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 Country Office and ensure Donor’s compliance during Grants acquisition management and Reporting.

Provide timely and reliable Donors financial Information and analysis that leads to effective decision making in Grants Acquisition, management and reporting

DIMENSIONS OF THE ROLE

• Reports to Senior Grants Manager
• Works in collaboration with Grants Specialist, Grants compliance, Risk Management and Compliance Manager, Country Finance team, country program teams and other implementing partners.
• The post will be based at Country Office
• Provide coordination of Finance relating matters to the Grants team towards proper Donors Financial Management and reporting.

 

Key End Results of Position:

• Work with Senior Grants manager to Maintain system data on all Grants and SPADs (sponsorship)
• Work with Senior Grants manager on new grants budget development to ensure full cost recovery is maintained from initial proposal stage.
• Prepare/ review donor financial reports as will be allocated by SGFM
• Participate on Partnership Assessment and monitor any financial capacity gapes of the partner over the life of the partnership and report the same to the management, this also includes preparation of Partners Tracking Sheet - Partner Contract details (start and end date of contract), Partners budget, disbursement schedules, reporting schedules. Update the sheet on monthly basis upon a new Partner contract has been signed and as well every time Partner disbursements are made and reports received.
• Prepare BvA for Partners Budgets only so as to monitor total contribution of Partners' budget to the overall Grant budget and CO (Country Office) budget
• Prepare Schedule of all Audits & compliance visits conducted by NO (National Office) and Donor
• Prepare Schedule of all PU (Program Unit) Visits conducted by Finance staff and maintain key highlights and actions for follow-up
• On monthly basis, scan all payroll vouchers for reporting purposes
• Support audit by ensuring all supporting documents required are traced and kept ready for auditors' review by ensuring they are stamped paid, the documents are sufficient and reliable
• Together with Accounts Assistant, process payments as needed
• Perform Partner on-boarding by reviewing contracts, policies and budgets if they align. Support Project Accountants to ensure partners' personnel costs are well managed from contracts availed on 1st month during 1st disbursement to review whether they are meeting the requirements and do not expect over-spend
• Follow-up on signed Partner reports and soft-copy version for spot-checks and archiving for future reference and audits if any
• Retrieve Commitment reports and ensure there are no outstanding commitments for POs which having created in the pasts with a gap of two months from date of reporting. The commitments should be communicated to the respective Procurement staff and Finance staff for further investigation and action. Hence, sharing SAP Helpcards for clearing commitments to ensure NIL Commitments. The same must be done two or three months before the end of any project.
• Take part in Procurement evaluation committees whenever selected.
• Do reviews of payroll liquidations to ensure Partners comply with the Government and Donor requirements
• Support Pus on grants related matters and cascade any information and needed action from them to fast tracking action on said information
• Review PRs as they come in for accuracy, correctness of GL Codes used, WBS, Grant number to minimize reversals in SAP
• Update the Project List & Grant Numbers and share with all Finance & Procurement for their records
• Update Audit recommendations tab in the Monthly Management Report whenever any audit is finalized and Management Letter is issued

ACCOUNTABILITIES

Dealing with Problems:

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

• Working in partnership with different organisation culture and ensure Program results are achieved timely without compromising with quality
• Managing donor grants with strict reporting deadlines
• 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

 

1. Ensures 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

Internal – High level of relationship

• Direct report to Senior Grants Manager
• Direct contact with Finance team at Country Office and PU levels
• Interacts with Country Office staff

 

External - High level of relationship

• Implementing Partners
• Head of departments - Local government authorities
• Children during field visit

 

Medium level of relationship

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

 

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Essential

• In-depth knowledge of the Finance and accounting   preferably in Non profit-making organisation
• A degree in Accounting or equivalent qualification
• CPA will be an added advantage

 

Desirable

• 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 the 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

 

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.
• The position requires regular field travels.

LEVEL OF CONTACT WITH CHILDREN

• Occasional interaction with Children.