Data Clerk at Malaria Consortium

Project Overview

• In Nigeria, Malaria Consortium implements several large-scale public health programmes in collaboration with the Federal Ministry of Health, State Ministries of Health, donors, and partners. Key projects include Philanthropic Funding (PF), Global Fund (GF), Monitoring and Evaluation support for Insecticide-Treated Net (ITN) campaigns, Perennial Malaria Chemoprevention (PMC), Seasonal Malaria Chemoprevention (SMC), SARMAAN II, and CORE programmes.
• Following the relocation of the Nigeria Country Office, seven (7) containers serving as document repositories were transported to the new premises. During this movement, previously well-arranged files became disorganized, and several storage cabinets were damaged. In addition, access to the container storage facility requires the construction of a safe and durable iron staircase.
• There is also an urgent need to reorganise and archive a large volume of Ondo State ITN campaign documents in line with Malaria Consortium’s compliance, audit, and data protection requirements. To address these needs, Malaria Consortium intends to engage: Technical Assistants (TAs) to support sorting, filing, and archiving of Ondo ITN and other project documents

Purpose of the Assignment
The purpose of this assignment is to restore order, safety, structure, and integrity to Malaria Consortium’s document storage facility and project documentation system through:

• Sorting, arranging, scanning, classifying, filing, and archiving of Ondo ITN and other project documents
• Establishment of a compliant, auditable, and secure document management structure

Scope of Assignment
The Technical Assistants (Data Clerks) shall support the Compliance and Documentation Units to:

• Sort, classify, arrange, scan, and organise all Ondo ITN and other project documents by project, state, year, month, activity type, document type, and department.
• Attach and match all relevant supporting documents to their corresponding payment vouchers and payment advice to ensure completeness of financial documentation.
• File documents serially in hard-copy arch files and clearly label each file by:
  • Project
  • State
  • Month
  • Year
  • Document type
• Archive all completed files in designated cabinets and shelves in a proper sequential order, ensuring easy retrieval and traceability.
• Support the scanning and uploading of documents to SharePoint using approved folder structures and naming conventions.
• Move and arrange files into the designated physical storage/records room in line with the organisation’s filing structure.
• Support the records retention and disposal process, including identifying documents due for disposal, preparing disposal logs, and assisting with secure disposal in line with approved procedures.
• Prepare weekly progress reports and submit a final completion report at the end of the assignment.

Specific tasks for consultant
The consultant will support the Compliance Unit with document management and compliance record organization. Specific tasks include:

• Sort and arrange compliance documents in containers/boxes using agreed categories (project, year, donor, document type)
• Label containers clearly and maintain an index/list of contents per container
• Move sorted documents into the designated physical storage location (shelves/cabinets/records room) in an organized manner
• File documents neatly in physical storage using a consistent structure for easy retrieval
• Scan hardcopy documents where required and save them in the approved electronic folder structure
• Apply standard file naming conventions and ensure scanned copies are clear, complete, and properly aligned
• Update document registers/trackers to reflect physical storage location, container number, and scan status
• Conduct quality checks to confirm documents are complete, signed/approved, and correctly filed
• Identify and flag missing, incomplete, or damaged documents for follow-up
• Ensure confidential handling and secure storage of sensitive documents at all times

Deliverables:

• Compliance documents sorted, arranged, and stored in labelled containers based on agreed categories (project/year/donor/type)
• Documents moved and filed properly into designated physical storage locations with clear indexing for easy retrieval
• Required hardcopy documents scanned and saved in the approved electronic folder structure using standard naming conventions
• Document registers/trackers updated to reflect physical storage location, container details, and scan status
• Quality assurance completed with a gap list of missing/incomplete documents and progress updates submitted to the Compliance Unit.

Qualifications and Experience
Essential:

• Minimum of National Diploma (ND) or equivalent; additional training in records management, data management, or office administration is a plus.
• At least 2–3 years of experience in document handling, filing, and data entry.
• Experience in sorting, classifying, and archiving project documents.
• Familiarity with physical and electronic filing systems.
• Basic computer skills (Microsoft Word, Excel, email) and ability to use document management tools.
• Attention to detail, accuracy, and ability to maintain confidentiality.

Desired:

• Previous experience supporting health, development, or donor-funded projects.
• Familiarity with project documentation standards and compliance requirements.
• Ability to work methodically, prioritize tasks, and meet deadlines.
• Basic understanding of records retention and disposal policies.

Reporting & Coordination:

• Reports to the Project Documentation Officer.
• Works closely with other Compliance Unit staff.
• Coordinates with the Project Documentation Officer team to ensure timely filing, archiving, and retrieval of documents.

Intellectual Property & Confidentiality

• All documents handled remain the property of the contracting organization.
• Technical Assistant Data clerks must maintain strict confidentiality and are prohibited from sharing, copying, or distributing project documents without authorization.
• Sensitive documents should be handled and stored securely at all times.