Total Rewards Associate at Britam at Britam

Total Rewards Associate at Britam at Britam | Iko Kazi

Job purpose:

The Total Rewards Associate is responsible for the accurate and timely execution of monthly payroll processing, statutory payment administration, third-party payment coordination, and benefits scheme operational support for all staff and Financial Advisors across the Group. The role is the operational engine of the Total Rewards team, ensuring that every payroll input is correctly captured, every statutory obligation is met, every third-party payment is processed on schedule, and every employee and FA query is handled professionally.

Key responsibilities:

Monthly Payroll Processing

Receive monthly payroll variation data from all stakeholders (HR, Finance, FA Operations, BU HR teams); sense-check data for accuracy and correct format before acceptance.
Return incomplete or incorrect variation files to originators with clear written guidance on what requires correction; follow up to obtain corrected files within the processing timeline.
Upload all approved monthly variation data into the payroll ERP module accurately and on schedule.
Perform pre-payroll processing checks, verifying that all inputs have been captured, that deductions are calculating correctly, and that the payroll is ready for the Senior Total Rewards Analyst review.
Extract post-payroll reports and prepare voluntary and statutory payment files for Finance; PAYE, SHIF, NSSF, SACCO savings, staff loans, and other deductions for review and approval.
Send approved post-payroll files to Finance and follow up to confirm payment processing within statutory deadlines.
Prepare monthly payroll reconciliations, balance sheet accounts and bank account reconciliations and submit to the Senior Total Reward Analyst for review and approval before sharing with Finance.
Statutory Compliance Administration
Log onto all applicable statutory online platforms; file monthly returns for NSSF, SHIF, and other applicable deductions per jurisdiction, within regulatory deadlines.
Prepare and share e-slips with Finance for payment of statutory liabilities immediately following payroll approval.
Monitor the validity of all statutory compliance certificates (NSSF, SHIF, NITA, and others); initiate the renewal process ahead of expiry and track through to receipt of the renewed certificate.
Conduct KRA PIN verification for all new staff and FA joiners; update the PIN register in the payroll ERP system promptly.
Manage SHIF card contribution queries, investigating missing deductions, liaising with the relevant authority, and confirming resolution within the agreed SLA.
Implement notified legislative changes affecting payroll and statutory deductions promptly upon instruction from the Supervisor.

Third-Party Payments & Schedules

Prepare accurate and timely monthly schedules for all third-party payroll deductions; SACCO savings, bank loan deductions, pension contributions, insurance premiums, and any other authorized deductions and submit to Finance for payment by the due date.
Follow up with Finance on all pending third-party payments; obtain and file payment confirmations.
Prepare out-of-payroll payment files as directed, loan cash cover, cashier bonds, final dues, Directors' fees, FA payments, and off-cycle salary advances and submit to the Supervisor for approval before passing to Finance.
FA Payroll & Scheme Administration
Prepare and share the monthly FA payroll register summary with the Total Rewards Analyst for commission validation.
Process routine FA payroll deductions and scheme updates in the payroll system as directed by the Total Rewards Analyst.
Respond to daily FA phone, email, and walk-in queries related to payroll deductions, benefits administration, and payment timelines; escalate compensation and commission queries to the Total Rewards Analyst.
Administer the annual FA loan and scheme deduction data in the payroll system, ensuring accuracy against the register maintained by the Total Rewards Analyst.

Payroll Variance Analysis Support

Prepare a monthly payroll variance summary, comparing current month to prior month across all entities and submit to the Total Rewards Analyst for analytical review and commentary.
Flag movements that appear anomalous e.g. unusual salary changes, unrecognized deductions, unexpected joiner or leaver counts at the point of preparation.
This first-pass commentary is the Analyst's starting point for the formal variance analysis submitted to the Supervisor, the Associate's active engagement with the data improves the quality of the full analysis.
Payroll Document Management
Ensure all monthly payroll records, variation files, payroll run reports, statutory payment evidence, reconciliations, and sign-off documentation are fully signed off and filed securely in the designated payroll folder on the day of completion.
Prepare and submit the monthly payroll filing schedule to the Supervisor; coordinate the transfer of physical / electronic documents to the registry by the approved schedule.
Maintain the payroll document register; ensure all records are retrievable for audit and management requests within the agreed turnaround time.
Support internal and external payroll audits; retrieving records, compiling documentation, and confirming completeness of payroll files as directed by the Supervisor.

Payroll Query Management

Serve as the first point of contact for routine employee payroll queries; deduction queries, payslip requests, P9 questions, and benefit deduction confirmations, resolving within the agreed SLA.
Escalate complex payroll queries the Senior Total Rewards Analyst with a clear summary of the issue.
Maintain a query log; track open items to resolution; report recurring query themes to the Supervisor monthly.
Any other duties that may be assigned from time to time

Knowledge, experience and qualifications required

Bachelor's Degree in Human Resources, Finance, Business Administration, or a related field.
Professional qualification in Finance or HR (e.g. CHRP, CPA, or equivalent).
2-4 years' experience in payroll administration, with demonstrated responsibility for the monthly payroll processing cycle and statutory filings.
Working knowledge of Kenyan statutory deduction requirements - NSSF, SHIF, HELB, Housing Levy, NITA.
Proficiency in payroll ERP systems and statutory online platforms (iTax, NSSF portal, SHIF portal).
Understanding of the payroll maker role within an internal controls framework.

Preferred

Experience processing payroll for a workforce of 500+ employees across multiple entities.
Exposure to FA payroll and commission deduction administration in an insurance or financial services environment.
Familiarity with GL reconciliation processes and payroll-to-Finance reporting.
Prior experience in a structured HR Shared Services or Total Rewards team.

Technical/ Functional competencies:

Payroll processing and statutory deduction administration - Kenya and Group entities.
Statutory compliance execution
FA payroll and scheme administration
Third-party payment processing
Payroll-to-Finance reconciliation support
HRIS and payroll ERP module administration
MS Office - intermediate to advanced Excel (payroll reconciliation, variance summaries); Word and Outlook proficiency.

Total Rewards Associate at Britam

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Total Rewards Associate at Britam

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