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
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.
Archive
- Maintain and
continually up-date payroll files.
- Ensure, payroll
files are securely archived and access restricted.
Required Qualifications and
Experience
- BCOM or BA from
a recognised chartered university
- CPA graduate.
- A minimum of 3
years continuous work experience as a payroll accountant
- A diploma in
Human resource Management will be an added advantage
- Demonstrated
practical knowledge in Income Tax Laws of Kenya will be an added
advantage.
How to Apply
CLICK
HERE to
apply online
NB: Please do not apply if unavailable on the above specified start
date.
Disclaimer: The above statements are intended to describe the general nature
and level of the work being performed by the Payroll Accountant-Field Office
Kenya. The statements are not intended to be an exhaustive list of all possible
duties, tasks, and responsibilities. Management reserves the right to amend and
change responsibilities to meet organizational needs as necessary. Please note
that IPA will never request any form of payment from an applicant. Applicants
are encouraged to confirm the information listed above with IPAK.