Finance Support Assistant

Finance Support Assistant

Finance Support Assistant - Kaduna

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. Our areas of focus in...

Finance Support Assistant - Kaduna Job Type Full Time Qualification BA/BSc/HND

Experience

• Location Kaduna

• Job Field Finance / Accounting / Audit

• 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.

• Methodology

• The methodology for this assignment involves providing targeted finance support to the State Finance Officers during and after the 2026 Cascade training and round 3 distribution campaign in Kaduna and Jigawa State. The states are subdivided into 23 LGAs and 27 LGAs respectively, organised into 3 operational clusters. One Finance Support Assistant will be assigned per cluster (covering approximately 8-9 LGAs each).

• Each assistant will support payments for an estimated 5,000–6,000 campaign personnel and over 40 vendors per cluster. Responsibilities will include documentation review, payment tracking, schedule preparation, and compliance monitoring in collaboration with the finance officers.

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.

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 required documents available.
• Assist in asset spot checks and physical verification exercises.

Deliverables:

• Complete and verifiable payment schedules for all cascade trainings and MDA rounds.
• 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:

• The Jigawa FAs will