Job Details

Job Description

1.0 Background

Kwacha Pension Trust Fund (KPTF) is a single employer pension Fund regulated by the Pensions and Insurance Authority.  The Fund invites suitably qualified individuals to apply for the position of Pensions Officer.

The 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.

The ideal candidate should be self-driven, energetic, adaptable, well organised and uphold ethical conduct and integrity.

2.0 Key Responsibilities

Details
Key Responsibilities
Strategy and Planning

• Contribute to the development of the overall KPTF Organisational Strategy as well as the Pensions Department Strategy;
• Implementing pensions policies and procedures; and
• Support the Pensions Manager in identifying improvements in scheme administration, systems, and processes.

Pensions Management

• Prepare annual operational budgets and workplans, and submit them for Supervisor review;
• Preparation of audit schedules and submission of audit requests;
• Prepare the Customer/Client Service Charter;
• Preparing and implementing a robust pension management internal control system;
• Prepare and review the Member handbook;
• Prepare accurate monthly pensioner payroll and computation of all pension benefits;
• Update monthly contributions for all Members in the system and follow up on unremitted contributions;
• Prepare annual Benefits Statements for all Active Members;
• Ensure timely and accurate processing of pension benefits;
• Attend to pensioner queries and being the first point of contact for Members of the Fund;
• Ensure Member records are updated and annual compliance forms fully completed;
• Ensure all correspondence from Members is filed on Member record files; and
• Data compilation for actuarial purposes.

Governance, Risk Management and Compliance

• Conduct pension compliance checks on pensioners;
• Identifying and managing Pensions Department risks;
• Ensure departmental minutes are signed and secured;
• Ensure the Member Complaints Register is updated timely;
• Drafting of policies and procedures;
• Ensure compliance with all applicable laws, regulations, and guidelines (e.g. Pension Scheme Regulation Act, Income Tax Act, Data Protection Act);
• Implement and monitor internal controls and risk mitigation measures related to pension operations;
• Support audits, regulatory inspections, and implementation of audit recommendations; and
• Maintain data security, confidentiality, and integrity in pension operations and records.

Stakeholder Management

• Prepare articles for annual KPTF newsletters;
• Manage a robust Pension Management Information System that provides timely information to both internal and external stakeholders;
• Respond to Member queries and grievances with professionalism and empathy; and
• Support Member Education initiatives on pension rights, obligations, and processes.

Reporting and Business Analytics

• Prepare monthly pension reports for departmental meetings;
• Prepare pension administration and legal reports;
• Prepare accurate monthly reports on scheme performance, benefit trends, contribution compliance, and member data;
• Use pension data to generate insights, support forecasting, and advise on operational or policy adjustments; and
• Maintain dashboards and Key Performance Indicators (KPIs) to support management decision-making.

Team Leadership, Coaching and Mentorship

• Provide leadership, coaching, and mentorship to the team in all areas related to pension administration, compliance, and Records Management;
• Performance review for direct reports;
• Supervise the Records Management Officer to ensure effective maintenance and retrieval of pension documents and records; and
• Foster a culture of accountability, integrity, and service excellence within the team.

3.0 Knowledge and Skill Requirements:

Considerable competence is required to understand and apply advanced policies, practices, procedures, concepts, and principles.

3.1 General Education:

Grade 12 certificate with 5 ‘O’ levels; with credit or better in Mathematics and English Language.

3.2 Professional/Academic Qualifications:

• Bachelors’ Degree in Pension Management, Business Administration, Banking & Finance, Accountancy, Actuarial Science, Economics or ACCA/CIMA/CFA or related field; and
• Professional and valid membership to relevant professional body.

3.3 Relevant Job Experience:

Minimum three (3) years proven experience in pensions administration

4.0 Additional / Other Skills

4.1 Communication Skills:

Contacts 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.

4.2 Analytical skills:

Analytical 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.

4.3 Numerical/Computation Skills:

Good 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.

4.4 Problem Solving Skills:

Demonstrable problem-solving abilities and competences are required for effective handling of diverse matters to do with the overall pension management of KPTF.

4.5 Decision Making Skills

Proficiency in decision-making skills is required to ensure decisions are in line with key defined parameters including Fund policies, procedures, regulations and laws.

4.6 Generic Skills

• Team building;
• Conflict management;
• Interpersonal skills;
• Conceptual skills; and
• Highest standards of integrity.

4.7 Leadership and management Skills

• Leadership and management skills;
• Administrative skills;
• Development, motivation and coaching;
• Mentoring and counseling; and.
• Strategy execution skills.

4.8 Technical Skills

• Knowledge of Pension Legislation;
• Actuarial Valuation;
• Benefits Processing and Calculation;
• Policy Development;
• Budgeting and Monitoring;

§   Risk Identification and Management;

• Compliance Monitoring;
• Internal Control Systems;
• Governance Structure;
• Data Security;
• Performance Evaluation; and
• Knowledge of the full MS Office suite.

Only candidates that meet the above criteria need apply. Suitable candidates should submit a cover letter and curriculum vitae, clearly indicating the position being applied for to [email protected] by Friday 29th August 2025, and addressed to:

The Director
Kwacha Pension Trust Fund
Plot 5534
Corner of Kakola and Libala Road
LUSAKA

Only electronic applications will be accepted.