Position: Finance Coordinator-Partners & Payables
WHO WE ARE
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.
Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.
OUR STRATEGY STATEMENT
Plan International Kenya’s (PIK) strategic goal in the next five years is to end teenage pregnancies and end all forms of sexual and gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach directly approximately 2.75 million (children, including girls and young women over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.
ABOUT SHARED SERVICES CENTRE
The Shared Services Centre is a Centre of Excellence based in the MEESA region office. The center is committed to a reliable, efficient and effective service to the MEESA regions at a competitive price. Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to excellent turnaround times in all our service delivery.
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
- 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 auditors
- Bank officials
- Service providers
- Partners organisations
Level of contact with children
Low contact: No contact or very low frequency of interaction
- Typical office environment with periodic travel (10%) to program units and Partners organisations.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
- 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
- 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
- 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.
- 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
- Excellent written and verbal communication skills in English.
- 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
- 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
- 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
Equality, diversity and inclusion is 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, girls’ 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.
How to apply
To apply please click on the link below:
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.
Early application is encouraged as we will review applications on a rolling basis throughout the advertising period.
Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.
Female candidates are highly encouraged to apply for this position.
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