Job vacancies at Holland Dairy P.L.C Ethiopia

Payroll Processing & Administration

• Process semi-monthly or monthly payroll accurately and on time.
• Maintain and update the payroll system with employee information, including new hires, terminations, salary changes, and bank details.
• Calculate and process final settlements for resigning employees.
• Ensure all payroll transactions are processed correctly and in compliance with statutory regulations.
• Prepare and submit all statutory payments (PAYE, Pension, etc.) to the relevant authorities by the due dates.
• Reconcile payroll accounts and prepare monthly payroll journals for the Finance department.

Overtime (OT) Management

• Establish and manage a clear, standardized process for overtime submission and approval.
• Receive and meticulously verify overtime claims from department managers, ensuring they align with company policy (e.g., pre-approval is obtained).
• Follow up with managers on any discrepancies, missing approvals, or unclear submissions.
• Calculate overtime payments at the correct rates as per employment contracts and labor law.

Annual Leave (AL) & Absence Management

• Maintain an accurate and up-to-date record of all employee leave balances (annual, sick, unpaid, etc.).
• Process all leave applications in the payroll system, ensuring they are correctly approved by the respective line manager.
• Calculate and process leave encashment or deductions as per policy.
• Provide monthly leave balance reports to managers and the HR team.
• Proactively flag any leave pattern issues or negative balances to the HR Manager.

Expense Reimbursement Management

• Administer the employee expense reimbursement process.
• Receive, review, and verify all expense claims (e.g., medical bills, travel per diems, mileage) against company policy.
• Ensure all expense claims have the necessary supporting documentation (receipts, approval forms) and are duly approved by the authorized department manager.
• Process approved expenses for payment in the next payroll cycle.
• Liaise with employees or managers to correct any invalid or non-compliant claims.

Coordination with Department Managers

• Serve as the primary payroll contact for all department managers.
• Train managers on payroll submission procedures, deadlines, and approval authorities.
• Distribute and collect standardized payroll input templates (e.g., OT sheets, leave forms) before each payroll run.
• Provide a pre-payroll report to managers for a final check, if necessary, to prevent errors.

Reporting & Compliance

• Generate payroll reports for management after each pay cycle.
• Prepare ad-hoc reports for the HR Manager and Finance as required.
• Assist with internal and external audits related to payroll.
• Stay updated on current payroll laws and regulations to ensure company compliance.

• Degree in Finance, Accounting, Business Administration, or a related field.
• Experience managing overtime, leave, and expense reimbursements is essential.
• Proven experience of 3+ years in a similar payroll officer role, preferably in a company with 200+ employees.
• Solid understanding of payroll principles, tax regulations, and labor laws.
• Strong organizational and event coordination skills.

Strategic Mindset: Ability to think strategically and translate business challenges into actionable HR solutions.

Communication & Influence: Exceptional communication, interpersonal, and influencing skills, with the ability to engage effectively at all levels of the organization.

Resilience & Drive:

• Highly self-motivated, resilient, and capable of delivering high-quality work under pressure and tight deadlines.
• Excellent communication and interpersonal skills.
• High level of discretion and confidentiality.
• Proficient in Microsoft Office Suite; experience with HRIS is a plus.