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KEY RESPONSIBILITIES
Payroll Management & Governance
Lead and oversee end-to-end payroll operations across Kenya, Rwanda and Tanzania.
Ensure payroll processing is completed accurately and within agreed monthly payroll timelines in all countries.
Establish and enforce Group payroll calendars, controls, approvals, and reconciliation procedures.
Ensure timely preparation and processing of payroll inputs including new hires, promotions, salary adjustments, overtime, allowances, bonuses, deductions, and employee separations.
Review and approve payroll variance reports and investigate discrepancies prior to payroll closure.
Ensure accurate processing of expatriate payroll and cross-border payroll arrangements where applicable.
Drive payroll process automation and continuous improvement initiatives across the Group.
Act as the primary escalation point for payroll-related matters and employee payroll queries.
Establish Service Level Agreements (SLAs) and payroll governance standards that ensure 100% on-time payroll execution across all operating countries.
Statutory Compliance & Regulatory Reporting
Ensure full compliance with all statutory payroll, employment, tax, pension, insurance, social security, and labor law requirements within Kenya, Rwanda, and Tanzania.
Maintain an up-to-date understanding of labor legislation, tax laws, social security regulations, statutory deductions, and payroll compliance obligations across all operating countries.
Ensure accurate calculation, reconciliation, deduction, remittance, and reporting of all statutory obligations within prescribed legal timelines.
Coordinate payroll compliance audits and support both internal and external audit requirements.
Manage relationships with relevant statutory authorities and regulatory bodies across all countries.
Monitor legislative changes and proactively implement payroll and HR process changes required by law.
Ensure all payroll records, statutory filings, and supporting documentation are maintained in accordance with legal retention requirements.
Provide periodic statutory compliance status reports to Group HR Leadership and Executive Management.
Compensation & Benefits Management
Administer and maintain Group compensation structures, salary bands, grading frameworks, and compensation policies.
Support annual salary reviews, compensation bench marking exercises, and market competitiveness assessments.
Monitor internal pay equity and compensation governance across all countries.
Provide compensation-related insights and recommendations to business leaders and HR leadership.
Oversee administration of employee benefit programs including medical insurance, life insurance, pension schemes, wellness initiatives, and other approved benefits.
Ensure compensation and benefits practices remain compliant with applicable local regulations.
Support compensation planning during annual budgeting and workforce planning cycles.
HR Systems & Master Data Management
Own the governance, integrity, and quality of HR master data across all Group entities.
Establish standard operating procedures for employee data management and HR system administration.
Ensure completeness, accuracy, and security of employee records within ERPNext and other HR platforms.
Lead HR systems enhancements, testing, upgrades, automation, and implementation projects.
Promote standardization and consistent utilization of HR systems across countries.
Ensure compliance with data privacy and employee information security requirements.
Maintain employee records, organization structures, reporting lines, contracts, and employee lifecycle information accurately and within established governance standards.
Data Privacy, Records Management & Information Security
Act as the Group HR custodian for employee data privacy, confidentiality, and information governance across Kenya, Rwanda, and Tanzania.
Ensure all employee information is collected, processed, stored, retained, transferred, and disposed of in accordance with applicable data protection laws and company policies.
Establish and maintain robust controls to safeguard sensitive employee information, payroll data, compensation records, medical information, disciplinary records, and confidential HR documentation.
Ensure HR systems, payroll platforms, and employee databases are configured with appropriate access controls, user permissions, segregation of duties, and audit trails.
Monitor compliance with data privacy requirements and ensure employee information is accessed only by authorized personnel and solely for legitimate business purposes.
Lead periodic audits of employee records, payroll master data, and HR systems to ensure data integrity, completeness, accuracy, and compliance.
Develop and implement Group standards for employee records management, document retention schedules, and secure disposal processes.
Ensure all cross-border transfers of employee data comply with applicable legal and regulatory requirements.
Partner with IT, Internal Audit, Legal, and Compliance functions to strengthen cybersecurity and data protection controls relating to HR information.
Investigate and manage HR data breaches, privacy incidents, and unauthorized disclosures, ensuring timely reporting, mitigation, and corrective actions.
Deliver awareness and training initiatives on confidentiality, privacy, and information security best practices.
Ensure employee files, payroll records, statutory records, and compensation documentation are maintained securely and retained according to legal requirements.
Audit Readiness, Controls & Compliance Assurance
Serve as the Group owner for payroll, compensation, employee records, and HR operations audit readiness across Kenya, Rwanda, and Tanzania.
Establish and maintain a robust HR controls framework to ensure payroll, compensation, statutory compliance, and employee administration processes remain audit-ready always.
Ensure all payroll transactions, employee data changes, salary adjustments, promotions, benefits enrollments, terminations, and statutory remittances are supported by complete and auditable documentation.
Develop and maintain standard audit files, payroll reconciliations, compliance evidence repositories, and statutory documentation for each operating country.
Coordinate and lead preparedness activities for internal audits, external audits, statutory inspections, labor audits, payroll audits, financial audits, and tax audits.
Conduct periodic self-assessments and control reviews to identify compliance gaps and operational risks.
Ensure payroll and HR processes maintain proper segregation of duties, approvals, reconciliations, and access governance controls.
Partner with Finance, Internal Audit, Legal, Risk, and Country HR teams to strengthen governance and compliance frameworks.
Monitor audit findings, management action plans, and remediation activities to ensure timely closure.
Maintain country-specific compliance readiness relating to labor laws, payroll taxes, pension schemes, employee records, and statutory reporting obligations.
Ensure payroll, employee records, compensation documentation, and statutory submissions can be produced accurately and within required timelines during any audit or inspection.
Lead continuous improvement initiatives arising from audits, risk assessments, and compliance reviews.
HR Analytics & Reporting
Develop and maintain Group HR dashboards, payroll reports, workforce analytics, and operational metrics.
Produce monthly payroll, headcount, compensation, turnover, and statutory compliance reports.
Conduct payroll trend analysis and identify opportunities for cost optimization and process improvement.
Provide actionable HR insights to Group HR Leadership, Executive Management, and Country Leadership Teams.
Support workforce planning and employee cost forecasting through accurate analytics and reporting.
Develop and maintain HR operational KPIs and management dashboards to support decision-making.
Employee Lifecycle Administration
Oversee payroll and employment administration throughout the employee lifecycle.
Ensure timely processing of onboarding, transfers, promotions, secondments, salary adjustments, and employee terminations.
Coordinate final dues calculations and ensure timely settlement of employee separations.
Support contract administration, contract renewals, and employee documentation management.
Ensure employee files and records are maintained accurately and in compliance with legal and company requirements.
Support HR operational governance throughout the employee lifecycle.
Controls, Risk Management & Continuous Improvement
Establish and maintain robust payroll controls and governance frameworks.
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