Entity: Genser Energy Côte d’Ivoire SA (GECS)
Position: Senior Payroll Associate

Division / Department: Organizational Development (ODV)  Location: Abidjan, Côte d’Ivoire (West Africa) 

Report Directly to: HR Manager

Designation Level: Functional Head

Job Purpose : To ensure the accuracy, compliance, and confidentiality of all GECS payroll and personnel administration processes by managing employee compensation, ensuring compliance with legal, statutory, social security, and tax obligations, maintaining the integrity of HR data, and producing related reports. The incumbent also contributes to HR compliance and provides operational support to employees and managers on payroll and personnel administration matters.

KEY RESPONSIBILITIES

Payroll Management and Compensation Administration

• Collect, review, and process all payroll input data, including overtime, bonuses, allowances, benefits in kind, absences, leave, disciplinary deductions, salary advances, statutory deductions, and other payroll adjustments.

• Prepare, review, and process monthly payroll in accordance with established payroll calendars.
• Verify the accuracy of salary calculations, allowances, social security contributions, tax deductions, and other statutory obligations.
• Perform payroll reconciliation and validation checks prior to payroll approval and payment.
• Prepare salary payment files and ensure reconciliation with approved payroll data.
• Ensure the confidentiality, security, and integrity of payroll information and employee compensation records.
• Maintain and archive payroll records, payslips, and supporting documentation in compliance with legal and company requirements.
• Respond to employee inquiries regarding compensation, payroll deductions, benefits, and related matters.

Social, Tax, and Regulatory Compliance

• Ensure payroll processes comply with Ivorian labor legislation, applicable collective bargaining agreements, and company policies.
• Prepare and review all required social security, tax, and administrative declarations with relevant authorities.
• Monitor statutory deadlines to ensure timely compliance and avoid penalties.
• Maintain ongoing awareness of legal, social security, and tax developments affecting payroll administration.
• Participate in internal and external audits related to payroll, statutory contributions, and personnel administration.
• Implement corrective actions resulting from audit findings and compliance reviews.

Personnel Administration

• Maintain, update, and manage employee personnel files and records.
• Prepare employment contracts, amendments, employment certificates, attestations, and other administrative documentation.
• Record and track employee movements and personnel changes within HR systems.
• Manage employee registrations, updates, and terminations with relevant social security and statutory authorities.
• Administer employee leave, absences, sick leave, and other events affecting payroll calculations.
• Ensure personnel data remains accurate, complete, and up to date.

HR Reporting, Internal Controls, and Continuous Improvement

• Prepare monthly payroll reports, workforce analytics, payroll cost reports, and HR dashboards.
• Conduct regular reviews and controls to ensure the integrity and accuracy of payroll and HR data.
• Identify risks associated with payroll processes and recommend corrective and preventive actions.
• Participate in the continuous improvement of payroll and personnel administration procedures.
• Support HR projects involving payroll, workforce data, organizational changes, and regulatory requirements.
• Utilize HR metrics and analytics to improve service quality and operational efficiency.

HR Support and Employee Relations

• Advise employees and managers on payroll-related matters, employee benefits, and personnel administration issues.
• Ensure employee administrative requests are processed within agreed timelines.
• Support the communication and implementation of HR policies and procedures.
• Contribute to onboarding activities related to payroll and personnel administration.
• Provide operational support to HR initiatives and projects as required.

Budget Administration and Administrative Processes

• Assist in preparing payroll-related budgets and statutory labor cost forecasts.
• Support the monitoring of personnel-related expenditures and analysis of budget variances.
• Initiate and follow up purchase requisitions, purchase orders, and payment requests within the HR scope, in accordance with company procedures.
• Administer HR-related service contracts within the assigned area of responsibility.
• Collaborate with Finance, Procurement, and Audit departments to ensure compliance and operational efficiency.

