1.0 Background
\nKwacha Pension Trust Fund (KPTF) is a single employer pension Fund regulated by the Pensions and Insurance Authority.\u00a0 The Fund invites suitably qualified individuals to apply for the position of Pensions Officer.
\nThe main purpose of the role is to support the strategic and operational management of KPTF by ensuring effective administration of benefits, compliance with governance and regulatory standards, and maintaining robust member records. The role also involves supervising the Records Management Officer, contributing to strategic planning, managing stakeholder relationships, and providing data-driven insights to inform decision-making.
\nThe ideal candidate should be self-driven, energetic, adaptable, well organized and uphold ethical conduct and integrity.
\n2.0 Key Responsibilities
\nDetails
\nKey Responsibilities
\nStrategy and Planning<\/p>\n
Contribute to the development of the overall KPTF Organizational Strategy as well as the Pensions Department Strategy;
\nImplementing pensions policies and procedures; and
\nSupport the Pensions Manager in identifying improvements in scheme administration, systems, and processes.<\/p>\n
Pensions Management<\/p>\n
Prepare annual operational budgets and workplans, and submit them for Supervisor review;
\nPreparation of audit schedules and submission of audit requests;
\nPrepare the Customer\/Client Service Charter;
\nPreparing and implementing a robust pension management internal control system;
\nPrepare and review the Member handbook;
\nPrepare accurate monthly pensioner payroll and computation of all pension benefits;
\nUpdate monthly contributions for all Members in the system and follow up on unremitted contributions;
\nPrepare annual Benefits Statements for all Active Members;
\nEnsure timely and accurate processing of pension benefits;
\nAttend to pensioner queries and being the first point of contact for Members of the Fund;
\nEnsure Member records are updated and annual compliance forms fully completed;
\nEnsure all correspondence from Members is filed on Member record files; and
\nData compilation for actuarial purposes.<\/p>\n
Governance, Risk Management and Compliance<\/p>\n
Conduct pension compliance checks on pensioners;
\nIdentifying and managing Pensions Department risks;
\nEnsure departmental minutes are signed and secured;
\nEnsure the Member Complaints Register is updated timely;
\nDrafting of policies and procedures;
\nEnsure compliance with all applicable laws, regulations, and guidelines (e.g. Pension Scheme Regulation Act, Income Tax Act, Data Protection Act);
\nImplement and monitor internal controls and risk mitigation measures related to pension operations;
\nSupport audits, regulatory inspections, and implementation of audit recommendations; and
\nMaintain data security, confidentiality, and integrity in pension operations and records.<\/p>\n
Stakeholder Management<\/p>\n
\u00a0Prepare articles for annual KPTF newsletters;
\nManage a robust Pension Management Information System that provides timely information to both internal and external stakeholders;
\nRespond to Member queries and grievances with professionalism and empathy; and
\nSupport Member Education initiatives on pension rights, obligations, and processes.<\/p>\n
Reporting and Business Analytics<\/p>\n
Prepare monthly pension reports for departmental meetings;
\nPrepare pension administration and legal reports;
\nPrepare accurate monthly reports on scheme performance, benefit trends, contribution compliance, and member data;
\nUse pension data to generate insights, support forecasting, and advise on operational or policy adjustments; and
\nMaintain dashboards and Key Performance Indicators (KPIs) to support management decision-making.<\/p>\n
Team Leadership, Coaching and Mentorship<\/p>\n
Provide leadership, coaching, and mentorship to the team in all areas related to pension administration, compliance, and Records Management;
\nPerformance review for direct reports;
\nSupervise the Records Management Officer to ensure effective maintenance and retrieval of pension documents and records; and
\nFoster a culture of accountability, integrity, and service excellence within the team.<\/p>\n
3.0 Knowledge and Skill Requirements:
\nConsiderable competence is required to understand and apply advanced policies, practices, procedures, concepts, and principles.
\n3.1 General Education:
\nGrade 12 certificate with 5 \u2018O\u2019 levels; with credit or better in Mathematics and English Language.
\n3.2 Professional\/Academic Qualifications:<\/p>\n
Bachelors\u2019 Degree in Pension Management, Business Administration, Banking & Finance, Accountancy, Actuarial Science, Economics or ACCA\/CIMA\/CFA or related field; and
\nProfessional and valid membership to relevant professional body.<\/p>\n
3.3 Relevant Job Experience:
\nMinimum three (3) years proven experience in pensions administration
\n4.0 Additional \/ Other Skills
\n4.1 Communication Skills:
\nContacts are maintained at a level inside and outside KPTF, which involves exercising a high degree of communication, both orally and in writing, negotiating, and persuading skills and jointly solving problems.
\n4.2 Analytical skills:
\nAnalytical skills are essential for analysing information and evaluating various options when addressing financial matters within and outside the Fund. This includes preparing periodic reports for the Pensions Department as well as the entire pension trust fund (KPTF) and providing critical information to guide effective Management decisions.
\n4.3 Numerical\/Computation Skills:
\nGood understanding and analysis of mathematical and statistical information is required to effectively oversee and guide the team to prepare reports and other documents for decision making.
\n4.4 Problem Solving Skills:
\nDemonstrable problem-solving abilities and competences are required for effective handling of diverse matters to do with the overall pension management of KPTF.
\n4.5 Decision Making Skills
\nProficiency in decision-making skills is required to ensure decisions are in line with key defined parameters including Fund policies, procedures, regulations and laws.
\n4.6 Generic Skills<\/p>\n
Team building;
\nConflict management;
\nInterpersonal skills;
\nConceptual skills; and
\nHighest standards of integrity.<\/p>\n
4.7 Leadership and management Skills<\/p>\n
Leadership and management skills;
\nAdministrative skills;
\nDevelopment, motivation and coaching;
\nMentoring and counseling; and.
\nStrategy execution skills.<\/p>\n
4.8 Technical Skills<\/p>\n
Knowledge of Pension Legislation;
\nActuarial Valuation;
\nBenefits Processing and Calculation;
\nPolicy Development;
\nBudgeting and Monitoring;<\/p>\n
\u00a7\u00a0\u00a0 Risk Identification and Management;<\/p>\n
Compliance Monitoring;
\nInternal Control Systems;
\nGovernance Structure;
\nData Security;
\nPerformance Evaluation; and
\nKnowledge of the full MS Office suite.<\/p>\n
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