European Payroll & Benefits Manager ()


Vanbreda International is a world leader in managing international health benefits. Its client group consists of multinational employers and expatriate employees. Clients benefiting from an international medical coverage with Vanbreda International have access to a dense, worldwide network of hospitals and other medical providers with direct payment facilities.

Our Medical Claims Center processes 3 million medical invoices per year. Expatriates around the world can benefit from a 24 hour service, 7 days a week.

Vanbreda International is headquartered in Antwerp (Belgium). Our regional offices are located in Brussels, Luxemburg and Kuala Lumpur (Malaysia).


The role holder is responsible for the day to day / people management of the Belgium Antwerp payroll team. Accountable for the BEL Antwerp payroll (c400 heads), HR admin processes and management and administration of benefits and ensuring appropriate governance (Internal and external) requirements are met.

In addition, the role holder is:

  • Required to manage a second Belgium payroll of c20 employees with a different payroll company
  • Required to manage a number of small (less than 10 employees) non Antwerp payrolls which currently include Switzerland (1), Italy (2), Chile (1), South Africa (1) and Kenya (1)
  • Responsible for engaging with other payroll teams in Europe to ensure a consistent approach is developed within Europe.
  • Support Local HRG with development of payroll and country set up as required
  • Responsible for ensuring the administration of all employee related benefits are managed within the above locations and must work with the EMEA Compensation & Benefits manager in the development of new offerings, improvements in process and reductions in employer costs.
  • Accountable for day to day vender management on payroll, HR and benefits
  • Work with Finance to deliver required MI including headcount reporting and budget planning / costing
  • Responsible for ensuring a high level of accuracy, including robust documentation of process and deadlines is required.
  • Required to proactively look to improve processes in order to reduce risk, improve efficiency and costs. This will include improving management information reporting.
  • Responsible for developing strong relationships with the wider HR team and Finance function to ensure the smooth running of the payroll and benefits, together with monthly reporting, budgeting and forecasting.
  • Management of the protime system for recording time at work, absences etc.

Other areas include:

  • Ensuring payrolls are run to a high level of accuracy (100%)
  • Signing off payrolls prior plus ensure month governance reporting is issued to EMEA Compensation & Benefits Manager and/or other European Management
  • Ensuring all payments are process and made on time, including all statutory filings
  • All internal and external compliance requirements are met
  • Development and production of payroll related management information for HR and Finance on a monthly basis
  • Set up and administration of all international assignee into/leaving the Belgium
  • Ensuring HR systems (including PeopleSoft) are maintained to a high level of accuracy
  • Ensuring all benefits offered within the above payrolls are accurately documented and tracked with appropriate sign to any changes
  • All change requests are processed in a timely manner and have the required level of approval.
  • Support employee/HR queries in relation to payroll and benefits
  • Proactively identify changes in legislation or regulations which may have an impact on the operation of payroll and/or benefits
  • Manage the payroll provider and other benefit provider relationships
  • Ensure accurate tracking and forecasting of payroll related costs and budgets
  • Ensure all “additional” benefits such as staff recognition are reported accurately
  • Liaising with HRGs and other stakeholders to ensure the smooth running of the payrolls
  • Support the annual performance review and reward cycles
  • Ad hoc support to the wider Compensation & Benefits team including annual market data submissions for benchmarking
  • Supporting termination calculations in case of severance

The Role holder will also be responsible for:

  • ensuring all social, collective and legal changes impacting on HR policies and payroll are identified and implemented as required
  • ensuring all Data Protection requirements, as well as other compliance requirements
  • Implementing process improvements to increase efficiency and accuracy in team as well as looking at reducing admin for HRGs. This will include some system developments.
  • ensuring all Data Protection requirements, as well as other compliance requirements.

Personal Skills

Key skills include

  • Works well under time pressure
  • Team player with management experience
  • Ability to work independently – self starter, autonomous and proactive
  • High level of attention to detail/accuracy
  • Strong analytical including excel skills
  • High level of experience in payroll systems, including tax and regulatory implications
  • High degree of ownership and professionalism
  • Excellent communication and interpersonal Skills.


University degree level, or equivalent.


Extensive experience and/or subject matter expert in the operation of Belgium payrolls (with 500+ employees) as well as managing tax and regulatory requirements related to payroll management. Ideally the role holder should also be experience in:

  • other European countries
  • working with eBlox payroll system, nd PeopleSoft, Pro-time
  • process improvement techniques

Specific Knowledge

  • In depth knowledge of social law
  • Belgium Payroll Knowledge including tax and regulatory requirements
  • Understanding of Belgium employment law issues as they relate to payroll


  • Fluent in Dutch and English
  • Very good French
If you would like to apply for this position please submit a CV to Sophie Vincken, HR – [email protected].



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