The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ROLE PURPOSE

To manage the corporate financial information system at Nkasi Rukwa PU and ensure compliance and internal controls are adhered to in the procurement and payment process.

Enhance the financial capabilities of the Nkasi Rukwa PU Finance team and Partners to effectively manage budgets.

S/he also facilitates the capacity building of the partners finance staff on compliance and to ensure timely advance settlement & payment.

DIMENSIONS OF THE ROLE

• Reports to Finance Coordinator
• Works in collaboration with Finance Coordinator, program staff at program unit, and other implementing partners.
• The post will be based at Nkasi Rukwa PU
• Provide coordination and support program implementation to the program unit manager and the community in the financial matters
• Compliance with statutory or regulatory requirements including taxation

Key End Results of Position:

  Cash and budget management

• Review Payment requests and process cheques to suppliers and various partners and pack them in the SAP accounting system
• Monitor bank balances and prepare cash projections for weekly cash transfers
• Disbursement of petty cash fund as per approved petty cash request
• Jointly responsible for safe which is the custody for cheque books, signed cheques not collected and other sensitive items
• Ensure all financial commitments are within the budget limits. 
• Ensure timely processing and disbursement of payments to legitimate suppliers.
• Prepare bank reconciliation and monthly financial reports
• Manage Partners and staff advances and up-to date staff advance register
• Receive and issue receipts for refunds from staff, Partners and others
• Prepare and File Payment and Journal vouchers and other financial documents to their appropriate files.

 

Financial reporting

• Manage general ledger accounting system
• Prepare monthly Financial statements incl. Bank reconciliation, staff and community advances and reconcile these statements and records with General Ledger
• Monitor the advances register and Partner advances
• Ensure Accountability in Preparation, review, consolidation and submission of correct and complete Program unit Financial reports on time
• Assist in preparation and coordination of  audit activities at the PU and ensure the availability of any audit document needed.
• Participate in year-end process and assist in  preparation of  year end reports

 

Internal Financial Controls enhancement

• Ensure adherence to financial controls, processes and procedures.
• Follow up finance-related audit actions

 

Field Support Visit

• Support in training of Partners in financial and record maintenance as and when required.
• Verification of direct benefits distribution to communities

 

Dealing with Problems:

• Working in partnership with different organisation culture and ensure Program results are achieved timely without compromising with quality
• Working effectively in multiple communities and environment
• Operating in remote and with vulnerable communities

• Promotes innovation and learning

• Communicates clearly and effectively

• Appreciation of child rights and Gender
• Any other duties assigned by your supervisor.

 

Communications and Working Relationships:

Medium level of relationship

• Contacts with donors during donor visits
• NO representatives during field visits

 

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives:

Knowledge

• In-depth knowledge of the Finance and accounting   preferably in Non-profit making organisation
• A degree in Accounting or equivalent qualification
• Intermediate professional qualification recognised by NBAA

Skills

• Analytical and problem solving skills
• Excellent communication skills appropriate to the audience
• Proficient Computer skills and use of relevant accounting packages
• Ability to work under harsh condition
• Ability to work under multidisciplinary and multicultural environment
• Good English language skills(oral /written )

 

Behaviours

• Hardworking with capacity to work independently with minimum supervision
• Honest, integrity, open and transparent personality.
• Team player
• Working towards achieving a team goal
• Be able to Respect all groups of people in the community and culturally sensitive
• Persuasive and able to work with different cultural settings
• Motivated, energetic and strives to develop and support others
• Result oriented
• Working for the best interest of the organisation and children
• Appreciate of child rights and gender

 

Experience

At least 1 year experience on Accounting

 

ACCOUNTABILITIES

 

Dealing with Problems:

Complexity of problems handled and the degree of investigation, analysis, and creative thinking required for solving them.

 

• Working with the PU team and ensure Projects results are achieved timely without compromising with quality
• Plan and schedule own work, interpreting instructions and selecting appropriate methods/tools for delivery.
• Operate in a high-pressure deadline-driven environment with professionalism

 

1. Managing donor grants with strict reporting deadlinesEnsures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

KEY RELATIONSHIPS

• Program Unit & Country Office.

• Rukwa - Nkasi Program Unit Manager, Uzazi Salama Finance Coordinators, CO Finance
• External & Internal Auditors where applicable
• Project Implementing Partners

• Functional networks within Plan

 

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

 

We are inclusive and empowering

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

 

PHYSICAL ENVIRONMENT

• Working environment will include both typical office environment and field environment.