Payroll Officer

Why this job matters

Responsible for managing key Payroll Operations in the Human Resources 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 execute monthly payrolls for all employees, ensuring accuracy in salaries, allowances, and deductions (statutory/voluntary).
• Validate pre-payroll data (new hires, terminations, leaves, promotions, etc.) and input approved changes into the HRIS.
• Prepare payment request for each division in alignment of the payroll summary totals
• Prepare final entitlements of employees leaving the organisation through resignation or retirement.
• Monitor the accurate processing of staff appointments, transfers, promotions and terminations
• Ensure that all new hires and reinstated staff are captured in the system for payroll processing.
• Ensure adherence to Labor laws, tax regulations (FIRS), and company policies.

Employee Support & Issue Resolution

• Address payroll inquiries (suspended salaries, tax issues, refunds) promptly and professionally.
• Support the employees on Pension and Tax registration
• Guide employees on payroll policies, payslips, and document approval.
• Collaborate with HR/Benefits teams to ensure correct benefit enrolments and deductions.
• Provide support to store teams in the effective use of the ERP software
• Ensure all inquiries and complaints received via email are responded to and resolved within 24 hours.

Reporting & Variance Analysis

• Prepare monthly report on number of documents approved.
• Prepare report on number of store with store coverage responses
• Prepare a monthly report on the exit reasons for staff who have left the organization.
• Maintain deduction schedules (HMO, loans, uniforms, staff meals) and ensure proper payroll documentation.
• Support internal/external audits by providing requested payroll records and resolving discrepancies.

Recordkeeping & Documentation

• Manage employee payroll files, ensuring all records (contracts, promotions, certifications) are up-to-date and secure.
• Track leave balances, absences, and related payroll adjustments.
• Perform any additional tasks or responsibilities as delegated by the line manager.

Key Performance Indicators

• Payroll Accuracy rate
• On-Time Payroll Processing.
• Adherence to Statutory compliance.
• Benefits Enrolment Accuracy.
• New Hire/Termination Processing Speed

Knowledge Requirements

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

Educational Requirements

Minimum of a university degree or equivalent in Industrial Relations and Labour

Professional Requirements

Membership of the CIPM, or any other related professional qualification is an added advantage

Experience Requirements

2 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

Working Conditions

Job holder typically work 40 hours per week, Monday to Friday, although some roles may involve weekend or evening work. This role is largely office-based, although may require visiting of business stores to check on employee performance. It can be demanding especially during peak periods such as, salary dates where jobholder bears the brunt of ensuring salaries of staff are processed accurately and received on time.

Contacts and Purpose of Contact

External Contacts (most frequent contacts)

• Service Providers/ Vendors

Internal Contacts (most frequent contacts)

• Line Managers
• Store Employees
• Employees

Purpose of Contact

• Exchange or provide information
• Obtain, clarify, and discuss information
• Present, discuss information and problems
• Collaborate, negotiate and present ideas
• Deal with, influence or motivate subordinates
• Promote, justify or settle highly sensitive matters