Position/Employment type:
Payroll Administrator, Lusaka, Zambia / Full Time Employee
Organization/Reporting line:
Reports to: Head of Human Resources - with dotted reporting line to Financial Controller
Direct Reports: TBD
Place of work/Travel:
Lusaka, Zambia
Contact and Cooperation:
Internally: HR Staff, Operations Staff, Finance and ALL Heads of Departments
Externally: Government agencies, Savings and credit institutions, Insurances and Pension Schemes administrators.
Job Summary:
Payroll Administrator is responsible for technical, reporting, and compliance functions in the management & administration of payroll process. The role holder ensures accurate and timely payment of salaries and allowances in line with company policies, contractual obligations, collective agreements, and applicable labour regulations. S/He oversees compensation and benefits programs, maintains payroll and personnel records, manages HR and payroll documentation, and updates internal systems. Serves as the primary point of contact for payroll queries while supporting leave administration and ensuring data accuracy and regulatory compliance.
Key Responsibilities:
i. Process payroll accurately and on schedule, ensuring correct calculation of wages, deductions, and benefits.
ii. Review timesheets, attendance records, and pay authorizations to verify accuracy.
iii. Ensure compliance with applicable labour, tax, and statutory regulations.
iv. Maintain accurate payroll and employee records within HR and payroll systems.
v. Manage employee payroll lifecycle changes including onboarding, updates, transfers, and terminations.
vi. Prepare payroll reports, summaries, and analyses for management and Finance.
vii. Perform payroll accounting, including journal entries, reconciliations, and cost allocations.
viii. Monitor payroll balance sheet accounts and investigate variances.
ix. Administer employee benefits and ensure timely remittance of related payments.
x. Support audits by preparing payroll schedules, reconciliations, and required documentation.
xi. Monitor changes in payroll legislation and recommend necessary system, procedural or policy updates.
xii. Utilize payroll and accounting systems to manage data, generate reports, and ensure data integrity.
xiii. Collaborate with HR, Finance, IT, and operational teams to ensure accurate payroll formulas for processing.
xiv. Maintain strict confidentiality of payroll information and uphold internal controls and professional standards.
xv. Address employee payroll inquiries and resolve discrepancies professionally.
Principal Outputs of this Role:
i. Timely and accurate payroll processing
ii. Payroll Cost Accounting: Post all payroll labour costs into the correct departments, cost centres and branch locations for accurate reporting and controls.
iii. Maintain statutory Compliance with statutory bodies regulations and requirements.
iv. Accurate preparation, reporting and submission of payroll information and statistics to management for decision making and ensure employees receive payslips at the end of every month.
v. Payroll reconciliations monthly for all the payroll accounts and obtain credible explanations and reasons for all reconciling items to prevent and detect errors and frauds.
Authority:
Refer to GW Authority Matrix.
Accountability:
The Payroll Administrator is accountable to the Head of Human Resources for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.
Competencies:
· Strong technical knowledge of payroll processing, deductions, reconciliations, and financial reporting.
· Accurate application of labor, tax, and statutory regulations.
· High precision in handling payroll data, calculations, and documentation.
· Effective use of payroll, HRIS, and accounting systems for data management and reporting.
· Professional handling of sensitive payroll information with discretion and integrity.
· Efficient resolution of payroll issues and effective collaboration with stakeholders.
Qualifications & Experience:
· Bachelor’s degree in accounting or finance related field.
· Professional Accountant (Fully qualified CPA or ACCA or equivalent)
· Professional / Academic / Experience in Human Resources Management will be an added advantage.
· At least 3 years of practical experience in labour intensive payroll, accounting, employee benefits, financial or statistical records.
· Technical skills in Taxation, accounting and knowledge on employees’ benefits.
· Exceptional Microsoft Excel skills to analyse and interpret data.
