Grant Finance and Compliance Coordinator
Grant Finance and Compliance Coordinator 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 Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice. We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries. The Joining Forces Alliance has been awarded a €10 million grant from the EU to address the major child protection issues arising from and exacerbated by COVID-19. Joining Forces for Africa (JOFA) Project will be implemented in five countries (Senegal, Mali, Ethiopia, Kenya and Uganda) for three years (2020-2023). The project will be implemented by a consortium of six INGOs where by PIE is a lead agency in Ethiopia. This role will responsible for effective financial management and donor reporting consolidation among others; support the Finance Officers and Coordinators at PA and CO in the program areas in all matters, meeting compliance issues and reporting of grant related funds to management. The post holder ensures all financial aspects of grants are implemented as per grant agreement document and maintains high standards of quality and integrity of financial data. Dimensions of the Role The Country Finance Coordinator is responsible for the surface review and consolidation of country level financial reporting, and the financial reporting, control and compliance oversight of the Plan International implementation. He/she will ensure quality and standards in the financial control and compliance aspects of the project implementation by and will support implementing partners with orientation and guidance on project finance, reporting and compliance standards. She/he will oversee and ensure that financial reports from implementing partners are consolidated into the country financial reports. The finance coordinator will conduct visits to the Plan International implementation sites and conduct compliance spot checks to maintain compliance and financial control standards. She/he will also provide orientation and guidance to the finance staff of implementing partners on project finance, reporting and compliance standards. She/he will co-ordinate closely with the Country Consortium Project Manager, the finance staff of implementing partners and the Country Management Unit (CMU). The Finance Coordinator will participate in global Project Management Unit (PMU) meetings when finance matters are discussed. Accountabilities Budgeting To ensure apportion cost and 30/70 included in the budget before FAD stage 3 signed. Review the awarded grant budget share and recommend head of finance to approve the PO creation by the budget holder. The position holder should Review the Program outline (PO) on SAP to ensure approved budget on the Excel sheet Vs uploaded on the system. The position holder is accountable for the assigned grant to insert the awarded budget on SAP system. The position holder is in charge of linking the Funded Program which is prepared by BDD with Work-Breakdown-Structure-WBS which is prepared by programme in SAP system. Support programme team in annual budget preparation to ensure the budget are accurate, reasonably and incorporate all costs like apportion cost. Reporting Responsible to produce monthly Budget Vs Expenditure report to internal management per donor agreed currency for the assigned grant. Prepare periodic donor report using the donor template as required for the assigned grant. Compliance and Monitoring Ensure for each assigned grant the share Cost recovery per WBS were charged periodically. The position holder is responsible to monitor the budget utilization per each budget in the agreement and give the timely advice to the programme team about the budget status. Verify all assigned payment documents are comply with the donor, Plan and government rules and procedures. Conduct field monitoring from the finance perspective and develop the filed compliance visit report submit to the Grant and Finance Compliance Manager and the respective programme team and follow-up the implementation of action pointes. Partner and PA Providing orientation and ongoing guidance to implementing partners on financial compliance and control, based on project finance, reporting and compliance standards. Provide oversight and analysis of the financial status of the project at country level against standard performance indicators. Perform visits to project implementation areas to support project teams in financial control and compliance, including spot checks. Receive financial reports from implementing partners and conduct (with the support of the country project manager) a surface review to ensure logic and coherence between financial and narrative reports, and to identify any changes to the budget of activities and expenses. Report changes to the budget of activities and expenses to the country project manager. After conducting a surface review of reports submitted, consolidate (with the support of the country project manager) all financial reports submitted by implementing agencies and the reports of their own implementation into one country level report for each reporting period, to be submitted to the Project Manager as per the reporting schedule. Participate in regular (monthly) coordination meetings with the CMU. Attend PMU meetings when finance matters are discussed according to PMU terms of reference. Contribute to contract amendments focusing on budgeting for compliance with contractual rules and requirements. Support successful project close out, including disposal of assets and equipment, financial reconciliations. Perform any other tasks assigned by the Consortium Project Manager. In collaboration with the relevant staff, support the partner’s pre award assessment with plan predetermined criteria and guidelines for identifying partners and selecting project proposals to be funded. Identify the capacity building need and give technical and on job support to plan Finance Coordinators, Finance officers at PA and Sub grant finance staff. Under take regular Sub office and sub grant monitoring visit from financial perspective to review the financial records and ensure compliance. The position holder will review the sub grant document which is under the assigned grant before the advance is liquidated. Grant Closure and Auditing Coordinate and oversee the conduct of annual expenditure verifications by the audit firm contracted by the Consortium Lead. Confirm the outstanding payment, outstanding Advance, partner advance, NR-(Not related to grant) per the assigned grant were cleared before the grant is closed. The position holder is responsible in facilitate donor audit for each assigned grant per donor requirement including the TOR preparation; in addition, Support stator audit and Maintenance of Audit report Dealing with Problems Engages in various grant related reporting to stakeholders coming from inside and outside the organization and this needs strong knowledge of case management and how to prioritize the same. Key relationships Internally: Establish and maintain open and cordial relationship with Head of Finance, Grants Finance and Compliance Manager, CO staff, project areas Finance staff. Externally: Donors, Consortium members, partners and other stakeholders as deemed necessary. Technical expertise, skills and knowledge Educational Qualification and Experience BA degree in Accounting, Finance, and/or Business Administration. A minimum of 6 years of experience, out of which at least 2 years at supervisory level. Knowledge: Basic knowledge of Finances role and grant management role. Knowledge of plans computerized system: SAP and others. Substantial understanding of grant management and reporting Knowledge of human resources management is desirable. Skills Specific to the Post Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Integrated knowledge and understanding of grant accounting concepts, practices, systems, and procedures Computer literacy with advanced skills in Microsoft Office Demonstrated writing, presentation and report writing skills Fluency in written and spoken English language Competencies and Values Respect, accountability, integrity, courage, excellence, building partnership, coaching, contributing to team success, leading through vision and values; negotiating, proactive problem solving, managing performance for success, facilitating change. Leadership Attitudes and Behaviors Have a positive attitude towards Teamwork and collaboration with other team members Supportive and encouraging to others. Eager to be part of solution of a problem. Innovation and risk taking to achieve impact and broad scalable results drive strategic priorities. Plan International’s Values in Practice 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 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 Level of contact with children Low contact: No contact or very low frequency of interaction 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.