Plan International Sierra Leone

Job Announcement (1 Position for nationals only) 

11-10-23 Grant Finance Specialist

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:                 Grant Finance Specialist

Grade:               Level 16

Location:          Country Office / Freetown 

Department:    Finance and Grant

Reports to:       Country Finance Manager

SUMMARY OF THE POSITION

This position is responsible for all pre- and post-award financial grant management functions, driving the budgeting, reporting, and compliance aspects of grant funded programs. Develops implements and maintains grants financial management systems in close collaboration with Country Office finance grant and program teams. Provides financial management and oversight over grant funded activities, including budget development, monitoring and control, and production and analysis of donor financial reports. Ensures compliance to Plan International’s financial policies and procedures and donor regulations and procedures; performs ongoing review of policies, systems and internal control measures including capacity building of implementing partner finance staff to effectively and efficiently utilize donor resources

DIMENSIONS OF ROLE

• Supports CFM to control CO annual grant budget of Euro 10million
• Grants Finance Coordinator reports directly to the role
• Area of Responsibility – Country program
• Provide support for and implement operational plans to agreed standards
• Assist with the development of solutions to diverse and complex problems and develop solutions to      more routine problems
• Apply information received in a variety of formats primarily from internal sources
• Flexibility to anticipate and resolve challenges within the operational context
• Impact of this role is significant within the department and the wider country office
• Influence functional/ operational or specialist planning.

ACCOUNTABILITIES

• Develop proposal budgets and budget narratives in collaboration with Country Office finance, grant and program staff, including modifications, ensuring that all projects are fully costed.
• Work with program and grant teams to facilitate the process of on boarding new projects to ensure internal controls and donor compliance systems are established and followed.
• Maintain a budgetary control system to monitor grant budget vs. Expenditure, and advise management on variances and corrective actions required to be taken
• Support the development of Country Office annual budgets; based on grant portfolio projections and its subsequent modification.
• Maintain official archive of donor correspondence, donor reports, grant agreements, modifications, and budgets.
• Over the course of Grant implementation, monitor and alert program and finance teams of potential award compliance issues, re-budgeting needs, and spending trajectories to ensure projects are completed on time and within budget.
• Lead in financial accountability and reporting for grants in a timely manner to ensure compliance to Plan International’s policies and donor regulations.
• Review implementing partners’ and other engagement agreements and ensure its compliance with Plan International and donor Policy
• Prepare monthly, quarterly, and annual internal and external financial, budgetary and accounting reports of considerable complexity requiring independent judgment, initiative, and extensive knowledge of the organization, accounting, and policies and procedures as may be required on the specific grant.
• Review payments charged to grants for conformity to budget; calculate and ensure cost recovery is carried out appropriately on all grants.
• Oversee cash management of all grants, including preparation of requests of funds from donors/grantor agencies. Monitor funding requirements for donor-specific bank accounts and liaises with the Country Finance Manager and Grant Support Manager to ensure availability of adequate funds to meet forecast expenditure requirements.
• Coordinate with internal and external auditors for grant specific audits and country Audit as a whole. Assist the Country Finance Manager in the preparation and coordination of schedules for grants Audit.
• Communicate with donors regarding audit findings, and prepare audit action lists for grant audits and follow up on its implementation.  Present regular updates on grant audit action lists.
• Lead in financial capacity assessment of potential partners prior to any partnership and conduct regular assessments of existing partnerships.
• Train finance and programs staff on grant regulations and Plan International’s policies and procedures. Perform grant capacity assessment of partner finance staff, and develop training and development plans.
• Participate in the design and implementation of internal controls, policies and procedures to ensure compliance with all applicable laws and regulations.

Regularly, and occasionally on short notice, travel to partner offices to train staff, provide support, conduct audits and evaluate compliance with country laws and as well as organization policies and procedures

Key Relationship

• High level of contact with Plan partner organizations to ensure Plan receives value for money and all the financial requirements are adhered to.
• Work closely with Project Manager to facilitate the implementation of projects in a timely manner.
• Work closely with Grants Support Manager
• Has high contact with all country office and program Admin staff to support smooth compliance of the finance and accounting functions
• Maintains medium contact with other staff from the program unit and country offices to offer support for compliance with finance and accounting procedures

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Qualifications/Experience

• Master’s degree in Accounting or equivalent;
• Recognised Professional Accounting Qualification e.g. ACA/ACCA/CIMA is desirable.
• At least 5 years’ experience in a similar role.
• Good knowledge in grants and project management.
• Knowledge and use of accounting software (Preferably SAP/Dynamics 365).

Essential

• Excellent Microsoft excel skills
• Attention to details
• Good management skills
• Problem solving skills
• Good team player
• Good negotiating, facilitating and influencing skills
• Ability to handle multiple projects simultaneously; flexible
• Ability to facilitate participative processes.
• Independence, objectivity and integrity.
• Organized, methodical and meticulous

Desirable

• Develops, motivates and coaches direct reports.
• Promotes innovation and learning.
• Gains, develop and retain credibility about his/her Performance
• Flair with numbers
• Strong analytical and interpersonal skills
• Demonstrated planning and organizational skills.
• Working in a team where there is a diverse cultural environment.
• Ability and willingness to undertake additional assignment not outlined here.
• NGO sector or Project Management experience

PHYSICAL ENVIRONMENT

• This position entails 20% travelling within the PIIAs and project offices.

LEVEL OF CONTACT WITH CHILDREN

• Low contact: No contact or very low frequency of interaction

GENERAL ACCOUNTABILITY

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.

Ensure staff understands Plan International’s commitment to driving a feminist agenda within the organization, and the ambition for gender equality and gender transformative leadership is embedded in our value-based leadership framework.

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 organization 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 maximize 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 Applications (CV and cover letter) is: 24th October 2023 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 of most recent supervisor

  Send applications to the below link: 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 Plan International’s Safeguarding Children and Young People’s Policy.

Plan International follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.