Essential Job Details

• Position Title: Payroll Specialist
• Location: Nairobi, Kenya
• Employment Type: Full-Time (Onsite)
• Number of Vacancies: 1
• Salary: KES 70,000 – KES 100,000 Monthly (Estimated based on market research from reputable sources: Glassdoor and PayScale for payroll specialist roles in Nairobi’s healthcare sector)
• Category/Department: Payroll / Human Resources
• Reporting To: Finance Manager / HR Director
• Application Deadline: 14 September 2025
• Client: Confidential (Home Healthcare Provider)

Introduction

An exceptional payroll specialist opportunity awaits a seasoned professional at a leading home healthcare provider in Nairobi, Kenya, to oversee and manage critical payroll functions with precision and compliance. This full-time onsite role demands expertise in payroll management, healthcare labor regulations, and coordination across HR, Finance, and Operations teams to ensure accurate and timely compensation for homecare staff. Designed for dynamic individuals with a CPA (K) or equivalent certification and at least five years of experience, including two in healthcare, the payroll specialist position offers a chance to contribute to empowering caregivers while advancing a career in a high-pressure, mission-driven environment. Join this confidential client to drive payroll excellence, streamline processes, and uphold regulatory standards in a vital healthcare setting.

About the Client

Our client, a confidential provider of home healthcare services in Nairobi, Kenya, is dedicated to delivering essential care to patients through a committed team of field caregivers, nurses, and administrative staff. Operating in the healthcare industry, the organization prioritizes empowering its workforce by ensuring fair, compliant, and timely payroll practices that align with its mission to enhance patient outcomes. With a focus on regulatory adherence, including compliance with Kenya’s Employment Act and Social Health Insurance Fund requirements, the client fosters a professional environment that values precision, integrity, and collaboration. The payroll specialist role is pivotal in supporting this mission by managing payroll operations, ensuring staff are compensated accurately, and contributing to the organization’s operational efficiency in a fast-paced healthcare landscape.

Key Responsibilities

• Manage payroll operations for all homecare staff, including field caregivers, nurses, and administrative personnel, across weekly, bi-weekly, and monthly pay cycles in the payroll specialist role.
• Validate timesheets, schedules, and electronic visit verification (EVV) records to ensure accurate compensation calculations for all employees.
• Ensure compliance with the Employment Act of Kenya, wage and hour regulations, overtime rules, and healthcare-specific pay requirements, such as shift differentials and hazard pay.
• Process payroll components, including garnishments, benefits deductions, direct deposits, tax withholdings, and union agreements (if applicable), with meticulous accuracy.
• Monitor payroll data for discrepancies, resolving issues promptly to maintain trust and reliability in payroll delivery.
• Prepare and file all payroll-related tax reports, ensuring adherence to local tax laws and statutory deductions as mandated by the Kenya Revenue Authority (KRA).
• Lead internal and external payroll audits, addressing discrepancies and ensuring compliance with national and county regulations, including Social Health Insurance Fund requirements.
• Stay updated on legislation affecting payroll, such as KRA guidelines, Ministry of Labour updates, and healthcare-specific wage mandates (e.g., minimum wage for live-in caregivers).
• Partner with HR to manage employee life-cycle changes, including new hires, transfers, promotions, terminations, and leave of absence adjustments, in the payroll specialist role.
• Serve as the primary point of contact for employee payroll inquiries, providing timely resolutions while maintaining exceptional customer service standards.
• Oversee payroll systems and HRIS platforms, recommending upgrades, integrations, and automation tools to enhance efficiency.
• Develop and refine standard operating procedures (SOPs) to ensure consistency, scalability, and accuracy in payroll processes.
• Identify opportunities to streamline payroll operations, reducing errors and improving the employee experience.
• Produce regular and ad-hoc reports on payroll trends, compliance metrics, and workforce costs to support leadership decision-making.
• Collaborate with Finance and Operations teams to align payroll processes with budgetary and operational goals.
• Train payroll staff on systems and compliance requirements, fostering a culture of accuracy and accountability.
• Implement automation tools to reduce manual payroll tasks, improving turnaround times and minimizing errors.
• Conduct regular reviews of payroll processes to identify bottlenecks and propose solutions for enhanced efficiency.
• Maintain confidentiality and high ethical standards in handling sensitive employee and financial data.
• Support cross-functional initiatives, such as integrating payroll data with HR analytics for workforce planning.
• Resolve payroll discrepancies quickly, liaising with employees and management to ensure clarity and satisfaction.
• Monitor compliance with union agreements (if applicable), ensuring payroll aligns with negotiated terms.
• Coordinate with external auditors to provide accurate documentation during compliance reviews.
• Develop contingency plans for payroll system disruptions to ensure uninterrupted salary disbursements.
• Analyze payroll trends to provide insights on labor costs, helping optimize staffing budgets.

