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Area Finance Coordinator
Plan International
 Vacancy No: 52
 Position Required: ASAP
 Travel required: 20%
 Section/Unit: Finance
 Grade Level: D1
 Supervisor: Program Area Manager
 No. of Post: 1
 Duty Station: White Nile
 Duration: One Fixed Year
 Closing Date: 06 Dec 2023

 
 Background:

THE ORGANIZATION:

Plan International is an independent development and humanitarian organization that advances childrenís 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 itís 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 childrenís rights from birth until they reach adulthood. And we enable children to prepare for Ė and respond to Ė 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 85 years, and are now active in more than 80 countries.

Purpose Of The Position: 

The primary responsibility of the Area Finance Coordinator (AFC) s/he is responsible for oversee White Nile Area Office finances and operations in accordance with relevant donorís rules and regulations and in line with Planís financial and administrative management policy provisions, also s/he  will supervise the management and financial reporting on grants performance and will ensure best use of resources by managing the preparation of sound budgets, monitoring project expenses, ensure compliance with grant terms and obligations, fulfillment of anticipated grants-supported activities, and submission of timely financial reports, raise capacity for Non finance Staff, LNGOs and CBOs in financial management, reporting and follow up internal and external audit actions.



 
 Duties and responsibilities:

Dimensions of Role

This role is line managed by the Program Area Manager (PAM) dotted line with CFM and supervises all staff designated with finance and accounting responsibilities, some of whom are stationed in sub offices . leads the financial services which have an average annual budget of approximately 4 Million USD).and is a member of the Area Management Team (AMT).

 

 

accountabilities:

 

The Area Finance Coordinator is accountable for fulfilling his/ her roles and responsibilities in line with the Plan International code of conduct, Child Protection Policy, Anti-fraud and Corruption Policy and Plan International values and principles.

Business planning processes:

 

  • Provide oversight of financial and operational management of the grant and sponsorship projects and ensure project accountability requirements. 
  • Ensure all grants, contracts, procurement and commodity management in compliance with donor rules and regulations.
  • Support White Nile Programme strategic planning, work planning, and budgeting processes under the supervision of Area Program Manager and Country Finance Manager.
  • Work closely with Project Managers and country finance team and fiscal agents on internal and external financial reviews and audits; 
  • Leads and facilitates the proposal budgeting in White Nile Program Area.
  • Work with the Programme Area Manager to develop a methodology for cost recovery allocation, and ensure that cost recovery procedures are observed on a monthly basis.
  • Review budget entries and disbursements in the grants Fund tracking sheets before approval of payment requests.
  • Communicates instructions and milestones within the Programme Area for business planning, including long-term planning, budgeting, monthly forecasting and cash flow forecasting in accordance with the donors requirements and Plan International procedures.
  • Monitors monthly cash forecast and cash flow for approved grants
  • Conduct monthly meetings with project managers and accountants for financial performance reviews and audit action follow-ups.
  • Reviews of final grants budget proposal before submission to Country Office and Donor.
  • Ensure financial due diligence of partners is completed as part of partner assessment processes.
  • Participate in grants start-up workshop in financial function.

Facilitates the capacity building of community-based organizations (CBOs) and Sudanese civil society organizations (CSOs).

 

  • Coordinates the design and regular updating of strategy for the capacity building of CBOs, local NGOs, and other collaborators on financial planning and financial management, processes including internal controls in collaboration with the people and Admin and HR, Program, Business development and risk advisor. 
  • Facilities and supports the implementation of the capacity-building strategy.

 

Accounting and treasury: 

 

  • Monitor actual grant/Sponsorship expenditures against approved donors/SPAD budget line items and obligated amount, and develop budget modifications as needed.
  • Oversee all aspects of the documentation of project expenses, including financial reports from project partners.
  • Ensure accurate recording and timely reporting of Indirect Cost Recovery and Matching Fund. 
  • Conduct quarterly field visit for review of partnersí financial reports, provide feedback on financial reports to partners and verify that project partners have appropriate internal controls in place.
  • Monitors and reviews monthly bank reconciliation, community advances, and outstanding commitments

Financial reporting and analysis: 

 

  • Reviews Program Update and Disbursement Request (PUDR) and ensures accuracy of figures and compliance to Plan and donorsí policies and Plan International procedures. 
  • Review periodic financial reports for the grants/Sponsorship projects, including year-end reporting
  • Review and finalize the grants financial reports and submit to donors in timely

Internal financial controls: 

 

  • Maintain strong internal policies, processes, and control systems in order to provide timely, consistent and accurate financial and budget management.
  • Develop internal controls review work plan and checklist customize to the needs of donors and White Nile Program Area Management Team.
  • Coordinate regular review of internal controls for grants/Sponsorship project. Ensure appropriate financial controls processes, procedures and systems are in place. 
  • Oversee follow up finance-related audit actions for the grants projects.
  • Identify areas of internal control weakness and report s to White Nile Program Area Manager and Appropriate managers

People management:   

 

  • Develop training plan for all direct report.
  • Develop, coach and motivate a high performing Finance team in the White Nile Program Area. 
  • Ensure staff has their Individual Accountability Plan (IAP) 
  • Conduct interim and final evaluation of direct report staff based on PMS guidelines.
  • Conduct regular meeting with the finance staff

 

 

 

Safeguarding, Gender Equality, and Inclusion

  • Ensure that Plan Internationalís global policies for Safeguarding 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 Internationalís Code of Conduct (CoC), their relevance to their area of work
  • concerns are reported and managed in accordance with the appropriate procedures

key relationships

Internal

  • Country Finance Managers/Accountants
  • Business development and support service departments.
  • Project Managers/Coordinators 
  • Area Management Team members

External

  • CSOs, CBOs and NGOs
  • Donors and external auditors 
  • Banks and Financial institutions

 
 Minimum Qualification, Skills and Experience Required:

Expertise

  • Five (5) years deep experience in a similar job/ position such as humanitarian aid/ NGO Financial Management and Accounting.
  •  Masterís degree in Accounting, Finance or Financial Management, or professional qualification in accountancy international
  • Experience managing donor finances for DFID, EC, ECHO, UNDP, UNICEF, WPF, SIDA or US Aid-funded projects
  • In-depth knowledge of SHF, BMZ and GFFO financial management rules and regulations and/or other comparable major bilateral aid grant management.
  • Experience managing grant programmes or sub-granting mechanisms involving local NGOs and CBOs.

Knowledge

  • A clear understanding of Financial management in the humanitarian sector
  • Understanding of and commitment to the purpose and values of Plan International
  • In-depth knowledge of financial risk management. 
  • Knowledge of the INGO sector and humanitarian codes of conduct e.g. Sphere, HAP and UN Sec General statement on Sexual Exploitation

 

Skills:

 

  • Teamwork and strong influencing, negotiation, and representation skills
  • Excellent interpersonal skills with the ability to communicate clearly and sensitively at all levels
  • Self-motivated and able to work autonomously in a highly stressful and challenging environment, balancing between multiple competing priorities
  • Strong analytical skills in the area of finance and accounting 
  • Proven skills to use technology and strong IT literacy
  • Fluent in English (written and spoken) and Arabic


Plan Internationalís 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 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 Ďwin-winí 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 

Physical Environment

  • This requires frequent travel to different sub-offices to monitor and supervise Finance and Accounting 
  • Must work under high stress.  
  • Must work off hours after daily working hours whenever the requirement arises.

Level Of Contact With Children

  •  low contact with children 

 

Equality, diversity and inclusion are at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girlsí rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this scheme, we will request information from applicants' previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.









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