Background information about the job or company

Strathmore University is a Chartered University located in Nairobi, Kenya. It was the first multiracial and multi religious educational institution in English speaking Eastern Africa and more recently the first institute of higher learning to be ISO certified in East and Central Africa in 2004. Our mission is to provide all-round quality education in an atmo...

JOB PURPOSE

The Provident Fund Administrator provides administrative and operational support in the dayto-day management of the Strathmore Educational Trust Staff Provident Fund. The role supports member administration, contribution processing, benefit administration, records management, member services and communications, and compliance with the Retirement Benefits Act(RBA) Regulations, the Trust Deed and Rules, and internal policies

The position plays a key role in ensuring efficient Fund operations by maintaining high standards of data integrity, responsive member service, and effective communication while supporting business continuity within the secretariat office.

Responsibilities or duties

• Member Administration
• Maintain accurate and up-to-date member records.
• Process new member enrolments, exits, beneficiary nominations, and updates to member information.
• Update contribution records and ensure the accuracy and completeness of member data.
• Maintain secure electronic and physical member records in compliance with the Data Protection Act, 2019, and Fund policies.
• Contributions Administration
• Process employer and member contributions received through payroll.
• Reconcile monthly contribution schedules against payroll remittances and identify discrepancies for resolution.
• Support the timely allocation of contributions to individual member accounts.
• Prepare routine contribution reports and maintain accurate contribution histories.
• Member Services and Communications
• Serve as the first point of contact for members and beneficiaries by responding to enquiries through telephone, email, and face-to-face interactions.
• Provide accurate and timely information on Fund membership, contributions, benefit options, claims procedures, and other Fund services, referring complex matters to the Provident Fund Manager where appropriate.
• Prepare and distribute annual benefit statements, member notices, newsletters, circulars, and other Fund communications.
• Support the implementation of member education and financial awarenessprogrammes to promote understanding of retirement benefits and the value of longterm savings.
• Coordinate communication and logistics for Annual General Meetings (AGMs), member education forums, Trustee meetings, and other Fund activities. Assist in maintaining communication channels and ensuring members receive timely and accurate Fund information.
• Benefits Administration
• Assist in processing retirement, withdrawal, resignation, death, and other benefit claims in accordance with the Trust Deed and Rules.
• Verify member information and supporting documentation required for benefit processing.
• Prepare standard documentation and reports to support benefit calculations and approvals.
• Compliance and Records Management
• Maintain physical and electronic records in accordance with the Retirement Benefits Act (RBA) Regulations, Fund policies, and data protection requirements.
• Assist in preparing documentation required for audits, Trustee meetings, regulatory reporting, and compliance reviews.
• Support the implementation of recommendations arising from internal and external audits.
• Maintain strict confidentiality and always safeguard member information.
• General Administration
• Prepare routine operational, administrative, and member service reports.
• Coordinate meetings, member education activities, and Fund events.
• Support the preparation of presentations, reports, and communication materials for the Trustees, the Provident Fund Manager, and members.
• Perform any other duties assigned by the Provident Fund Manager.

Qualifications or requirements

• Bachelor's degree in Business Administration, Finance, Accounting, Actuarial Science, Economics, Human Resource Management, Communications, or a related field.
• CPA Part I or an equivalent professional qualification; candidates currently pursuing professional qualifications are encouraged to apply.
• Basic knowledge of the Retirement Benefits Act, retirement benefits schemes, and the Kenyan retirement benefits industry will be an added advantage.

COMPETENCIES AND ATTRIBUTES

• Strong data management and record-keeping skills.
• High standards of integrity, professionalism, and confidentiality.
• Excellent written and verbal communication skills.
• Strong member service orientation with the ability to build positive relationships with members and beneficiaries.
• Excellent attention to detail and high levels of accuracy.
• Good analytical and numerical skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, Outlook, and experience using pension administration systems or databases.
• Good planning, organizational, and time-management skills.
• Ability to work collaboratively within a small Fund Office and support the Trustees in delivering quality services to members.
• Commitment to continuous learning and professional development in retirement benefits administration.

• Maintain accurate and up-to-date member records.
• Process new member enrolments, exits, beneficiary nominations, and updates to member information.
• Update contribution records and ensure the accuracy and completeness of member data.
• Maintain secure electronic and physical member records in compliance with the Data Protection Act, 2019, and Fund policies.
• Process employer and member contributions received through payroll.
• Reconcile monthly contribution schedules against payroll remittances and identify discrepancies for resolution.
• Support the timely allocation of contributions to individual member accounts.
• Prepare routine contribution reports and maintain accurate contribution histories.
• Serve as the first point of contact for members and beneficiaries by responding to enquiries through telephone, email, and face-to-face interactions.
• Provide accurate and timely information on Fund membership, contributions, benefit options, claims procedures, and other Fund services, referring complex matters to the Provident Fund Manager where appropriate.
• Prepare and distribute annual benefit statements, member notices, newsletters, circulars, and other Fund communications.
• Support the implementation of member education and financial awarenessprogrammes to promote understanding of retirement benefits and the value of longterm savings.
• Coordinate communication and logistics for Annual General Meetings (AGMs), member education forums, Trustee meetings, and other Fund activities. Assist in maintaining communication channels and ensuring members receive timely and accurate Fund information.
• Assist in processing retirement, withdrawal, resignation, death, and other benefit claims in accordance with the Trust Deed and Rules.
• Verify member information and supporting documentation required for benefit processing.
• Prepare standard documentation and reports to support benefit calculations and approvals.
• Maintain physical and electronic records in accordance with the Retirement Benefits Act (RBA) Regulations, Fund policies, and data protection requirements.
• Assist in preparing documentation required for audits, Trustee meetings, regulatory reporting, and compliance reviews.
• Support the implementation of recommendations arising from internal and external audits.
• Maintain strict confidentiality and always safeguard member information.
• Prepare routine operational, administrative, and member service reports.
• Coordinate meetings, member education activities, and Fund events.
• Support the preparation of presentations, reports, and communication materials for the Trustees, the Provident Fund Manager, and members.
• Perform any other duties assigned by the Provident Fund Manager.

• Strong data management and record-keeping skills.
• High standards of integrity, professionalism, and confidentiality.
• Excellent written and verbal communication skills.
• Strong member service orientation with the ability to build positive relationships with members and beneficiaries.
• Excellent attention to detail and high levels of accuracy.
• Good analytical and numerical skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, Outlook, and experience using pension administration systems or databases.
• Good planning, organizational, and time-management skills.
• Ability to work collaboratively within a small Fund Office and support the Trustees in delivering quality services to members.
• Commitment to continuous learning and professional development in retirement benefits administration.

• Bachelor's degree in Business Administration, Finance, Accounting, Actuarial Science, Economics, Human Resource Management, Communications, or a related field.
• CPA Part I or an equivalent professional qualification; candidates currently pursuing professional qualifications are encouraged to apply.
• Basic knowledge of the Retirement Benefits Act, retirement benefits schemes, and the Kenyan retirement benefits industry will be an added advantage.