The Admin and Finance Manager will perform the following tasks and responsibilities:

      Financial Policy and Procedures-

• Contributes to the development, implementation and control of the policy and procedures.
• Supervising the installation and implementation of appropriate financial management and internal control systems to minimize risk and fraud.
• Coordinating the implementation of financial procurement, human resource management, ICT and records management policies, procedures and systems.  

• • Scheme - prepare accounts for: contribution revenues, pension expenditures, scheme assets (cash in bank/Treasury account)
  • Administration - PF administration costs, PF assets (buildings, equipment etc)
  • Ensuring adequate provision of administrative and financial support to all departments of the Pension Unit.
  • Overseeing the procurement and contract management functions of the Pension Unit.
  • Ensuring effectiveness and functionality of records management system including general confidential and personnel records.

  Budget-

  • Coordinating the preparation of Pension Unit annual financial and procurement plans and budgets and monitoring their implementation
  • Prepare estimates of PF administration expenditure
  • Scheme – revenues and expenditure (per benefit type)

  
  Pension Fund Management-

  • Issuing benefit payments
  • Processing payment to the shortest time possible
  • Managing PF accounts in Central Bank/Treasury
  • Ensures that MDA contributions as well employee contributions are deposited to the individual pensioner accounts
  • Ensures payments are made correctly against the individual pensioner accounts

  Administrative Issues-

• Filing and archiving financial, administrative, HR and other documents in hard copy format
• Maintenance of PF facilities
• Maintenance and repairs of the facilities including buildings, equipment, furniture, etc.
• Developing and maintaining corporate estate plans and ensuring cleanliness, sanitation and hygiene controls of Pension Unit premises
• Archiving (hardcopies) PF documents

•  Management of PF transport-

• Effectively and efficiently managing transport fleet and other physical assets of the Pension Unit
• Managing transport movement (Log books)
• Managing transport costs
• Managing maintenance and repairs of the transport

•   Management of PF security-

• Managing security and safety of the premises
• Management of PF Logistics (forms/paper, office supplies, furniture, warehousing)
• Managing procurement processes
• Managing warehouse

  Financial Reports and Audit-

• Overseeing annual financial audits and adequate management responses to audit queries is provided
• Financial Reports – prepare according to Law
• Monthly financial reports and financial analysis
• Budget monitoring report

  Managing meetings-

• Coordinating the recording of minutes of Pension Unit staff and management meetings