Harley’s Limited is a company registered in 1953 that deals in the sales, marketing and distribution of healthcare products, pharmaceuticals, surgical-equipment, medical equipment, ophthalmic equipment, theatre equipment and OTC products. The volume of business generated since the current management took over from 1975 has continued to grow steadily.
The Role
The Payroll Assistant role is essential for ensuring the accurate, compliant, and timely execution of the monthly payroll process, maintaining meticulous employee records, and supporting internal controls and reporting functions.
Key Responsibilities
Payroll Administration
- Process monthly payroll accurately and on schedule.
- Enter, verify, and maintain employee payroll data, including salary adjustments, overtime, allowances, deductions, and benefits.
- Manage payroll-related expenses, ensuring proper posting and allocation.
- Perform monthly payroll reconciliations to identify and resolve discrepancies.
- Review and approve payroll journal entries before posting to the general ledger.
- Conduct general ledger to payroll reconciliations monthly.
Statutory Compliance & Reporting
- Ensure timely remittance of statutory deductions (PAYE, NHIF, NSSF, Pension, etc.).
- Prepare and submit accurate tax filings, reconciliations, and compliance reports.
- Stay up to date with changes in payroll laws, tax regulations, and employment legislation.
- Ensure company payroll practices align with labour laws and statutory requirements.
Employee Data & Records Management
- Maintain accurate and confidential payroll records for all employees.
- Process and update employee changes such as new hires, promotions, transfers, deductions, benefits, and terminations.
- Support the Human Capital department with employee queries regarding payslips, deductions, and payroll policies.
Internal Controls & Policy Implementation
- Safeguard sensitive payroll information and always ensure confidentiality.
- Support audits by providing required payroll records, reconciliations, and compliance documentation.
Reporting & Analytics
- Prepare payroll reports on a monthly, quarterly, and annual basis for management review.
- Provide variance analysis, payroll trends, and budget support to Finance and Human Capital teams.
- Offer insights and recommendations to improve payroll efficiency and accuracy.
Stakeholder Engagement
- Communicate payroll-related information clearly and promptly to employees and management.
- Liaise with Human Capital, Finance, and external partners (e.g., tax authorities, pension providers) to ensure smooth payroll operations.
- Provide training and support to internal stakeholders on payroll procedures, where needed.
Compliance
- Ensure compliance with relevant policies, procedures, and governance.
Qualifications & Experience
- Bachelor’s Degree in Finance, Accounting, Human Resource, or any related field.
- Professional Certification in Payroll, Accounting, or Human Resource will be an advantage.
- Minimum of 3 years of experience in payroll administration or a related role.
- Strong knowledge of payroll software and statutory requirements.
- High attention to detail, accuracy, and confidentiality.
- High integrity, awareness, and problem-solving orientation.
- Excellent communication and analytical skills.
