Provident Fund Junior Officer

Strathmore University is a leading educational institution in Nairobi, Kenya, established in 1961. It is dedicated to providing quality education and training across various disciplines.

The Provident Fund Administrator is tasked with delivering comprehensive administrative and operational support for the Strathmore Educational Trust Staff Provident Fund. Key responsibilities include managing member administration, processing contributions, overseeing benefit administration, maintaining accurate records, providing member services and communications, and ensuring strict adherence to the Retirement Benefits Act (RBA) Regulations, the Trust Deed and Rules, and internal policies. This position plays a vital role in maintaining efficient Fund operations by upholding high standards of data integrity, offering responsive service to members, and facilitating effective communication, thereby contributing to business continuity within the secretariat office.

1. Maintain accurate and up-to-date member records, processing new enrolments, exits, beneficiary nominations, and information updates.
2. Update contribution records, ensuring accuracy and completeness of member data.
3. Securely manage electronic and physical member records in compliance with the Data Protection Act, 2019, and Fund policies.
4. Process employer and member contributions received through payroll.
5. Reconcile monthly contribution schedules against payroll remittances and identify discrepancies for resolution.
6. Support the timely allocation of contributions to individual member accounts.
7. Prepare routine contribution reports and maintain accurate contribution histories.
8. Serve as the primary point of contact for members and beneficiaries, responding to enquiries via telephone, email, and face-to-face interactions.
9. Provide accurate and timely information on Fund membership, contributions, benefit options, and claims procedures, referring complex matters to the Provident Fund Manager.
10. Prepare and distribute annual benefit statements, member notices, newsletters, circulars, and other Fund communications.
11. Support the implementation of member education and financial awareness programmes.
12. Coordinate communication and logistics for Annual General Meetings (AGMs), member education forums, Trustee meetings, and other Fund activities.
13. Assist in processing retirement, withdrawal, resignation, death, and other benefit claims in accordance with the Trust Deed and Rules.
14. Verify member information and supporting documentation required for benefit processing.
15. Prepare standard documentation and reports to support benefit calculations and approvals.
16. Maintain physical and electronic records in accordance with the Retirement Benefits Act (RBA) Regulations, Fund policies, and data protection requirements.
17. Assist in preparing documentation required for audits, Trustee meetings, regulatory reporting, and compliance reviews.
18. Support the implementation of recommendations arising from internal and external audits.
19. Maintain strict confidentiality and safeguard member information at all times.
20. Prepare routine operational, administrative, and member service reports.
21. Coordinate meetings, member education activities, and Fund events.
22. Support the preparation of presentations, reports, and communication materials for the Trustees, the Provident Fund Manager, and members.
23. Perform any other duties assigned by the Provident Fund Manager.

1. Bachelor’s degree in Business Administration, Finance, Accounting, Actuarial Science, Economics, Human Resource Management, Communications, or a related field.
2. CPA Part I or an equivalent professional qualification; candidates currently pursuing professional qualifications are encouraged to apply.
3. Up to three (3) years’ relevant experience in retirement benefits administration, finance, administration, member services, communications, or a related field.
4. Basic knowledge of the Retirement Benefits Act, retirement benefits schemes, and the Kenyan retirement benefits industry will be an added advantage.
5. Strong data management and record-keeping skills.
6. High standards of integrity, professionalism, and confidentiality.
7. Excellent written and verbal communication skills.
8. Strong member service orientation with the ability to build positive relationships with members and beneficiaries.
9. Excellent attention to detail and high levels of accuracy.
10. Good analytical and numerical skills.
11. Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, Outlook, and experience using pension administration systems or databases.
12. Good planning, organizational, and time-management skills.
13. Ability to work collaboratively within a small Fund Office and support the Trustees in delivering quality services to members.
14. Commitment to continuous learning and professional development in retirement benefits administration.