Job Purpose:

The Assistant Pension Officer is responsible for supporting the Pension Officer in efficient administration of the Scheme’s pension and Trust Fund operations, including processing of member entries, exits, contributions and benefits, including those of trust fund. The role also supports member engagement initiatives, policy implementation, and coordination of Board secretariat functions while ensuring compliance with Scheme policies, regulatory requirements and internal controls.

Responsibilities or duties:

• Pension & Trust Fund Administration and Compliance Management
• Support the Pension Officer in execution of pension and trust fund administration duties.
• Collate, process and update new member records in the Scheme database, ensuring accuracy and completeness.
• Maintain and update member and beneficiary records, including validation of contributions.
• Compute member benefits as they fall due.
• Assist in preparation of income distribution papers for Trustee approval and allocation of net investment income to member accounts.
• Prepare quarterly contribution returns and submit to the Retirement Benefits Authority (RBA).
• Assist in preparation of quarterly reports to Trustees.
• Maintain proper filing and archiving of Scheme records (both physical and electronic).
• Support Trust Fund administration, including onboarding, processing timely payments and handling queries from beneficiaries and guardians.
• Member Management
• Handle member inquiries through email, phone, and walk-ins, liaising with service providers where necessary.
• Provide guidance on various member benefits in the Scheme.
• Events Management
• Support the planning and co-ordination of internal and external events, including member education sessions, seminars and workshops.
• Assist in logistical arrangements and stakeholder coordination for events.
• Evaluate event outcomes and prepare post-event reports, including feedback and recommendations.
• Maintain accurate records of all events.
• Staff Support Functions
• Maintain accurate and confidential staff-related records.
• Support staff leave management processes.
• Serve as the secretary in staff meetings, preparation of agendas, recording of minutes and followup on action points.
• Board Secretariat Support
• Assist in the co-ordination of Board meetings, including preparation and circulation of agendas, presentations and meeting materials.
• Follow-up on action points and resolutions to ensure timely implementation.
• Maintain Scheme policies, procedures and documentation in line with regulatory requirements and best practices.
• Ensure proper record-keeping of Board decisions, resolutions and official documents.
• Other Duties
• Perform any other duty as may be assigned from time to time.

Qualifications or requirements:

• Bachelor’s Degree in a Business-related course.
• Knowledge of pension scheme laws is an added advantage; Understanding of the regulatory framework governing pension schemes in Kenya, including requirements of the Retirement Benefits Authority (RBA).
• Strong analytical, problem-solving and decision-making skills.
• Excellent communication and interpersonal skills, with the ability to work effectively in a team environment.

Experience needed:

Minimum of FIVE (5) years’ relevant experience.

• Support the Pension Officer in execution of pension and trust fund administration duties.
• Collate, process and update new member records in the Scheme database, ensuring accuracy and completeness.
• Maintain and update member and beneficiary records, including validation of contributions.
• Compute member benefits as they fall due.
• Assist in preparation of income distribution papers for Trustee approval and allocation of netinvestment income to member accounts.
• Prepare quarterly contribution returns and submit to the Retirement Benefits Authority (RBA).
• Assist in preparation of quarterly reports to Trustees.
• Maintain proper filing and archiving of Scheme records (both physical and electronic).
• Support Trust Fund administration, including onboarding, processing timely payments and handling queries from beneficiaries and guardians.
• Handle member inquiries through email, phone, and walk-ins, liaising with service providers where necessary.
• Provide guidance on various member benefits in the Scheme.
• Support the planning and co-ordination of internal and external events, including member education sessions, seminars and workshops.
• Assist in logistical arrangements and stakeholder coordination for events.
• Evaluate event outcomes and prepare post-event reports, including feedback and recommendations.
• Maintain accurate records of all events.
• Maintain accurate and confidential staff-related records.
• Support staff leave management processes.
• Serve as the secretary in staff meetings, preparation of agendas, recording of minutes and followup on action points.
• Assist in the co-ordination of Board meetings, including preparation and circulation of agendas, presentations and meeting materials.
• Follow-up on action points and resolutions to ensure timely implementation.
• Maintain Scheme policies, procedures and documentation in line with regulatory requirements and best practices.
• Ensure proper record-keeping of Board decisions, resolutions and official documents.
• Perform any other duty as may be assigned from time to time.

• Strong analytical, problem-solving and decision-making skills.
• Excellent communication and interpersonal skills, with the ability to work effectively in a team environment.

• Bachelor’s Degree in a Business-related course.
• Knowledge of pension scheme laws is an added advantage; Understanding of the regulatory framework governing pension schemes in Kenya, including requirements of the Retirement Benefits Authority (RBA).