Finance Assistant - Payroll & Pensions

Reference: 110900353
Location: London, UK
Closing Date: 20 Oct 2011

General Information

The Finance & Management Information Section (FMIS) forms part of the Corporate Services Division (CSD), providing financial management and accounting services to the Secretariat. The section prepares budgets and final accounts for the various Commonwealth funds. It manages Payroll, Pensions, Accounts Receivable, Accounts Payable, Treasury and Travel functions of the Secretariat. It is responsible for production of periodic and ad-hoc financial reports to facilitate decision making and control by management and the board.

Job Summary

The payroll function involves the payment of monthly salaries and allowances to staff and pensioners and the undertaking of relevant monthly and annual processes culminating in the preparation, and submission, of statutory returns.

The post holder:

• is responsible for the smooth and compliant operation of the Secretariat’s payroll.
• will liaise with internal and external customers, including staff, pensioners and the regulatory and statutory authorities in relation to the payroll function.
• will support the Finance Officer in the administration of the Secretariat’s pension and gratuity schemes as well as the achievement of the department’s objectives and goals.

Payroll

• Process the monthly salaries and allowances for all headquarters staff.
• Process monthly payments to Commonwealth Secretariat pensioners.
• Maintain payroll data for staff members and pensioners, including payroll deductions, increases, allowances, overtime, contract extensions, employee details, tax/NI adjustments, Credit Union adjustments and any other related items.
• Reconcile payroll data month-on-month and to balances on the general ledger.
• Prepare monthly journals to charge salary costs to projects.
• Assist with preparation of statutory payroll payments and returns to HMRC.
• Interact with colleagues at the Human Resources Section and other staff members on payroll and allowances issues to enhance payroll delivery.
• Process applications for season ticket loans & deductions from the payroll.
• Process claims for education and meal allowances.
• Maintain filing & archiving systems for the department.
• Assist Finance Officer – Payroll & Pensions in other areas of departmental work, as required.

Person Specification

Education:

Essential:

• 5 GCSE’s or equivalent including passes in Mathematics and English

Desirable:

• Certificate in Payroll Practice; or equivalent qualification.

Experience:

Essential:

• At least 2 years practical work experience in a similar role in the UK.
• Recent working knowledge of UK payroll legislation.
• Experience of accounting systems, such as CODA, Sun or Sage.
• Demonstrable working knowledge of HMRC regulations in relation to payroll and pension functions.
• Intermediate knowledge of Microsoft Excel and Word.

Desirable:

• Experience of working in a financial or accounting environment in a public sector or international organisation.
• Experience of payroll implementation.

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