Background

First Capital Bank is inviting applications from suitably qualified candidates to fill the position of HR Operations and Payroll Specialist, tenable at the Head Office. Reporting to the HR Operations Manager, the successful candidate will be responsible for accurate payroll processing, sound compensation governance and effective benefits administration through robust analysis, controls, reporting, and compliance.

Key Responsibilities

Payroll Governance & Accuracy

• Manage end-to-end payroll processing, ensuring accuracy, timeliness, and compliance with approved remuneration policies and authority limits.
• Conduct regular data integrity checks and reconciliations across HRIS, payroll, and Finance records.
• Review payroll journals, cost allocations, and system uploads to ensure accuracy and completeness.

Compensation & Benefits Analysis and Reporting

• Produce monthly payroll and total cost to company (TCTC) reports.
• Analyse payroll trends to support workforce and cost planning.
• Support salary benchmarking exercises and provide analytical input into salary proposals and adjustments.
• Prepare leave liability, gratuity, and other benefit accrual reports and reconcile with Finance.

Benefits Administration & Third-Party Management

• Oversee design and delivery of technical, regulatory, and functional training, ensuring content aligns with banking regulations, policies, and best practices.
• Support employee onboarding and induction programs.
• Oversee accurate processing of statutory and non-statutory benefits, including PAYE, pension, group life, union deductions, and other approved benefits.
• Liaise with pension administrators, insurers, and relevant statutory bodies to resolve queries and ensure compliance.
• Support processing of staff loans, salary advances, and benefit-related claims in line with policy.

Controls, Compliance & Audit

• Ensure payroll and benefits processes comply with internal policies, labour legislation, and regulatory requirements.
• Maintain audit-ready payroll records and support internal and external payroll audits.
• Perform monthly payroll backups and ensure business continuity procedures are followed.
• Monitor legislative changes impacting payroll and benefits and advise HR Operations Manager accordingly.

Records & Employee Data Management

• Own and control employee records management, both physical and electronic (e-files).
• Ensure compliance with data protection, confidentiality, and internal governance standards.

Competencies

• Strong analytical and numerical skills
• Advanced Excel and reporting skills
• High attention to detail and accuracy
• Strong understanding of payroll controls and governance
• Ability to interpret policies and legislation
• Professional judgment and discretion

Qualifications and Requirements

• Degree in HR, Finance, Accounting, or related field
• Minimum 2-3 years’ solid payroll experience, preferably in a regulated or complex environment.
• Strong experience in payroll processing and compensation administration
• Working knowledge of Malawi tax, statutory deductions, and employment legislation
• Experience using HR and payroll systems (e.g. SAGE 300 People)

• Manage end-to-end payroll processing, ensuring accuracy, timeliness, and compliance with approved remuneration policies and authority limits.
• Conduct regular data integrity checks and reconciliations across HRIS, payroll, and Finance records.
• Review payroll journals, cost allocations, and system uploads to ensure accuracy and completeness.
• Produce monthly payroll and total cost to company (TCTC) reports.
• Analyse payroll trends to support workforce and cost planning.
• Support salary benchmarking exercises and provide analytical input into salary proposals and adjustments.
• Prepare leave liability, gratuity, and other benefit accrual reports and reconcile with Finance.
• Oversee design and delivery of technical, regulatory, and functional training, ensuring content aligns with banking regulations, policies, and best practices.
• Support employee onboarding and induction programs.
• Oversee accurate processing of statutory and non-statutory benefits, including PAYE, pension, group life, union deductions, and other approved benefits.
• Liaise with pension administrators, insurers, and relevant statutory bodies to resolve queries and ensure compliance.
• Support processing of staff loans, salary advances, and benefit-related claims in line with policy.
• Ensure payroll and benefits processes comply with internal policies, labour legislation, and regulatory requirements.
• Maintain audit-ready payroll records and support internal and external payroll audits.
• Perform monthly payroll backups and ensure business continuity procedures are followed.
• Monitor legislative changes impacting payroll and benefits and advise HR Operations Manager accordingly.
• Own and control employee records management, both physical and electronic (e-files).
• Ensure compliance with data protection, confidentiality, and internal governance standards.

• Strong analytical and numerical skills
• Advanced Excel and reporting skills
• High attention to detail and accuracy
• Strong understanding of payroll controls and governance
• Ability to interpret policies and legislation
• Professional judgment and discretion

• Degree in HR, Finance, Accounting, or related field
• Minimum 2-3 years’ solid payroll experience, preferably in a regulated or complex environment.
• Strong experience in payroll processing and compensation administration
• Working knowledge of Malawi tax, statutory deductions, and employment legislation
• Experience using HR and payroll systems (e.g. SAGE 300 People)