Finance Assistant at Malaria Consortium

Purpose

• The purpose of the consultancy is to provide finance support to MC finance team on the ITN Campaign Project planned to be implemented in Ondo state.
• Finance support will be needed during the payments for the 2025 ITN campaign in Ondo state. Two (2) TA will be required to support payment during the main Implementation of the ITN campaign.

Specific Objectives

• The objective of the support is to successfully carry out payments to the implementation team and vendors in Ondo state during the ITN campaign activities during the period of August to October 2025.
• The finance support will ensure all participant lists, vendors and bank account provided are correct and valid and all documentation required are submitted by operations/Technical teams.
• Also, the finance support will ensure names in payment schedules provided to finance aligns with the data base submitted by the technical teams.

Methodology

• The methodology for this assignment involves providing targeted finance support to the State Finance Officer throughout the 2025 ITN training and distribution campaign in Ondo State.
• The state has 18 LGAs, grouped into 2 operational clusters. One Finance Support Assistant will be assigned per cluster (covering approximately 9 LGAs each).
• Each assistant will support payments for an estimated 4,000 – 5,000 campaign personnel and over 20 vendors per cluster.
• Responsibilities will include documentation review, payment tracking, schedule preparation, and compliance monitoring in collaboration with the state finance officer.

Key Responsibilities / Activities
Finance Support:

• Review of attendance list with database through MC designated Finance Officer
• Prepare the account documents for each payment using the approved financial template, payment sheets and guidelines as trained.
• Prepare the payment schedule using the harmonized list. Get the harmonized list signed off by the assigned campaign implementation team members.
• Work with the campaign implementation team to resolve all failed payments and wrong account details.
• Ensure proper documentation and filing of all finance documents.

Payments:

• Prepare payment schedules and submit to assigned Finance Officer for payment, ensure that they are accurate, no double / third party payment included and that the right people are being paid.
• Ensure all expenditures are well receipted and/or properly documented following MC guidelines, policies, and Finance contingency plan.
• Perform any other assignments as may be assigned by designated State Finance Officer.

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 at LGAs.
• 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:

• Participants, vendors, and facilitators are paid in accordance with the approved program budget and guidelines/policies.
• Complete and verifiable Payment schedules of all trainings and activities participants are prepared for payment.
• Participants are paid timely and all complaints resolved within reasonable time.
• All databases are up to date for categories of personnel paid.
• Proper scanning and filing of all finance documents.
• Weekly activity tracker and finance support status reports.
• Final summary report at the end of the 8-week assignment.

Accountability:

• Directly accountable to the State Finance Officer – Ondo State.
• Functionally report to the Hub Accountant and State Program Manager.
• Must maintain confidentiality and adhere to MC's safeguarding and data protection policies.

Expected Outcome:

• A smooth and timely financial documentation and payment process across all 18 LGAs.
• Reduced errors and improved turnaround time in processing participant and vendors’ payments, with an estimated payment completion period of no later than 12 days after the conclusion of each activity.

Specific Expected Outcomes Include:

• Submission of Accurate Payment Schedules: At least 3 LGA payment schedules 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 are 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 for onward dispatch to the Country Office.
• 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.

Consultancy Requirements

• A graduate preferably with a Degree in Finance, Accounting, Business Administration, or any Social Science course.
• Minimum of 2 years’ post-graduation experience in similar roles
• Computer literate preferably at intermediate level–use of Excel and Word
• Excellent numeracy, written and verbal communication skills.
• Exceptional attention to details and accuracy
• Ability to work independently in an organized manner but within an integrated team.