Payroll Associate at Food Concepts Plc

Job Purpose

• Responsible for managing key Human Resources Services and Operations in the designated Division. Ensure compliance to the labour laws of the government and other agreement reached by the Company and third parties
• Core Responsibilities and Key Result Areas

Payroll Management and Other Benefits

• Prepare and deploy payroll activities every month and ensure all employees’ salaries, benefits and allowances are paid promptly and correctly for business divisions
• Manage the process of gathering and locating MPR from stores and business units. Creating Pre-payroll variance report, which includes but not limited to New hires, disengagement, leave and absence deduction, disciplinary, salary reviews/promotions
• Ensure all input from the Pre-payroll variation and correctly entered into the Human Resources Information System, subject to approvals
• Ensure that payroll report and payroll deduction report reflect all salaries and allowances, and deductions, i.e. statutory or company deduction
• Prepare variance report to show the difference in pay comparison between months and ensure an accurate explanation for the variance as applicable
• Prepare bank payment report, Pension Remittance Report, Tax Remittance Report, and Re-imbursables report. FCMCTS report, Statutory deduction report i.e. NHF, NSITF and any other report as indicated in the payroll activities for each month
• Ensure new hire computation and Termination computation for voluntary and involuntary termination of contract, following the company's policies and procedures. Communicate to banks of employee exits and ensure that the discharge letter/letter of indebtedness is communicated to the employee as applicable
• Resolve all payroll enquiries, including suspended salaries and allowances, returned salaries, refunds, tax issues, etc

Reward, Recognition and Employee Welfare

• Ensure the preparation of all incentives schedule including but not limited to Stores/Business units/Area Manager quarterly incentive program, Product Side Action, Employee of the month etc
• Ensure photos taken in the stores are clear and liaise with Graphic Artist for recognition posters and communicate as applicable.
• Ensure that employees are registered under the company HMO program in line with SLA signed by the Company and the HMO company. Resolving all HMO related issues and ensure staff benefits from the HMO based on plan agreed
• Ensure distribution, replacement of uniforms and accessories to employees
• Ensure staff meal process and documentation for payroll report
• Manage all staff related incident reported through the incident reporting tracker and ensure all incidents are closed and status updated
• Assist in co-ordinating staff forum meetings and any other employee engagement activities as planned in the Company.

Records Administration; Staff Filing, Leave and Certification Verification

• Keep the records, documents and files relating to all staff within the division
• Track the in and out of the files and the document contents of the file
• Ensure all due correspondences, memos, reports and certificates are tracked in each employee’s files
• Perform any other related task as may be assigned from time to time

Compliance & Internal Controls

• Monitor compliance with labor laws and payroll regulations, including FIRS, and state-specific rules.
• Participate in audits (internal and external), preparing requested documents and reports.
• Identify discrepancies or errors and troubleshoot issues to resolution.
• Employee Support & Communication
• Respond to employee payroll inquiries in a professional and timely manner.
• Provide guidance to employees on payroll-related policies, pay statements, and tax forms.
• Coordinate with HR and Benefits teams to ensure proper deductions and benefit enrollments.

Key Performance Indicators

• Time to fill vacancies (Target Vs Actual)
• Nos of Internal and External Audit Exceptions (Standard of Measurement – Departmental Policies and Procedures)
• Labour Turnover Rate (Target Vs Actual)
• Time to complete task/project i.e. Salary timeline (Target Vs Actual)

Knowledge Requirements

• Labour laws
• Process Management
• Problem Solving
• Data Analysis - Excel
• Performance Management
• Oral and written Communication
• Ability to plan, schedule and coordinate effectively
• Interpersonal Skills
• Negotiation

Job Specifications

• Minimum of a university degree or equivalent in Industrial Relations and Labour
• Membership of the CIPM, or any other related professional qualification, is required
• 2 - 4 years working experience in HR field

Decision Expectations

• Recommend the best resources for the business
• Provides recommendations/ advice to the management on employee related matters
• Provides customer-focused HR Services