JOB DESCRIPTION

Job Title: Payroll Officer Signatures:

Title: Approved/Date:
Division: Payroll Manager/Supervisor/Head:

Department (and Section/Unit):

HR & IT Department Name: Signature/Date:
Reports To (Title): Job Holder:
Payroll Head
Cost Centre and Job Number: Evaluated Grade: Date:
Head Office

1. JOB PURPOSE
(Explain in two or three sentences the main purpose of the job and why the job exists and how it
contributes to the departmental end results)

Provide assistance to the Payroll Head in delivering an effective & high quality comprehensive payroll
service by verifying and entering payroll transactions to the Payroll System in compliance with the
company’s policy and payroll requirements to ensure updated information needed for fast processing &
timely delivery of monthly payroll.

2. MINIMUM QUALIFICATIONS/EDUCATION/EXPERIENCE/TRAINING/KNOWLEDGE
(Indicate the minimum recruitment specification and also the ideal person specification for fully
satisfactory job performance)

Qualifications and Education:

Bachelor’s Degree, ideally in HRM / Accountancy or any other business field.

Experience:

Two (2) years experience in Human Resources with a focus on payroll activities and functions.

Knowledge:

Knowledge on Payroll Systems

Ability to communicate effectively both in oral and written English
Proficient in Computer Systems and Applications
3. JOB ACCOUNTABILITIES AND CURRENT OBJECTIVES
(Explain in not more than six to eight points the principal accountabilities that the job must achieve, an d for each accountability explain what is done, and show the objective end
result for the current financial year)
Job Accountability Area (KRAs): Objectives for Current Financial Year (KPIs): Weighting (%):
(What is done, and to what, and why) (Expected end result and objective)(Must add up to 100%)

1. Enter and update employee’s payroll data such as financials, bank a) Ensure that all transactions are posted in HRIS by the 20 th of
details, cash advance, addition / deduction, attendance, overtime and every month. 30%
other related transactions in the payroll system for payroll b) Ensure accurate information to be entered and updated on
processing. daily basis.
2. Process Benefit Settlement, Leave Settlements, End of Service a) Ensure that leave/EOS requisitions are entered one week before
Settlements and close out of payment to ensure proper and timely the employees’ leave dates to avoid rush in the preparation of 20%
payment before travel date. dues and so that employees can leave as per the approved
schedule.
3. Assign employee codes to new joiners, prepare initial allowance and a) Ensure to assign correct employee codes to new joiners all the
cash advance payments to ensure that financial assistance is given to time. 20%
new employees and to employees having financial difficulties. b) Ensure that cash advances are ready before the arrival of the
new joiners.
c) Ensure that cash advance requested by old employees will be
released within one day from approval.
4. Liaise and coordinate with any concerned department regarding any a) Ensure to prepare internal memos to other related department
financial matter related to employees to ensure proper dissemination for every financial transaction to be done for workers. 10%
of information and immediate action to be taken.
5. Arrange bank / pay cards for new employees and liaise with the bank a) Ensure that every new joiner receives a pay card within one
to solve related issues to ensure that employees receive their salaries week of his joining date and that all related issues are solved 10%
through bank transfer on time. within one working day.

6. Answer employee’s concerns related to payroll to ensure that proper b) Ensure to explain properly to employees the reason that can
explanation and information are given to clarify issues. justify and clarify any payroll issues when the need arise. 10%

100%
4. COMMUNICATION AND WORKING RELATIONSHIPS
(Explain the people and levels and reasons both within and outside the organization with which this job has to
interact)
Has regular contact to manage relationships and negotiate conclusions externally with:
a) Banks

Has regular contact internally to cooperate and seek partnership with:

a) Human Resources Personnel
b) Accounts department
c) Other supporting departments

5. KEY DIMENSIONS AND RELATED JOB RESULTS

(Specify annual dimensions for any financial or budget responsibilities, and the nature and value of any
transactions on which the job has an impact or contribution, and the number of employees reporting directly and
indirectly to this job, and any other critical relevant dimensions)

Accuracy of payroll reports is required as it plays a big part on the company’s budget.

6. OPERATING ENVIRONMENT
(Comment on any specific factors that affect the job and how the job is performed, such as special conditions, travel,
work pressure, etc)

7. KEY COMPETENCIES
(Select the critical competencies and behaviors that should be demonstrated to achieve fully satisfactory
performance).

Competency Type and Reason: Weighting (%):

(What are the key competencies and why) (Must add up to 100%)

1. Attention to details and quality 30%

2. Financial Awareness 25%

3. Analytical Thinking 20%

4. Numerical Ability 10%

5. Initiative and commitment to achieve 10%

5. Computer Literacy 5%
Total: 100%

8. ORGANISATION CHART (ATTACHMENT)

Please attach a copy of the current organization chart of the division and department/section, showing clearly the
job that this job description applies to in a thick box. The organization chart must show the reporting relationship
upwards, the peers (others who report to the same manager or supervisor), and all the subordinate job positions.