The position is based at Energy Fiji Limited (EFL’s) Head Office in Suva and reports to the Unit Leader Human Resources.

Key Objective: The incumbent is responsible to lead the Payroll Team in providing a professional and responsive Payroll service to employees by adhering to defined service level agreements and statutory requirements and ensuring accurate payment.

Key Responsibilities:

• To manage the Payroll Team across EFL in ensuring that all employees are paid accurately and that pay slips, statutory returns and reports are produced and validated in a timely manner;
• Ensure appropriate workload allocation, sharing of knowledge, review performance and instill a culture of continuous improvement and outstanding customer service;
• To undertake day-to-day payroll activity to ensure practical knowledge and smooth running of the service, enabling provision of cover on all payrolls;
• Provide any required training/development for team, including developing a structured induction for new employees;
• Ensure compliance with statutory requirements;
• Validation and reconciliation of post payroll output;
• Preparation and reconciliation of month end payroll reports;
• Manage all year end statutory returns;
• Knowledge of accepted accounting & audit practice, basic economic principles with applicable laws and regulation;
• Work closely with Finance SBA to ensure that processes align and work effectively;
• Liaise with internal and external Auditors, assisting as necessary and providing any required information;
• Conduct regular system and process audits to ensure control and efficiency in providing feedback for improvements, where necessary. Liaison with software support supplier to clear any issues, or to facilitate possible system improvements. Conduct compliance checks to ensure system effectiveness.
• Keep up to date with relevant regulations/legislation, taking action and implementing changes where necessary. Ensure Payroll team are fully informed of any such changes;
• Use appropriate communication channels within EFL to update employees on any news/changes in a timely manner, ensuring the use of accessible language in all briefings;
• In liaison with the human resources Team, prepare and implement pay awards and incremental increases;
• Develop/review/update policies and procedures to ensure statutory compliance and alignment with human resources strategy and plans, ensuring employee engagement and effective implementation;
• To oversee and ensure that all activities including accountabilities are carried out in compliance with the Human Resources policy and manual;
• Ensure proper checks are performed for Electronic Funds Transfer for Banks with regards to Employee payments;
• To perform timely Payroll and General Ledger reconciliation for Payroll uploads;
• Utilize relevant reporting tools to maximize efficiency of processes, accuracy of data and to develop relevant Payroll KPIs;
• Seek feedback from employees and respond to any compliments, concerns, complaints;
• Work closely with the other Team Leaders and Unit Leaders within human resources to ensure that processes are effective and efficient, taking an active role in service development/improvement activities;
• Work with the HR and Payroll Team to:
  • Ensure the payroll system is configured to meet needs in statutory requirements change
  • Develop the payroll system, identifying efficiencies and finding solutions
  • Assist as required with system testing/upgrade requirements
• Undertake personal development and CPD activities as required to develop in the role;
• Carrying out other duties and projects appropriate to the post as may be directed by the Unit Leader Human Resources and General Manager Human Resources.

Other Key Competencies include:

PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, analyze and formulate opinions, make conclusions and recommendations on complex human resources policy and development issues. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

INNOVATION MANAGEMENT: Energy Fiji Limited (EFL) is fully committed to fostering an innovation culture, which is stated as one of our core values. EFL is reinventing its approach to adapt to such dynamic business environment by stimulating and unleashing the creative potential of every individual employee at every level to provide innovative solutions to organizational challenges resulting in better customer experience. This can be achieved by developing our people and nurturing them through an embedded innovative culture where they can combine productive resources to develop effective business processes for improved service delivery. The incumbent must foster innovation at its best.

Key Requirements:

• Degree in Accounting/Information Systems with a minimum of 3 years’ human resources experience or a Degree in Management and Public Administration from a recognized Tertiary Institute;
• Strong computer skills in MS Word, MS Excel and Pay Global;
• Payroll processing knowledge, understanding of tax and FNPF requirements;
• Demonstrated process improvement skills and sound analytical skills;
• Excellent written and verbal communication skills;
• Good interpersonal and relationship building skills;
• Thorough understanding of the Labor Laws of Fiji;
• Ability to work to tight deadlines, show flexibility in approach and demonstrate tenacity in seeing work through to the end and to adapt to ever changing business demands.