Job Description
The objective of this assignment is to engage a qualified professional to fulfill specific duties essential to the project’s success. The selected candidate will be tasked with undertaking responsibilities that align with the outlined goals and expectations. Key requirements include possessing relevant qualifications, experience, and skills pertinent to the role. Additionally, the individual must demonstrate the ability to meet deadlines, work collaboratively within a team, and maintain high standards of professionalism. The assignment seeks to identify a capable individual who can contribute effectively to the organization’s objectives.
The Finance Support Assistants are responsible for providing comprehensive administrative and operational support to the finance team, ensuring efficient and accurate financial processes are maintained. They will handle a variety of tasks, including data entry, processing invoices, reconciling accounts, and assisting with month-end financial closings. Additionally, they will prepare financial reports, maintain organized records, and respond to internal and external inquiries related to financial matters. Strong attention to detail, proficiency in accounting software, and excellent organizational skills are essential for success in this role. Candidates must possess a high school diploma or equivalent, with prior experience in a finance or administrative support position preferred.
Deliver comprehensive clerical and administrative financial assistance throughout the duration of the campaign.
Facilitate the processing and monitoring of payments for MDA-related activities, including travel, procurement, and logistical expenditures.
Maintain meticulous accuracy and completeness in all financial documentation, strictly adhering to donor specifications and MC internal regulatory policies.
You will be responsible for developing and implementing robust methodologies to ensure accurate and efficient project execution. This role requires a keen analytical mindset to design frameworks that enhance data quality, streamline processes, and support informed decision-making. You will collaborate with cross-functional teams to refine existing approaches and introduce innovative techniques, ensuring alignment with organizational objectives. Strong problem-solving skills and attention to detail are essential to identify gaps, optimize workflows, and maintain compliance with industry standards. Experience in [specific methodologies, e.g., Agile, Six Sigma, or Lean] is preferred, along with proficiency in [relevant tools or software]. Your contributions will directly impact the success and scalability of projects while fostering a culture of continuous improvement.
The approach for this assignment includes delivering specialized financial assistance to State Finance Officers, both during and following the 2026 Cascade training and the third round of distribution activities in Kaduna and Jigsaw States.
The states are divided into 23 and 27 Local Government Areas (Gas), respectively, and arranged into three operational clusters. Each cluster will have one Finance Support Assistant assigned to it, overseeing approximately eight to nine Gas.
Each assistant will provide administrative and operational support to manage payments for approximately 5,000 to 6,000 campaign staff members and more than 40 vendors per cluster. Duties encompass thorough documentation review, meticulous payment tracking, preparation of schedules, and rigorous compliance monitoring, all in coordination with finance officers.
Oversee and execute a wide range of duties encompassing critical project oversight, meticulous data analysis, and seamless cross-functional collaboration. Serve as the primary liaison between departments to ensure alignment with organizational objectives, while maintaining rigorous adherence to established policies and procedures. Facilitate timely decision-making through detailed reporting, strategic planning, and proactive risk mitigation strategies. Lead initiatives that drive operational efficiency, foster innovation, and enhance overall productivity within the team. Demonstrate exceptional leadership by mentoring staff, delegating tasks effectively, and cultivating a results-driven work environment.
Daily responsibilities include managing administrative duties, preparing reports, coordinating schedules, and handling correspondence to ensure seamless office operations. The role requires proficiency in using various software applications, strong organizational skills, and meticulous attention to detail. Additionally, the position entails collaborating with team members to facilitate projects, maintaining records, and assisting with event planning when necessary. Candidates must demonstrate excellent communication abilities, both written and verbal, and possess the capacity to work independently or under minimal supervision.
Examine every transaction to verify that all documentation is complete, and all necessary approvals have been obtained.
Utilize the designated database to examine attendance records and develop precise payment schedules for AM Campaign personnel, verifying that these schedules align with both attendance documentation and database entries.
Compile and verify payment vouchers while accurately classifying and assigning appropriate cost codes.
