Finance Support Assistant - Kaduna at Malaria Consortium
Malaria Consortium Nigeria is committed to tackling the large number of malaria cases and deaths in the country.
- Working in partnership with the Ministry of Health and other partners, we lead and support three major malaria control initiatives in the country: Support to the National Malaria Control Programme (SuNMaP); NetWorks and MAPS.
Job Description
Objective:
To provide robust, hands-on finance support during the Mass Administration of Azithromycin (AZM MDA) campaign in Kaduna and Jigawa State by ensuring timely documentation, processing, and disbursement of payments related to MDA, logistics, Procurement and service delivery across all LGAs.
Purpose of the Assignment
The Finance Support Assistants will:
Provide clerical and administrative finance support throughout the campaign period.
- Facilitate and track payments related to MDA activities, travel related procurements and logistics.
- Ensure accuracy and completeness of financial documentation in accordance with donor and MC internal policies.
Key Responsibilities
Daily Tasks:
Review all transactions and ensure completeness of documentation and required approvals.
Review attendance records using the approved database and prepare accurate payment schedules for AZM Campaign personnel, ensuring that schedules match both the attendance sheets and the database.
- Prepare payment vouchers and ensure proper cost classification and coding.
- Receive payment advice and attach to relevant documents for proper filing.
- Collaborate with the Finance Officer to ensure that payment vouchers (PVs) are raised with all supporting documents and are properly filed.
- Advise the Finance Officer on financial issues and flag areas of concern, proposing potential solutions.
- Maintain an Excel journal template to record all completed payments and share with the Finance Officer weekly for posting.
- Safeguard the organisation’s resources by thoroughly reviewing all payment requests, TAFs, and PRFs in compliance with the Malaria Consortium Manual, Policies, and Procedures.
- Follow up on the stock balance of financial forms (e.g., arch files, stamp, pins, clips,) and make timely requisitions to prevent stock-outs.
- Support onsite logistics and distribution of training materials where necessary.
- Attend and take finance-related notes during cascade training sessions.
Weekly Tasks:
Follow up with finance officer and dotted line supervisors for pending documentation that would enable achievement of deliverables.
- Prepare and submit payment schedules for cascade trainings and MDAs by LGA.
- Review supporting documents before submission to the country office for archive.
- Maintain and update trackers for paid vs pending claims by activity and LGA.
- Track and receive all invoices from suppliers and vendors; process invoice authorisation forms and process payments with appropriate approvals.
- Assist with Failed payment tracking and reconciliations.
Generate weekly summary reports of all finance activities.
Accountability:
The Jigawa FAs will be directly accountable to the State Finance Officer – Jigawa State and the Kaduna FAs will be directly accountable to the Country Finance Office-Abuja.
- Functionally report to the State Program Manager.
- Must maintain confidentiality and adhere to MC's safeguarding and data protection policies.
Timeline and Other Assignment Details:
Duration: 44 and 22 Days
Location: Abuja and Kaduna
Number of Finance Support Assistant Required: 1
Expected Outcome:
A smooth and timely financial documentation and payment process across all the LGAs.
- Reduced errors and improved turnaround time in processing participant and vendors’ payments, with an estimated payment completion period of no later than 13 days after the conclusion of each activity.
- Strengthened compliance and transparency in MDA-related financial transactions.
Specific expected outcomes include:
Submission of Accurate Payment Schedules: At least 3 LGA payment schedules must be reviewed, validated, and submitted within 48 hours of receiving complete supporting documentation (i.e., attendance sheets and Approved databases).
- Voucher Preparation and Processing: Prepare corresponding payment vouchers within 24 hours of validation and submission of the payment schedule.
- Documentation and Attachment: Ensure payment advices are properly generated and attached to all processed vouchers immediately after final authorisation on the I-banking platform.
- Document Scanning and Filing: Scan and file all payment-related documents within 3 days of final payment authorization.
- Archiving Coordination: Collaborate with the finance officers to ensure all original payment documents are packaged and dispatched to the Country Office no later than the 10th working day of the following month.
- Ongoing Support and Compliance: Maintain 100% compliance with documentation standards (complete signatures, correct codes, proper use of templates) and escalate any discrepancies to the Finance Officer within 12 hours of detection.
Consultancy requirements
A graduate preferably with a degree in Finance, Accounting, Business Administration or any social science course
- Computer literate preferably at intermediate level–use of Excel and Word
- Excellent numeracy, written and verbal communication skills
- Exceptional attention to details and accuracy
- Ability to work independently in an organized manner but within an integrated team.
Deadline: Not Specified
How to Apply
Interested Applicant can apply via this link
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