Payroll Processing
16. Analyze, verify, and process payrolls for all employees and non-staff members, ensuring timely and accurate payment of salaries.
17. Prepare and submit all the required payroll reports in ORACLE and PAYCHEX to relevant units on a timely manner.
18. Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time.
19. Verify that all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in ORACLE and PAYCHEX.
20. Validate payroll results to ensure accuracy of all payments and deductions.
21. Ensure that amounts included on the Personnel Action transfers, separations from service, etc. are accurately paid and/or deducted from staff members.
22. Ensure projectization percentages and WBS have been updated. Reconcile with relevant unit/s the projectization discrepancies to ensure staff costs are correctly charged to projects.
23. Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract. Ensure recovery of all outstanding debts.
24. Perform the cross-validation procedures before payroll exit. • Periodically check adherence of payroll elements to existing rules and regulations, and related instructions, and note deviations for escalation or other necessary actions.
25. Communicate all ORACLE Payroll related issues to ORACLE Helpdesk and follow-up resolutions made.
26. Recommend systems enhancements necessary to carry out payroll operations more efficiently and effectively. Make suggestions to create more useful and substantial payroll reports, participate in testing phase of any system/
27. Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
28. Perform other related duties as assigned
Administrative Tasks
29. Manage and monitor a large volume of complex and sensitive correspondence, including mail, email, and calls; ensure proper routing, prioritization, accuracy, and timeliness; arrange appointments and duty travel for the CoM; receive visitors; organize high-level meetings, take minutes, and follow up on required actions; format and proofread official documents for consistency and compliance.
30. Coordinate and oversee G4 visa applications and renewals for staff and their dependents,
including Employment Authorization and Social Security processes; liaise with consulates and the
Office of Foreign Missions (OFM); manage registrations and deregistrations; maintain
comprehensive trackers and ensure timely communication of updates.
31. Oversee hotel reservations and prepare letters of invitation for visitors, consultants, and
STAs; maintain complete documentation and trackers for travel authorizations; ensure timely
follow-up on reservations and payment processes.
32. Establish and maintain internal procedures and tracking systems for letters of invitation,
accreditation, and employment verification; develop comprehensive administrative guidelines and
adapt office procedures to meet operational needs.
33. Supervise the initiation and processing of administrative and financial tasks such as
Purchase Requisitions, Requests for Payment, and Invoice processing; ensure accuracy, compliance,
and timeliness; support staff with process guidance and system use.
EDUCATION
EXPERIENCE
SKILLS