Payroll Officer at First Quantum Minerals LTD

Job Description

• Although our production and financial results are the engine that drives our business, it is the depth of capability in our people that will continue to determine First Quantum’s ongoing success. Reporting to the Payroll Lead in the Finance department, the Payroll Officer will be responsible for ensuring that payroll operations run smoothly and efficiently. The incumbent will be responsible for ensuring all employees are paid accurately and on time, while maintaining compliance with Zambian and South African payroll laws and regulations. They should furthermore ensure that employee records are maintained and updated, answer payroll queries, prepare detailed reports when required by management and collaborate with HR to ensure alignment with HR policies and that employee details are accurately reflected in payroll.

Key Responsibilities:

The Payroll Officer’s general accountabilities include, but are not limited to, the below:

Payroll Administration:

• Collect, process and verify payroll data (e.g., allowances, overtime, bonuses, etc.).
• Prepare and issue payslips to employees in a timely manner.
• Ensure accurate and timely payment of employees' salaries.

Statutory Payroll Functions:

• Compliance and submissions

Employee Information Maintenance:

• Maintain and update accurate employee information in the payroll system (e.g., new hires, terminations, changes to salary, bank details, personal information, etc.).
• Ensure all employee records are compliant with relevant labour laws and are securely stored and easily accessible.
• Collaborate with HR to ensure all employee data is aligned with HR policies and accurately reflected in payroll processing.

Compliance and Reporting:

• Ensure compliance with Zambian and South African payroll legislation, including but not limited to PAYE, NAPSA, NHIMA, and other relevant statutory obligations.
• Maintain up-to-date knowledge of changes to payroll-related laws and regulations.
• Generate payroll reports as required by management for decision-making, tax purposes, and audits.
• Address and resolve payroll discrepancies in a timely manner.

Record Keeping and Administration:

• Maintain accurate and organized records of all payroll-related activities.
• Ensure confidentiality of all employee payroll and personal information.
• Handle payroll-related queries from employees and other departments (e.g., HR, finance).

Ad hoc Payroll Duties:

• Assist with any other payroll-related tasks or projects as needed.
• Perform audits on payroll data and resolve discrepancies or issues as they arise.

Qualifications:

• Payroll Administration Diploma (advantageous)

Experience & Technical Skills Required:

• Minimum of 5 years’ experience in payroll administration
• Sage 300 Payroll software
• Expat payroll administration (advantageous)
• Strong written and verbal communication skills to handle employee queries and collaborate with various departments
• Strong analytical skills with the ability to identify and resolve issues effectively

Behavioural Requirements: 

• High level of accuracy and attention to detail in processing payroll data.
• Ability to work efficiently and meet tight deadlines, especially during monthly submissions and year-end processes.
• Able to take initiative and manage multiple tasks simultaneously.
• Maintain confidentiality of sensitive employee payroll data.
• Ability to collaborate with colleagues and contribute positively to the team environment.
• Sense of urgency and adherence to deadlines
• Creative and Dynamic
• A positive attitude with a passion for people is essential
• Must be service oriented always

Other Requirements: 

• Candidates must have the right to work in the applicable region without visa sponsorship
• Mobile. Willingness to work and travel across FQM’s operations and locations worldwide
• Fluency in English is required. Proficiency in other languages highly regarded