The role will ensure smooth processing of payroll data entry, casual management, airtime for all staff, statutory processing, submission and general compliance. The role is responsible for maintaining payroll records for all future audit in a manner that is accessible at all times, both hard copies and electronic. By effectively carrying out this role, you will make a significant contribution to establishing and maintaining a well- organised payroll function, to building positive relationships and effective communications necessary to providing a reliable, competent service both to employees at all levels
About One Acre Fund
Founded in 2006, One Acre Fund supplies smallholder farmers with the agricultural services they need to make their farms vastly more productive. We provide quality farm supplies on credit, delivered within walking distance of farmers’ homes, and agricultural trainings to improve harvests. We measure our success by our ability to make farmers more prosperous: On average, farmers harvest 50 percent more food after working with One Acre Fund.
We are growing quickly. We currently serve more than 800,000 farm families in Eastern and Southern Africa, with more than 7,500 full-time staff, and we aim to serve 1 million farm families by 2020.
Payroll Data Entry and Execution
Review payroll change form & collect payroll change support document, follow up with Managers or RHRs on any red flags & data incorrectness timely
Write an email to RHRs to follow up on payroll support documents and keep the documents linked on payroll report tab for respective month as they are being received
Update the excel payroll sheet with actual payroll changes to be entered on VIP
Send finalised payroll Sheet to your Manager for QC before payroll data entry execution along with Payroll support document report
Execute/enter payroll changes with support document on VIP payroll system
Produce First Payroll report and submit it to your Manager for first QC and work on the recommended changes and share final list to your Manager for final QC
Attend payroll lesson learnt meetings with your manager every month after payroll
Support on printing and distributing payslips every month after payroll has been processed.
Airtime, Statutory Processing, Submission, Reporting Filing
Update Airtime & NHIF trackers for the changes to be worked on for respective month ( new joiners leavers, maternity airtime cessation etc)
Assist the Payroll & Benefit Coordinator to process Airtime and NHIF benefit in a timely manner, preferably soon after payroll approval & before the end of the month.
Assist the payroll & Benefit Coordinator to process statutory payment and channel them to the right authorities ( WCF, SDL, PAYE, HESLB,TPAW etc) once the payments have been made together with listing report
Fill and Link all statutory payroll support documents for future use and audit purposes as well as to ensure compliance.
Prepare statutory break down for all statutory authorities and share with your manager approval, these include; NSSF, P.A.Y.E, NHIF, WCF, HESLB , SDL etc
File all stamped statutory submissions with payment details, proof of payment, gvt receipts on statutory file
HESLB Reporting and Tracking
Communicate formally to HESLB on the list of new staff and leavers on a monthly basis after aligning and approval from your Manager
Communicate with HESLB to ensure the list of new Loan beneficiaries with loan information is received and tracked on a monthly basis.
After aligning with your manager, formally inform staff before beginning loan deductions and get them sign loan deduction consent form/letters before the start of any loan deduction and ensure the signed letter/form is filed and linked in respective payroll folders/file
On a monthly basis, follow up with HESLB and support staff that have completed their HESLB loan for them to receive loan clearance letter, File the letters in the HESLB file and link in the HESLB folder respectively.
Soon after payroll, process HESLB deduction and once payment has processed, submit the HESLB listing together with proof of payment to HESLB before 7th of each month.
Properly maintain all HESLB records online and in hard copies for any future government and internal audit
Casual staff payment processing
Review casual contract requests on payroll change form and on casual staff tracker and update the information on casual staff list/tracker
In collaboration with RHRs, Manage the current list of all casual staff together with their contract start and end dates, ensure the list is updated when contract extension is granted or when the casual contract is terminated.
Ensure all casuals of one month contract and above are processed through payroll whole casual of less than one month are processed on casual portal
Process payment through casual portal ( salaries, transport & Housing) on weekly and monthly as necessary
Ensure the casual tracker is updated at all times on who has been paid, what has been paid and whose payment has not been processed.
Report on casuals and casual payments made to your manager on a weekly basis during check ins and on a monthly basis
Run refresher trainings for for field leaders and Managers on casual staff Management and payment etc
Field HR support
Attend weekly district meetings and offer payroll related support, trainings and other HR projects together with the entire HR team.
Ensure that Field staff payslips are distributed as early as possible on a monthly basis. Coordinate with regional Hrs as well as the HR team to ensure that payslips are distributed during the district meeting as early as possible.
Support the HR team to run Field related HR actions such as HR trainings, WTM, etc when necessary.
Payroll Records Management
Keep all records for payroll including statutory record in a safe place both physical files and trackers, ensure these are accessible at all times when needed
Ensure payroll trackers are up to date on a weekly basis ( casual, payroll report, statutory trackers etc
Ensure all files are stored in a safe and confidential place
Tracking payroll related concerns
Track all payroll related concerns brought forward by staff, here you are expected to coordinate with the HR managing the Hr hotline as well as regional Hrs.
Ensure that these concerns are sorted and on a weekly and monthly basis report to your manager the nature of the concerns received and the frequency respectively.
Prepare neat check in document and share with your Line manager one hour before the check in time.
Attend weekly Check in meeting with your Manager.
Report on your weekly tasks using the business as usual report
Send monthly reports to your manager
Perform any other duties as directed by your manager
Career Growth and Development
We have a strong culture of constant learning and we invest in developing our people. You’ll have weekly check-ins with your manager, access to mentor-ship and training programs, and regular feedback on your performance. We hold career reviews every six months, and set aside time to discuss your aspirations and career goals. You’ll have the opportunity to shape a growing organization and build a rewarding long-term career.
We are seeking an exceptional professional with 1 or more year(s) of work experience and ideally a demonstrated passion for our mission. Candidates who fit the following criteria are strongly encouraged to apply:
Strong work experience, preferably in HR or accounting at a non-profit organization
Relevant educational background; preferably a Degree in Human Resources , Accountancy or a related field.
Sound knowledge of human resources principles and practices and the Tanzania Labor Laws.
Excellent communication skills and work well both independently or as members of a team.
Working knowledge of and experience in utilizing and creating databases and spreadsheets.
Demonstrated leadership experience at work, or outside of work, enthusiasm for learning, and openness to feedback.
Ability to build teams and collaborate with colleagues from diverse backgrounds.
Demonstrated ability in supervision
Knowledge of Labour relations
Good planning and organizational skills
Strong analytical, planning, organizational and problem solving skills
Ability to embrace all OAF Values and able to provide humble services to all staff
Language: English required.
Preferred Start Date
As soon as possible
Commensurate with experience.
Health insurance, housing, and comprehensive benefits
Click here to Apply Online