Job Title: Payroll Supervisor
South Africa , Innovation Centre
Job Mission
The purpose of this job is to supervise the total operations of the day to day functioning of the payroll department to ensure accurate administration & timeous payments of all payroll related activities in accordance with legal requirements; ensuring compliance to all legislation, policies, procedures and processes.
KPA Duties
Task Complexity: Indicates those KPA’s that are essential to the position itself. These are normally specific to the incumbent, the job, and the function. Excludes role and leadership / management. Moitor and control the functioning of the Payroll Department, developing frameworks for Payroll support and maintenance. •Set objectives for the team, in line with the overall Payroll Department Strategy. •Monitor compliance of set objectives to payroll office department strategy. •Formally discuss and implement the department’s plan with peers and superiors. •Continuously identify and recommend ways to fine tune procedures and their application. •Liaise with Oracle SA to provide details to superiors of legislative amendments. Be involved with IS to ensure timeous loading and testing. •Ensure adherence to the bonus payment process, ensuring accuracy and timeous payment, correct printing and distribution of bonus letters. •Provide feedback on month end figures to relevant Payroll Manager. •Assist in forecasting and motivating of budgetary requirements for the Payroll Division and review annually. •Active participation in Projects currently being implemented. •Compile and finalise IRP5 process for review by Management and Tax Department. Operational Coordination •Evaluate situations and determine the best methods to reach defined outcomes •Share experiences and knowledge of relevant work matters •Support, coordinate and review work performed by Payroll Partners •Gather information and research to ensure delivery of results e.g. timesheet received, leave forms Process and Procedure Effectiveness •Ensure optimisation of Oracle ERP functionality to increase productivity and minimize manual processes by liaison with a technical developer and enabler. •Research and recommend more effective ways of running the payroll payment process •Identify and prevent the occurrence of risk associated problems relating to payroll administration. •Ensure that workflow continues without interruption and all associated payroll payments deadlines are met. •Continually recommend improvements to existing processes and procedures to enhance effectiveness, efficiency and performance Payroll Life-Cycle •Ensure salaries for MTN are paid accurately and timeously. •Check and verify all salary related payments to ensure all calculations are correct. •Create an electronic IRP5 file and load IRP5 forms to SARS using the payroll system. Reconcile and submit. •Verify/check figures against timesheets, manual payments, tax calculations, accuracy and completeness of every entry made by staff •IRP5’s for employees to be distributed timeously in line with current tax legislation, adhering to process change from time to time •Review the salary audit report and prepare for the Payroll Manager’s authorisation. •Review third party payments e.g. PAYE, UIF, Skills Levies, Medical Aid, Pension and Provident funds. Independant Contractor Payroll •Classify contracts as independent/non-independent. •Review compliance of contractor’s invoice and authorise for payment. •Resolve queries by educating contractors on the payment process. Reporting Co-ordinate and compile relevant information and data for reporting purposes e.g. payroll reports in line with required reporting deadlines. Compliance and Quality Control •Ensure the accuracy of data captured and completeness of every entry made by staff. Review the salary audit report and prepare for the Payroll Manager’s authorisation. •Ensure deadlines are met with regards to payments and GL entries are correctly allocated. •Ensure that PPP’s are correctly implemented. •Identify risks and make recommendations to mitigate / eradicate •Assist in the preparation of audit reports for external financial auditors. Source information according to instruction. •Ensure all systems are adjusted and compliant to legislative changes. •Recognise and follow up on business needs identified. •Apply consistency according to standards of accuracy, deadlines and formats •Understand the quality standards of the job and the reason thereof, communicate such to staff and ensure compliance. Customer Satisfaction / Customer Service •Continuously seek feedback from clients/ stakeholders to improve on quality and customer service standards. •Ensure all queries related to payroll and payroll related payments are resolved. •Facilitate Regional Visits to MTN SA departments to educate staff on payroll PPP’s •Facilitate Payroll Induction to new staff members as required by HR Business Partners •Train staff with regards to payroll/ compliance issues •Meet with service providers and third party creditors regarding systems and products and processes •Understand customer needs and input into the fine-tuning of processes and procedures accordingly •Provide advice on the best approach to reach the best results •Extract data from the system in response to queries received for information Supervisory / Leadership / Managerial Complexity: Refers to the responsibilities for directing, guiding, motivating and influencing