Payroll Accountant Job in Nairobi, Kenya

Innovations for Poverty Action (IPA)

Position: Payroll Accountant - Field Office Kenya

Deadline to Apply:12th December, 2016

Start Date:January, 2017

Location: Nairobi

Eligibility: Position open to local Kenyan hires only

Duration: 12 Months

Innovations for Poverty Action (IPA) is a non-profit organization dedicated to discovering and promoting effective solutions to global poverty problems.

In close partnership with decision makers -- the policymakers, practitioners, investors, and donors working with the poor around the world -- IPA designs and evaluates potential solutions to poverty problems using randomized evaluations, the most rigorous evaluation method available.

We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.

About the position: The Payroll Accountant, under the general supervision of the Finance Manager and within the limits of Innovations for Poverty Action-Kenya policies and procedures, facilitates Finance Department activities and functions within IPAK.

Duties and Responsibilities:

Local IPAK staff Payroll;

Follow up and ensure all staff are completing their timesheets as and when required.
Ensure any changes to payroll expense entry are mirrored by changes in physical Timesheets
Update the payroll, medical, WIBA, Expat PAYE expense matrix for closed month and post to IPAK Financial management system – ABILA SAGE, by the 10th working day of subsequent month.
Prepare and ensure prompt payment of all mid-month salary advances by the 15th.
Act as main contact with HR department in all matters that relate to Staff Compensation and compilation of IPA-K Monthly Payroll; Co-ordinate and receive information on payroll adjustments from HR by the 19th of each month.
Prepare and extract updated payroll for review and approval by the Finance Manager (FM) and the Human resource Manager (HRM) by the 23rd of each month.
Submit reviewed payroll to CD/DCD for executive approval. 24th of each month.
Up-Load approved payroll on to IPA-K banking system and process funds transfer by the 25th of each month.
Ensure all staff receive e-Payslips.
Reconcile payroll on a monthly basis and submit to FM and HRM a reconciliation report by the 26th of each month, with clear explanations as to variances.
Ensure all staff payroll statutory and voluntary withholdings are remitted to the relevant authorities by the appropriate deadlines.
PAYE (both Local and International staff ) through I-tax by 9th of every subsequent month, prepare and submit payments and supporting schedules to NHIF, HELB, NSSF by 9th, 15th, 20th respectively of every subsequent month.
Ensure all pension (Employee/Employer), SACCO contributions and staff insurance premiums are promptly deposited to the designated fund Manager by the 30th/31st of each month.
Track, Calculate and process payment of Terminal Grants to exiting staff upon submissions of a valid clearance form;
Ensure all Terminal Grants are charged to projects monthly, via ABILA SAGE and tracked per staff.
Reconcile and track the Gratuity Fund account and submit monthly reconciliations to the FM and HRM, to include all revenue earnings.
Coordinate and guide Staff during annual income returns by 31st of June. Distribute P9s to all Staff by 28th February of every subsequent Fiscal year.
Act as main contact to all IPAK staff with regard to queries on annual tax returns.
Ensure WHT is calculated for all Consultants and remitted to KRA by 20th.
Follow up with IPA-K Payroll system providers for periodic support, maintenance and Up-grades.
Flag all possible taxable benefits and ensure they are brought to charge in payroll; airtime, etc.

Expat Payroll;

Follow up with admin to ensure all IPAK Expat have a registered PIN.
Prepare and submit the expat payroll to CD for approval.
Consolidate the Expat PAYE amount with Local staff PAYE and remit to KRA
Prepare the Expat Payroll report and submit to FM for review and forwarding to HQ.

Casual Payroll;

Manage casual payments in a bi-weekly payment cycle.
Ensure all qualifying casual are subjected to applicable statutory deductions.
Merge the casual payroll with the local payroll.

Data Maintenance on FMS;

Ensure all new staff details are uploaded onto SAGE.

General Ledger Reconciliation;

Ensure all Payroll and WHT Liability Accounts are reconciled monthly.
Ensure all salary advance accounts are reconciled monthly with advances recovered promptly at the end of each month.
Reconciliation report submitted to FM with clear explanation and identified action points on all hanging entries.

Control and security;

Together with the FM and HRM, design an effective system of internal controls that will ensure;
Checks and balances are maintained; all process flows have a secondary check.
All possible gaps to commit Fraud are identified and plugged,
Together with FM and HRM allocate access rights across authorised staff that will ensure control is enforced.
Act as main audit contact for all payroll audit related queries to include the annual in-depth payroll audit conducted as part of the statutory corporate audit.