The National Social Security Fund (NSSF) is a State Corporation established under the National Social Security Act. The Fund is responsible for providing social security protection to workers in both the formal and informal sectors across Kenya. This is achieved through member registration, the collection of contributions, effective management of funds, and the timely disbursement of benefits to eligible members or their dependents.

1. Assistant Records Management Officer III – Nairobi, Kenya

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Introduction

To fulfill our mission, the NSSF is seeking to recruit suitably qualified and highly motivated individuals for the role of Assistant Records Management Officer III, within our Member Records Department, based in Nairobi. This position offers a unique opportunity to contribute to the effective management of records, ensuring the smooth operation of the Fund’s activities. If you are passionate about records management and eager to make a difference in a dynamic and supportive environment, we encourage you to apply.

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Key Responsibilities

As an Assistant Records Management Officer III, you will play a crucial role in the maintenance, protection, and disposition of records within the NSSF. Your specific duties and responsibilities will include:

• Preparation and Updating of File Indices: Assist in the preparation and updating of file indices, ensuring that all records are accurately categorized and easily retrievable.
• Conducting Records Surveys and Appraisals: Participate in surveys and appraisals to assess the status and value of records, ensuring that they meet the required standards for retention or disposal.
• Records Retention and Disposal: Prepare and implement records retention and disposal schedules, ensuring compliance with organizational policies and legal requirements.
• File Retrieval and Maintenance: Retrieve, amalgamate, and receipt files in the register and system, ensuring that all files are correctly processed and maintained.
• Records Management System Maintenance: Capture requests, complaints, and compliments in the records management system (TQM, Register), and ensure that the system is up-to-date and functioning efficiently.
• Records Processing and Indexing: Process and index files/records for dispatch to customers, ensuring timely and accurate service delivery.
• File Sorting and Shelving: Sort and arrange files serially before returning them to the shelves, maintaining an organized and efficient records storage system.
• Tracking and Tracing Overdue Files: Trace and track overdue or delayed files, ensuring that records are returned and accessible when needed.

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Qualifications and Skills

To be considered for the role of Assistant Records Management Officer III, you must meet the following requirements:

• Educational Background: A Diploma in any of the following disciplines: Information Sciences, Records Management and Information Technology, Archives and Records Management, or a related field from a recognized institution.
• Proficiency in Computer Applications: Demonstrated proficiency in computer applications is essential for the efficient management and retrieval of records.

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Company Culture and Benefits

At NSSF, we pride ourselves on fostering a positive and inclusive work environment. We believe in the value of teamwork, integrity, and professionalism, and are committed to providing our employees with opportunities for growth and development.

Benefits of Working at NSSF:

• Competitive Salary: The Fund offers a competitive salary package commensurate with your skills and experience.
• Comprehensive Benefits Package: We provide a comprehensive benefits package that includes health insurance, retirement plans, and other welfare benefits.
• Professional Development: We support continuous professional development through training, workshops, and opportunities for career advancement within the organization.
• Work-Life Balance: NSSF promotes a healthy work-life balance, with policies in place to support flexible working arrangements.

NSSF-VACANCIES-ADVERT-AUG-2024

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2. Human Resource Officer II – Head Office, Nairobi, Kenya

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Job Summary

The National Social Security Fund (NSSF) is actively seeking a Human Resource Officer II to join our Human Resource Department at the Head Office in Nairobi. This role is pivotal in ensuring the effective management of human resources across the organization, contributing to the overall success of the NSSF. The Human Resource Officer II position is the entry grade for degree holders in the HR cadre, providing an excellent opportunity for recent graduates to develop their skills and gain valuable experience.