Process incoming payment notifications and integrate them with corresponding documentation to ensure accurate and organized record-keeping.
Work collaboratively with the Finance Officer to verify that all payment vouchers (PVs) are accurately prepared with complete supporting documentation and stored in an organized manner.
Provide strategic recommendations to the Finance Officer regarding financial matters, highlighting potential risks and suggesting viable solutions.
Maintain an Excel-based journal template to document all completed payments and submit it to the Finance Officer on a weekly basis for processing.
Ensure the organization’s assets are protected by meticulously examining all payment requests, Tags, and PRFs in alignment with the Malaria Consortium Manual, Policies, and Procedures.
Maintain accurate tracking of stock levels for office supplies (e.g., archival files, stamps, pins, and clips) and initiate requisitions in a timely manner to ensure uninterrupted availability.
Facilitate the onsite logistics and distribution of training materials as required.
Participate in cascade training sessions focused on finance and systematically document detailed notes for future reference.
Organize and prioritize weekly tasks to ensure efficient workflow and timely project completion. Manage and distribute assignments among team members based on individual strengths and workload capacity. Track progress through regular check-ins and adjust priorities as needed to meet deadlines and organizational objectives. Maintain clear documentation of tasks, deadlines, and outcomes to facilitate transparency and accountability within the team.
To ensure timely completion of deliverables, coordinate with the finance officer and dotted-line supervisors to obtain any outstanding documentation required.
Develop and deliver payment schedules for cascade trainings and MDS, categorized by Local Government Area (LGA).
Before finalizing, examine all supporting documents to ensure they are ready for submission to the country office for archival purposes.
Maintain and update trackers that categorize claims by activity and local government area (LGA), distinguishing between paid and pending statuses.
Track and receive invoices from suppliers and vendors, ensuring all documentation is accounted for. Process vendor authorization forms and facilitate payments in accordance with established approval protocols.
Assist in monitoring failed transactions and resolving discrepancies to maintain accurate payment records and ensure financial consistency.
Prepare weekly summary reports summarizing all financial activities.
Oversee daily operational activities and execute various assigned tasks to ensure seamless business functioning. Manage workflows, address logistical needs, and maintain organizational efficiency through meticulous planning and execution. Coordinate with cross-functional teams, monitor performance metrics, and implement improvements as necessary to optimize productivity and meet strategic objectives. Handle administrative duties, resolve operational challenges, and support departmental goals with precision and reliability.
Archive, scan, and file financial documents in strict adherence to the MC finance manual’s filing standards to ensure full compliance.
Maintain a comprehensive tracking system for all payment-related documentation and guarantee timely dispatch to or receipt from Abu Dhabi.
Prepare and provide all necessary documentation to facilitate audit processes as required.
Support the execution of asset spot checks and conduct physical verification procedures.
To ensure all assigned tasks are completed accurately and within specified deadlines, you will be responsible for producing high-quality deliverables that meet or exceed stakeholder expectations. Your role requires meticulous attention to detail, strong organizational skills, and the ability to adhere to project timelines while maintaining clear and consistent communication with team members and leadership. You must be proficient in utilizing relevant tools and methodologies to execute deliverables efficiently, ensuring they align with the project’s objectives and quality standards. Additionally, you will collaborate closely with cross-functional teams to gather necessary inputs, validate requirements, and incorporate feedback to refine deliverables throughout the project lifecycle.
Prepare comprehensive and verifiable payment schedules for all cascade training sessions and Multi-District Agreement (MDA) rounds.
Processed and organized documentation for each payment batch, ensuring accurate filing and compliance with established procedures.
Weekly reporting on activity tracking and financial support status is required.
Prepare a comprehensive monthly summary report, compiling and analyzing key performance metrics and operational data to provide stakeholders with clear insights into progress, trends, and areas requiring attention.
An 8-week assignment culminating in a comprehensive final summary report is required.
