Payroll Assistant at Harleys Limited

KEY RESPONSIBILITIES

• Payroll Administration: Process monthly payroll accurately and on schedule. Enter, verify and maintain employee payroll data, including salary adjustments, overtime, allowances, deductions and benefits. Manage payroll-related expenses, ensuring proper posting and allocation. Perform monthly payroll reconciliations to identify and resolve discrepancies. Review and approve payroll journal entries before posting to the general ledger. Conduct general ledger to payroll reconciliations monthly.
• Statutory Compliance & Reporting: Ensure timely remittance of statutory deductions (PAYE, NHIF, NSSF, Pension, etc.). Prepare and submit accurate tax filings, reconciliations and compliance reports. Stay up to date with changes in payroll laws, tax regulations and employment legislation. Ensure company payroll practices align with labour laws and statutory requirements.
• Employee Data & Records Management: Maintain accurate and confidential payroll records for all employees. Process and update employee changes such as new hires, promotions, transfers, deductions, benefits and terminations. Support the Human Capital department with employee queries regarding payslips, deductions and payroll policies. Internal Controls & Policy Implementation: Safeguard sensitive payroll information and always ensure confidentiality. Support audits by providing required payroll records, reconciliations and compliance documentation.
• Reporting & Analytics: Prepare payroll reports on a monthly, quarterly and annual basis for management review. Provide variance analysis, payroll trends and budget support to Finance and Human Capital teams. Offer insights and recommendations to improve payroll efficiency and accuracy.
• Stakeholder Engagement: Communicate payroll-related information clearly and promptly to employees and management. Liaise with Human Capital, Finance and external partners (e.g., tax authorities, pension providers) to ensure smooth payroll operations. Provide training and support to internal stakeholders on payroll procedures, where needed.
• Compliance: Ensure compliance with relevant policies, procedures and governance.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Finance, Accounting, Human Resource, or any related field.
• Professional Certification in Payroll, Accounting, or Human Resource will be an advantage.
• Minimum of 3 years of experience in payroll administration or a related role.
• Strong knowledge of payroll software and statutory requirements.
• High attention to detail, accuracy and confidentiality.
• High integrity, awareness and problem-solving orientation.
• Excellent communication and analytical skills.