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Key Responsibilities

As a Human Resource Officer II, you will be responsible for supporting various HR functions, including talent acquisition, organizational development, talent development, and HR operations. Your specific duties will include:

Talent Acquisition & Organizational Development

• Employee Onboarding: Check and confirm new employees’ documents on their reporting date, opening files, and maintaining employee records in the system.
• Probation Monitoring: Monitor the expiry date of the probation period for new employees and initiate the confirmation process after the probation period ends.
• Leave Administration: Administer leave in the system and attend to staff queries regarding leave entitlements and procedures.
• Absence Management: Capture manually applied absences, such as sick leave, exam leave, compassionate leave, and unpaid leave applications in the SAP system.
• Processing Pay Change Advice (PCA): Handle staff changes, including promotions and salary adjustments, ensuring that all changes are accurately reflected in the system.
• Staff Clearance: Process staff clearance for exiting employees and handle inquiries related to staff separation.

Talent Development

• Training Needs Analysis: Participate in the annual Training Needs Analysis to identify skills gaps and training requirements across the organization.
• Human Capital Management Committee: Prepare the agenda for the Human Capital Management Committee meetings, ensuring that all necessary documents are available.
• Training Reimbursements: Compile and submit applications for training reimbursements to the National Industrial Training Authority (NITA).
• Training Records Management: Distribute training certificates to participants and maintain accurate training records.

HR Operations

• Medical Enquiries: Handle inquiries from medical service providers, the administrator, and employees regarding the medical scheme and wellness programs.
• Staff Loan Management: Receive, open, and appraise staff loan applications, ensuring that all necessary documentation is in place.
• Data Entry: Manage data entry for internal customers, including pay change advice on promotions, salary advances, and transfer allowances, as well as for external customers, such as bank loans and insurance premiums.
• Disciplinary Cases: Draft summaries and letters for disciplinary cases, ensuring that all procedures are followed according to the organization’s policies.

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Qualifications and Skills

To qualify for the Human Resource Officer II role, you must meet the following criteria:

• Bachelor’s Degree: A Bachelor’s Degree in Human Resource Management or its equivalent from a recognized institution is required.
• Computer Proficiency: You must be proficient in computer applications, particularly in HR systems and databases.

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How to Apply

Interested candidates who meet the qualifications are invited to apply. Please follow the application instructions carefully to ensure that your application is considered.

1. Application Details: All details regarding the vacancies and the application process can be found on our website at www.nssf.or.ke/careeropportunities.
2. Required Documents: Submit a cover letter, curriculum vitae, certified copies of your certificates/testimonials, and a certified copy of your National ID Card.
3. Submission Method: Applications should be submitted either via the Post Office or by hand delivery in an envelope indicating the position applied for.
4. Multiple Applications: If applying for more than one position, each application should be in a separate envelope clearly indicating the position on the envelope.
5. Application Address: Address your applications to:
   • The Managing Trustee/CEO
   • National Social Security Fund (NSSF)
   • P.O. Box 30599 – 00100
   • NAIROBI
6. Deadline: Ensure that your application is received by Monday, 9th September 2024, no later than 5:00 PM (EAT).
7. Pre-Employment Requirements: Successful candidates will need to provide the following documents before receiving an offer:
   • Police Clearance Certificate from the Directorate of Criminal Investigations (DCI)
   • Clearance Certificate from the Higher Education Loans Board (HELB)
   • Tax Compliance Certificate from the Kenya Revenue Authority (KRA)
   • Clearance from the Ethics & Anti-Corruption Commission (EACC)
   • Clearance from a recognized Credit Reference Bureau (CRB)

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NSSF: Equal Opportunity Employer

The NSSF is committed to providing an inclusive and diverse work environment. We strongly encourage persons with disabilities, the marginalized, and minorities to apply. NSSF is an equal opportunity employer and does not discriminate on any basis.

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Privacy Notice

The NSSF is dedicated to protecting the privacy and security of all personal data provided by applicants. All data will be handled in accordance with the Data Protection Act, 2019.

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Conclusion

Working with the National Social Security Fund offers a unique opportunity to contribute to the well-being of millions of Kenyans. Our commitment to excellence, integrity, and social responsibility makes us a preferred employer for those looking to make a positive impact in society.

Apply now to join our team and help us build a stronger, more secure future for all Kenyans.