Position: Payroll Supervisor    

Reporting: Finance Manager

Location: Nairobi

Flexi Personnel a leading HR consultancy firm in Kenya and the region is looking for a Payroll Supervisor to join their vibrant team in Nairobi.

JOB PURPOSE

As the payroll supervisor you will be responsible for continuously improving payroll operational processes, designs, and implementation to ensure that payments are made accurately on a timely manner and pay slips are issued monthly.

KEY DUTIES AND RESPONSIBILITIES

• Lead, Supervise, mentor, couch the payroll team and handle disciplinary issues within the team.
• Provide and Lead in excellent customer service ensuring delivery to all clients.
• Accurate client reconciliation sent to the clients as per SLAs by the specified date every month.
• Ensure Invoicing is done by the Account Receivable as per client SLAS and developing the invoicing templates for every client.
• Maintain customer confidence and protect operations by keeping financial information confidential.
• Ensure payrolls are accurately calculated as per the income tax Act, overtime captured accurately and timely processed.
• Lead in payroll and Client reconciliations and ensure no outstanding issues are carried forward monthly.
• Pick all payroll issues, detect, and report any fraud and alert on any gaps/control failures and report arising issues to your supervisor and the finance manager.
• Lead in Payroll invoice follow up with payroll clients for healthy cashflow management.  
• Management of own payroll accounts
• Quality and audit assurance of all client payrolls for both local and regional partners and evidence is filed internally on monthly basis.
• Present statutory files with evidence of payment to your supervisor every quarter.
• Responsible for maintaining client files updated with all the relevant documents. (Muster rolls, invoices, approved payment vouchers and bank files, statement of accounts, statutory
• proof of payments and schedules, saccos, Helb, loans, advances and pension and any other required documents.
• Ensure documentation of all payroll information on OneDrive and clear plan on softcopy filing i.e Clear file naming and arrangement
• Advise on client profitability to avoid running unprofitable accounts. Seat in profitability analysis meetings and provide guidance where required.
• Ensure monthly statements are shared with clients and reconcile any variance within the agreed timelines.
• Manage accuracy of statutory details as uploaded with statutory bodies: NHIF, NSSF, SACCOS, PENSIONS and KRA. Build relationship with all the key statutory bodies and have contact persons to resolve any issues arising.
• Assist auditors for the purpose of providing accurate supporting documentation and/ or information on internal process that is required for audit.
• Provide accurate data and documentation required by the payroll accounts for the preparation of financial and management accounts.
• Responsible for ensuring all payroll files are always updated monthly and ready for an audit process.
• Timely update to client on any emerging issues, payroll changes and statutory changes.
• Ensure all payroll and clients payments are as agreed and billed to the clients.
• Assist with other accounting projects.
• Or any other task assigned.

MINIMUM QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in business management, Statistics, Commerce, Economics, or any other business-related field.
• Certified Accountant CPA (K) qualification
• 5 years’ minimum experience in payroll administration.
• Excellent Knowledge in accounting software e.g QuickBooks
• Exceptional computer skills, including Microsoft Office and databases.
• Awareness of the commercial trends and developments within the industry
• Corporate and personal tax experience

SKILLS

• Ability to meet deadlines.
• Ability to maintain confidentiality.
• Attention to detail.
• Computer proficiency
• Strong communication skills, both written and verbal
• Organization
• Payroll software experience
• Regulatory compliance
• Spreadsheet creation and updating
• Tax form filing