Medical Healthcare Company Payroll and Benefits Officer Jobs in Kenya

Medical Healthcare Company Payroll and Benefits Officer Jobs in Kenya

Purpose and Scope

  • This role is responsible for key HR/Admin aspects that manage employee records to ensure that they receive the compensation and benefits owed to them

    Key Responsibilities

    Salary and Loans Management:

  • Ensure all the loans and advances applications are properly filled out in the HRMIS.

  • Once you receive the loan/advance request, confirm whether the employee has any other outstanding loan. If yes, then through their HRBP why they cannot be given the requested loans.

  • Always ensure the loans and advances are being issued in line with our loan/advance policy i.e., Look at the amounts being requested versus what their net salaries will look like after the deductions. If it is anything less than ¾ of their gross, then decline and advise on the maximum they can be given. Also ensure the payment period is within the stipulated timelines.

  • Ensure the loan/advance request has been approved by the specific HRBP before processing and forward the properly/duly approved request to finance for processing.

  • Follow up on processing the loans/advances within the stipulated timelines.

    Payroll Management:

  • Financial Management;

  • Ensure compliance with governmental laws on payroll accounting and taxes.

  • Confirm all employees have been correctly captured in the payroll.

  • Resolve payroll discrepancies by collecting, analyzing, and responding very swiftly with the correct information.(e.g. late payments, overlooked holidays).

  • Calculate net salaries, deductions, and withholdings.

  • Update payroll files and general ledger including earnings and deductions.

  • Ensure payroll and tax documents are accurate.

  • Prepare accounting files, records, and schedules relating to payroll.

  • Monitor paid and unpaid leaves.

  • Process overtime earnings or holiday deductions.

  • Manage employee advances.

  • Handle the settlement of salaries and wages through the accounts structure in a timely manner.

  • Ensure accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.

  • Prepare and maintain accurate records and reports of payroll transactions for managers to review.

  • Facilitate audits by providing records and documentation to auditors. They will also be in charge of auditing payroll procedures and performing corrective actions as required.

  • Responsible for testing system upgrade or tax to ensure adherence to internal policies and payroll principles.

  • Evaluate payroll for conformity with organization’s budget, staff wages and policies, withholding regulations such as internal revenue service policies for withholding and reporting, as well as record keeping assessments.

  • Preserve awareness of prevalent principles and regulations relevant to payroll, benefits and retirements.

  • Give suggestions on modifications in payroll policies and procedures.

  • Handle continuous contact with head of departments programming personnel as well as Governmental agencies.

  • Perform other duties as assigned.

  • Prepare Payroll to Financial system reconciliation on a monthly basis.

  • Work very closely with the finance team to ensure all payroll payments are made on time i.e. the money should have hit the bank by the 27th of every month.

  • Ensure Penda’s NITA, NSSF, NHIF and HELB payments are made, and we always have soft copies of email communications and receipts saved in drive every month. Also you need to get quarterly statements from the relevant agencies on the same to check whether we are compliant on remitting these deductions.

  • Financial Planning, Budgeting and Forecasting

  • Prepare and maintain accurate records and reports of payroll transactions for managers to review.

  • Evaluate payroll for conformity with the organization's budget.

    Medical Insurance (outpatient and inpatient):

  • Accountable and responsible for Medical Cover Administration including utilization and data tracking.

  • Enlist the new joiner on all benefits (where applicable) and send the names to the service providers (24 hours within sign off contract)

  • Have a database of all staff together with their family members and the limit amount for everyone for each service.

  • Share the information monthly with our medical centers and support office to enable them cross check whether the staff and
    their dependents are registered and within the set limits.

  • Update the medical database weekly to help us understand individual balances.

  • Request for medical cover updated list by 5th of every month.

  • In case any staff surpasses the limits and may need specialized care, they should get approval from their HRBP and HR Manager before treatment.

  • Get all staff to fill out the inpatient medical insurance forms and avail their passport photos by the time of signing their contracts.

  • Ensure that all of our staff understand what is entitled in their insurance covers.

  • Ensure every staff that has joined the healthcare group has received their inpatient medical cards within 3 weeks after signing their contracts.

  • Advise the insurance on all withdrawals of staff who have left the healthcare group from the medical scheme and additions within a (1) week of their contract termination.

  • Ensure the staff added and deleted from benefits appear on the debit and credit notes received every month- Medical, GPA/GL/WIBA, Medical Malpractice.

  • Request for both medical and Insurance monthly statements.

    Transport and Airtime Benefits:

  • Track data for airtime, data, transport and ensure timely additions and deletions, review of utilization.

    ECOP Administration:

  • Responsible for planning and execution of ECOP Events in liaison with stakeholders.

    Key Performance Indicators

  • Communicate exits and additions to the service providers- Medical, GPA/WIBA/GL, Medical Malpractice within 24 hours of contract signoff.

  • Flag utilization of medical covers at 50%.

  • Furnish finance with debit/credit notes on every 5th of the month.

  • Review compliance tracker monthly to ensure we are up to date on all their licenses

  • Validate all licenses for all new staff on respective websites on an on-going basis

  • Payroll payment by 27th of every month.

  • Statutory deductions paid out by stipulated dates by the government.

  • Employee advances/ loan reconciliation by 3rd of each month.

  • Timely update of Payroll to ensure only current employees are paid at any particular time.

    Knowledge, Experience and Personal Attributes

  • Masters’/ Bachelor’s degree in Business Administration, finance and accounting or a relevant field.

  • An Associate's or bachelor’s degree in Accounting.

  • Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) will be advantageous.

  • Relevant professional qualification: (ACCA/CPA/CA)- Preferred CPA IIMember of a relevant professional body – Preferred.

  • A minimum of one-year experience as a Payroll Accountant, or in a similar role.

  • Proficiency in Payroll Software, such as BrightPay and Payroll Mate or Familiarity with complex payroll, benefit, and HR systems.

  • Extensive experience in preparing ledger entries and processing payments.

  • In-depth knowledge of applicable tax laws.

  • Experience in preparing payroll and tax reports, as well as answering payroll inquiries.

  • Ability to maintain and update employees' payroll files.

  • Extensive knowledge of payroll functions including preparation, balancing, internal control, and payroll taxes.

  • Strong analytical and problem-solving skills.

  • Proficient with Microsoft Office Suite or related software.

  • A self-starter, high energy level with strong interpersonal and communication skills.

  • Strong team player with a “roll up your sleeves and get the job done” attitude.

  • Extremely detail-oriented, efficient, and able to multitask, prioritize, manage and follow projects through to completion.

  • Must have high standards of integrity, ethics, and confidentiality.

    Professional Qualifications

    ● Relevant professional qualification: (ACCA/CPA/CA)- Preferred CPA II;

    ● Member of a relevant professional body – Preferred.

    How to Apply

  • For more information and job application details, see; Medical Healthcare Company Payroll and Benefits Officer Jobs in Kenya

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