Finance Coordinator - Partners & Payables at Plan International

THE ROLE

The Finance Coordinator – Partner & Payables will support the provision of financial and grants management functions and ensures compliance with Plan policies, procedures and donor requirements at the SSC level.

The post holder will report to the Senior Finance and Grants Coordinator. In liaison with the Shared Service Centre (SSC) will offer team support in the implementation of grants and sponsorship budgets in the Kenya Country office, MEESA Regional Office and other Plan offices globally.

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS

Reports to – Senior Finance and Grants Coordinator

Key relationships

Internal

• Senior Finance and Grants Coordinator
•  Finance and Grants Manager
• Shared Service Centre Team
• Program team members
• Country Office Operations teams
• Human Resources team 
• Risk and Compliance team

External

•  External auditors
•  Bank officials
•  Service providers
• Partners organisations

Level of contact with children

Low contact: No contact or very low frequency of interaction 

PHYSICAL ENVIRONMENT

• Typical office environment with periodic travel (10%) to program units and Partners organisations.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

 Payment Processes-20%

• Review financial transactions for completeness and submit for approval.
• Receives & reviews all fully approved bank payment requests for completeness, process in SAP and upload them on NBOL/bank for approval.
• Review all partner advances requests, process payment and subsequently process partner advances liquidations in SAP advances module.
• Prepares bank payments related JVs
• Processes fund requests for all approved travels and subsequent liquidations as per Plan policies
• Monitors MPESA float and initiates timely replenishment
• Issue remittance advices to payees

Reconciliations (10%)

• Prepares monthly reconciliations and analyses of receivable GL accounts
• Analyse and clear all open items in receivable and tax ledgers.

Period-End Processes (20%)

• Timely filing all the relevant documents 
• Review transactions postings and prepare correction journals for errors before period closure.
• Prepare adjustment journals for accruals, expense prepayments and redistribute support costs to projects.
• Prepare allocated financial reports on monthly, quarterly and annual, including adhoc reports
• Support audits in providing and support and explanations for sampled transactions.
• Posting of apportioned costs and allocated SSC costs to the respective entities
• Posting of Nrgrant Journals and recharging of GH expenses monthly
• Coordinates all Audit requirements and reports.
• Ensure that all financial documents are properly filed for easy retrieval

 Intercompany Processes-25%

• Analyse inward recharges and allocate the charge codes and initiate queries for unsupported recharges.
• Process inter Company transactions and ensure reconciled with different countries/IH.
• Initiate queries for unsupported recharges, follow up on outstanding items and prepare monthly status report.

Grants and Partner management -20%

• Review of partner liquidations/expenses and prepare projects reports on monthly, quarterly and annually, including adhoc reports
• Prepare fully costed budgets for grants and modification to budgets
• Prepare project outlines for grants in SAP
• Support in partner visits and expenditure verification exercise and report on findings.
• Upload and create budgets for Partners on SAP
• Support program Audits for the partners.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

LEADERSHIP COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
•  Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

• Bachelor’s Degree in Finance/Accounting related courses.
• CPA (K) or other professional qualification in accounting.
• 4 years relevant accounting experience preferably in an INGO 
• At least 2 years’ experience at supervisory level
• Thorough knowledge of finance processes, systems and principles.
• Well versed in computerised accounting applications.

Qualifications/ experience desirable: 

• Previous experience in usage of SAP or any major ERP system
• Attention to detail and analytical skills.
• Facilitation and training skills
• Good communication (written and spoken), and interpersonal skills.
• Ability to work and interact with others at all levels
• Excellent planning, management and coordination skills

Languages required

• Excellent written and verbal communication skills in English.

Knowledge:

• In-depth knowledge of finance processes, systems and principles.
• Experienced and knowledgeable in Grants management 
• Good Knowledge of major donors’ compliance requirements
• Proven ability to support program teams during budgeting and reporting

Skills:

•  Ability to work and interact with others at all levels
• Hands on experience and skilled in usage of SAP or Major ERP system 
• Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks 
• Strong analytical skills
• Excellent planning, management and coordination skills
• Ability to communicate clearly and effectively 

Behaviors:

• Role model our values and behaviors both internally and externally. 
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• The ability to build collaborative working relationships
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
• Communicates effectively at and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management