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Finance Officer – GATE-GEC

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Sun, 22/09/2019 - 17:00

 

Plan International is an independent non-profit development and humanitarian organization 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 is 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 75 years, and are now active in more than 70 countries.

 

We are currently seeking to recruit:

 

Title:Finance Officer – GATE-GEC

Grade:    C2

Location:        Country Office- Freetown (10% travel required)

Report to:Finance and Grant Accountant

 

Summary of the position: 

Providing timely and accurate financial information relating to the Girls’ Education Challenge GATE (GEC) project and ensuring that all the grant-related transactions are captured and reported to donors. Ensure financial accountability for the GATE GEC grant according to Plan and donor requirements.  Provide timely and accurate financial information on the grant. Act as finance focal person for finance-related and GATE GEC grant issues (budgeting, cash flow management, reporting, auditing). The post holder reports to the GATE GEC Finance and Grant Accountant.

 

DIMENSIONS OF ROLE

ACCOUNTABILITIES

Accounting:

  • Ensure that required financial controls are in place to avoid unauthorized use of funds, and that prior authorization is obtained before any payment.

  • Examine all financial documents for payment (i.e. purchase requests, purchase orders, suppliers invoices and staff request for reimbursements) and ensure the completeness, accuracy and validity of financial data, including accounting classification and computations

  • Record financial transactions into SAP; ensure on-time, accurate data entry and completing journal entries for non-routine expenses as necessary

  • Monitor the project bank account transactions to ensure that adequate funds are available all times to cover project operations, review and reconcile the bank account on a monthly basis

  • Generate and provide routine financial statements from SAP as and when required.

  • Review petty cash payments on a regular basis to ensure adherence to Plan policies; replenish as necessary

  • Oversee the issuance and collection of project and staff travel advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the timeframe prescribed by Plan policy, and resolve any queries with individual employees and involve their supervisors where necessary.

  • Make payments to GEC project activities participants in cash or through bank and mobile money transfers as necessary.

  • Carry out the filing of all finance payment documents processed during the implementation of GEC project, documents include but not limited to, staff and supplier payments, contractors and partners, property leases etc

 

Budgeting and Control:

  • Prepare budget versus actual reports for the GEC grants for the Port Loko implementing team on a monthly basis highlighting any adverse variances for the Hub management attention.

  • Work with programme staff to provide clear and timely variance explanations on financial reports to donors.

  • Ensure that the grant running cost budget is timely and correctly charged as per donor contracts /FAD requirements

  • Provide and reconcile transaction reports for the GEC grants report, highlighting mismatches on a monthly basis.

  • Ensure that the grant transactions reports match expenditures reported on the grants financial management system

  • Ensure that grant financial reports are timely and accurately prepared in the required formats as per donor contracts and FAD. 

  • Provide grants financial reports and analysis as required for Hub management.

  • Ensure proper filing (electronic and hard copy) of grants financial reports. 

 

Audit:

  • Liaise with audit focal person and external auditors for preparation, conduct and finalization of grant-required quarterly and annual audits

  • Prepare all required information prior to the arrival of grant auditors

  • Act to implement recommendations from grant audit action lists

  • Prepare regular updates on grant audit action lists.

 

General:

  • Respond to grants financial queries in liaison with the GATE GEC Project Operations Manager, Grants Accountant and Team Leader

  • Perform  any other official duties that may be assigned from time to time 

 

KEY RELATIONSHIPS

Internal stakeholders

  • Program Staff – High

  • Grants staff - High

  • HR Manager – Medium

  • Finance Manager - High

  • Program Accountants - High

  • PUMs – High

  • Operations manager-High

External stakeholders

  • Partners (Low)

  • NOs (Low) 

  • Communication channels

 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Technical expertise:

  • Ensure adherence to the country’s grants financial and accounting requirements as per requirements of the donors, and other organizational policies and procedures to support sound grants financial management within the organization 

  • Ability to analyse grant expenditure against budgets for unusual trends 

  • Ability to draft clear and precise report in responding to grants queries

  • A good understanding of donor requirements, Plan financial systems and grants management system for efficiency and compliance

  • Ability to work independently with minimal supervision

  • Must have very good interpersonal relationship with colleagues and supervisors

Knowledge

Qualification and Experience

  • Degree holder in finance/accounting from a recognized University

  • Part qualification of professional accountancy course (ACCA, CAT or AAT) from a reputable institution an added advantage

  • At least 3 years’ experience in a similar role in a non-governmental organisation

  • Experience of developing, monitoring and reporting  on donor budgets

  • Understanding of donor conditions and requirements relating to financial management 

  • Good knowledge of grant management cycle

  • Fair knowledge of project management

 

Skills

  • Problem solving skills

  • Good accounting, analytical and judgement skills

  • Good team player

  • Proficient in Microsoft applications especially excel 

  • Good communication skills both oral and written

  • Ability to deliver to tight deadlines

 

Behaviours

  • Independent minded, objective and demonstrate a sense of integrity.

  • Organized, methodical and meticulous

  • Innovation and willingness to learn at a faster rate

  • Remains calm and positive under pressure and in difficult situations

  • Aware of impact on others and adjusting own behaviour accordingly

  • Tolerant of difference - cultural sensitivity in relation to its impact on HR

 

GENERAL ACCOUNTABILITY 

Child and Young People Safeguarding Policy

Ensures that Plan International’s global policies for child and young people safeguarding policy (CYPSP) 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.

 

PLAN INTERNATIONAL’S VALUES 

We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.

  • Holds self and others accountable to achieve the highest standards of integrity.

  • Consistent and fair in the treatment of people.

  • Open about mistakes and keen to learn from them.

  • Accountable for ensuring we are a safe organisation for all children, girls & young people

 

We strive for lasting impact

  • Articulates a clear purpose for staff and sets high expectations.

  • Creates a climate of continuous improvement, open to challenge and new ideas.

  • Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

  • Evidence-based and evaluates effectiveness.

 

We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

  • Builds constructive relationships across Plan International to support our shared goals.

  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.

  • Engages and works well with others outside the organization to build a better world for girls and all children.

 

We are inclusive and empowering

  • We empower our staff to give their best and develop their potential

  • We respect all people, appreciate differences and challenge equality in our programs and our workplace

  • We support children, girls and young people to increase their confidence and to change their own lives. 

 

Applications: 

Last date for submission of Application (CV and cover letter) is: 22nd September, 2019 by 5:00 pm

 

Your application should include: 
·         A cover letter
·         A comprehensive CV including details of two referees, one of whom should be your current or

           most recent supervisor

 

Send applications to Sierra-Leone.Recruitment@plan-international.org

 

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

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