Job Description
To fulfill the scope of this assignment, the objective is to deliver a project or initiative that aligns with the outlined goals and expectations. This role involves executing tasks and responsibilities that contribute to the successful completion of the designated objectives, ensuring efficiency, accuracy, and adherence to established guidelines throughout the process.
The Finance Support Assistants are responsible for performing a variety of financial support tasks, including data entry, invoice processing, and reconciling accounts. They assist in preparing financial reports, ensuring accuracy and compliance with established procedures. Additionally, they help manage accounts payable and receivable, track expenditures, and support month-end closing activities. Strong attention to detail, proficiency in spreadsheet software, and the ability to work collaboratively within a team are essential for this role. Prior experience in a finance-related position is preferred, along with excellent organizational and communication skills.
Deliver comprehensive clerical and administrative finance assistance throughout the duration of the campaign.
Facilitate and monitor all payment processing associated with MDA initiatives, travel-related procurements, and logistical arrangements.
Maintain meticulous accuracy and thoroughness in financial documentation, adhering to both donor specifications and MC internal guidelines.
Develop and implement a robust methodology that ensures comprehensive data analysis and accurate evaluation processes. This involves defining clear protocols, establishing systematic approaches, and integrating best practices to maintain consistency and reliability in results. The methodology should align with organizational objectives, comply with industry standards, and adapt to evolving data requirements or technological advancements.
The approach for this engagement entails delivering specialized financial assistance to State Finance Officers throughout and following the 2026 Cascade training initiative, as well as the third-phase distribution campaign conducted in Kaduna and Jigsaw States.
The states encompass 23 and 27 Local Government Areas (Gas), respectively, structured into three operational clusters. Each cluster will have one Finance Support Assistant assigned, responsible for overseeing approximately eight to nine Gas.
Each assistant will provide administrative and financial support for payments to an estimated 5,000 to 6,000 campaign personnel and more than 40 vendors per cluster. Key responsibilities involve reviewing documentation, tracking payments, preparing schedules, and ensuring compliance in coordination with finance officers.
Oversee a range of critical duties encompassing strategic planning, team leadership, and operational execution to ensure organizational objectives are met with precision and efficiency. Develop and implement policies, procedures, and performance metrics to optimize workflows and enhance productivity across departments. Collaborate with senior management to align projects with long-term business goals, fostering cross-functional synergy and accountability. Monitor key performance indicators (KPIs) to assess progress, identify areas for improvement, and implement corrective actions as needed. Serve as a primary liaison between executive leadership and employees, facilitating transparent communication and addressing escalated issues with discretion. Ensure compliance with industry regulations, company standards, and ethical guidelines to mitigate risks and uphold organizational integrity. Lead initiatives to cultivate a culture of innovation, continuous learning, and employee engagement, driving sustainable growth and stakeholder satisfaction.
Oversee and execute day-to-day responsibilities, ensuring tasks are completed efficiently and in alignment with organizational objectives. Handle routine operations, manage workflows, and coordinate with team members to maintain productivity and workflow continuity. Verify the accuracy and timeliness of completed work, addressing any discrepancies or issues promptly. Provide support to colleagues and supervisors as needed to facilitate smooth operational performance. Maintain clear documentation and reporting to track progress and outcomes, fostering transparency and accountability.
Examine each transaction meticulously to verify that all documentation is complete, and all necessary approvals have been secured.
Using the designated database, meticulously examine attendance records and construct precise payment schedules for AM Campaign personnel, guaranteeing alignment between schedules, attendance documentation, and database entries.
Prepare payment vouchers while maintaining accurate cost classification and coding.
Process and attach payment advice to the corresponding documentation to ensure accurate and systematic filing.
Work collaboratively with the Finance Officer to verify that payment vouchers (PVs) are prepared with complete supporting documentation and maintained in proper filing order.
Provide strategic guidance to the Finance Officer regarding financial matters, identifying potential risks and escalating areas requiring attention while recommending viable solutions.
