Payroll and HR Administration for an NGO with Operations Across Northern Namibia

An international NGO operating health and nutrition programmes across Oshana, Omusati, and Kavango regions of northern Namibia, with approximately 85 local employees and three international staff members on assignment.

The NGO had been processing payroll internally using a manual system managed by an administrator who had left unexpectedly. The payroll had been processed incorrectly for two months, with PAYE deductions calculated using an outdated tax table and SSC contributions not processed for the prior month. The country director needed immediate intervention to correct the backlog and put a reliable monthly process in place before the end of the financial quarter.

We took over the payroll immediately, recalculating the prior two months' PAYE using the current NamRA tax tables and identifying the SSC shortfall. We submitted voluntary corrections to NamRA and processed the SSC arrears. We onboarded the full employee register onto our payroll system, including the three international staff members whose tax treatment required specific assessment under the Income Tax Act given their assignment terms. We established a monthly payroll cycle with two-day turnaround from cut-off to payslip delivery.

Backlog cleared. NamRA and SSC submissions brought current. Monthly payroll running reliably within the required cycle. The NGO's donor reporting requirements for staff costs are now met with monthly payroll summaries formatted to match their reporting template. The country director has a single point of contact for all payroll and HR administration queries.