-out & audit the work of Payroll team members regularly.
Ensure stakeholder communication, agree expectations, modifying and designing action plans and performing risk mitigation to reduce cost and delays.
Operational/Technical – Reporting, Metrics & Compliance:
Development, execution and follow up on payroll services SLAs: (meeting deadlines, reporting, metrics, process improvement, customer service, service delivery, coordination with local counterparts as needed).
Establish the right relationships and tools to deliver the payroll service - interface with regional stakeholders, HRIS our people department & accounting department for all payroll accounting processes, journal entries to general ledger, reconciliation, etc.
Engages the vendors on issues to remedy client related payroll issues or escalates for support.
Coordinates federal and state agency audits and maintains close contact with regulatory agencies to ensure compliance with domestic and international payroll regulations.
Audits current payroll practices and procedures, prepare weekly, monthly, quarterly and year-end reports (gross payroll, hours worked, vacation accrual, tax deductions, benefit deductions, etc.) for management decision making purposes.
Innovation & Continuous Improvement:
Assists in the development of overall employee service procedures by continuous evaluation of processes suggesting methods to improve operations, efficiency and service.
Champion a culture of quality and innovation through effective supervision, reconciliations, review and documentation & preparation of all payroll statements and reports.
Ensure employees have appropriate training and other resources to perform their jobs; create and maintain high quality work environment so team members are motivated to perform at highest level.
Subject Matter Expert – SS Payroll:
Keeps abreast of the payroll processing system and changes in wages, pensions and tax laws.
Provide technical expertise for 2nd level payroll inquiries, assists employees in resolving payroll issues, and resolves disputes as they arise.
Train co-workers and customers on new or existing payroll functionality or services. Identifies customer training needs based on common problems.
Provide training to regional client teams or less experienced technical support staff and end users on usage of payroll software and service offering.
Interprets employment policies and government regulations in connection with payroll and pension activities.
Maintains the payroll system calendar schedules and coordinates changes with the Controller’s Office and banks.
Projects & Ad hoc Duties:
Project Participation with colleagues and team members on SS P&C Improvement Initiatives.
Deputize for SS P&C Director in local or regional stakeholder meetings or with external vendors.
Carry out other ad hoc duties as specified by SS P&C director & SS process leaders.
KNOWLEDGE, SKILLS AND ABILITIES:
Bachelor’s Degree major in payroll management preferably or in human resources management/finance and other related field plus six plus years related experience in payroll; or eight years comparable work experience.
In-depth and significant knowledge of every area of payroll processing, pensions and HR systems and procedures.
Proficiency in using automated accounting/payroll systems required.
Experience of implementing payroll projects and services.
Ability to manage and motivate global and virtual teams.
Strong attention to detail and ability to carry out consulting tasks and explain intricate payroll procedures in nonprofessional terms.
Ability to learn new products and upgrades.
Ability to work under pressure and meet deadlines.
Understanding of journal entry postings.
Proficiency with Microsoft Excel, Word and Lotus Notes.
Fully Fluent in English. Advanced Conversation & Business Communication in English.
Certified Payroll Professional (CPP) (Preferred).
Project Management Certification.
Preferred Skills, Knowledge and Experience:
Experience of working in an Ngo a plus.
Knowledge of Sunsystems is an added advantage.
The position requires ability and willingness to travel domestically and internationally up to 30% of the time.