Maintain a weekly Excel journal template to log all completed payments, subsequently sharing it with the Finance Officer for posting.
Diligently protect the organization’s assets by meticulously examining every payment request, TAF, and PRF to ensure full adherence to the guidelines outlined in the Malaria Consortium Manual, Policies, and Procedures.
Monitor the inventory levels of essential office and archival supplies—such as filing folders, stamps, push pins, and paper clips—and promptly submit requisitions to ensure uninterrupted availability.
Provide assistance with the onsite logistics and distribution of training materials as needed.
Your responsibilities will include attending cascade training sessions and meticulously documenting finance-related discussions, ensuring all key points are accurately captured for future reference and action.
Oversee and execute a range of weekly duties to maintain operational efficiency and support team objectives, ensuring all assigned tasks are completed accurately and on schedule. Coordinate with relevant departments to gather necessary information, review progress, and address any discrepancies promptly. Prepare and distribute reports detailing weekly accomplishments, challenges encountered, and proposed improvements to enhance productivity. Maintain meticulous records of activities, deadlines, and outcomes while adhering to established policies and quality standards. Collaborate closely with colleagues to prioritize workloads, allocate resources effectively, and foster a cohesive work environment.
Ensure ongoing communication with the finance officer and dotted-line supervisors to gather outstanding documentation essential for meeting deliverables.
Develop and file payment schedules for cascade training sessions and MDS organized by Local Government Areas (Gas).
Before forwarding supporting documents to the country office for archival purposes, carefully examine and validate their completeness and accuracy.
Maintain and update detailed trackers to differentiate between paid and pending claims, categorized by activity and Local Government Area (LGA).
Responsible for monitoring and collecting all supplier and vendor invoices, completing invoice authorization documentation, and executing payments following the required approval protocols.
Track failed payments and perform reconciliation tasks to ensure accuracy and resolve discrepancies.
Prepare comprehensive weekly summary reports detailing all financial activities.
The role encompasses operational duties and supplementary responsibilities, requiring adherence to established protocols and the efficient execution of assigned tasks to support organizational objectives.
Responsible for archiving, scanning, and organizing all finance-related documents in strict adherence to MC finance manual filing standards.
Maintain a comprehensive log of all payment-related documentation, ensuring timely dispatch to or retrieval from Abu Dhabi.
Compile and provide all necessary documentation to facilitate audit procedures.
Provide support in conducting asset spot checks and physical verification activities.
Responsibilities include producing and finalizing key deliverables to meet project objectives, ensuring all required materials are completed accurately and delivered within established deadlines. The role requires meticulous attention to detail in compiling, reviewing, and submitting deliverables that align with client specifications and organizational standards. Candidates must demonstrate the ability to work efficiently under pressure, prioritize tasks effectively, and maintain consistency in quality throughout the deliverable creation process.
Prepare comprehensive and auditable payment schedules for every cascade training session and MDA round.
Processed and organized documentation for every payment batch accordingly.
Weekly tracking of activities and preparation of finance support status reports are required.
Each month, you will compile and present a comprehensive summary report, detailing key performance metrics, project milestones, and operational updates. This report will require thorough analysis of data trends, identification of critical insights, and clear, concise communication of findings to stakeholders. Proficiency in data visualization tools, such as Excel or Power BI, is essential, along with the ability to synthesize complex information into actionable recommendations. Strong attention to detail and adherence to deadlines are critical to ensuring the accuracy and timeliness of the report.
At the conclusion of the eight-week assignment, a comprehensive final summary report will be required.
Demonstrates a strong sense of ownership by ensuring tasks and projects are completed with precision and adherence to established standards, while taking responsibility for outcomes and addressing any challenges proactively.
The Jigsaw Financial Assistants will report directly to the State Finance Officer in Jigsaw State, while the Kaduna Financial Assistants will be responsible to the Country Finance Office in Abuja.
