Payroll Supervisor (On-Site) at Aspen Pharma Group

Objective:

Oversees the payroll function and ensures that employees are paid accurately and on time

KEY RESPONSIBILITIES

1. Payroll Functions
   1. Review of accurate and timeous processing of payrolls. This will include Permanent and Temporary Staff.
   2. Review entries loaded on CRS by the Salary Administrators.
   3. Checking of dummy payrolls
2. Compile a Variance Report:
   1. Compare current month to previous month’s salaries.
   2. Verify the input in CRS by using the supporting documents and variance report.
   3. Identify errors on input and ensure those are resolved by Salary Administrators.
   4. Perform payroll run and rollover procedure
   5. Compile bank file and headcount report.
   6. Compile audit reports for change in bank details etc. Confirm change in the bank details are accounted for.
   7. Ensure variance report is available for signatories to review payroll.
   8. Prepare headcount reconciliation – balance number of heads to bank file.
   9. Prepare year to date movement of headcount by grade and Business Unit.
3. Payments – Salaries & 3rd Parties and Cashbook
   1. Review all salary and third-party payments and ensure payments are made on time.
   2. Review all recons done by the Salary Administrators. This includes medical aid, floats, SARS etc.
   3. 3rd Parties to balance back to payroll
   4. Compile all salary, 3rd party and adhoc payments into the cashbooks.
   5. On a monthly basis the approved cashbook is sent to Finance.
   6. Analyse any discrepancies in the cashbook, investigate and resolve.
   7. Assist Finance with any queries.
4. CRS DIY
   1. Create user ID’s for new employees.
   2. Training and help desk support.
   3. Activate user ID’s when they are locked out of the system.
   4. Ensure that the Salary Administrators are matching supporting documentation to the relevant leave type.
   5. Perform and audit the entries to ensure appropriate approval was obtained before processing.
5. General Ledger and Reports
   1. Create GL’s for Finance Department
   2. Balance GL’s and identify errors
6. Compile the following reports:
   1. Monthly leave provision report
   2. Cost Center reports for Finance with Headcount
   3. Headcount report for the tax department and any other business requirement
   4. Variance Reports for reviews
   5. Monthly salary report
   6. Executive bonus reports etc.
   7. Perform reconciliation of share account.
   8. Reports requested by internal and external auditors
   9. Adhoc reports
   10. Statutory Returns & Requirements
   11. SARS Reconciliation
   12. Review SARS errors on system.
   13. Review payments to SARS.
   14. Review IRP5 Balancing
   15. Submit IRP5’s to SARS electronically as per deadlines.
   16. Generate IRP5’s once file is accepted by SARS.
   17. Ensure certificates are available on CRS DIY.
   18. Workman’s compensation (WCA)
   19. Calculate the returns for various business units.
   20. Submit returns and ensure payment is made on time.
   21. Obtain Letter of Good Standing
   22. Stats SA
   23. Timely submission of quarterly returns.
   24. UIF (returns and forms)
   25. Ensure the electronic file is submitted by the Salary Administrator on time.
   26. Review and sign off UI19 & UI2.7 forms
   27. Confirm income with Labour Department for employees applying for benefits.
   28. Investigate and resolve errors on monthly returns.
   29. E@syFile/Efilling
   30. Complete monthly backups and store on the appropriate drive.
   31. Ensure that all AA88’s is pulled from system and implemented
   32. Review all Directive applications e.g., Retrenchments etc.
7. Leave Administration
   1. Auditing of unapproved entries on the system.
   2. Review manual entries captured on the system by the Salary Administrator against the manual leave form
   3. Review monthly and quarterly leave audits completed by the Salary Administrator.
   4. DIY Box to be cleared daily
   5. Ensure that leave files are opened and closed for new and terminated employees
   6. Ensure that all leave forms are scanned to the drive for terminated employees
   7. Review leave scheduler to ensure that all workflows closed in the correct manner.
8. People Management
   1. Attract, develop, and retain high quality team members.
   2. Lead the team as a role model who demonstrates Aspen’s values, inspires, motivates, and coaches team members to maximize the quality of their output
   3. Drive ownership, accountability innovation and efficient processes.
   4. Ensure KPA’s are set and approved for all staff in department. Mid-year and year end reviews must be performed.
   5. Plan knowledge management and ensure backup resourcing to avoid loss of knowledge/information due to attrition.
   6. Develop and report on succession plan.
   7. On the job training provided to direct reports (e.g., application of new ED codes, CRS changes, SOPs and processes)
   8. Attending of courses to ensure continuous development.
9. Ad-hoc Tasks
   1. Review all bank files including forex payments for Inland Revenue Namibia timeously as per deadline.
   2. Order funds to ensure that relevant bank accounts used for the payment of salaries and third parties are adequately funded to avoid going into overdraft.
   3. Create or review SOPs.
   4. Ensure compliance with Aspen policies and procedures and drive accountability throughout the organization.
   5. Assist HR with queries.
   6. Assist with queries from the auditors.
   7. Dummy payslips – calculations for new employee, increase, etc.
   8. Receiving of legal documents from the Sheriff of the court – Emolument’s order, etc.
   9. Serve as a backup for Payroll Manager as and when the need arises
   10. CRS master data maintenance

SKILLS AND ATTRIBUTES

• Discretion and unwavering commitment to confidentiality
• Effective planning, organizing and coordinating
• Highly numerate
• Ability to perform under pressure
• Strong capabilities in logical reasoning
• Problem-solving and good judgment
• Independent and self-directed individual that can drive execution
• Customer / service orientated
• Good interpersonal and communication skills (verbal & written)
• Focused on attention to detail, high sense of urgency and deadline driven
• Prioritizing and planning
• Adaptability and flexibility in a changing environment

Responsibility & Accountability

KNOWLEDGE

• Computer skills on Excel, E@syFile, E-filling, FNB, STATS SA, UIF and WCA.
• Payroll system knowledge – CRS Preferred
• A solid understanding of Provident Fund and Medical Aid scheme rules
• Working knowledge of Payroll Taxes

EDUCATION & EXPERIENCE

• Grade 12
• B Com Degree
• Tertiary Payroll qualification
• Minimum 5 years payroll experience
• Team management experience
• CRS experience is preferred

The job applicant acknowledges, agrees, accepts, and understands that the Company (Pharmacare Limited t/a Aspen Pharmacare), has a mandatory Covid-19 Vaccination Policy and Plan which, inter alia, provides for mandatory vaccination for all employees at SA Commercial. Mandatory Covid-19 vaccination applies to this job vacancy. As such, in applying for and if applicable accepting an offer of employment for this job role, the applicant warrants that s/he is fully vaccinated, and that his/her vaccination status is valid and up to date. The Job applicant’s electronic vaccination certificate, as issued by the NDOH, must be provided if the job application results in an offer and subsequent acceptance of this offer of employment. The applicant acknowledges, further, that there is no particular reason that he/she would refuse any future booster or vaccination requirements that may/should be recommended by the South African health authorities.

Aspen is committed to the principles of equal employment opportunity and suitably qualified job applicants are invited to submit their CV online on or before the 09 February 2023. Preference will be given to applicants from designated groups through a fair recruitment and selection process in accordance with laws governing employment equity, where such laws are applicable to the Aspen