Payroll Administrator (part-time)

The International Institute for Democracy and Electoral Assistance, IDEA, an intergovernmental organization with Member States on all continents, aims to support sustainable democracy world-wide, working with both new and long-established democracies, helping to develop the institutions and culture of democracy. At the interface between research, field experience and the donor community, it provides a forum for dialogue and helps develop practical tools to improve democratic processes, including election management. It operates at international, regional and national level, working in partnership with a range of institutions.

The headquarters is sited in Stockholm, Sweden. The Institute also has regional programmes in Latin America, Africa and Asia. The Institute currently employs some 60 staff from more than 20 countries and uses English as the working language.

IDEA seeks an experienced Payroll Administrator, to be based in Stockholm, Sweden (S)he will report to the Human Resources Manager and will belong to the Human Resources Unit, which is part of the Division of Finance and Administration currently consisting of 12 staff members.

Main functions of the assignment
- Administer and effect salary payment in multiple currencies, including calculations and processing of entitlements for international staff at Headquarters' as well as Field based staff (i.e. rental subsidy, child allowance, education grant, step increments, installation and separation grants, home leave, etc.).
- Process timesheets for temporary/hourly paid employees and administer and effect their salary payment.
- Update and maintain HOGIA database, relevant spreadsheets and paper files concerning salaries and entitlements, ensuring observance of IDEA Staff Rules and Regulations and change financial years issuing relevant reports to authorites.
- Prepare monthly salary reconciliation calculations, changes from previous months, and reports on upcoming events such as contract expirations, separations, parental leave, etc.
- Report salary updates/changes to appropriate external authorities.
- Administer pensions for staff. Reconcile invoices from various pension funds and insurance providers.
- Calculate insurance premiums, process payments to insurance providers, verify invoiced amounts and identify/resolve any discrepancies.
- Action payments and reconciliation of taxes and social charges. Etc.

Qualifications and required skills:

- High School diploma or equivalent studies. Post-secondary education in accounting or finance related subject matter would be an advantage.
- Minimum 3-5 years of relevant working experience in payroll administration. Working experience in an international environment is an asset.
- Knowledge and experience with HOGIA payroll system or similar payroll package/s is required.
- Experience in dealing with external authorities such as the tax office, insurance agencies/providers, social security office, etc.
- Numeracy, accuracy, attention to detail, organisational skills, understanding of basic accounting concepts and practice and of financial controls.
- Possess computer literacy (especially good knowledge of Microsoft Office package: Word, Excel, Outlook) and experience as an Internet user.
- Excellent communication skills and service minded mentality and personality.
- Ability to work in a team, able to plan own work efficiently and report to HR Manager on a regular basis.
- Good working knowledge of English and Swedish (oral and written) is essential.