Payroll Officer

Standard Bank

Standard Bank is recruiting a Payroll Officer, to be based in Windhoek, Namibia.
  • The position is responsible for the delivery of end to end HC transactional and administrative services
  • This role includes supporting the HCSS Manager\HCSS Controller in the delivery of HCSS service offerings, which included onboarding and offboarding consultations, ensuring efficient and quality service delivery in a timely manner
  • Focus on client service and data integrity is a critical requirement on this role
  • Service Delivery & Customer Relations:
  • Develop and build trusted relationships with key stakeholders to ensure effective delivery of HC Shared Services outputs to customers
  • Ensure clients expectations are met in line with HCSS service offering and agreed SLA’s
  • Undertake activities to identify possible improvements to Shared Services offerings to meet customers’ needs and address their specific requirements
  • HCSS Query Management and Customer Interaction:
  • Ensure the efficient receipt, logging, tracking and closing of queries
  • Resolve first line customer queries within the agreed SLA
  • Ensure the use of the appropriate channels and escalations paths in the effective resolution of queries
  • Promote tier 0 self-service support when addressing queries
  • Organisational Management Support (if applicable):
  • Ensure the receipt, recording, logging, tracking and filing of documentation within agreed SLA’s
  • Ensure quality assurance of all documentation for accuracy, completeness and that the authorised approvals are in place
  • Ensure the appropriate tools/channels are used in supporting OM processing and that the relevant SLA’s are met
  • HC Administration (Employee Lifecycle, On-boarding, Off-boarding and International Assignees)
  • General:
  • Process the receipt, recording, and logging, tracking and filing of all relevant documentation within agreed SLA’s
  • Provide quality assurance of all documentation for accuracy, completeness and that the authorised approvals are in place
  • Ensure that SAP HCM is used as the primary transactional system for maintaining HR/payroll data
  • Liaise with HCBP/Resourcing team for all outstanding related information and documentation
  • Ensure completed instructions and related documents are sent on-time to the relevant third party providers to process
  • Ensure resolution of queries and escalate where necessary
  • Onboarding Administration:
  • Action the logistical requirements and administration with internal stakeholders and external parties for onboarding
  • Work with relevant parties in the execution of the on-boarding process in-Country
  • Establish and maintain relationships with key stakeholders in the on-boarding process, both in-Country, at Centre and with any external parties
  • Ensure timeous and complete submission of documentation to third party providers and legislated parties to effect benefit registration and legislated / governmental department registrations
  • Ensure all pre-employment checks are completed and actioned timeously and the relevant documentation is sent through to third party providers\internal stakeholders
  • Ensure that the GRA process is adhered to and the agreed SLA's are met
  • Compile the Letter of Offer in line with the contract request
  • Ensure that the onboarding consultation is completed for new hires
  • International Assignees:
  • Support and coordinate the transactional activity throughout the life cycle of an Assignee by ensuring the prompt and efficient actioning of the relevant administration and logistics required, together with relevant parties is concluded (Centre HCSS team, Global Mobility and HCBP)
  • Employee Data Administration:
  • Ensure the accurate capturing of all relevant employee details relating to employee changes (intake, exit, transfers, promotions, changes in personal details etc.)
  • Ensure quality assurance of documentation for accuracy and completeness, accompanied by the relevant approvals and signatories prior to capturing
  • Ensure on-time capturing of information
  • Ensure that all monthly payroll cut-off dates are adhered to for capturing
  • Resolve all simulation and live payroll errors timeously
  • Ensure that a simulation is completed and error free for all data changes
  • Ensure that an audit report is generated and signed-off for all data changes
  • Exit Administration and Offboarding:
  • Ensure the accurate processing for exiting employees in alignment with Group Policies
  • Calculation and communication of any amounts either owing to the employee or owing to the Bank as a result of the exit
  • Submission of legislated documentation to the relevant legislated parties
  • Ensure seamless and timeous exit notifications are submitted to benefit providers
  • Consolidate and hand over of the final exit pack for the employee
  • Document Management and Storage:
  • Create and maintain the active and inactive personnel record folders stored In-Country in both hard copy and electronic formats
  • Ensure safe and secure filing of employee documentation as per compliance\legislative requirements
  • Monitors and records the movement of personnel record folders (check-in and check-out) ensuring there is an accurate inventory at all times
  • Maintains an index and inventory of personnel record folders
  • Adhere to legislative\compliance requirements with regards to data privacy, data retention, archiving and destruction of employee documentation over time
  • Ensure quality assurance of documentation for accuracy and completeness, accompanied by the relevant approvals and signatories
  • Ensure the effective and efficient management of all documentation coming into the GHR SSC (via fax, e-mail, courier, walk-ins)
  • Learning and Development Administration (if applicable):
  • Provide administrative and logistics support associated with learning interventions (booking of training venue, flight and accommodation arrangements for trainee’s, catering, printing of training material)
  • Manage the financial administrative aspects of training associated with learning interventions
  • General filing
  • Benefit Administration:
  • Ensure that all relevant documents are received, recorded, logged, tracked and filed within the agreed SLA for benefit administrative purposes
  • Ensure that all documentation is quality assured for accuracy and completeness, and includes the relevant authorised signatures
  • Process benefit claims\policy changes\benefit information changes within the agreed SLA
  • Liaise with relevant benefit providers in the execution of benefit changes\claims
  • General Duties:
  • Attend relevant HCSS forums (Regional Meetings, HCSS SME Forums, etc.)
  • Monitor performance against Service Level Agreements by tracking work through SBM (workflow tool) Highlight and escalate any non compliance matters to the Leadership
  • Manage inbound and outbound communications with internal and external parties concerning core HC transactional matters
  • Annual reward review assistance in line with Country requirements
  • Assisting with adhoc requests, e.g. audit findings
  • Ensure that data maintained complies with legislative reporting requirements
  • Support in the delivery of the strategic goals for HC Shared Services
  • Minimum Qualifications:
  • Type of Qualification: Degree in HR or Accounting
  • Field of Study: Human Resources or Finance
  • Experience Required:
  • Delivery Enablement
  • Technology
  • 3-4 years
  • Understanding of the end to end Reconciliations and Financial aspects of Payroll Administration
  • Knowledge of Country legislation pertaining to the Payroll. Work experience in the field of Recruitment Admin and On-boarding
  • Good working knowledge of SAPHR system
  • Good understanding of the local legislative payroll requirements
  • Only shortlisted applicants will be contacted
This vacancy is no longer accepting applications


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