PAYROLL AND BENEFITS ASSISTANT

I. Job Summary 

The purpose of the Payroll and Benefits Assistance position is to assist the Country Office staff in payroll & benefits management. She/he prepares and reviews that required documentation and authorization of payroll and benefits presented are correct in accordance with CARE financial policies and procedures before processing payments. She/he maintain and keep the country office employee benefit package recordings, maintain, and assign Category ID centrally, reviews Time Entry (TE) and provide technical support to staff regarding Time Entry. Prepares salary & benefit allocations & uploads to the PeopleSoft system. Prepares and review employee separation payments. She/he ensures compliance with CARE’s and other relevant policies and procedures.

II. Responsibilities 

Job responsibility#1: National Staff Payroll, Separation Payment & Benefit accrual handling

• Review the Termination payment-for all field offices.
• Review both FO and HO ABT and VL schedule, reconcile and compile every month (Flag/Report any long outstanding related liabilities)
• Review Field Office monthly payroll reconciliation and facilitate the transfer to Treasury.
• Preparing and requesting employee payments; Overtime, Partial salary, and benefits
• Maintain payroll register, ABT and VL schedules excel and signed PDF
• Compile and send Time Entry Report, Payroll register, ABT and VL to Shared Service Center” SSC”
• Support all finance employees throughout the day on need basis.
• Reviews, verifies, and ensures that financial data from field Offices are properly prepared on the upload template as well as fund & PID recorded on the template are correct in accordance with CARE financial policies and procedures.
• Prepare the necessary accounting/adjustment journal entries when required.
• Analyse, reconciles and summarize account schedule for all tax collections from staff, vendors and temporary/daily workers of the field offices & communicate any remaining balances to Field office finance on a regular basis.
• Enters and uploads payroll and benefits financial data into PeopleSoft system for the following transactions:
• Data entry of the allocation through General Ledger module of PeopleSoft after detailed review of financial data received from field offices.
• Record adjustment journal entries through GL module at the HO related with field office transactions.
• Prepares journals & enters to the system for the payroll & benefit allocations of the field offices.
• Keeps the vouchers & journals sequentially for ease of reference & also communicates the data entry references to each field office monthly.
• Follows up/monitors and reconciles subsidiary ledgers for leave and benefits accrual (241200 Support all finance employees throughout the day on need basis& 244100), PF/Pension (237600/237100) & tax related accounts (234000) for field offices.

Job responsibility#2: National Staff Medical Insurance payment and Amortization 

• Assist the Senior Payroll and Benefits Specialist in the monthly closing and report preparation.
• Assist the Senior Payroll and Benefits Specialist in the monthly medical amortization and allocation.
• Assist the Senior Payroll and Benefits Specialist in the monthly staff medical expense allocation and data uploading.

Job responsibility#3: Country Office Category ID assignment 

• Maintain Category ID for employees and others keep the record updated and centrally.
• Assign Category ID for employees upon approval of HoHR .
• Assign Category ID for vehicles upon approval of Admin Manager.
• Assign Category ID for other upon request and approval of HoF

Job responsibility#4: Others 

• Performs duties and responsibilities of the Payroll and Benefits Specialist position in her/his absences.
• Assist the Payroll and Benefits Specialist in addressing queries under the Finance Unit.
• Provide support and facilitate external and internal audits.
• Perform other duties as assigned.
• Keeps up to date with developments in the sector, including best practice examples and ensures ongoing pe0rsonal development and learning.
• Ensures the communication of finance policies and procedures within the organization, and with other stakeholders.

III. PROBLEM SOLVING (Thinking Environment)

• The levels of problem solving this position will face are levels one and two. She/he usually deals with identical or similar problems on a regular basis and what has to be done and how to do it are clearly defined. However, sometimes the nature of problems is different and to solve the problems, analytical knowledge and professional judgment is highly required.

IV. GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

IV. QUALIFICATIONS (KNOW HOW)

A. EDUCATION/TRAINING 

Required:

• BA degree in Accounting or equivalent combination of education and work experience

Desired:

• Training on financial software preferably PeopleSoft.

B. EXPERIENCE

Required:

• 1 years of relevant experience for Degree and 2 years for Diploma.

Desired:

• Development oriented NGO experience

C. TECHNICAL SKILLS

Required:

• Good communication and presentation skills;
• Well organized and ability to act in a professional and ethical manner;
• Good skills in computer applications;
• Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, participatory approach and sustainable development.

Desired:

• Experience of Financial software

D. COMPETENCIES 

• Respect, accountability, courage, excellence, analytical skill, building commitment, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring.