Madison Life Assurance Kenya Limited, a respected subsidiary of Madison Group Limited, is one of the country’s leading providers of life assurance and pension administration services. With a strong reputation built on trust, professionalism, and financial integrity, Madison Life Assurance continues to deliver innovative insurance solutions tailored to the evolving needs of individuals, groups, and institutions. The company operates in synergy with two other subsidiaries of Madison Group that offer general insurance underwriting and fund management services, creating a comprehensive financial services ecosystem.
As part of its continued growth and dedication to delivering exceptional client service, Madison Life Assurance Kenya Limited is seeking a committed and detail-oriented professional to join its dynamic Pensions Department as a Pension Administration Assistant. This role provides a great opportunity for individuals looking to develop their careers in pensions administration, insurance, or financial services.
The position will be based at the company’s Head Office located at Madison House, Nairobi. The successful candidate will report directly to the Supervisor – Pensions.
Position: Pension Administration Assistant
Location: Madison House, Nairobi
Reporting to: Supervisor – Pensions
Introduction to the Role
The Pension Administration Assistant will be responsible for supporting a wide range of administrative and operational tasks related to pension scheme management. This includes onboarding new members, maintaining accurate scheme records, facilitating benefit processing, and helping prepare compliance and operational reports. The role is ideal for someone who is highly organized, tech-savvy, and possesses a keen eye for detail.
This position plays a critical role in ensuring the accurate and timely management of pension data and delivering excellent service to scheme members and trustees. It also provides a platform for professional growth within one of Kenya’s most respected financial institutions.
Key Responsibilities
The Pension Administration Assistant will work collaboratively with the pension team and other departments to support smooth scheme administration and member services. The responsibilities include but are not limited to:
1. Scheme Member Onboarding and Data Maintenance
- Assist in onboarding new pension scheme members by ensuring all documentation is received, reviewed, and properly filed.
- Update and maintain member records accurately in both electronic and physical formats.
- Verify submitted data for completeness and consistency before entry into the pension administration system.
2. Contributions Processing and Reporting
- Process incoming contributions from sponsors and employers and prepare contribution schedules for allocation.
- Ensure that contributions are properly reconciled and posted in a timely manner to the correct member accounts.
- Assist in identifying and flagging missing or incorrect contribution data for follow-up and correction.
3. Benefit Computation and Claims Processing
- Compute standard withdrawal, exit, and refund benefits according to scheme rules and applicable regulations.
- Prepare benefit requests and documentation for supervisor review and approval.
- Coordinate with finance and compliance teams to ensure benefits are disbursed within agreed timelines.
4. Member Communication and Records Management
- Draft responses to standard member queries via email or phone, ensuring clarity and professionalism.
- Maintain accurate logs of incoming and outgoing communications for audit trail purposes.
- Assist in the generation and updating of member benefit statements and fund summaries under guidance.
5. Document Filing and Scheme Administration Support
- Maintain both physical and electronic filing systems in line with departmental and regulatory standards.
- Organize scheme documents, trust deeds, compliance certificates, and other key materials for periodic audits, regulatory inspections, and annual general meetings.
- Ensure easy retrieval of documents by maintaining an organized and logical filing structure.
6. Compliance Monitoring and Data Integrity Checks
- Support the compliance function by tracking scheme remittances and flagging late submissions or missing documentation.
- Assist in reviewing scheme data to ensure alignment with the Retirement Benefits Act (RBA) and internal policies.
- Help maintain data accuracy and integrity across all pension administration platforms.
7. System Support and Reporting Functions
- Assist in conducting user acceptance testing during system upgrades, data migrations, or new feature implementation.
- Document test outcomes and provide feedback to developers or the IT support team.
- Generate periodic reports such as production summaries, benefit processing logs, and claims projections for internal use.
8. Team Support and Continuous Improvement
- Participate in departmental meetings and contribute ideas for improving service delivery and data accuracy.
- Support training initiatives for new processes or regulatory updates.
- Demonstrate a proactive attitude and willingness to learn new aspects of pension administration.
Key Competencies and Personal Attributes
To succeed in this role, the Pension Administration Assistant must possess the following core skills and attributes:
- Attention to Detail: Capable of identifying data inconsistencies, numerical errors, and document discrepancies to ensure accuracy.
- Communication Skills: Strong written and verbal communication abilities to interact effectively with members, clients, and internal teams.
- Organizational Skills: Ability to manage multiple tasks, maintain accurate records, and prioritize work to meet deadlines.
- Problem Solving: A proactive approach to identifying and resolving administrative or operational issues.
- Technical Proficiency: Familiarity with Microsoft Office Suite, particularly Excel and Word, to handle data processing and document preparation.
- Professional Conduct: Demonstrates discretion when handling confidential data, maintains integrity, and aligns with company values.
- Team Player: Willingness to support colleagues, adapt to departmental needs, and work collaboratively toward common goals.
- Learning Agility: Eagerness to gain knowledge of pension laws, systems, and scheme operations through continuous development.
Academic and Professional Requirements
- Bachelor’s degree in Economics, Insurance, Actuarial Science, Statistics, Mathematics, or a related discipline.
- 1–2 years’ experience in pension administration, customer service, or financial operations is an added advantage.
- Basic understanding of the Retirement Benefits Act (RBA) and pension scheme operations in Kenya.
- Proficiency in Microsoft Office, especially Excel and Word.
Why Join Madison Life Assurance Kenya Limited?
Madison Life Assurance prides itself on its culture of integrity, service excellence, and innovation. As a team member, you will have the opportunity to:
- Work in a structured and supportive environment where your contributions are valued.
- Learn from experienced professionals and gain insights into the evolving pensions and life assurance industry.
- Build a long-term career in a company that promotes merit-based growth, inclusion, and continuous learning.
- Contribute to meaningful work that impacts the financial well-being of thousands of pension scheme members across Kenya.
The company is deeply committed to fostering a diverse and inclusive work environment. As an equal opportunity employer, Madison Life Assurance Kenya Limited welcomes applications from individuals of all backgrounds, abilities, and communities, in line with the principles of non-discrimination and equal opportunity.
Application Process
If you are a proactive and detail-oriented individual seeking to establish or grow a career in pension administration, this opportunity is for you.
Qualified candidates are invited to forward their updated CV and a well-crafted Cover Letter via email to [email protected] no later than 7th August 2025. Please ensure you clearly state “Pension Administration Assistant” as the subject of your email to facilitate proper identification and review.
Please note that Madison Group Limited upholds high standards in the handling of personal data. As part of its recruitment process, your personal data will be processed in accordance with the company’s Recruitment Privacy Notice, which is available at https://www.madison.co.ke/careers/.
Only shortlisted candidates will be contacted for the next stage in the selection process.
Madison Life Assurance Kenya Limited thanks all applicants for their interest in joining its team and wishes each applicant the very best in their professional endeavors.
