Malaria Consortium is looking for a qualified candidates to work as finance support Assistant in Gombe
We have draft a comprehensive guide on job requirements and simple application guide.
To provide robust, hands-on finance support during the Mass Administration of Azithromycin (AZM MDA) campaign Across all the implementing States by ensuring timely documentation, processing, and disbursement of payments related to MDA, logistics, and service delivery across all LGAs.In addition to supporting the Country office finance officer in documentation processes, timely submission and archiving of support documents with the compliance unit.
The job Responsibilities
- 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.
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 MDAs by LGA.
- Review supporting documents before submission to the country office for archiving.
- 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.
Operations and Other Tasks:
- Archive, scan, and file all finance documents, ensuring compliance with the MC finance manual filing standards.
- Maintain a tracker for all payment documents and ensure they are sent to or received from Abuja.
- Support audits by making the required documents available.
- Assist in asset spot checks and physical verification exercises.
Deliverables:
- Complete and verifiable payment schedules for all Round II MDAs.
- Scanned and filed documentation for each payment batch.
- Weekly activity tracker and finance support status reports.
- Monthly summary report
- Final summary report at the end of the 8-week assignment.
Accountability:
- Directly accountable to the State Finance Officer – Adamawa and Gombe State.
- Functionally report to the Country Office Finance Officer and State Program Manager.
- Must maintain confidentiality and adhere to MC’s safeguarding and data protection policies.
Support and Resources:
- A consultant would be required to work with their personal laptops
- A workstation at the MC field office in Adamawa and Gombe will be made available.
- Orientation on SARMAAN finance tools and reporting templates.
- Supervision and oversight by the State Finance Officer and designated MC staff.
Expected Outcome:
- A smooth and timely financial documentation and payment process across all LGAs. (Adamawa 21 and Gombe 11)
- Reduced errors and improved turnaround time in processing participants’ 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 from each state 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 advice is 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 state finance officer 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.
Requirements and Experience
A graduate, preferably with a degree in Finance, Accounting, Business Administration, or any social science courseComputer literate, preferably at an intermediate level–use of Excel and WordExcellent numeracy, written and verbal communication skillsExceptional attention to detail and accuracyAbility to work independently in an organized manner but within an integrated team.
Important information
- Interested and qualified candidates who are passionate and willing to contribute towards the achievement of our goals should kindly fill in the application form above
- Applicants who do not follow this specification will be disqualified.
- Only Shortlisted candidates will be contacted.
- Applications will be reviewed on a rolling basis, and as a result, the process may conclude before the advertised deadline. Therefore, early applications are highly encouraged.
- Malaria Consortium does not accept or ask for payment during recruitment. We also would not accept hardcopy CVs; all applications should be sent through the above link
How To Apply
Interested and qualified candidates should apply below: