Payroll Officer

Duration: Permanent

Reporting to: Senior Manager: People, Talent & Culture

Location: Stellenbosch/Hybrid

BACKGROUND

Peace Parks Foundation is a non-profit conservation organisation that specialises in conservation at scale through the development of transfrontier conservation areas and the long-term management of key protected areas, in partnership with government conservation agencies and communities within these landscapes. We currently focus on the development of five priority transboundary landscapes measuring over 65 million hectares throughout southern Africa, and the co-management of ten national parks and protected areas covering over 5.2 million hectares.

JOB PROFILE

We are seeking a highly organised and detail-oriented Payroll Administrator to manage and maintain 5 monthly payrolls for a total headcount of about 500 employees. The ideal candidate will have a strong background in payroll administration and management, particularly with Sage300 Payroll and HR modules, along with an understanding of backend administration of the system and setup. The successful candidate will play a critical role in improving processes, automating functionalities, ensuring compliance with labour laws, and advising the business on best practices related to payroll and HR procedures. This role requires a person who can work independently, work well within a team, provide support to different departments, and have critical thinking capabilities. It would be advantageous for the person to have payroll experience in African countries such as Mozambique, Zambia, and Malawi.

JOB PURPOSE

To assume responsibility for the administration and processing of payrolls in a diverse, dynamic, and rapidly developing non-profit organisation that is a leader in the management of conservation at scale and comprises a workforce of about 500 staff in various SADC countries where the organisation has an operational presence.

DUTIES AND RESPONSIBILITIES

Payroll Administration

• Manage an in-house payroll system, including maintenance and control of payroll specifications.
• Ensure accurate and timely execution of the payroll.
• Capture payroll changes, earnings, and deductions on Sage 300 People.
• Prepare and reconcile internal payroll reports, ensuring compliance with various tax authorities.
• Respond to payroll queries.
• Coordinate with HR to ensure accurate and timely processing of new hires, terminations, promotions, and transfers in the payroll system.
• Generate and distribute payroll reports to management and relevant departments.
• Collaborate with Finance to reconcile payroll accounts and resolve any discrepancies.
• Stay updated on changes in payroll regulations and laws to ensure compliance and accuracy in payroll processing.
• Assist in the preparation and submission of statutory payroll-related reports and returns.
• Maintain confidentiality and security of payroll information and records.

Benefits Administration

• Assist and guide employees regarding employee risk benefits to which they may be entitled.
• Assist and guide employees regarding claims processes for disability, IOD claims and where appropriate, medical insurance claims.
• Facilitate the enrollment of employees in medical aid and retirement fund programmes, ensuring accurate and timely processing of applications.
• Collaborate with employees to disseminate comprehensive benefits information to employees during the pre-boarding process, ensuring they are aware of available benefits and entitlements.
• Ensure employees sign all necessary benefits documentation and submit it to relevant service providers in a timely manner, maintaining accurate records of all transactions.
• Act as a point of contact for employees regarding the benefit programme, addressing queries, providing clarification, and offering support as needed.
• Liaise with external benefit providers, such as insurance companies and retirement fund administrators, to coordinate the administration of benefits and resolve any issues or discrepancies.
• Stay informed about changes or updates to benefit programmes, regulations, and compliance requirements, ensuring adherence to relevant laws and policies.
• Continuously evaluate and enhance the benefits administration process, seeking opportunities for automation, efficiency improvements, and cost savings.

Leave Administration

• Manage the accrual and taking of leave on multiple platforms.

Generate Standard and Customised Reports

• Extract and distribute month-end payroll and staff movement reports.
• Extract and report Employment Equity data annually.
• Prepare and submit monthly and annual foreign statutory and employee benefits returns.
• Liaise with the software vendor timeously if a customised report needs to be built into the system.

Governance and Monitoring

• Maintenance of complete and accurate employment database information and payroll database.
• Assist with annual payroll audits (external auditors).
• Conduct regular audits of payroll data to ensure accuracy and compliance with company policies and legal regulations.

Employee Self Service (ESS)

• Manage the set-up, configuration, and maintenance of the Employee Self Service (ESS) system.
• Ensure accurate and timely data entry into the ESS system, including, but not limited to payslips and IRP5s.
• Provide training and support to employees on how to use the ESS system effectively.
• Monitor and troubleshoot any issues or errors related to the ESS system, working closely with IT support and software vendors to resolve technical issues promptly.
• Conduct regular audits of ESS data to ensure accuracy and completeness, identifying and correcting any discrepancies as needed.
• Stay informed about updates or changes to the ESS system, attending training sessions or webinars as necessary to maintain proficiency in system functionality.
• Act as a liaison between employees and the People Department for ESS-related inquiries or assistance, providing prompt and courteous support to resolve issues and answer questions.
• Maintain confidentiality and security of employee data within the ESS system, following established protocols and procedures to safeguard sensitive information.
• Generate reports and analytics from the ESS system to support payroll processing, auditing, and compliance reporting requirements.
• Continuously seek opportunities to improve and optimise ESS system processes and functionality, proactively identifying areas for enhancement or automation to streamline payroll administration tasks.

MINIMUM REQUIREMENTS

• Relevant qualification and 10 years’ payroll administration experience essential.
• Proficiency in Sage 300 People Payroll and HR Administration systems is a must.
• In-depth knowledge of payroll processes, supported by understanding of statutory requirements, and employment, benefits, and tax legislation.
• Knowledge related to SADC countries and local currencies would be an advantage.
• Proficiency in all modules of MS Office 365 Professional, including SharePoint and MS Teams, is essential. Experience using Microsoft Dynamics 365 would be an advantage.
• High degree of integrity and confidentiality, and excellent communication and inter-personal skills.
• Highly numerate, well organised, and able to work to deadlines under pressure.
• Must be able to work as part of a team.

Interested candidates are invited to submit a Curriculum Vitae, with full address, telephone number, email address and contact details of at least three contactable references. These should be submitted by 8 April 2025.

A competitive salary package will be negotiated, based on qualifications and experience.

Applications should be submitted to Human Resources.

Email: applications@peaceparks.org

We appreciate the time and effort taken by all applicants in expressing their interest in this role. Due to the high volume of applications received, we are only able to contact candidates who are selected for further consideration. If you do not hear from us within 3 weeks, please assume that your application has not been successful on this occasion. We encourage you to apply for future opportunities that match your skills and experience.