EDUCATION AND QUALIFICATIONS

• Bachelor's degree (minimum) in Human Resources Management, Business Administration, Finance, Accounting, or a related discipline.
• A Master's degree in Human Resources, Finance, Payroll Management, Labor Cost Control, or an equivalent field is considered an advantage.
• Professional certification or specialized training in payroll administration, taxation, or personnel administration is desirable.
• Experience working in an international or multicultural environment is an advantage.

PROFESSIONAL EXPERIENCE

• Minimum of four (4) years of relevant experience in payroll administration and personnel administration.
• Demonstrated experience in managing complex payroll processes and ensuring compliance with statutory and tax requirements.
• Previous involvement in labor, tax, compliance, or internal audits is considered an asset.
• Experience within the energy, industrial, engineering, construction, or related sectors is strongly preferred.
• Experience in a multi-site or multinational environment is an advantage.

TECHNICAL AND LANGUAGE COMPETENCIES

Payroll Administration

• Comprehensive knowledge of end-to-end payroll processes, payroll calculations, statutory reporting, and compliance requirements.
• Good understanding of compensation structures, employee benefits, statutory deductions, and allowances.

Labor Law and Compliance

• Strong knowledge of Ivorian labor law, collective bargaining agreements, and statutory social and tax obligations.
• Good understanding of compliance, audit, and internal control requirements.

HR Systems and Information Technology

• Proficiency in payroll software and Human Resources Information Systems (HRIS).
• Working knowledge of Sage X3 or a similar ERP platform.
• Advanced proficiency in Microsoft Excel, including PivotTables, advanced formulas, data analysis, and reporting.

Data Analysis and Reporting

• Ability to develop HR dashboards, payroll analytics, workforce reports, and performance indicators.
• Strong analytical and reporting capabilities.

Digital Tools

• Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Ability to use artificial intelligence tools such as Microsoft Copilot, ChatGPT, and Claude in compliance with company confidentiality and data protection requirements.

Languages

• Fluent in both written and spoken French.
• Good professional command of English, with the ability to communicate effectively with international stakeholders and prepare professional documentation.

BEHAVIORAL AND MANAGERIAL COMPETENCIES

• Attention to Detail and Accuracy: Ability to manage sensitive data with a high degree of precision and reliability.
• Integrity and Confidentiality: Commitment to maintaining strict confidentiality of payroll and employee information.

• Organization and Prioritization: Ability to manage multiple priorities while meeting critical deadlines.

• Analytical Thinking: Ability to identify discrepancies, interpret data, and provide sound recommendations.
• Results Orientation: Commitment to delivering accurate and compliant payroll services on time.
• Professional Communication: Ability to clearly explain payroll and personnel administration matters to employees and managers.
• Internal Customer Focus: Ability to provide responsive and effective support to employees and management.
• Problem Solving: Ability to identify root causes and implement practical solutions efficiently.
• Continuous Improvement Mindset: Commitment to streamlining processes, enhancing controls, and leveraging technology.
• Teamwork and Collaboration: Ability to work effectively with HR, Finance, Audit, and Operations teams.

KEY PERFORMANCE INDICATORS (KPIs)

The performance of the position may be assessed against, but not limited to, the following indicators:

• 100% of payroll cycles processed within established timelines.
• Payroll accuracy rate above 99%.
• Zero penalties related to statutory, social security, or tax filings.
• 100% of statutory declarations submitted within regulatory deadlines.
• Employee personnel file compliance rate above 95%.
• Timely completion of payroll close and HR reporting requirements.
• Reduction in payroll-related errors and employee complaints.
• Accuracy and reliability of HR and payroll data used in reporting.
• Compliance with internal procedures, control requirements, and audit standards.
• Employee and manager satisfaction with payroll and personnel administration services.
• Contribution to the continuous improvement of HR processes and strengthening of internal controls.

Note: This list of responsibilities is not exhaustive. Additional duties, projects, and assignments may be assigned to the incumbent based on GECS business needs and organizational developments.

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