About the job Payroll & Admin Officer ( Internal )

On behalf of our client, Manpower Malta is seeking to recruit a Payroll & HR Administration Officer.

Our client is a well-established international organisation seeking a highly organised and detail-oriented professional to join its HR team. The successful candidate will play a pivotal role in managing payroll operations, supporting HR administration processes, and ensuring smooth coordination between employees, management, and international offices. This position requires a proactive individual who can work independently while maintaining the highest standards of accuracy, confidentiality, and service delivery.

Key Responsibilities

Payroll Management & Coordination

Manage end-to-end payroll processes, ensuring accuracy and timely execution of payroll runs.
Generate payroll reports and address payroll-related queries, discrepancies, and payslip issues.
Onboard new employees onto payroll systems and establish relevant leave profiles.
Maintain accurate records of employee leave, including maternity, emergency, unpaid, and other designated leave categories.
Calculate final settlements, outstanding leave balances, and termination payments, communicating relevant information to management.
Prepare and submit year-end payroll documentation and support external audits by responding to requests and providing necessary records.
Maintain payroll data integrity and ensure compliance with applicable employment legislation and company policies.

HR Administration

Maintain and update employee records, ensuring the accuracy of personal information, employment documentation, and banking details.
Prepare employment-related documentation, including contract amendments, salary revisions, promotions, and role changes.
Coordinate onboarding administration and distribute company policies and documentation to new employees.
Provide guidance and support to employees and managers on HR policies, procedures, and administrative processes.
Process various employee leave applications and HR requests in accordance with company policies and legal requirements.
Complete statutory reporting requirements and assist with regulatory submissions where required.
Support internal initiatives, audits, certifications, and organisational projects related to HR and compliance.
Manage general administrative duties, including document preparation, filing, scanning, and record management.

Employee Relations & Cross-Office Support

Foster effective communication between HR, employees, management, and international offices.
Assist in maintaining consistent HR practices and administrative procedures across multiple locations.
Support employee relations matters by providing administrative assistance and first-line HR support.
Collaborate with internal stakeholders to ensure smooth HR operations and employee experience.
Contribute to wider HR projects and undertake additional duties as required.

Requirements

Minimum of 2-3 years of experience in payroll administration and HR administration.
Strong understanding of payroll processes and employment-related administration.
Knowledge of Maltese employment legislation and regulatory requirements.
Excellent organisational skills with the ability to manage multiple tasks and deadlines effectively.
Strong attention to detail and a commitment to accuracy and confidentiality.
Excellent verbal and written communication skills with a professional and service-oriented approach.
Good analytical and problem-solving abilities.
Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
Ability to prepare reports and interpret payroll and HR-related data.
Fluency in both Maltese and English, written and spoken.
Ability to work independently while contributing positively within a team environment.

Payroll & Admin Officer ( Internal )

Job Description