Payroll Administrator Accountant

Responsibilities And Accountabilities

Payroll Processing

• Global Payroll Support: Assist in the computation and processing of payroll for all International Staff Members worldwide, employees and non-staff members in Switzerland, and local staff in the Philippines, ensuring timely and accurate payment of salaries.
• Reporting: Prepare and submit all required payroll reports to relevant units in a timely manner.
• Schedule Adherence: Strictly adhere to payroll run schedules and ensure compliance from all participating units to submit payroll-related data to the Payroll Unit on time.
• Data Entry & Validation: Ensure all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in PRISM. Assist in the validation of payroll results to ensure the accuracy of all payments and deductions.
• Query Resolution: Resolve staff queries and concerns regarding salary and entitlements promptly, with tact and diplomacy.
• Projectization: Update projectization percentages sent by the Missions for their staff. Reconcile projectization discrepancies with relevant units to ensure staff costs are accurately charged to projects.
• Banking Coordination: Monitor changes in banking information through the ESS-PRISM portal and take necessary action. Update banking information based on requests and documentation submitted by staff. Coordinate successful salary transfers to staff bank accounts with Manila Treasury Support (MTS) and Treasury (TSY).
• Separation Payments: Administer the payment of terminal emoluments to separated staff due to resignation, retirement, or end of contract. Ensure the recovery of all outstanding debts.
• Escalations: Document all exceptions for escalation and ensure approval from appropriate entities is obtained before taking action.
  
  

Payroll Accounting

Journal Entries: Assist in generating payroll accounting entries for posting to accounting (PRISM FI).

File Validation: Assist in validating the payroll accounting file.

Discrepancy Resolution: Coordinate errors and necessary adjustments in the accounting file with appropriate units to ensure accurate and timely posting to PRISM FI.

GL Mapping: Ensure payments and deductions are mapped to the correct General Ledger (GL) for proper account charging, under the guidance of the supervisor.

Reconciliation: Review, monitor, and reconcile payroll accounts, carrying out required accounting procedures for the payroll system.

Issue Resolution: Analyze and resolve payroll-related accounting issues in consultation with the National Payroll Officer.

Adjustments: Prepare manual payroll-related adjusting entries as necessary, subject to review by the supervisor.

Internal Control

Compliance Monitoring: Periodically check the adherence of payroll elements to existing rules, regulations, and related instructions; note deviations for escalation or corrective action.

Risk Management: Strictly adhere to internal controls related to payroll processing.

PRISM System Support

System Enhancements: Recommend system enhancements necessary to carry out payroll operations more efficiently and effectively. Suggest methods to create more useful and substantial payroll reports.

User Acceptance Testing (UAT): Participate in the testing phase of PRISM enhancements/upgrades and communicate findings or suggestions clearly.

Continuous Improvement

Process Optimization: Provide feedback on current payroll processes, policies, and procedures regarding their efficiency and operational effectiveness. Recommend continuous improvements.

Other Duties

Records Management: Ensure all critical payroll documents are maintained in accordance with the unit's agreed filing system and update reference files whenever appropriate.

Advance Verifications: Check the eligibility of staff members applying for cash/rental advances before endorsing them for approval.

General Support: Perform any other duties that may be assigned.

Required Qualifications And Experience

Education

• University degree in Accounting, Finance, or a related field from an accredited academic institution, with three (3) years of relevant professional experience.
• Completed High School degree from an accredited academic institution, with five (5) years of relevant professional experience.
• Advantage: Certified Public Accountant (CPA) or equivalent designation is highly preferred.
  
  

Experience

• Direct experience in payroll functions, preferably within a corporate payroll operation.
• Solid knowledge of banking and accounting systems, Generally Accepted Accounting Principles (GAAP), and business risk controls.
• Thorough working knowledge of payroll systems, procedures, salary calculations, and payroll-driven accounting.
• Advantage: Experience or familiarity with an ERP environment.
• Advantage: Knowledge of financial policies, as well as staff rules and regulations.
• Advantage: Hands-on experience with SAP HR and SAP Payroll systems/applications.
• High level of computer literacy (especially with spreadsheet applications).
  
  

Languages

English: Fluent (written and spoken)

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