CAREER OPPORTUNITY: TECHNICAL ASSISTANT – DOCUMENTATION AND DATA MANAGEMENT

CAREER OPPORTUNITY: TECHNICAL ASSISTANT – DOCUMENTATION AND DATA MANAGEMENT

Organization: Malaria Consortium
Reporting To: Project Documentation Officer
Application Deadline: February 2, 2026, 5:00 PM (Monday)

Location: Abuja 

About Malaria Consortium

Malaria Consortium is a leading global non-profit organization dedicated to combating malaria and other communicable diseases. We work to improve health and save lives through evidence-based programs, robust research, and strategic advocacy. Our commitment extends to protecting children and vulnerable adults, ensuring the highest standards of ethical conduct from all staff, partners, and representatives.

Role Overview
Malaria Consortium is seeking a highly organized and detail-oriented Technical Assistant for Documentation and Data Management. This role is pivotal in ensuring the efficient and accurate handling, storage, and retrieval of critical project documents, both physical and electronic. The Technical Assistant will play a fundamental role in maintaining data integrity, compliance, and accessibility across our operations.

Key Responsibilities
The Technical Assistant will be responsible for a comprehensive range of documentation and data management tasks, including:

• Physical Document Management:
• Organizing and moving sorted compliance documents into designated physical storage locations (shelves, cabinets, records room) in an organized manner.
• Filing documents neatly in physical storage, ensuring a consistent structure for easy retrieval.
• Electronic Document Management:
• Scanning hardcopy documents as required and saving them in the approved electronic folder structure.
• Applying standard file naming conventions and ensuring all scanned copies are clear, complete, and properly aligned.
• Data Integrity & Tracking:
• Updating document registers/trackers to accurately reflect physical storage location, container numbers, and scan status.
• Conducting quality checks to confirm documents are complete, appropriately signed/approved, and correctly filed.
• Identifying and flagging any missing, incomplete, or damaged documents for prompt follow-up by the Compliance Unit.
• Confidentiality & Compliance:
• Ensuring the confidential handling and secure storage of sensitive documents at all times.

Key Deliverables
Successful execution of this role will be measured by:
• Compliance documents sorted, arranged, and stored in labeled containers based on agreed categories (project, year, donor, type).
• Documents properly moved and filed 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, providing a comprehensive gap list of missing/incomplete documents and submitting progress updates to the Compliance Unit.

Qualifications and Experience

Essential:
• Minimum of a National Diploma (ND) or equivalent qualification.
• Additional training in records management, data management, or office administration is a distinct advantage.
• At least 2–3 years of professional experience in document handling, filing, and data entry.
• Proven experience in sorting, classifying, and archiving project documents.
• Familiarity with both physical and electronic filing systems.
• Basic computer skills (Microsoft Word, Excel, email) and the ability to use document management tools.
• Exceptional attention to detail, accuracy, and a strong 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 effectively, and meet established deadlines.
• Basic understanding of records retention and disposal policies.

Reporting & Coordination
The Technical Assistant will report directly to the Project Documentation Officer and will work closely with other staff within the Compliance Unit. This role requires active coordination with the Project Documentation Officer team to ensure timely filing, archiving, and retrieval of all organizational documents.

Intellectual Property & Confidentiality
All documents handled by the Technical Assistant remain the sole property of Malaria Consortium. The Technical Assistant must maintain strict confidentiality and is expressly prohibited from sharing, copying, or distributing project documents without explicit authorization. Sensitive documents must be handled and stored securely at all times.

Safeguarding Policy
Malaria Consortium is deeply committed to protecting children and vulnerable adults, ensuring that all staff, partners, and representatives uphold the highest standards of ethical conduct. Our Safeguarding Policy outlines our responsibility to prevent abuse, harassment, and exploitation in all areas of our work.

Method of Application
Interested and qualified candidates who are passionate about contributing to our goals are kindly requested to complete the online application form before 5:00 PM on Monday, February 2, 2026.

👉 CLICK HERE TO APPLY ONLINE: [Insert Application Link Here]

Important Notes:
• Applicants who do not adhere to the specified application method will be disqualified.
• Only shortlisted candidates will be contacted for further engagement.
• Applications will be reviewed on a rolling basis, and the recruitment process may conclude before the advertised deadline. Early applications are therefore highly encouraged.
• Malaria Consortium does not accept or request payment at any stage of its recruitment process. We also do not accept hardcopy CVs; all applications must be submitted through the official online link provided above.

Join Malaria Consortium and contribute to a healthier future.

COMMITMENT TO SAFEGUARDING AND ETHICAL CONDUCT

Our organization is deeply committed to ensuring the safety and well-being of all individuals involved in our work and the communities we serve.

We expect everyone associated with us—including our staff, consultants, volunteers, and partners—to strictly adhere to our comprehensive Safeguarding Policy and Code of Conduct.

By upholding these high standards, we collectively contribute to creating safe environments and actively reduce any potential risk of harm in all our operations.

Learn more and apply via our official portal:
https://forms.monday.com/forms/7283724079d4a24c1c7dccc598bc3998?r=euc1