Head of Administration & Payroll 

Role Overview:
A highly organised, trustworthy, and experienced individual to lead the administration function and manage payroll, for the firm and for payroll clients. This is a senior role combining oversight of day-to-day office operations with full responsibility for accurate, compliant, and confidential payroll processing. The successful candidate will be a dependable custodian of the firm's resources and sensitive information, ensuring the smooth and professional running of the administrative side of the practice.

Key Responsibilities:

Administration & Office Management:

• Overseeing the day-to-day running of the office and supervising the administrative and front-office team.
• Managing procurement of office supplies, stationery, and equipment, and maintaining relationships with suppliers and service providers.
• Overseeing facilities, courier and mail services, and general office upkeep.
• Custody and control of petty cash and office funds, ensuring secure handling, accurate record-keeping, and proper documentation of all transactions.
• Maintaining and improving administrative systems, filing, and record management.

Payroll Management:

• Processing and administering the firm's payroll accurately and on time, including payslips, deductions, and disbursements.
• Managing payroll for the firm's payroll clients, ensuring accuracy, timeliness, and strict confidentiality.
• Preparing and submitting statutory returns and remittances (PAYE, NSSA, NEC, ZIMDEF and related obligations) within deadlines.
• Maintaining accurate payroll and employee records, and handling payroll queries professionally and discreetly.
• Keeping abreast of changes in payroll-related legislation and ensuring ongoing compliance.

HR & General Administrative Support:

• Supporting HR administration, including leave records, contracts, and onboarding documentation.
• Providing administrative support to Partners and the wider team as required.
• Assisting with coordination of internal matters and events as needed.

Candidate Profile – Essential Requirements:

Experience:

• Proven experience (ideally 5+ years) in an administration and/or payroll management role, preferably within a professional services environment (e.g. accounting, legal, consulting).
• Hands-on payroll processing experience, including statutory compliance in Zimbabwe.

Skills:

• Payroll Expertise: Sound working knowledge of payroll processing and Zimbabwean statutory requirements (PAYE, NSSA, NEC, etc.). Experience with Belina Payroll is essential.
• IT Proficiency: Strong MS Office skills, particularly Excel; comfortable with accounting/payroll systems.
• Organisational Skills: Excellent time management and attention to detail, with the ability to manage multiple deadlines and priorities accurately.
• Communication: Fluent in English with strong verbal and written communication skills.
• Leadership: Able to lead and coordinate an administrative team effectively.

Personal Attributes:

• Discreet and Trustworthy: Absolute integrity in handling confidential payroll information, employee records, and client funds — this is essential for the role.
• Reliable and Accountable: Dependable, takes ownership, and can be trusted to manage sensitive responsibilities with minimal supervision.
• Proactive and Resourceful: Takes initiative, anticipates needs, and finds solutions.
• Professional Demeanour: Positive attitude, composed under pressure, and team oriented.