Finance Assistant at Malaria Consortium

Job Description

• Malaria Consortium is recruiting for a State Finance Assistant to join our team in Abia State, Nigeria.
• The Finance Assistant will provide finance functions including clerical work and accounting tasks for maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field offices and Abuja.
• The Finance Assistant will be responsible for timely filing of field/country office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc. S/he will also ensure orderliness within the finance department.
• The Finance Assistant will deal with all payments documentation as well as advising the Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution within his/her capacity.
• The Finance Assistant will be a member of staff in the State or Abuja and will report to the State finance Officers for State and Abuja finance Officers for the Country Office while interacting directly with other staff including operations officers, administrative officers and other technical staff in the field office. S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the Hub Accountants.

Key Accountabilities
Finance work (50%):

• Review all transactions and ensure completeness of documentation and approvals.
• Review attendance using the approved Database and prepare payment schedules for participants of SMC personnel to ensure names in attendance sheet tally with Database and Schedules.
• Prepare payment vouchers, ensure correctness of cost classification and coding
• Receive payment advice and attached relevant documents to file
• Preparing Payment schedule of all meetings, workshop and training participants and consultants
• Safeguarding the organisation resources by scrutinizing all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures.
• Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock out occurs.
• Work with Finance Officer to ensure PV is raised with all supporting documents for every payment made and filed.
• Advising the Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions.
• Maintain an excel journal template for recording of all payments completed and share with Finance Officer weekly for posting.

Suppliers Invoice (15%):

• Track all suppliers & vendors invoices received by Finance Officers.
• Prepare all invoice payments and obtain approval from the authorised personnel.

Operations related work (30%):

• In charge of scanning, filling and archiving all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.
• Ensure Finance Documents (PVs) are arranged as per Malaria Consortium Finance Manual filing requirement.
• Keep track of all payment documents to ensure they are sent/ received to/in Country Office.

Perform other duties as required by Finance Officer, Accountant and Finance Manager. This will include but not limited to (5%):

• Support audit by making documents available.
• Support in Asset spot check and physical verification.

Person specification Qualifications and Experience
Essential:

• Bachelor’s Degree or Higher National Diploma in Accounting, Finance, Business Admin, or Social Sciences.
• Minimum of 1 year post graduation experience in a finance team, with at least 6 months in Finance or Accounts support role.

Desirable:

• Experience working with an INGO is an added advantage.
• Good working knowledge of Microsoft Excel and other software skills.

Work-based skills and competencies:
Essential:

• Knowledge of NGO donors and their financial reporting requirements
• Excellent computer skills with high proficiency in Microsoft excel
• Good analytical and reporting skills
• Strong ability to be able to manage and prioritize multiple tasks
• Willingness to always learn.
• A self-starter
• Excellent interpersonal and communication skills
• Excellent File and documentation management skills
• High integrity and confidentiality handling sensitive data.

Desirable:

• Working knowledge of accounting software is an added advantage
• Trustworthiness, Stress tolerance and operational decision-making skills is an added advantage.