Finance Support Assistant at Malaria Consortium

Purpose

• The purpose of this assignment is to provide finance support in the Global Fund supported Yobe SMC/ITN distribution campaign taking place in all the 17 LGAs of the State from July to October 2025.
• The purpose of this ToR is to engage three finance support consultants who will provide finance support to Yobe integrated SMC/ITN implementation campaign from August to October 2025 (8 days per month) as shown in the table below.

Specific Objectives

• The objective of the support is to successfully carry out payments to the implementation team in Yobe State and ensure payments to all cadres of participants.

Key Activities
Finance Support:

• Support all consultant in issues regarding advance payment and prepare the account documents for each payment using the approved financial template, payment sheets and guidelines as trained for Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord).
• Prepare the payment schedule for the Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord) cycle using the harmonize list.
• Work with the LGA coordinators & ICT4D, CTAT, TTA to resolved failed payments if any.

Payments:

• Prepare payment schedules of Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, etc), Community-level personnel and upload on I-Banking for payment and ensure they are accurate and that right people are being paid and also follow up with failed payment and ensure they are resolved.
• Make all advance payment and follow up with their retirements.
• Make all vendors payment and ensure they are posted as at when due.
• Ensure all expenditures relating to Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord) are well receipted and/or properly documented following MC guidelines and policies on PSF
• Ensure all supporting documents are attached to payment voucher for Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord) and vendors
• Perform any other assignments as may be assigned by the Accountant
• Prepare the payment schedule for the cycle using the harmonize list. Get the harmonized list signed off.
• Work with the LGA Field officers to resolve failed payments and wrong account detail.
• Review of attendance list with database for the State SMC Programme Manager for review through the State SMC Finance Officer.

Deliverables

• Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coordinator are paid in accordance with the approved program budget and guidelines/policies.
• Raised PV and Payment schedules of all Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord) participants and ensure they are posted on a daily/weekly basis
• Update Participant Tracker of payments made on a weekly basis for Facilitators (MC staff, NMEP, ICT4D, CTAT, TTA, LGA Coord).
• Daily or weekly preparation of Journal for posting of transactions on PSF
• Filing and scanning of payment documents for audit reasons
• Advising the Project Manager and Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions
• Participants, facilitators and TAs are paid in accordance with the approved program budget and guidelines/policies.
• Payment schedules of all participants
• All Database are up to date for categories of personnel paid.

Consultancy Requirements

• A graduate preferably with a degree in Finance, Accounting, Business Administration or any social science course
• 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.

Support and Resources:

• Consultant may be required to work with their personal laptops
• A workstation at the MC field office in Yobe will be made available.
• Orientation on GF 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 17 LGAs.
• Reduced errors and improved turnaround time in processing participant and vendors’ payments, with an estimated payment completion period of no later than 8 days after the conclusion of each activity and Strengthened compliance and transparency in MDA-related financial transactions.

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 advices 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 2 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 8th 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.