Assistant Manager, Payroll Administration & Benefits

Job Purpose:

• The role holder is responsible for the effective end-to-end management of payroll and payroll-related processes, ensuring salaries and related payments are processed accurately, on time, and in full compliance with internal policies, statutory requirements, and regulatory standards.
• The role also supports the administration and oversight of employee benefits, including medical, pension, and other staff schemes, and provides operational support during the annual reward cycle.
• The position plays a critical role in safeguarding payroll accuracy, strengthening controls, supporting audits, and delivering reliable payroll, benefits, and reward data for decision-making, and supports employee understanding of payroll and benefits processes through clear, structured communication.

Key Responsibilities:
Payroll Management & Control:

• Manage the end-to-end in-house monthly payroll process to ensure accurate and timely salary processing.
• Review, validate, and consolidate payroll inputs including new hires, exits, transfers, promotions, salary changes, allowances, deductions, unpaid leave, and other payroll movements.
• Ensure payroll changes are supported by appropriate approvals and documentation before processing.
• Review payroll outputs for accuracy, completeness, and alignment to approved inputs before final sign-off.
• Ensure all payroll-related payments, including salaries, allowances, reimbursements, advances, and other approved employee payments, are processed within agreed timelines.
• Investigate payroll variances, exceptions, and anomalies, and ensure timely resolution before payroll closure.

Payroll Compliance, Reconciliations & Reporting:

• Ensure accurate and timely computation, deduction, reconciliation, and remittance of all statutory obligations including PAYE, NSSF, SHIF, Housing Levy, pension contributions, and other applicable deductions.
• Prepare and review payroll reconciliations, journals, schedules, and supporting reports for submission to Finance and other stakeholders.
• Reconcile payroll outputs against approved movements, statutory schedules, and general ledger requirements, and investigate any variances.
• Ensure payroll records, reports, and supporting documentation are complete, accurate, and audit-ready at all times.
• Monitor changes in payroll, tax, and employment legislation and ensure timely implementation of required updates.

Benefits Administration & Oversight:

• Support the administration and oversight of employee benefits including medical, pension, group life, and other approved staff benefit schemes.
• Coordinate with internal stakeholders and service providers to ensure eligible employees are accurately enrolled, updated, or exited from benefit schemes in a timely manner.
• Provide guidance to employees on benefits processes, including pension onboarding and leaver processes, and liaise with scheme administrators or providers as required.
• Review benefit-related deductions and employer contributions to ensure correctness and timely processing through payroll.
• Support annual renewals, provider updates, employee communications, and benefit-related reporting as required.

Reward Cycle Operational Support:

• Support the annual salary review and bonus processes through data preparation, system set-up, validation of employee data, and reporting.
• Prepare reports, schedules, and analysis required to support reward decision-making and implementation.
• Validate reward-cycle outputs to ensure approved adjustments are accurately reflected in payroll.
• Maintain accurate records of reward-cycle changes, approvals, implementation logs, and any appeals or exceptions.

Systems, Data Integrity & Continuous Improvement:

• Maintain high levels of payroll and benefits data integrity across relevant HR and payroll systems.
• Ensure payroll system parameters are updated accurately for approved changes in statutory rates, deductions, benefit rules, and employee data.
• Identify process gaps, system inefficiencies, and control weaknesses, and recommend practical improvements.
• Support testing and implementation of payroll-related system enhancements, upgrades, and process changes.

Stakeholder, Vendor & Service Management:

• Work closely with HR, Finance, and other internal stakeholders to ensure seamless payroll and benefits administration.
• Act as a key contact point for payroll and benefits-related queries, escalating material issues promptly where necessary.
• Liaise with pension administrators, medical providers, insurers, and other third parties to ensure timely and accurate service delivery.
• Provide clear, accurate, and timely communication to employees on payroll, statutory deductions, and benefits processes to enhance understanding, reduce queries, and improve overall employee experience.
• Support employee awareness and understanding of compensation, payroll, and benefits processes through structured communication initiatives, FAQs, and guidance materials.

Financial Responsibility:

• Responsible for the integrity and control of monthly payroll processing, including accurate salary payments, statutory deductions and remittances, payroll journals, benefit-related deductions, and related reconciliations.
• The role safeguards significant employee payment flows and supports the prevention of financial, compliance, and reputational risk arising from payroll errors, delays, or control failures.

Academic Qualifications:

• Bachelor’s degree in human resources, Finance, Accounting, or related field.
• Professional Qualifications / Membership to professional bodies/ Publication: 
• Relevant HR professional qualification, payroll, taxation, finance, or reward-related certification is an added advantage.

Work Experience Required:

• At least 4–6 years’ relevant experience in payroll administration, payroll operations, compensation and benefits administration, or a related HR operations role.
• Demonstrated experience managing end-to-end payroll processes, statutory deductions and remittances, reconciliations, payroll reporting, and sensitive employee data in a controlled environment.
• Experience supporting benefits administration and annual reward-cycle implementation is an added advantage.

Competencies:

• Strong payroll processing and controls mindset.
• High attention to detail and accuracy.
• Strong knowledge of statutory payroll and employment compliance requirements.
• Analytical, reconciliation, and reporting capability.
• Planning, prioritization, and ability to work to strict deadlines.
• Confidentiality, sound judgment, and high ethical standards.
• Problem-solving, exception management, and continuous improvement mindset.
• Systems aptitude and strong stakeholder management skills.
• Strong oral and written communication skills.