Total Rewards Associate

Britam Holdings Plc is a leading financial services group in Kenya, established in 1965. The company operates across various sectors including banking, financial services, and insurance.

The Total Rewards Associate plays a crucial operational role within the Total Rewards team, focusing on the precise and timely management of payroll, statutory payments, and benefits. This involves ensuring all payroll data is accurately processed, all legal payment requirements are fulfilled, and all external payments are made on time. The associate also provides essential support for benefits schemes for both staff and Financial Advisors, acting as a primary point of contact for related inquiries.

1. Receive, sense-check, and upload monthly payroll variation data from various stakeholders, ensuring accuracy and correct formatting.
2. Return incomplete data files to originators with clear guidance and follow up to obtain corrected files within processing timelines.
3. Upload all approved monthly variation data into the payroll ERP module accurately and on schedule.
4. Perform pre-payroll processing checks to verify input capture, correct deduction calculations, and readiness for review by the Senior Total Rewards Analyst.
5. Extract post-payroll reports and prepare voluntary and statutory payment files for Finance, including PAYE, SHIF, NSSF, SACCO savings, staff loans, and other deductions.
6. Send approved post-payroll files to Finance and confirm payment processing within statutory deadlines.
7. Prepare monthly payroll, balance sheet, and bank account reconciliations for review and approval before sharing with Finance.
8. Log onto all applicable statutory online platforms and file monthly returns for NSSF, SHIF, and other deductions within regulatory deadlines.
9. Prepare and share e-slips with Finance for statutory liability payments immediately after payroll approval.
10. Monitor and initiate renewal processes for all statutory compliance certificates (NSSF, SHIF, NITA) ahead of expiry, tracking through to receipt of the renewed certificate.
11. Conduct KRA PIN verification for all new staff and FA joiners, updating the PIN register in the payroll ERP system promptly.
12. Manage SHIF card contribution queries, investigating missing deductions, liaising with the relevant authority, and confirming resolution within agreed SLAs.
13. Implement legislative changes affecting payroll and statutory deductions promptly upon instruction from the Supervisor.
14. Prepare accurate and timely monthly schedules for all third-party payroll deductions (SACCO savings, bank loan deductions, pension contributions, insurance premiums) and submit to Finance for payment by the due date.
15. Follow up with Finance on all pending third-party payments and obtain and file payment confirmations.
16. Prepare out-of-payroll payment files as directed, including loan cash cover, cashier bonds, final dues, Directors’ fees, FA payments, and off-cycle salary advances, for Supervisor approval before passing to Finance.
17. Prepare and share the monthly FA payroll register summary with the Total Rewards Analyst for commission validation.
18. Process routine FA payroll deductions and scheme updates in the payroll system as directed by the Total Rewards Analyst.
19. Respond to daily FA phone, email, and walk-in queries related to payroll deductions, benefits administration, and payment timelines, escalating compensation and commission queries to the Total Rewards Analyst.
20. Administer the annual FA loan and scheme deduction data in the payroll system, ensuring accuracy against the register maintained by the Total Rewards Analyst.
21. 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.
22. Flag movements that appear anomalous, such as unusual salary changes, unrecognized deductions, or unexpected joiner/leaver counts, during preparation.
23. 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.
24. Prepare and submit the monthly payroll filing schedule to the Supervisor and coordinate the transfer of documents to the registry.
25. Maintain the payroll document register, ensuring all records are retrievable for audit and management requests within agreed turnaround times.
26. Support internal and external payroll audits by retrieving records, compiling documentation, and confirming completeness of payroll files as directed by the Supervisor.
27. Serve as the first point of contact for routine employee payroll queries, such as deduction queries, payslip requests, P9 questions, and benefit deduction confirmations, resolving them within agreed SLAs.
28. Escalate complex payroll queries to the Senior Total Rewards Analyst with a clear summary of the issue.
29. Maintain a query log, track open items to resolution, and report recurring query themes to the Supervisor monthly.
30. Perform any other duties that may be assigned from time to time.

1. Bachelor’s Degree in Human Resources, Finance, Business Administration, or a related field.
2. Professional qualification in Finance or HR (e.g., CHRP, CPA, or equivalent).
3. 2-4 years of experience in payroll administration, with demonstrated responsibility for the monthly payroll processing cycle and statutory filings.
4. Working knowledge of Kenyan statutory deduction requirements, including NSSF, SHIF, HELB, Housing Levy, and NITA.
5. Proficiency in payroll ERP systems and statutory online platforms (iTax, NSSF portal, SHIF portal).
6. Understanding of the payroll maker role within an internal controls framework.
7. Preferred: Experience processing payroll for a workforce of 500+ employees across multiple entities.
8. Preferred: Exposure to FA payroll and commission deduction administration in an insurance or financial services environment.
9. Preferred: Familiarity with GL reconciliation processes and payroll-to-Finance reporting.
10. Preferred: Prior experience in a structured HR Shared Services or Total Rewards team.
11. Strong technical and functional competencies in payroll processing and statutory deduction administration for Kenya and Group entities.
12. Proficiency in statutory compliance execution.
13. Ability to administer FA payroll and schemes.
14. Competence in third-party payment processing.
15. Capability to support payroll-to-Finance reconciliation.
16. Experience with HRIS and payroll ERP module administration.
17. Intermediate to advanced Excel skills for payroll reconciliation and variance summaries.
18. Proficiency in Word and Outlook.