Payroll and Admin Officer

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  • Full Time
  • Permanent
  • Walvis Bay

Elite Employment


Key Performance Area:

Admission, time and attendance and payroll systems

Keep SAP Admission System updated

Load and terminate employees as per instruction of departmental managers through input

Keep SAP Time and Attendance system updated

Receive work schedules (trips, acting allowances, transhipments, shore work)from Crewing Officers

Ensure salary inputs and manage schedules on SAP via inputs

Keep SAP Payroll system updated

Provide salary inputs on the system (SAP) via inputs according to procedure and management instruction.

Weekly Payroll:

Weekly Payroll Managed

Ensure Hours on Salary inputs and SAP to agree

Follow up on variances on Third Party payments e.g bonuses, PAYE, Union, insurance deductions and SSC, benefits, loans and garnishee orders

Ensure sufficient money in salary account at bank

Pay slips printed before pay day

Convert information to be posted to SAP via salary input

Administration around weekly payroll handled

Ensure filing of all payroll and employee information e.g. leave forms inputted onto SAP and onto personal file

Handle all payroll queries confidentially courteously and professionally

Month End Payroll Activities:

Monthly payroll payments performed

Third party payments and garnishee order payments done within agreed time limits

Releases done as per company limits of authority

Monthly overtime, leave, staff movement reports prepared

Staff movement includes all new appointments, terministaions, transfers, increases and allowances paid for each month etc

All reports done within 7 days of month end and sent figures to HR on a monthly basis

Maternity Leave:

Maternity leave for monthly paid staff recorded

Correctly capture information on SAP via inputs in response to doctors note

Ensure employee re-commences work on agreed date

Year End Bonuses Payments:

Bonuses for permanent employees calculated and payment processed

13th cheque bonuses are correctly calculated according to policy

Calculate and pay product bonus (fixed amount) as per management discretion

Annual Salary Increases:

Annual Salary increases prepared and paid

Increases correctly recorded on SAP system and processed ,via inputs for permanent and casual employees

Annual Leave Payments – Seasonal and Contract Staff

Annual leave seasonal and contract staff calculated (Accuracy & Complete)

PAYE Year End Reconciliations:

PAYE Year end Reconciliation Conducted

Reconcile monies paid and monies deducted from employees

Compile all reconciliation documentation that need to be forwarded to Ministry of Finance – Inland Revenue before cut-off date on monthly & year end basis

Stannic Reports:

Stannic Reports Administered

Ensure information is up to date (new and terminated)

Supporting documentation is in place

Reports to Head Office:

Provide information for HR Manager to forward monthly reports to Head Office (Within 7 days of month end)

Administration & People Management:

Attendance and time keeping managed & administration

Attendance and time keeping are monitored and correctly recorded

Deviations are proactively addressed according to procedure

Assist with Recruitment and Selection on of vessel staff and responsible for the whole on boarding process

Responsible for all seagoing staff personnel filing and documentation


Grade 12, Diploma / Degree in Human Resource

6 – 10 years experience in salary /wages department of a medium to large commercial organization that have various shifts

Payroll systems, SAP

Advanced knowledge on income Tax and Personnel administration

MS Office proficient

Ability to work under pressure

Excellent verbal and oral communication skills

Positive attitude and flexibility to work in a multicultural environment

High regard of confidentiality

Only shortlisted candidates will be contacted.

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