The overall purpose of the role:

• The Fund Secretariat will manage the administrative, governance, and compliance responsibilities of Pension and Provident Funds. This includes preparing formal meeting documentation, coordinating with professionals such as lawyers, accountants, actuaries, and trustees, and ensuring compliance with regulatory requirements. The role requires strong project management and senior administrative skills, with experience in employee benefits being an advantage.

Key Responsibilities:

• Coordinate fund meetings, including scheduling, agendas, and minutes.
•  Organize board resolutions, ensuring governance compliance.
•  Maintain accurate records and documentation for audits.
• Provide admin support for committees and manage reports.
• Liaise with trustees, legal, and third-party providers for smooth operations.
• Oversee fund projects, compliance tasks, and FSCA reporting.
• Streamline administration processes and ensure timely regulatory submissions.
• Address contribution discrepancies, track employer contributions, and resolve issues.
• Ensure legal compliance with pension laws and monitor PFA determinations.
• Manage communications with stakeholders and assist with fund rule reviews.
• Coordinate forums, support risk management, and manage Principal Officers’ requests.

Qualification and Experience:

• Diploma or degree in Business Administration, Finance, Law, or a related field. (Advantage)
• Proven experience in senior administration, project management, or fund governance.
• Proficiency in drafting formal documentation such as minutes, agendas, and professional correspondence.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Paralegal, employee benefits, or pension fund administration experience.
• Exposure to working with professionals such as attorneys, accountants, and actuaries.
• Familiarity with regulatory reporting and compliance frameworks, particularly the Pension Funds Act.

Knowledge and Skills:

• Comprehensive understanding of Pension and Provident Funds governance, including the Pension Funds Act and FSCA requirements. (advantage)
• Knowledge of employee benefits structures, contributions, claims processes, and benefit distributions. (advantage)
• Familiarity with legal documentation, fund rules, amendments, and compliance protocols. (advantage)
• Basic understanding of financial principles related to fund operations, budgets, and employer debt management. (advantage)
• Expertise in governance best practices, with a particular focus on formal minute-taking and agenda preparation for related meetings. (Requirement)

Knowledge and Skills:

• Ability to ensure accurate documentation of decisions, discussions, and action items, following proper legal and regulatory requirements. (Requirement)
• Knowledge of compliance requirements for Sections 13A, 37C, and 37D of the Pension Funds Act, ensuring governance practices align with these regulations. (advantage)
• Knowledge of project management techniques to coordinate multiple fund activities effectively. (Requirement)
• Understanding of professional collaboration with legal, financial, and actuarial experts. (Requirement)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). (Requirement)