Payroll Specialist

The role includes payroll processing and controls, vendor management, audits, year-end activities and continuous process improvement, as well as acting as a key contact for employees and internal stakeholders. 

Ownership and responsibility for E2E payroll processing and payroll vendor relationship management

• Responsible and accountable for:

Accuracy – Ensures payroll processes achieve highest level of correctness, reveals patterns of inaccuracy cases and suggests corrective actions regardless of data owner.

Compliance to payroll regulations, Nokia policies and all applicable regulations in place in the region / industry / country.

Timeliness – Strict adherence to the pre-aligned payroll calendar timelines and statutory deadlines.

Efficiency – Constantly seek methods and improvements to maximize effectiveness.

Data security – Controls any forms of payroll data security, reveals and reports gaps/breaches if any.

• Oversees and supervises the preparation, processing, and validation of monthly payroll runs completed by Payroll Specialist team.
• Performs monthly payroll validation; ensures all necessary checks and controls are performed before the sign-off including but limited to SOX controls.
• Approves finalized payroll files and bank files before releasing salaries to employees’ bank accounts.
• Reviews and approves payroll posting files including accruals; supports Finance with posting clearing procedure.  
• Supports Payroll Specialist team with investigation and correction of errors associated with auditing of payroll data before the payroll cycle is finalized.
• Analyzes impact of new legal or business requirements on payroll and time management system and processes.
• Responsible for the input of payroll dashboard internally.
• Manages payroll incident tracker files according to the global payroll directory.
• Manages tax year-end processing and filing according to the local statutory requirements; ensures employee annual tax forms are distributed.
• Supports all internal and external audits related to payroll.
• Agrees on payroll schedules and calendars with payroll vendor in accordance with local regulations and Nokia’s global payroll procedures and best practices.

Vendor management

• Monitors vendor’s operational performance through SLA/KPIs; provides feedback; escalate to leadership if necessary; responsible for holding the vendor accountable.
• Represents Nokia in the service calls with payroll, time management and benefit vendors.  
• Understands content of the payroll vendor service agreements; provides proposal for improvement of services and extension/adjustment of the agreement if needed.
• Control, confirm and validate monthly payroll vendor invoices; maintains close cooperation with Payroll Vendor Management team.
• Request new elements to be set-up payroll vendor/time management vendor.

Documentation and others

• Supports access rights and access management related to payroll tools and payroll data.
• Responsible for creating, maintaining, and developing country payroll procedures to ensure alignment with HR policy and local legislative compliance, proposes changes for improvement.
• Ensures appointing a deputy of in case of planned leave of absence or in case of emergency; acts as a back-up for other countries upon demand.
• Ensures Nokia employees get the best service excellence experience; in case of escalations Payroll Manager acts as the highest level point of contact.
• Actively supports various phases of on-going payroll projects such as requirement collection / review, design, documentation, testing, and training/presenting.
• Ensure all payroll information and records are stored, maintained, and archived in accordance with statutory requirements and Nokia policies.

Qualifications

• Excellent written and oral communication skills in English and Portuguese.
• 5+ years of experience in working on end-to-end Portuguese payroll.
• Strong knowledge and understanding of the payroll and tax legislation in Portugal
• College degree in related field required. Master’s Degree preferred.
• Experience with working for mid-size / large multination companies as part of a global team.
• Knowledge of any other payrolls in Europe is a plus. 

• Ability to complete root cause analysis, research and solve outstanding issues in a timely fashion.
• Strong customer service skills with employees even in conflict and complaint situations.
• Ability to plan, organize and schedule duties to meet payroll processing deadlines.
• Ability to work independently and diligently under pressure with minimal supervision.
• Performs work that is complex and varied, collects and evaluates information to determine the best course of actions, identifies solution and / or escalates to the appropriate level.
• Flexibility with working patterns in payroll peak periods; has latitude to interpret broad instructions.
• Ability to apply fundamental knowledge of functional concepts and prior experience.
• Regularly makes decisions within authorized parameters, originality and ingenuity is often required.
• Ability to conduct training to others at lower levels on the team upon demand.
• Ability to maintain and nurture relationship with external partners and internal stakeholders.
• Demonstrates professional behavior during work at all times.
  • Required to travel internationally (mainly within Europe) 5-10%.