Payroll Accountants

We are seeking a detail-oriented, analytical, and trustworthy Payroll Accountant to manage payroll processing, ensure accurate salary payments, calculate statutory deductions, submit statutory returns, and remit statutory contributions within the prescribed deadlines. The successful candidate will be responsible for maintaining accurate payroll records, ensuring compliance with Kenyan tax and employment regulations, reconciling payroll accounts, preparing payroll reports, and safeguarding confidential employee information.

Key Responsibilities / Job Description A. Payroll Processing and Administration Prepare and process monthly payroll accurately and within established deadlines. Calculate employee salaries, overtime, allowances, bonuses, commissions, leave payments, and other benefits. Process new employee records, salary adjustments, promotions, transfers, and employee exits. Calculate gross pay, statutory deductions, other authorised deductions, and net salaries. Prepare payroll summaries, payslips, and salary payment schedules. Reconcile payroll records against employee information and approved HR changes. Prepare bank payment files and coordinate salary payments with the finance department. Resolve payroll queries and discrepancies raised by employees. B. Statutory Deductions, Returns and Remittances — Kenya Calculate, deduct, reconcile, and account for applicable statutory deductions in accordance with current Kenyan laws. Prepare and submit statutory returns and declarations to the relevant authorities within prescribed deadlines. Ensure timely remittance of statutory deductions and employer contributions, as applicable. Maintain evidence of submissions, payment confirmations, acknowledgements, and statutory reconciliations. Key statutory obligations may include: PAYE: Calculate employee income tax deductions, submit PAYE returns to the Kenya Revenue Authority (KRA), and ensure payment by the applicable deadline. NSSF: Calculate applicable employee and employer contributions, submit the required contribution schedules, and ensure timely remittance. SHA / SHIF: Process applicable Social Health Authority contributions, submit the required declarations or schedules, and ensure timely remittance in accordance with current requirements. Affordable Housing Levy (AHL): Calculate applicable employee and employer contributions, submit the relevant returns, and ensure timely payment. Other applicable statutory obligations: Handle any additional deductions, contributions, or declarations required by law for the employer's workforce. Monitor statutory deadlines and maintain a compliance calendar. Reconcile payroll deductions against statutory returns, payment records, and general ledger balances. Follow up on rejected returns, payment discrepancies, and outstanding statutory obligations. Keep up to date with changes in statutory rates, thresholds, contribution rules, and filing procedures. C. Payroll Accounting and Reconciliation Post payroll journals accurately into the accounting system. Reconcile gross salaries, net salaries, deductions, employer contributions, and payroll liabilities. Reconcile payroll-related general ledger accounts on a monthly basis. Investigate and resolve differences between payroll reports, bank payments, and accounting records. Prepare monthly payroll cost reports and schedules for management. Ensure payroll expenses are recorded in the correct accounting periods and cost centres. D. Employee Records and Confidentiality Maintain accurate and up-to-date payroll records for all employees. Verify employee details, tax information, bank details, and statutory registration information. Maintain records of salary changes, deductions, benefits, leave, and employment status. Protect confidential employee salary, banking, tax, and personal information. Restrict access to payroll data to authorised personnel. E. Payroll Reporting and Compliance Prepare monthly, quarterly, and annual payroll reports. Prepare annual employee tax certificates, including P9 forms, where applicable. Support the preparation of payroll information required for employee tax declarations and employer reporting. Provide payroll schedules and supporting documents for internal and external audits. Ensure compliance with applicable employment, tax, pension, and statutory reporting requirements. Maintain an organised audit trail for payroll calculations, approvals, returns, and payments. F. Pension and Other Employee Benefits Process approved employee and employer pension contributions in accordance with the applicable scheme rules. Reconcile pension deductions and employer contributions against scheme statements. Maintain records of other benefits, insurance deductions, loans, advances, and authorised employee deductions. Support the correct payroll and tax treatment of employee benefits and employer contributions. Coordinate with HR, pension administrators, and benefit providers to resolve discrepancies. G. Internal Controls and Process Improvement Ensure payroll is processed only from authorised employee records and approved changes. Verify payroll inputs and obtain the required approvals before salary disbursement. Identify and report unusual payroll transactions, duplicate payments, and discrepancies. Recommend improvements to payroll procedures, controls, and reporting. Maintain proper documentation for payroll approvals, statutory submissions, and remittances. 3. Academic and Professional Qualifications A bachelor's degree in Accounting, Finance, Commerce, Human Resource Management, or a related field; alternatively, a relevant diploma may be considered for an appropriately scoped role. CPA qualification or progress toward CPA certification is an advantage. Training or certification in payroll management, taxation, or human resource administration is desirable. Practical knowledge of Kenyan payroll calculations, statutory deductions, returns, and remittance procedures. Proficiency in Microsoft Excel and payroll or accounting software. Familiarity with KRA iTax and the applicable NSSF and SHA contribution and reporting systems is an advantage. 4. Experience Requirements At least 2–3 years of relevant payroll processing or payroll accounting experience is preferred. Demonstrable experience preparing payroll schedules and calculating statutory deductions. Practical experience submitting PAYE and other applicable statutory returns and reconciling statutory liabilities. Experience processing NSSF, SHA/SHIF, and Affordable Housing Levy obligations in the Kenyan context. Experience preparing payslips, bank payment schedules, payroll journals, and payroll reconciliation reports. Experience preparing P9 forms and supporting annual payroll reporting is desirable. Experience using payroll software, accounting systems, and Excel-based payroll schedules. Candidates with less experience may be considered if they demonstrate the required technical knowledge and practical payroll skills. 5. Required Skills and Competencies Strong numerical, analytical, and reconciliation skills. Excellent attention to detail and accuracy. Good knowledge of Kenyan payroll and statutory compliance requirements. Ability to interpret payroll regulations and apply them correctly. Strong Excel and payroll-system skills. Excellent organisation and deadline-management skills. High levels of integrity, confidentiality, and accountability. Good written and verbal communication skills. Ability to investigate discrepancies and resolve payroll queries. Ability to work independently and coordinate effectively with finance and HR teams. 6. Key Performance Indicators (KPIs) Performance may be assessed based on: Timely and accurate payroll processing. Timely submission of statutory returns. Timely remittance of statutory deductions and contributions. Accuracy of PAYE, NSSF, SHA/SHIF, and Affordable Housing Levy calculations. Timely reconciliation of payroll accounts and statutory liabilities. Accuracy and timely issuance of payslips and P9 forms. Number of payroll errors, rejected returns, and unresolved discrepancies. Completeness of payroll records and audit documentation. 7. How to Apply Interested and qualified candidates should submit an updated CV, copies of relevant academic and professional certificates, and contact details for referees by registering account on https://jobs.helaworkskenya.co.ke Application Deadline: To be specified. Only shortlisted candidates will be contacted.