Qualifications and Skills

• Education: Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, or a related field required for the payroll specialist role.
• Certification: Must hold a CPA (K), ACCA, or equivalent professional accounting certification.
• Experience: 5+ years of progressive payroll management experience, with at least 2 years in healthcare, homecare, or a service-oriented industry.
• Regulatory Knowledge: Strong understanding of multi-state payroll processing, healthcare labor laws, wage/hour compliance, and union contract administration.
• Compliance Expertise: Experience with Social Health Insurance Fund requirements and electronic visit verification (EVV) systems strongly preferred.
• Technical Proficiency: Expertise in payroll and HRIS platforms (e.g., ADP, Paycom, Paychex, or equivalent) and advanced Excel skills (pivot tables, VLOOKUP, data validation).
• Leadership Skills: Demonstrated ability to manage and develop payroll staff, fostering a high-performing team.
• Analytical Skills: Exceptional ability to analyze payroll data, identify trends, and resolve discrepancies under tight deadlines.
• Interpersonal Skills: Strong interpersonal and communication skills to collaborate cross-functionally and provide excellent employee service.
• Ethical Standards: High commitment to confidentiality, compliance, and integrity in all payroll matters.
• Problem-Solving: Robust problem-solving capabilities to address payroll issues efficiently in the payroll specialist role.
• Time Management: Ability to prioritize tasks and meet deadlines in a high-pressure healthcare environment.
• Attention to Detail: Meticulous approach to ensure accuracy in payroll calculations and compliance reporting.
• Customer Service: Proven ability to handle employee inquiries with professionalism and empathy.
• Adaptability: Flexibility to adapt to changing regulations, systems, or organizational needs.
• Team Collaboration: Strong ability to work with HR, Finance, and Operations teams for seamless payroll integration.
• Preferred Skills: Experience with payroll automation tools and familiarity with Kenyan healthcare wage mandates.
• Technical Skills: Proficiency in data analysis tools beyond Excel, such as Power BI, is an advantage.
• Regulatory Awareness: Up-to-date knowledge of KRA and Ministry of Labour guidelines.
• Confidentiality: Discretion in handling sensitive employee and financial information.

Company Culture and Values

The confidential home healthcare provider fosters a mission-driven and collaborative work environment centered on empowering caregivers and delivering exceptional patient care. The organization values precision, integrity, and compliance, ensuring payroll practices support its workforce effectively. With a focus on teamwork, employees are encouraged to collaborate across departments to achieve operational excellence. The culture emphasizes professional development, offering opportunities for skill enhancement in payroll and HR systems. Committed to ethical standards, the client prioritizes confidentiality and regulatory adherence, creating a supportive atmosphere for employees to thrive. As a payroll specialist, you’ll contribute to a culture that values accuracy, employee empowerment, and quality care, aligning payroll operations with the organization’s healthcare mission.

How to Apply

Apply now for the Payroll Specialist position. Submit your application via the official portal by 14 September 2025:

• A detailed CV outlining your education, experience, certifications, and relevant skills.
  Apply through the official portal: Submit Application. Only shortlisted candidates will be contacted. Flexi Personnel does not charge candidates for job placement. Applications are reviewed as received, and qualified candidates may be called for interviews promptly. If you do not hear from us by the deadline, consider your application unsuccessful. The client is an equal opportunity employer, encouraging applications from all qualified individuals.

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Tags

payroll specialist, Nairobi jobs, healthcare payroll Kenya, HR jobs 2025, finance careers

Extended Content for Depth and Context

The payroll specialist role at this confidential home healthcare provider in Nairobi is a critical position for ensuring accurate, compliant, and timely payroll operations that support a dedicated workforce of caregivers and staff. As a payroll specialist, you will oversee complex payroll processes, coordinate with multiple departments, and maintain compliance with Kenya’s stringent labor and tax regulations. This role is ideal for professionals with a CPA (K) or equivalent, at least five years of payroll experience, and a passion for healthcare, offering a chance to make a meaningful impact in a high-pressure, mission-driven environment.

Why Choose This Payroll Specialist Role?

The payroll specialist position stands out for its pivotal role in supporting a healthcare organization’s mission to empower caregivers. By ensuring precise payroll delivery, you’ll directly impact the livelihoods of homecare staff, enabling them to focus on patient care. This role offers exposure to advanced payroll systems, regulatory compliance, and cross-functional collaboration, providing a platform for career growth in Nairobi’s growing healthcare sector. With a competitive salary and a collaborative workplace, it’s an excellent opportunity for a strategic professional to excel.

