Payroll Officer Benelux

JOB PURPOSE 

The main purpose of the Payroll Officer is to guarantee the payroll ‘on time’ and ‘accurate’ for all Benelux entities. This role will be based in Willebroek with a main focus on our Willebroek and Gent production sites and including the business hubs in the Netherlands and Antwerpen. In addition this role should be able to support the payroll of our hub in La Hulpe. (international environment)

This role works closely together with the Payroll Officer based in Lixhe and should be able to back up. 

Contributes to  the effectiveness of the payroll setup, time&attendance procedures and organization of work (shift patterns) working closely with the HR and Operations Teams. She/he focuses on administrative, project, operational and payroll support and management for the HR Function and employees. Her/his mission is to ensure consistency, effectiveness and efficiency of payroll related data.

JOB SCOPE/DIMENSIONS 

Payroll Officer ensures Time & Attendance monthly closure; smooth, correct and timely Payroll monthly calculation, monthly Payroll closure and annual Payroll closure and Payroll and Time & attendance systems setup. She/He is also responsible to ensure the data quality for reporting and HRIS related systems.

The Payroll Officer supports the procedures related to compensation and benefits on a Country level, such as - Total reward system, HR information systems and tools, Data quality, KPIs, Budget of personnel costs, International mobility and Labor law expertise. She/he is also responsible for the correct set up and application of  the compensation and benefit structure in the frame of collective bargaining agreement, company regulations, policies and procedures related to employee benefits. 

KEY TASKS AND RESPONSIBILITIES 

Payroll Officer

Manage to pay

• On- and offboarding of staff in our hr systems

• Manage T&A system daily and monthly closure with collaboration of Operations teams;

• Ensure correct and timely monthly payroll calculation and closure;

• Ensure Annual closure;

• Manage the Belgium social security entitlements;

• Manage sickness and accidents loss of income indemnities, coordinating with HR BPs, internal insurance department and external insurances;

• Support and coordinate the establishment of annual statements related to social security entitlements and tax;

• Support on payroll related accounts reconciliation;

• Establish and improve payroll processes resulting from changes to legislation, internal regulations and guidelines;

• Ensure compliance with the principles and policies of the Company and with the Belgium legislation;

• Be the single point of contact to facilitate payroll troubleshooting for a wide range of payroll related questions;

• Be a point of contact for any payroll related issues to all local stakeholders including local management and all employees.

• Be a point of contact for any payroll related audit and prepare related reports.

Workday

• Act as key user of Workday and is responsible for data entry and accuracy.

Social Legal   

• Stay informed on changes in labor, social security & tax legislation and ensure that the changes are correctly captured in Payroll system;

• Contact with payroll consultants 

Compensation & Benefits 

• Manage and supervise all administrative policies and processes related to his/her expertise;

• Coordinate the Annual Salary Review and Performance Bonus processes; 

• Participate on monthly Payroll calculation, Annual payroll closure and regular Time & Attendance check

 Systems and tools 

• Leverage the human resource information system to effectively and efficiently manage HR processes and maintain the accuracy of HR systems data through monthly checks 

• Stay informed on changes in labor, social security & tax legislation and ensure that the management is timely informed and the HR processes & practices comply with legislation;

• Validate, consolidate and analyze global headcount data as reported in the Imerys Enablon system each month;

• Management of day by day HR Administration activities providing certificates, declarations and other documents upon personnel needs and requests.

Reporting

• Responsible for the timely and accurate preparation of the annual HR forecast & budget;

• Ensure monthly and quarterly HR costs reports, accruals and consolidations for all the staff of the Plants;

• Consolidate the monthly and annual HR reporting to the HQ.

International mobility

• Provide local support for international transfers including expatriate support related to relocation, work permits and all settling in transition activities. 

Safety and Corporate social responsibility (CSR)

• Ensure the application of local laws/company procedures for work environment/safety;

• Manage and promote HR activities in Imerys corporate CSR program.

Labor consultancy and legal compliance

• Prepare and manage all documents related to the employment contract such as internal regulations, employment contracts, amendments and exits;

• Provide labor consultancy. 

INTERNAL & EXTERNAL INTERACTIONS 

Country scope: Willebroek, Gent, The Netherlands

Internal and external stakeholders 

JOB SPECIFICATIONS 

• BSc. degree in Human Resources, Business Administration or Finance or equivalent

• Proven working experience gained in payroll; 

• Working experience in an international payrolling environment is a plus.

• Experience acquired in an industrial/manufacturing environment;

• Prior experience in HR practices and compensation cycle management;

• Strong knowledge in social insurances;

• Excellent knowledge of current Belgium labor rules and regulations;

• Familiarity with various types of incentives and benefits;

• Affinity with information systems and propose automation;

• Fluent in  Dutch, English, eventually French;

• Working knowledge of job evaluation and job analysis systems;

• Familiarity with various types of incentives and benefits;

• Strong quantitative and analytical skills with ability to synthesize trends and recommendations;

• Good organizational and and ability to multi task and re-prioritize regularly;

• Self motivated with ability to propose initiatives that proactively addresses HR business issues in his area of expertise;

• Good interpersonal skills engaging with different stakeholders;

• Precise with emphasis on detail and accuracy.

PHYSICAL / ENVIRONMENTAL ASPECTS

On site in presence - no smart working will be allowed