You will report directly to the State Program Manager in a functional capacity.
Maintaining strict confidentiality and strictly adhering to MC’s safeguarding and data protection policies are essential requirements of this role.
The project timeline and additional assignment specifics are as follows: All deliverables must be completed within the designated timeframe, adhering to the milestones outlined in the project plan. Specific requirements include the submission of preliminary drafts for review at predetermined intervals, with final submissions due by the agreed-upon deadline. Additional details, such as resource allocation, collaboration protocols, and quality standards, will be provided upon acceptance of the assignment.
The assignment is scheduled to span a total of 44 days.
Relocation to Kaduna is required, with the position supporting one of three field accountants stationed in Abuja alongside the country finance officer, and involvement in operations within Jigsaw State.
Six Finance Support Assistants are required, with three positions allocated to each state.
We provide comprehensive support and resources to ensure your success in this role. This includes access to advanced tools, ongoing training opportunities, mentorship programs, and a collaborative work environment designed to foster professional growth and development. Additionally, we offer competitive benefits, wellness initiatives, and a supportive network of colleagues to help you thrive both personally and professionally.
Consultants will utilize their personal laptops to fulfill their responsibilities.
A dedicated workspace will be provided at the MC state office locations in Kaduna and Jigsaw.
Proficiency in utilizing HARMAN finance tools and reporting templates will be covered during the orientation phase.
The position requires oversight and supervision from both the Finance Officer and designated MC staff members.
Expected Outcome:
A seamless and punctual financial documentation and payment process implemented across all Local Government Authorities (Gas).
Processed participant and vendor payments with heightened accuracy and efficiency, achieving a consistent turnaround time of 13 days or fewer from the end of each activity.
Enhanced compliance and transparency in MDA-associated financial transactions.
Expected results encompass a range of measurable achievements, including the successful completion of designated projects within specified timelines, the attainment of key performance indicators aligned with organizational goals, and the consistent delivery of high-quality outputs that meet or exceed stakeholder expectations. Additionally, the role requires the proactive identification and implementation of process improvements to enhance efficiency, the maintenance of clear and timely communication with team members and leadership, and the adherence to best practices in compliance, safety, and professional conduct.
Accurate payment schedules require thorough review, validation, and submission within 48 hours of receiving full supporting documentation, including attendance sheets and approved databases, with at least three Local Government Area (LGA) schedules processed.
Prepare payment vouchers promptly within 24 hours following the validation and submission of the payment schedule.
Ensure that payment advices are promptly created and attached to all processed vouchers immediately following final authorization on the I-banking platform.
Responsibilities include scanning and filing payment-related documents within three business days following final payment authorization.
Coordinate archiving activities by partnering with finance officers to ensure all original payment documentation is consolidated and sent to the Country Office no later than the 10th working day of the subsequent month.
Ensure unwavering adherence to documentation protocols—including complete signatures, accurate codes, and correct template application—while promptly escalating any deviations to the Finance Officer within 12 hours of identification.
We seek a candidate with proven consultancy experience, including strategic planning, process optimization, and stakeholder engagement. The ideal applicant must hold a relevant degree, such as Business Administration, Finance, or Engineering, and possess strong analytical, problem-solving, and communication skills. Proficiency in data analysis tools, project management software, and industry-specific platforms is essential. Additionally, the role demands the ability to conduct in-depth market research, develop actionable recommendations, and collaborate effectively with cross-functional teams.
A graduate preferably holding a degree in Finance, Accounting, Business Administration, or a related social science discipline would be ideal for this role.
Proficient in computer operations, with a preference for intermediate-level skills in Microsoft Excel and Word.
Demonstrates exceptional proficiency in numerical analysis, written expression, and oral communication.
Exceptional attention to detail and precision is required to ensure flawless execution of tasks and adherence to rigorous standards.
Demonstrates strong self-directed work capabilities while effectively collaborating within a cohesive team structure.
Qualifications
BA/BSc/HND