Finance Coordinator

The Organization

Plan International is an independent 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 girls 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 PROFILE

Title:    Finance Coordinator
Functional Area: Finance
Reports to: Country Finance Manager
Location: Bertoua and Garoua PIIA;    Number of Positions:  Two (02);  Travel required: Limited travel to the field
Effective Date:  June/July 2023; Grade: C2; Contract Duration: Two (02) Years

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. However, these are often suppressed by poverty, violence, exclusion and discrimination. In addition, 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. Moreover, 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.
 
Role Purpose
 
Ensure that sound financial processes are in place to deliver transparent accounting, accurate & timely cash flow management, financial analysis & reporting and adequate internal financial controls in the Program Influencing and Implementation Area with special support to Partners.

Dimensions of the Role
 
1.    Budget planning and Monitoring
2.    Accounting and Treasury
3.    Financial Reporting and Analysis
4.    Internal Financial Controls
 
Accountabilities

Budget Planning and monitoring
1.    Participates in the budgeting process and ensure that operational plans are consistent with the approved budgets,
2.    Monitor PIIA budget and provide regular budget Vs Actual analysis for information to the PIIA (Program Influencing and Implementation Area) Management Team and CFM.
3.    Liaise with Program and Grant Teams to appropriately manage projects (including Grants) financial information in corporate systems (SAP & SAP BI)
4.     Prepare timely Monthly Grant financial reports as per FAD schedule and in accordance with the donor’s requirements.
5.    Review Project Outlines and modifications to ensure accuracy of codification and budget availability as per latest funding budget with specific outputs for apportioned cost (3001) and shared direct cost (2961)

Accounting and treasury:
1.    Reviews and consolidates PIIA monthly cash forecast with bi-weekly cash refresh.
2.    Ensures petty cash surprised count is performed at least quarterly and kindly documented.
3.    Ensure that the PIIA has sufficient funds for operations and project implementation.
4.    Ensures that all period thirteen (13) transactions are reviewed, approved and posted
5.    Ensure that shared direct costs (PIIA operations and salaries) are recorded in a monthly basis in appropriate Projects based on the donor budget allocation.

Financial reporting and analysis:
1.    Prepare PIIA financial Monthly & Quarterly reports (receivables, liabilities, prepayment, staff advances…) and send to Business Analyst for review and consolidation
2.    Consolidates and send to Business Analyst updates of partner Advances Report regularly at the end of every month.
3.    Implement monthly full cost recovery processes as required,
4.    Monthly monitoring of advances (cash, projects and partner advances etc…
5.    Prepare Monthly Bank Reconciliation and Target Bank Balances and pops up noted irregularities to CFM before his/her signed off.
6.    Reviews Year End schedules and reports.
7.    Ensure that grant financial reports are prepared based on donor requirements and timely.

Internal Financial Control
1.    Ensure that Delegation of Authority summary Form for office is followed at the level of PIIA and inform the CFM on any changes,
2.    Review all vouchers (cash disbursement, cash receipt, journals) for completeness, accuracy and consistency with attached supporting documents in compliance with the Operations Manual (OM) and local laws and before the authorization of Program

Influencing and Implementation Area Manager.
3.    Ensure that all transactions are recorded into SAP., if there is any exception, get in touch with CFM for direction
4.    Ensures that management of cash complies with the key requirements of the OM (Operations manual) and or other management controls as appropriate.
5.    Prepare and update duties segregation matrices.
6.    Conduct field visit at least minimum of once a month to support partners when and if available
7.    Identify areas of internal control weaknesses and report to the CFM.
8.    Act upon the financial component of audit through the monthly Audit Action list status report.
9.    Coordinate with the CFM on banking regulatory changes/updates affecting financial transactions.
10.    Train Finance, non-Finance and Partner staff on Finance related processes and procedures.

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.
 
 Key relationships

Internal:
1.    Program Staff – high
2.    HROD Manager – Medium
3.    Country Finance Manager – High
4.    Grants Accountant – High
5.    Grants Coordinator – Low
6.    Country Accountant – High
7.    Business Analyst – High
8.    Project Account Assistant- High
9.    PIIAM – High
 

External:
1.    Partners (Medium)
Technical expertise, skills and knowledge
 
Essential:
1.    University degree in Accounting/Finance/Management
2.    At least one (1) years’ experience in a similar role.
3.    Fair knowledge of project management
4.    Good experience and knowledge of accounting and grant funds management regulations and procedures;
5.    Good experience and knowledge on internal financial controls and procedures.
6.    Good experience in project reporting requirements

Desirable:
1.    Problem solving skills
2.    Good team player (ability to work in a team)
3.    Proficient in Microsoft applications especially excel
4.    Good communication skills both oral and written
5.    Ability to work under pressure and deliver to tight deadlines
6.    Innovative
7.    Independent minded, objective and demonstrate a sense of integrity.
8.    Organized, methodical and meticulous
9.    Innovation and willingness to learn at a faster rate
10.    Remains calm and positive under pressure and in difficult situations
11.    Aware of impact on others and adjusting own behavior accordingly
12.    Tolerance – cultural sensitivity in relation to its impact on HR
13.    Monthly feedback on time
14.    Monthly Reporting on time.

Plan International’s Values in Practice.

We are open and accountable
1.    Promotes a culture of openness and transparency, including with sponsors and donors.
2.    Holds self and others accountable to achieve the highest standards of integrity.
3.    Consistent and fair in the treatment of people.
4.    Open about mistakes and keen to learn from them.
5.    Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact
1.    Articulate a clear purpose for staff and sets high expectations.
2.    Creates a climate of continuous improvement, open to challenge and new ideas.
3.    Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
4.    Evidence-based and evaluates effectiveness.

We work well together
1.    Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2.    Builds constructive relationships across Plan International to support our shared goals.
3.    Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4.    Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering
1.    Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2.    Builds constructive relationships across Plan International to support our shared goals.
3.    Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4.    Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment
 The position holder will work in a typical office environment with some of his/her colleagues in same office environment and others on the field.
 
Level of contact with children
 Low contact: No contact or very low frequency of interaction.

Closing Date: June 04th, 2023

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

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 organization, 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 applying, the job applicant confirms his/her understanding of these recruitment procedures.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organization 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organizational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.