Head of Payroll & HR Admin (SSC)
Publicis Groupe
București, București, RO
2 zile în urmă

Job Description

Overall responsibilities

This Head of Payroll & HR Admin role is client focused and high service attitude is of the utmost importance. There is a department of 4 payroll / HR Admins who are responsible for the management, processing and control of up to 4 payrolls in varying sizes for internal clients (circa 1000 employees).

The roles requires you to attend review meetings with the Agencies (our internal clients), where issues and projects are worked on as a team.

There is regular interaction with various in house teams finance ops, tax, accounting etc to ensure they have all salary related and tax calculations data when necessary.

An important part of the role is a practical, technical and an in-depth understanding of tax rules and an ability to produce manual calculations as and when required by senior management.

The role requires a constant review of processes, staff performance and systems to ensure that the payroll is up to date at all times, ie there is delay in updating the payroll system.

The management and coordination of staff is essential to ensure that payroll is cut off at the latest possible date, to ensure that all amendments to payroll are actioned in the month they occur.

Also it is important that you manage the team and continuously review all processes, logic and practicality in light of SSC framework.

Identify any processes that need to be removed, updated, improved, and implement improvements as required.

Responsibilities of the Payroll and HR Admin Function


  • Manage process between Payroll provider and the Agencies for the 4 payrolls
  • Ensure all payrolls are approved before BACS payments are released
  • Year end information
  • Manage auditors requests both internal and external.
  • Together with your team maintain Permanent Payroll Data for New Employees.
  • Review data for completeness, inconsistencies, etc. and enter employee data into payroll system
  • Enter & process termination pay
  • Update payroll data in the payroll system. Provide monthly payroll preparation timetable to Agency. Send Payroll Report to Agency.
  • Send the information to treasury to make the salary payments. Prepare payroll returns and / or statements of benefits, as required by local laws

  • Prepare payments to pension fund and / or other relevant authorities, as applicable. Check and reconcile all payroll associated journals entries received from the payroll provider
  • Prepare employee master data on the basis of employee contracts received from the agencies. Update employee master data on the basis of changes communicated by agencies, and submit to payroll provider.
  • Reconciliation of Career Settings data and payroll DB

  • Provide SSC with details of employee benefits, including copy of relevant agency, brand and / or Groupe approvals. Maintain employee benefits data
  • Obtain approval from Agency as necessary before processing employee benefits
  • Process approved employee benefits as required
  • Provide HR advice in respect of compliance with country regulations & employment laws, as requested by Agency
  • Provide Assistance Work Permit Applications. Apply for work permit as requested
  • Where applicable, notify Agency when renewal of work permit is becoming due
  • Where applicable, renew work permit as requested
  • On request provide assistance to individuals
  • Provide assistance in termination process, as requested. Assistance to individual and collective dismissals and related negotiations
  • HR Admin

  • Maintenance and updating of permanent data for all employees
  • Checking all salary changes are approved on HRIS
  • Checking approvals for increases and hiring
  • Prepare employee contract, certificates of employment, personnel files, certificates for employees
  • Preparation of documents for foreigners and contact with the office, work permits
  • Maintain permanent payroll data for new employees
  • Enter data for leaving employees
  • Managing People

  • Lead monthly team meetings and staff One to One sessions
  • Review and develop each team member ensure quality, efficiency and adopt to ensure we deliver best service to agencies.
  • Ensure that each job task is covered and work is available to be picked up in case of emergency.
  • Client

  • Communication with the agencies : improve the quality of communication of timetables, alerts on upcoming payroll events such as yearend.
  • Individual mails to agencies to develop relationships have been implemented

  • Meet with agencies on a regular basis to ensure we are delivering the best service possible and to review any potential risks.
  • Roll out any improvements to templates, forms, working instructions as necessary. All improvements to be applied to all agencies consistently.
  • Qualifications

  • At least 5-7 years experience
  • Bachelor degree in economics or human resources
  • Fluent in English
  • Experience in Share Service Centre preferable
  • Experience in managing a team
  • Experience with Human Resources Information & Payroll Systems.
  • Very good knowledge of local labour and payroll legislation
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