Grant Finance Coordinator

  •  Plan International Ethiopia
    •  
  •  Plan International Ethiopia, Addis Ababa, Ethiopia

Job Description

Date: 20-Oct-2020

Location: Addis Ababa, AA, ET

Company: Plan International

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.

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 documents and maintains high standards of quality and integrity of financial data.

DIMENSIONS OF THE ROLE

Responsible for the overall management and provision of key support services within the area of finance and grants management for all grants throughout the country under his/her supervision.

Ensuring effective management of the grants resources by overseeing effective budgeting, planning and budget utilization.

Supporting the Program Leads to ensure that program resources as utilized for the intended purposes and to ensure that financial reports are accurate, reflecting the reality of transactions incurred at all times.

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 out line (PO) on SAP to ensure approved budget on the Excel sheet Vs up loaded 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

Partner and PA

  • 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

  • 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

 

  • 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.

 

CHILD PROTECTION AND GENDER EQUALITY RESPONSIBILITIES

 

  • Demonstrate commitment to Plan’s child protection policy through implementing the policy in its entirety, and report any actual or potential risk situations following the reporting procedures, being aware of abuse and risks to children, being vigilant, becoming familiar with the Child Protection Policy.

 

  • Raise children’s rights/protection awareness and important of gender equality and respect to diversity within Plan and amongst partners and community members.

 

  • Child protection and gender equality policies are understood by the staff and partners.

 

  • Ensure equal participation and benefit of boys and girls and children with disabilities in all phases of programme/ project implementation.

 

  • Ensure sufficient budget and resources are allocated for gender equality activity in their respective area annual plans and project activities.
  • Support partners in understanding plans’ gender equality strategy and program criteria and capacity building activities on gender as part of the regular work at field level.

 

  • Ensure the representation of Plan Ethiopia in their respective region from gender equality perspectives.

 

  • 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.

 

DEALING WITH PROBLEMS:

Engages in various grant related reporting to stack holders 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, partners and other stakeholders as deemed necessary.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

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.

Desirable

Leadership Attitudes & Behaviours:

  • 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.
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