Payroll Administrator

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Description

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The Fund Administration Unit facilitates the implementation of the Project Co-ordinator in Uzbekistan (PCUz) Mandate by providing administrative support to the Fund and Programme Managers while ensuring compliance with the Common Regulatory Management System (CRMS).

Under the supervision of the Chief of Fund Administration, Payroll Administrator is responsible for the effective and efficient management of Payroll needs of the office. Responsible for ensuring that the Payroll practices are in line with the OSCE Common Regulatory Management System through the HR, Payroll module of the IRMA.

Main Purpose:

• The assistance encompasses the smooth implementation of payroll management and HR administration. Such efforts contribute to enhancing the FAU’s capacity to support the mission’s mandate in alignment with the CRMS, ensuring timely and effective administrative and management support. The incumbent contributes ideas and proposals for improvements of processes, structures and systems in his/her area of work.
• Within the scope of assigned duties, the incumbent makes decisions on selection of working methods. The consequences of error could jeopardize the credibility of the OSCE and cause embarrassment to the Office. Ineffectively performing activities could cause delay in work and result in addition work of other staff.

Work Relationships:

• The incumbent reports to the Chief of Fund Administration as the 1st level supervisor and to the Head of Mission as the 2nd level supervisor.
• The work involves regular internal contact with all mission members in the Office, exchanging information related to the immediate responsibilities. Furthermore, this position requires frequent contact with HR/Payroll/ Learning and Development counterparts in the OSCE Secretariat. In addition, communication with external stakeholders includes suppliers, consultants, and representatives of other international organizations to exchange information. HR Unit consists of the incumbent and HR Administrator (G5).

Tasks and Responsibilities:

• Managing monthly payroll administration and payroll reporting in a timely and accurate manner and in accordance with CRMS, in particular: entering monthly payroll’s deductions such as mobile private calls, private OSCE vehicle usage, travel entitlements. The incumbent is fully responsible for processing MMs payment instructions, ensuring that all bank details information is filled out properly containing all necessary information; processing BLA/salary advances for staff.
• Entering information in IRMA and ensuring that BLA/salary advances are paid out in compliance with Staff Instruction. Timely reconciling the entries including FX difference; preparing information for the monthly Payroll’s Accounts reconciliation; preparing monthly Labour Distribution (LD) forms; reviewing overtime requests, submitted through IRMA for the approval of the direct supervisor and the HoM; maintaining payroll files; identifying system related problems and logging service requests;
• Acting as a Buyer for processing travel related POs, regular closure of raised POs; registering and updating Suppliers (individuals) including banking details in SCB Handler Module.
• Assisting Procurement with receiving Bids on a dedicated email account in accordance with the FAI 6.
• Requesting visas for the OSCE mission members and other delegations visiting Uzbekistan and arranging entry visa to other countries for employees to participate in the OSCE events outside the country. Arranging visas and accreditation at the Ministry of Foreign Affairs for international mission members.
• Performs other duties and tasks related to the HR function of the post, ensuring alignment with CRMS.

Necessary Qualifications Minimum Requirements:

Education:

• Completed secondary education supplemented by trainings in human resources and/or administration.
• For posts in the General Service category, a university degree may be considered as a substitute for one year of work experience, and a second-level university degree for two years of work experience.

Experience and knowledge skills:

• A minimum of five years in administrative work, preferable in the field of human resources and/or administration, part of which should preferably have been in an international environment;
• Established organizational, communication and interpersonal skills;
• Analytical and quantitative skills, preferably related to HR/payroll matters;
• Computer literate with practical experience with Microsoft applications. Experience with an ERP software is an asset;
• Ability to work with people of different nationalities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities

Languages:

• Excellent written and oral communication skills in English and local languages.

Source: https://vacancies.osce.org/jobs/payroll-administrator-g5-3813

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