Payroll Officer

Job Description

About the job

Payroll Officer

JOB PURPOSE

The Payroll Officer is responsible for managing the end-to-end monthly payroll process accurately, confidentially, and within established deadlines. The role ensures that salaries, allowances, overtime, deductions, leave payments, end-of-service benefits, and other employee entitlements are correctly calculated and processed in accordance with company policies and applicable UAE regulations.

The position will work closely with HR, Finance, Operations, and employees to ensure accurate payroll inputs, timely salary processing, proper WPS compliance, and resolution of payroll-related issues.

KEY RESPONSIBILITIES

1. Monthly Payroll Processing

• Process monthly payroll for all employees accurately and within the approved payroll timeline.
• Verify salaries, allowances, overtime, commissions, bonuses, deductions, loans, advances, and other payroll adjustments.
• Ensure all payroll inputs are properly approved before processing.
• Review payroll calculations and conduct detailed payroll checks before final submission.
• Prepare payroll variance reports and investigate unusual changes.

2. Attendance, Leave & Overtime

• Review and validate monthly attendance records, including late arrivals, absences, overtime, and approved site/business trips.
• Coordinate with HR and relevant departments to ensure accurate attendance inputs.
• Calculate unpaid leave, leave salary, overtime, and other applicable employee entitlements.
• Ensure payroll cut-off dates are strictly followed.

3. WPS & Salary Processing

• Prepare and process monthly salary files through the Wage Protection System (WPS).
• Verify WPS files and salary amounts before submission.
• Coordinate with Finance and banking partners to ensure timely salary disbursement.
• Maintain accurate employee bank and salary information.
• Resolve WPS or salary processing discrepancies promptly.

4. Employee Changes & Payroll Records

• Update payroll records for new joiners, resignations, terminations, promotions, transfers, salary revisions, and other employee changes.
• Ensure payroll data is aligned with approved employment contracts and HR records.
• Maintain accurate and confidential employee payroll files.
• Prepare payslips, salary certificates, and other payroll-related documents when required.

5. End-of-Service & Final Settlements

• Calculate end-of-service benefits and final settlements in accordance with applicable regulations and company policy.
• Prepare settlement calculations for resignations, terminations, and employee transfers.
• Calculate outstanding salary, leave salary, deductions, gratuity, and other applicable entitlements.
• Coordinate with HR and Finance to ensure timely completion of final settlements.

6. Payroll Reconciliation & Reporting

• Reconcile payroll reports against bank payment records and Finance/ERP records.
• Prepare monthly payroll summaries, headcount reports, payroll cost reports, and other management reports.
• Investigate and correct payroll discrepancies.
• Support Finance with payroll-related accounting information and reconciliations.
• Provide payroll documentation required for internal and external audits.

7. Employee Support

• Respond professionally to employee queries regarding salaries, deductions, overtime, leave salary, payslips, and final settlements.
• Investigate payroll complaints and coordinate with the relevant departments to resolve issues.
• Maintain strict confidentiality of employee salary and personal information.

8. Compliance & Controls

• Ensure payroll processes comply with applicable UAE Labour Law, WPS requirements, and company policies.
• Maintain proper payroll documentation and approval controls.
• Keep updated on changes affecting payroll, employee benefits, leave, and end-of-service calculations.
• Identify payroll risks and recommend improvements to strengthen accuracy and internal controls.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree or Diploma in Accounting, Finance, Human Resources, Business Administration, or a related field.
• 3–5 years of hands-on payroll experience, preferably within the UAE.
• Strong practical knowledge of UAE payroll, WPS, EOS/gratuity, leave salary, overtime, and final settlements.
• Experience with HRMS, payroll systems, or ERP systems.
• Strong knowledge of Microsoft Excel, including formulas, Pivot Tables, and payroll reconciliation.
• Experience handling payroll for a large or multi-site workforce is an advantage.
• Knowledge of construction, manufacturing, or other high-volume workforce environments is preferred.

KEY SKILLS & COMPETENCIES

• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Strong knowledge of payroll processes and controls.
• Good understanding of UAE employment regulations.
• Advanced Excel skills.
• ERP/HRMS proficiency.
• Strong organizational and time-management skills.
• Ability to meet strict monthly payroll deadlines.
• Problem-solving and reconciliation skills.
• High level of confidentiality and integrity.
• Strong communication and coordination skills.

KEY PERFORMANCE INDICATORS (KPIs)

• Payroll accuracy and error rate.
• Timely completion of monthly payroll.
• WPS processing accuracy and compliance.
• Accuracy of attendance, overtime, and leave inputs.
• Accuracy of EOS and final settlement calculations.
• Timely resolution of employee payroll queries.
• Accuracy of payroll reconciliation and reporting.
• Compliance with internal payroll procedures and applicable UAE requirements.

INTERNAL RELATIONSHIPS

• Human Resources
• Finance & Accounts
• Operations
• Department Heads
• Branch/Site Management
• Employees

EXTERNAL RELATIONSHIPS

• Banks and payroll service providers
• WPS-related service providers
• Auditors
• Relevant government/regulatory authorities, where required

CONFIDENTIALITY

The Payroll Officer shall maintain strict confidentiality regarding employee salaries, personal information, payroll records, bank details, and all other sensitive HR and financial information.