others. •Coach, direct, guide, motivate and influence staff to ensure the departmental goals are met and the staff accomplish their personal goals. •Identify training needs. •Monitor and appraise the performance of staff. Take corrective action where necessary. •Set boundaries within which direct reports will operate •Enable direct reports to do their work by monitoring, coaching and problem solving •Continually assess the technical competence of the team and take steps to develop their knowledge and skill •Equip people with the necessary skills and tools to enable them to perform effectively •Identify, accumulate and analyse statistics that reflect on the team’s performance •Evaluate and assess people performance •Recognise the strengths of individuals and make use of these to achieve goals •Actively manage non-performance •Enforce a customer-centric approach •Develop supportive relationships with reports and encourage a team spirit •Communicate actively and effectively resolving any potential conflicts that may arise, and sharing and providing relevant information •Live the MTN Brand – change and influence employees behaviour Role Complexity: Does not refer to the various “roles” that the incumbent has to assume in the conducting of the duties. Instead, this would be additional complexity that should not be inherent in this position, but the incumbent has responsibility for. Example HR Managers having to manage an IT function. •Facilitation of meetings related to all Payroll functions. •Active participation in Project Management and implementation.. Lateral Dimensions: These indicate the areas where the individuals could contribute uniquely in addition to the indicated duties, as well as how they could be affected by others or circumstances not necessarily under their control. Creativities (improvement/innovation inherent) Indicates the potential for improvement and / or innovation inherent in a position. •Recommend system and process improvements to management e.g. enhancing efficiencies in the payroll administration •Build an independent opinion on client needs, improving processes, quality, customer service and increased profitability •Suggests concrete ways to improve productivity, and improve resource utilisation •Explore innovative ways to handle disputes •Establish sound relationships with clients •Encourage continuous service improvement •Implement cost-saving activities •Identify risk and propose additional controls to alleviate risk •Motivate and lead the team so that deadlines can be met or exceeded •Constant transfer of skills and knowledge sharing with the rest of the team. • Propose ways to communicate with / educate customers and what should be communicated / trained. Vulnerabilities (control span) Refers to the latent difficulties, or things that could potentially go wrong that affect a specific position. Such vulnerabilities may / may not be under the control of the incumbent. Direct implication or first level of impact. •Quality of training to new staff regarding financial principles and MTN systems •Non-adherence to policies, procedures and processes by other employees and managers •Non compliance with deadlines place undue pressure on own deadlines •Changing requirements for reports and deadlines •Payments made into incorrect bank accounts •Deadline driven and highly pressurized environment •Data integrity •Poor customer service will impact negatively on the department •Legislative changes •Reliance on the stability and availability of systems to meet targets •Reliance on other departments and suppliers for information which result in missed deadlines •Inappropriate processes resulting in delayed service to customers •Always need to be aware of errors and loopholes that could lead to fraud Collaboration: Refers to formal and informal relationships Responsibility towards: who are they and what do they receive from the incumbent. •Direct report: (5) Payroll Partners •Indirect Reports: None •Matrix reports, All HR and Business Management •Key customers: Entire Group employees (with regards to payroll and compliance issues); HR Department; •Key suppliers: IS; HR / Line Managers, SARS, COIDA •Relations, Talent Recognition and HR, third parties, regulatory bodies Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgment. Independent thought and Judgment: Relates to the decision-making constraints place upon a position or conversely, the degree of freedom in decision-making. •Prioritisation of tasks and deadlines •Dissemination of information •Team motivation and time management to meet deadlines •Resource allocation •Resolution of queries / problems (within parameters set by company policy) •Enhancing processes and procedures •Streamline processes to enhance efficiency Authorities: As per delegation of authority Approve staff leave
Requirements
•Matric plus 3 year tertiary qualification in payroll management and administration or equivalent
•1 year supervisory experience in a major payroll environment •2-3 years payroll administration and execution experience, having dealt with the Third Party Creditors before, e.g. SARS / UIF / SETA.
•MTN Payroll Systems - Oracle ERP, HRMS, Discoverer •HR MTN in-house Supervisory training •MTN and Finance PPP’s
Applications close 2012-07-25
How to Apply:
PHYSICAL ADDRESS
MTN Group Limited
Innovation Centre
216 14th Avenue
Fairlands
POSTAL ADDRESS
Private Bag 9955
Cresta
2118
South Africa
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