Elena Holban

Payroll Responsibilities - using ADP Payroll Platform

Payroll Processing:

• Calculated wages, overtime, bonuses, and deductions;
• Ensured timely and accurate payroll distribution;
• Handled direct deposit setups and paycheck distributions;

Timekeeping:

• Monitored and maintained employee time records;
• Managed paid time off (PTO), sick leave, and vacation time;
• Ensured accurate recording of hours worked, particularly for employees with varying schedules due to moving jobs;

Benefits Administration:

Managed employee benefits programs, including health insurance;

• Enrolled employees in benefits programs and applied necessary deductions in the payroll;
• Handled open enrollment periods and communicated benefits information to employees;

Payroll Recordkeeping:

• Maintained accurate payroll records for auditing and reporting purposes;
• Managed employee pay stubs, earnings statements, and tax documents;
• Ensured compliance with record retention requirements;
• Prepared and submitted mandatory reports for EEO (Equal Employment Opportunity), California Pay Data Report, Workers Compensation and General Liability reports for Audit purpose.

Problem Resolution:

• Addressed payroll discrepancies and resolved issues related to employee pay.
• Handled employee inquiries regarding payroll, deductions, and taxes.

HR and Payroll Coordination:

• Ensured alignment between HR policies and payroll practices.
• Coordinated changes in employment status, such as promotions, terminations, and salary adjustments, to reflect in payroll.
• Collaborated on employee onboarding and offboarding processes, including final paychecks and benefits cessation.

- Provided administrative and logistical support to daily running activities for Voluntary Contribution (VC) funded programs within Biennium Collaboration Agreement implemented by WHO Moldova Country Office (CO)

- Responsible for monitoring the financial implementation of two major funded projects assuring achievement of the objectives in operational effectiveness and in compliance with WHO regulations and policies including:

• daily document management within Global Service Management (GSM) related to drafting and submitting for approval of standard contracts, recruitment of consultants and temporary advisors, raising and processing of all travel requests for the staff, national and international participants, registering new suppliers in the system;
• monitored and processed all requests for payments (travel
  advances and claims, payment requests, payment orders, internal commitments, etc.);
• assisted the project management team in planning and
  preparation of quarterly and annual work plans;
• using the Global System Management System, monitored the
  availability of funds for project budget levels and financial
  expenditures according to the approved country work plan;
• prepared forecasts of expenditures on bi-annual, yearly and
  quarterly basis or as requested by supervisor;
• prepared financial reports on project implementation, cleared with the financial team from Regional Office and submitted to donors as stipulated in signed agreements.

- Contributed to the overall improvement of administrative

processes within WHO Moldova Country Office including:

• member of bank signatory bank;
• drafted and submitted payment orders through local bank
  accounts;
• participated in local joint UN activities to increase effectiveness and ensure cost saving at CO level;
• carried out logistical arrangements for the organization of
  assigned project events (meetings, round tables, workshops);
• responsible for all procedures related to purchasing of fixed
  assets, assignment of a custodian, disposal, inventory and
  reporting to Regional Office.

• Assisted Project Manager in the estimating/takeoff process in

regards to the bidding process, development of project
proposals, cost estimates and budgets, timelines and
schedules.

• Tracked and maintained daily administrative duties related to

multiple projects including but not limited to: transmittals,
submittals, change orders, purchase orders, job schedules,
RFI's, material supply/delivery to the job site.

• Managed and documented all project reports and statements

including but not limited to: Project Profit/Loss/Cost reports,
Change Orders Log, RFI Log, Submittal Log, etc.

• Represented the Company/Project in meetings with clients,

subcontractors, suppliers and established strong working
relationships

• Coordinated and liaised with engineers, architects and

contractors. Worked closely with field personal daily to assist in
day-to-day operations and specific project needs.

• Closed out projects with the proper O&M manuals and warranty information.