Schemes’ Set-up

  • Preparing the documentation for new Schemes;
  • Liaison with the regulatory authorities to ensure that Schemes are registered;
  • Creation of schemes and their intermediaries in Fund Master;

Scheme Documentation

  • Preparation and update of Schemes’ Trust Deed and Rules;
  • Preparation of Scheme Service Level and Administration Agreements;
  • Preparation of the Scheme’ Deposit Administration Agreement;
  • Ensuring that the Scheme file (soft and hard) are updated with all documents and is sequential and segmented for ease of retrieving;
  • Coordinating with the call center in collection of new and missing Individual Plan Members’ data/information;
  • Ensuring that Occupational Schemes’ Membership data is collected and submitted to the Administration team;
  • Ensuring that all Scheme documentation is scanned into EDMS;

Contributions Collections

  • Ensuring timely collection of contributions and  transfers in;
  • Month-to-month follow-up for contribution schedules preferably in soft copy;
  • Ensuring that contribution arrears are collected within the financial year;
  • Facilitating a program for Additional Voluntary Contributions for Occupational Schemes;
  • Putting together a sustainable contributions campaign for the Individual Retirement Plans;
  • Ensuring that there is conversion of cash remittances to non-cash based remittances (over the counter deposits and standing orders converted to DDA and or MPesa);
  • Following up for missing transfer-in worksheets as advised by the Administration Team from respective external Administrators;

Client Service

  • Facilitating Members’ education and sensitization forums;
  • Coordinating with the Administration Team to ensure timely processing of withdrawals and also conservation of clients as far as possible;
  • Preparation and presentation of Scheme Administration and Investment reports;
  • Liaison with the contact persons for the convening of Board of Trustees Meetings;
  • Preparation and maintenance of minutes for the Board of Trustee meetings;
  • Preparation and maintenance of file notes for any other meetings with the client;
  • Timely response to client’s queries (both internal and external);
  • Ensuring that Annual General Meetings of Members are held as provided for under the Regulations;
  • Ensuring regular communications and updates are sent to clients in respect of developments within the Retirement Benefits Sector and/or on matters of topical nature;
  • Considering value-add services and recognition/appreciation drivesfor clients;


  • Coordinating with the Administration Team to ensure that Scheme Quarterly Returns of Contributions are filed on time;
  • Ensuring timely appointment of Auditors are done and filing of Financials within the stipulated statutory timelines;
  • Ensuring timely update to the Trust Documentations to sync with current legislative provisions;
  • Ensuring that up-to-date Members’ information booklets are prepared and circulated;
  • Ensuring that Trustees are trained both for TDPK (statutory) as well as on the provisions of the Scheme (value-add);
  • Submission of Annual and/or Provisional Membership Statements to members;


  • Preparation and presentation of Scheme Administration and Investment reports;
  • Prepare an up-to-date register of the Schemes’ compliance statuses;
  • Circulate a weekly report on work status highlighting exceptional issues for particular attention;
  • Circulate a weekly progress report on contribution arrears collection;

Annuity and Income Drawdown Plans (Pension Provisions) 

  • Organize and facilitate an annual general meeting of Pensioners;
  • Ensure that updates to the Pensioners are done on a regular basis;
  • Engage the Pensioners as a point of reference for new recruits;
  • Compile/suggest product improvement considerations owing from interactions with Pensioners.
  • Handle enquiry feedbacks to Pensioners;


  • Participating in the induction and training of new staff members joining the team;
  • Liaison with other departments on issues of mutual interest in our clients’ servicing;
  • Performing any other duties as may be assigned from time to time.


  • A minimum undergraduate degree preferably in a numerical/business field;
  • Functional knowledge of the retirement benefits legislation;
  • A customer facing orientation;
  • Working skills on MS Office Suite with an emphasis on MS Excel, MS PowerPoint and MS Word;
  • Knowledge on financial markets and financial reporting especially with relation to retirement benefits as an added advantage


The position has key interfaces with:

  • Customer Service;
  • Information Technology;
  • Finance;
  • Group life and Pensions Sales;
  • Treasury and Investment Department;
  • Actuarial Department;
  • Policy Administration Department.


  • Basic knowledge of the retirement benefits arrangements;
  • High Integrity;
  • Well-developed interpersonal relation skills;
  • Honesty;
  • Proactivity in problem solving;
  • Team player ;
  • A good planner of work schedules;
  • A good communicator;

Measurement Standards

  • Maintain organized office records;
  • Regular and prompt updating of members accounts with relevant maintenance of related records;
  • Accurate and timely benefits processing;
  • Collating and responding to members queries promptly;
  • Highlighting System issues promptly;
  • Accurate data management;
  • Provision of accurate and timely records and reports.


Closing Date:
Sunday, May 29, 2016

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