HR & Payroll Administrator

The HR & Payroll Administrator is responsible for the accurate preparation and administration of payroll and HR processes, ensuring compliance with company policy, internal controls, and applicable South African legislation. The role sits within Finance, with a strong governance interface with HR, and requires a high level of accuracy, confidentiality, and attention to detail.

The role is accountable for preparing payroll for review and authorization by the HR Manager, maintaining HR and payroll data integrity, supporting audits, and managing employee-related queries.

1. Payroll Preparation and Administration

• Prepare and process monthly payroll for all relevant entities (including South African companies and any additional jurisdictions such as Dubai operations) within agreed deadlines
• Ensure all payroll inputs (earnings, deductions, benefits, and changes) are accurately captured in the relevant month
• Prepare payroll for review and sign-off by the HR Manager, ensuring completeness and accuracy prior to submission
• Adhere strictly to payroll timelines:
  • Payroll prepared and ready for checking: 3 working days prior to payday (typically 22nd)
  • Payroll authorised and released: 2 working days prior to payday (typically 23rd)
  • Payslips distributed: 1 working day prior to payday (typically 24th)
• Issue payslips via approved systems (e.g., Infoslips)
• Ensure sufficient funding is available for salary payments by payday
• Maintain payroll records and supporting documentation for audit purposes
• Manage payroll queries professionally and confidentially
• Prepare and distribute IRP5 certificates in line with statutory deadlines

1.1 Payroll Accounting and General Ledger

• Process all payroll-related general ledger entries in SAP by month-end
• Update and maintain salary cost allocations (salary splits) across entities using approved templates (e.g., Excel), ensuring alignment with payroll and general ledger postings
• Ensure salary allocations reconcile to payroll and are accurately reflected in financial reporting
• Reconcile all payroll-related balance sheet accounts by month-end
• Investigate and resolve reconciling items within 30 days

1.2 Payroll Creditors Administration

• Reconcile and prepare payments for payroll creditors within statutory and agreed deadlines
• Ensure adequate lead time for checking, authorisation, and bank processing of payments
• Perform bi-annual statutory reconciliations (PAYE, UIF, SDL) within published deadlines

1.3 Ad Hoc Payroll Payments

• Process ad hoc payments (e.g., travel, entertainment, and reimbursements) within agreed cut-off dates
• Ensure all supporting documentation is verified prior to processing

1.4 Controls and Governance

• Operate within a strict segregation of duties environment (preparation vs approval)
• Ensure all payroll changes are supported by appropriate documentation and approvals
• Maintain audit-ready payroll files and documentation at all times

2. HR Administration

• Administer employee lifecycle processes (onboarding, changes, terminations)
• Maintain accurate and up-to-date employee records and HRIS data
• Prepare employment documentation (contracts, letters, changes)
• Track leave, attendance, and employee data
• Support probation tracking and performance administration
• Assist with disciplinary and grievance processes from an administrative perspective
• Support the drafting, updating, and maintenance of job descriptions in line with organisational requirements
• Maintain job description records, templates, and version control in coordination with HR
• Maintain and update organisational charts in line with approved structures and changes
• Ensure alignment between organisational charts, HRIS data, and headcount reporting

3. Compliance, Governance and POPIA

• Ensure compliance with South African labour legislation (BCEA, LRA, EEA)
• Apply POPIA principles in the handling, storage, and sharing of employee data
• Maintain strict confidentiality of payroll and HR information
• Support Employment Equity reporting where required
• Ensure proper record-keeping aligned to audit and legal requirements

4. Audit and Reporting

• Act as the primary point of contact for payroll and HR-related audit queries
• Prepare and provide required documentation for internal and external audits
• Produce accurate headcount and HR reporting as required by Finance and HR
• Maintain audit trails and ensure documentation is complete and accessible

5. Employee Benefits and Query Management

• Administer employee benefit schemes (e.g., retirement fund, medical aid)
• Respond to employee queries related to payroll and benefits
• Liaise with benefit providers where necessary

6. Systems and Data Integrity

• Maintain HRIS and payroll systems data accuracy and integrity
• Identify and escalate data discrepancies or control weaknesses
• Support continuous improvement of payroll and HR administrative processes

7. Operational Support

• Provide general administrative support to HR and Finance during peak periods
• Act as backup for reception or other administrative functions where required
• Maintain HRIS and payroll systems data accuracy and integrity
• Identify and escalate data discrepancies or control weaknesses
• Support continuous improvement of payroll and HR administrative processes

Minimum Requirements

• Diploma or Degree in Human Resources, Finance, Payroll, or related field
• 3–5 years’ experience in payroll and HR administration
• Experience working within a Finance-led payroll environment
• Strong accounting background with payroll accounting experience
• Experience with payroll systems (e.g., VIP) and ERP systems (e.g., SAP)
• Advanced proficiency in Microsoft Excel and working knowledge of Microsoft Word
• Strong knowledge of South African payroll legislation and statutory requirements

Key Competencies

• Exceptional attention to detail and accuracy
• Strong understanding of payroll controls and governance
• High level of confidentiality and integrity
• Strong administrative and organisational skills
• Ability to manage deadlines and work under pressure
• Effective communication and stakeholder management skills

Desirable Requirements

• Payroll certification (e.g., SAGE certification)
• Experience supporting audits
• Exposure to HRIS systems
• Experience in a multinational or complex organisational environment

Success Measures

• Accuracy and completeness of payroll prepared for approval
• Zero or minimal payroll errors post sign-off
• Timely resolution of payroll and benefits queries
• Audit readiness and quality of supporting documentation
• Accuracy of headcount and HR reporting

Additional Notes

• The role requires strict adherence to confidentiality and POPIA requirements
• The role may require extended hours during payroll cycles and audit periods

To be discussed

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