JOB DESCRIPTION

Position: Secretary cum Payroll Officer

Department

Administration / Finance / Human Resources

Reports To

Finance & Administration Manager

Job Purpose

The Secretary cum Payroll Officer is responsible for providing efficient secretarial and administrative support while ensuring the accurate and timely processing of payroll for all employees. The role supports compliance with Mauritian labour legislation, statutory payroll requirements, company policies, and the operational needs of the organisation within the sugar industry.

Key Responsibilities

A. Secretarial & Administrative Duties

• Provide professional secretarial support to Management.
• Manage diaries, appointments, meetings, and travel arrangements.
• Draft, type and distribute correspondence, reports, presentations, and minutes of meetings.
• Manage incoming and outgoing correspondence, emails and telephone calls.
• Maintain confidential filing systems (electronic and hard copy).
• Coordinate office administration activities and ensure smooth daily operations.
• Monitor office supplies and liaise with suppliers for procurement.
• Welcome visitors and coordinate appointments with internal and external stakeholders.
• Maintain company records, licences and important corporate documents.

B. Payroll Administration

• Prepare and process monthly payroll accurately and within established deadlines.
• Verify attendance records, timesheets, overtime, leave, shift allowances and other payroll inputs.
• Calculate salaries, wages, overtime, bonuses, commissions, gratuities and other employee benefits.
• Process new employee information, salary adjustments, promotions, transfers and terminations.
• Prepare final payments for resigned or retired employees in accordance with applicable legislation and company policy.
• Maintain accurate payroll records and employee payroll files.
• Generate payroll reports for Management and Finance.
• Respond to payroll-related queries from employees.
• Ensure confidentiality of all payroll information.

C. Human Resource Administration

• Maintain employee personal files and employment records.
• Prepare employment contracts, confirmation letters, warning letters and other HR documentation.
• Administer leave records, attendance registers and absenteeism reports.
• Maintain training records and HR databases.
• Coordinate employee medical examinations where required.
• Support disciplinary and grievance procedures through administrative assistance.

D. Statutory & Compliance Responsibilities

Ensure payroll complies with all applicable Mauritian legislation, including:

• Workers' Rights Act 2019
• Income Tax Act (PAYE)
• National Pensions and Social Security requirements
• MRA payroll reporting requirements
• Occupational Safety and Health Act where applicable
• Employment Relations Act

Prepare and submit payroll information required for statutory declarations and audits.

Assist during external audits, labour inspections and MRA reviews.

Maintain accurate payroll documentation in accordance with legal retention requirements.

E. Reporting

Prepare monthly reports including:

• Payroll Summary
• Overtime Analysis
• Leave Reports
• Attendance Reports
• Headcount Reports
• Salary Cost Analysis
• HR Statistics
• Employee Movement Reports

Qualifications

• Diploma or Degree in Human Resource Management, Business Administration, Accounting, Finance or a related field.
• Professional payroll qualification would be an advantage.

Experience

• Minimum 3–5 years' experience in payroll administration and office administration.
• Experience processing payroll for industrial or agricultural operations is highly desirable.
• Experience using payroll software (SICORAX or equivalent).
• Good knowledge of Microsoft Office, particularly Excel.

Knowledge

The successful candidate should possess sound knowledge of:

• Mauritian payroll legislation
• Workers' Rights Act 2019
• PAYE procedures
• Social security contributions and statutory deductions
• Leave administration
• Payroll accounting principles
• HR administration
• Office management procedures

Experience with collective agreements in the sugar or agricultural sector would be an advantage.

Skills & Competencies

• Excellent organisational and planning skills.
• Strong numerical and analytical ability.
• High level of accuracy and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet strict payroll deadlines.
• High level of confidentiality and integrity.
• Strong problem-solving skills.
• Good report writing skills.
• Excellent computer literacy.
• Ability to work independently and as part of a team.

Personal Attributes

• Honest and trustworthy.
• Professional and discreet.
• Well organised and proactive.
• Reliable and punctual.
• Customer-service oriented.
• Adaptable and willing to support operational requirements.

Key Performance Indicators (KPIs)

• 100% accurate and timely payroll processing.
• Timely submission of statutory payroll obligations.
• Zero significant payroll compliance issues.
• Accurate maintenance of employee records.
• Timely preparation of management reports.
• Effective administration support to Management.
• High level of employee satisfaction regarding payroll services.
• Compliance with company policies and applicable Mauritian legislation.

 Working Relationships

Internal:

• Administrative Manager
• Finance Department
• Human Resources
• Estate and Factory Managers
• Supervisors
• All Employees

External:

• Mauritius Revenue Authority (MRA)
• Ministry of Labour
• Banks
• Auditors
• Insurance Companies
• Pension and social security authorities
• Payroll software providers