The Role in Healthcare Payroll

In the healthcare industry, the payroll specialist ensures that caregivers, nurses, and administrative staff are compensated accurately and on time, despite complex pay structures like shift differentials and hazard pay. You’ll validate EVV records, manage multi-cycle payrolls, and ensure compliance with the Employment Act of Kenya and Social Health Insurance Fund mandates. This role bridges HR, Finance, and Operations, ensuring payroll supports the organization’s operational and financial goals while maintaining employee trust.

Payroll Operations in Detail

As a payroll specialist, managing payroll involves processing payments for diverse staff across weekly, bi-weekly, and monthly cycles. Validating timesheets and EVV data ensures accuracy, especially for field caregivers with variable schedules. You’ll handle complex components like overtime, on-call pay, and benefits deductions, ensuring compliance with union agreements if applicable. Monitoring garnishments and tax withholdings requires precision to avoid errors that could affect employee satisfaction or regulatory standing.

Compliance and Audit Responsibilities

Compliance is central to the payroll specialist role. You’ll ensure adherence to national and county regulations, including Social Health Insurance Fund contributions and KRA tax filings. Leading audits involves preparing accurate documentation, resolving discrepancies, and staying updated on legislation like minimum wage mandates for live-in caregivers. This ensures the organization avoids penalties and maintains its reputation for ethical practices.

Collaboration and Leadership

The payroll specialist collaborates with HR to manage employee life-cycle changes, ensuring seamless payroll updates for new hires or terminations. As the main contact for payroll inquiries, you’ll resolve issues with empathy, enhancing employee trust. Leading payroll staff involves training and mentoring to maintain high standards, fostering a culture of accountability and excellence.

Process Improvement and Systems Management

Overseeing HRIS platforms like ADP or Paycom, the payroll specialist recommends automation tools to reduce errors and improve efficiency. Developing SOPs ensures consistency, while reports on payroll trends inform leadership decisions. Streamlining processes enhances the employee experience, aligning with the organization’s commitment to caregiver empowerment.

A Day in the Life

A typical day as a payroll specialist starts with validating timesheets, processing payroll for bi-weekly staff, and addressing employee inquiries. Midday might involve preparing tax reports or coordinating with HR on a new hire’s payroll setup. Afternoons include auditing data, refining SOPs, or analyzing payroll costs for a leadership report. The role balances technical precision with employee engagement, making it dynamic and impactful.

Why Nairobi Is Ideal

Nairobi’s status as a healthcare and business hub makes it perfect for the payroll specialist role. With access to regulatory bodies like KRA and a growing healthcare sector, the city supports efficient payroll operations. The client’s Nairobi base leverages this ecosystem to deliver high-quality care, supported by robust administrative functions.

Preparing for Success

To excel as a payroll specialist, maintain CPA (K) certification and master HRIS platforms through practice. Stay updated on Kenyan labor laws via KRA and Ministry of Labour resources. Hone Excel skills for data analysis and develop empathy for employee inquiries. A proactive approach to compliance and automation will ensure success.

The Broader Impact

As a payroll specialist, your work ensures caregivers are fairly compensated, enabling them to focus on patient care. By maintaining compliance and efficiency, you support the organization’s mission to deliver quality homecare, contributing to improved health outcomes across Nairobi.

Career Growth Opportunities

The payroll specialist role can lead to senior positions like Payroll Manager or HR Specialist within healthcare. Skills in HRIS and compliance open doors to finance or operations roles, leveraging Nairobi’s healthcare growth for career advancement.

Challenges and Solutions

Challenges for a payroll specialist include complex payroll calculations—use automation to reduce errors. Regulatory changes? Monitor KRA updates. Employee inquiries? Prioritize clear communication. These strategies ensure seamless operations.

Industry Trends in Payroll

The payroll specialist field is evolving with cloud-based HRIS and AI-driven payroll tools, reducing manual tasks. In healthcare, compliance with EVV and Social Health Insurance Fund is critical, demanding adaptable professionals. Staying tech-savvy positions you for success.

Final Thoughts

The payroll specialist role at this confidential home healthcare provider offers a chance to drive payroll excellence in a vital sector. With impact, growth potential, and a collaborative environment, it’s ideal for Nairobi professionals. Apply by 14 September 2025 to join a mission-driven team.

Salary Estimate: KES 70,000–100,000 monthly, estimated based on market research from reputable sources Glassdoor (https://www.glassdoor.com) and PayScale (https://www.payscale.com) for payroll specialist roles in Nairobi’s healthcare sector, reflecting the role’s seniority, CPA (K) requirement, and 5+ years of experience.