Finance Officer- Payroll & Overhead Cost Management at Lutheran World Federation

Overall Purpose/Broad Function:

• Working in the Finance Unit under the direction of the Finance Manager, the Finance Officer- Payroll & Overhead Cost Management will assist in supporting the processing of payroll for the Kenya-Somalia Program including allocation of personnel and operation costs to the appropriate Grants.

Key Duties and Responsibilities:

Payroll Management

• Maintains payroll information by managing the collection, calculation, and entering of data.  Analyses, prepares, and inputs payroll data using an automated system to produce accurate and timely payrolls.
• Oversees processing of payroll changes (e.g. new hires, temporary workers, transfers, promotions, raises, and terminations, etc.) and system upgrades.   Ensures the processing of these changes is accurate and timely to reflect our current employee base.
• Follow up with HR to ensure payroll reflects updates to payroll records by reviewing and confirming changes in exemptions, wages, benefits, savings deductions, loans deductions, and job titles, and department/ division transfers, start and end dates, days worked and days of absence, statutory deductions, additional income (such as overtime, pay increases, acting allowance, etc.), NSSF and TIN numbers, etc. in line with contracts.
• Prepares and reviews payroll account reconciliations and directs the production and issuance of pay (by cheque or electronic transfer) to employee bank accounts. Processes employees’ monthly payslips and keeps records of salaries received. 
• Maintains accurate records and prepare reports by compiling summaries of earnings, taxes, deductions, leave, disability, non-taxable wages, etc.
• Prepares relevant management monthly, quarterly, and year-end reports (gross payroll, hours worked, vacation accrual, tax deductions, benefit deductions, etc.) for management review and records.
• Determines payroll liabilities by confirming the calculation of employee income and and employer's social security, unemployment, as well as workers’ compensation payments when they arise.
• Maintains payroll guidelines by advising the management on updating policies and procedures.  Ensure compliance with internal policies.  Regularly reviews and improves payroll policies and procedures. Ensures all payroll information and records are maintained in accordance with statutory requirements. Critically review and analyse current payroll, benefits and tax procedures in order to recommend and implement changes leading to best-practice operations. 
• Facilitates management and employee understanding of payroll procedures. Maintains employee confidence and protects payroll operations by keeping information confidential.
• Complies with the statutory requirements by studying existing and new legislation; interprets new legislation impacting payroll, and enforces adherence and compliance to relevant tax and pay laws and requirements; advising management on needed actions, e.g. PAYE, NSSF, LST, wage, and hour laws.   Oversees compliance with statutory reporting, tax obligations, and filing requirements.
• Assist/support in the finalization of the Audit with the preparation of the Project Payrolls. Liaises with auditors (internal and external), and manages payroll tax audits, and answer payroll-related questions. 
• Performs various journal entries, account reconciliations, and provides general ledger support.  Manage and resolves issues relating to payroll production. Ensures that all balance sheet items (i.e. Staff personal accounts, payroll accounts, WHT accounts, Accrued accounts etc.) have been reconciled, and a report shared;
• Assists in preparing the statutory payments - NSSF, PAYE and withholding tax and make sure that all the Government deadlines are respected;

Program Operations Cost allocation

• Provide support and information as required in the preparation of the Operations budget and the annual project working budgets. Preparing, updating and maintaining the HQ and Area Program cost allocation templates. Monitoring HQ recharges in respective projects to ensure correctness and "fairness"
• Assist with the preparation of Shared Program Cost allocation processes and methodology for HQ costs for budgeting purposes that comply with donor regulations and are reasonable, allocable and allowable.
• Prepares the HQ cost allocation recharge journal to projects on a monthly basis. Oversees the preparation and allocation of Area Program cost allocation recharge journal to projects on a monthly basis. Reviewing and importing HQ cost allocation journals to Sage
• Ensure proper allocations of all Kenya- Somalia Program staff costs in line with donor rules and requirements, in alignment with the allocation tables planned. Supports the Area Programs in preparation of individual staff time budgets & and timesheet templates and Following up on monthly staff timesheets.
• Prepares the Head Office operations budget, monitoring expenditures and dealing with any modifications; supports Area Programs in the preparation and monitoring of their operation budget.
• Perform any other relevant duties that may be assigned from time to time by the Finance Manager.

Supervisory Responsibilities:

• None

Education/Professional Designations/Experience:

• A degree (Bachelor) in accounting or a relevant business field
• Minimum 5 years of experience in a finance/accounts department of an international organization/preferably and International NGO.
• Professional qualification in accountancy such as ACCA, Certified Public Accountant.
• Strong computer skills in MS Office programs, particularly Excel
• Familiarity with computerized, double-entry accounting software
• Strong organizational skills as well as attention to detail
• Knowledge of SAGE will be an advantage.
• Excellent oral and written English skills

Other Specific Skill Requirements:

• Good communication and excellent interpersonal skills
• A team player who is responsible, diplomatic and confident at dealing with people at all levels
• Good analytical skills, computing, and a problem-solving attitude
• Be methodical and adaptable
• Planning and organization skills
• Attention to detail is essential
• Ability to work under minimal supervision
• Ability to work under pressure and on irregular working hours.

Closing date for application: 26th January 2024