The position demands a high level of responsibility, ensuring all tasks and commitments are fulfilled with precision and reliability. Individuals must take ownership of their actions, decisions, and outcomes, demonstrating consistent follow-through and adherence to deadlines. This role requires thorough attention to detail and a proactive approach to addressing challenges, as well as the ability to provide transparent updates on progress and any obstacles encountered.
The Jigsaw Field Accountants (Fas) will report directly to the State Finance Officer of Jigsaw State, while the Kaduna Field Accountants (Fas) will report directly to the Country Finance Office in Abuja.
You will report directly to the State Program Manager in a functional capacity.
Must uphold strict confidentiality standards while fully complying with MC’s safeguarding protocols and data protection regulations.
The schedule and specific assignment particulars are as follows:
The engagement is expected to span a period of 44 calendar days.
Relocated between Kaduna (where one of the three required finance assistants is situated alongside the country finance officer in Abuja) and Jigsaw State.
Six Finance Support Assistant positions are now available, with three openings designated for each state.
Provide necessary assistance and available resources to ensure effective task completion and operational efficiency.
Consultants will be expected to utilize their personal laptops for all work-related tasks.
A dedicated workstation will be provided at the MC state office located in Kaduna and Jigsaw.
Familiarization with HARMAN financial instruments and reporting frameworks will be provided.
The Finance Officer, along with designated MC staff, will provide supervision and oversight.
Expected Outcome:
Ensuring accurate and punctual financial documentation and payment processing for all Local Government Areas is essential.
Enhanced accuracy and accelerated processing of participant and vendor payments, ensuring completion within 13 days of each activity’s conclusion.
Enhanced adherence to regulatory standards and improved the clarity of financial transactions pertaining to MDA-related activities.
Expected results encompass achieving measurable milestones in alignment with key performance indicators, ensuring project objectives are met within designated timelines and budgetary constraints. Deliverables will demonstrate proficiency in core competencies, with a focus on quality, efficiency, and adherence to organizational standards. Progress will be tracked through systematic evaluations, fostering continuous improvement and accountability throughout the project lifecycle.
Within 48 hours of receiving complete supporting documentation—such as attendance sheets and approved databases—a minimum of three LGA payment schedules must be thoroughly reviewed, validated, and submitted accurately.
Prepare payment vouchers promptly, ensuring they are finalized and processed within 24 hours following the validation and submission of the payment schedule.
Ensure that payment advices are promptly generated and correctly attached to all processed vouchers following final authorization on the I-banking platform.
Document Scanning and Filing: All payment-related documents must be scanned and filed within three days following final payment authorization.
Collaborate closely with finance officers to ensure all original payment documents are securely packaged and dispatched to the Country Office by the 10th working day of the following month.
Ensure strict adherence to all documentation standards by maintaining 100% compliance with required signatures, accurate coding, and appropriate template usage, with any deviations promptly reported to the Finance Officer within 12 hours of identification.
You must possess a minimum of five years of experience in a consultancy role, ideally within a relevant industry. A bachelor’s degree in business administration, finance, or a related field is required, though a master’s degree is strongly preferred. Proficiency in data analysis tools, such as Excel, Power BI, or Tableau, is essential, along with strong written and verbal communication skills. You will be expected to lead client engagements, develop strategic recommendations, and present findings to senior stakeholders. The ability to work independently, manage multiple priorities, and deliver high-quality solutions under tight deadlines is crucial. Additionally, prior experience in project management or a certification such as PMP or PRINCE2 would be advantageous.
A qualified candidate should hold a bachelor’s degree, preferably in Finance, Accounting, Business Administration, or any related social science discipline.
Proficient in Microsoft Office applications, with a strong preference for intermediate-level skills in Excel and Word.
Outstanding proficiency in numerical analysis, clear written articulation, and articulate verbal expression are essential.
We pride ourselves on meticulous attention to detail and unwavering accuracy in all tasks.
Proficient in managing tasks autonomously while contributing effectively to a collaborative team environment.
Qualifications
BA/BSc/HND
