Job Position of Grant Accountant at Plan International Rwanda: (Deadline 28 June 2022)

Job Position of Grant Accountant at Plan International Rwanda: (Deadline 28 June 2022)

Career Opportunities: Grant Accountant (43830)

The Organisation

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 it’s 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 85 years, and are now active in more than 75 countries.

ROLE PROFILE

ROLE PURPOSE

Plan International is an independent development and humanitarian not for profit 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 its 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.

Plan International Rwanda is implementing different Sponsorship and donor (institutions, corporate & foundations) funded projects in different parts of the country. The Grants Accountant will be responsible for maintaining financial, accounting and grant support services in order to meet the needs of the organization and the respective donors. This position is responsible for preparing financial statements, maintaining cash controls, providing financial reporting and analysis of budget and expenses. This position is also responsible for the operations of post-award grant administration (partner financial management) and related accounting duties. Working closely with the Programme teams, Programme Units, Grants and finance team, the Grants Accountant will focus heavily on financial management, budgeting, compliance, reporting and variance analysis functions.

The post holder will be based in the Country Office and will report to the Senior Grant Accountant. S/he will uphold Plan’s Core Values, promote our mission and vision, programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights

management scope, reporting lines, key relationships

Reports to:  Rwanda, Senior Accountant

Direct reports:   None

Key relationships

Internal – High Contact:

• Country Finance Manager
• Senior Grant Accountant
• Grants and Partnerships Coordinator
• Project Managers
• Procurement team
• National Offices where appropriate

External Relationships:

• External Auditors
• Community Based Organizations/Partners

Physical Environment

• The position is based at the Country Office which is a typical office environment with moderate field visit demands

Level of contact with children

Low contact:  No contact or very low contact/frequency of interaction.

Accountabilities and MAIN WORK ACTIVITIES

Key Responsibilities:

Budget Management (25%)

• Coordinate, consolidate, and compile annual budget preparation and submit the organization’s budget to Senior Accountant for review
• Identify variances between actual and budgeted financial results at the end of each reporting period- Monthly and Quarterly
• Suggest spending improvements that increase organization’s budget utilization.
• Review the organizations budget for compliance with legal regulations
• Input all budgets in to SAP and updates regularly
• Update monthly budget and Latest Estimate of budget for use internally and at semi-annual performance reviews
• Perform grant-related post-award functions, including budget and expense analysis, periodic invoicing, financial reporting, personnel costs distribution changes, reconciliations, re-budgeting and grant closeout functions.
• Prepare and submit a realistic program support budget for the grants project under the role, and support the program teams to prepare the projects budgets for the Financial year.
• Support the Finance Manager /Senior Grant Accountant/Project Manager in the consolidation of the Plan budgets for the financial year.

Financial Reporting and Analysis (20%)

• Analyse financial information (e.g. Funds, expenditures and cash management) to ensure all operations are within budget
• Prepare monthly budget versus actual report, in donor currency, for assigned projects and highlight variances to respective budget holders and advise on corrective actions that are necessary.
• Together with the respective Project Managers, prepare accurate financial reports on timely a basis
• Prepare monthly expenditure reports and discuss as necessary with the departments or budget holders
• Compile variance analysis report and commentary thereto on a monthly basis
• Prepare ad- hock reports to assist with management decisions as and when required
• Provide inputs for costing of projects or programmes
• Make annual review of programme costings

Country Finance Corporate Systems (SAP, BPC and BI Finance system specialist.) (10%)

• Conduct financial analysis using SAP or any relevant country finance corporate systems

• Maintain an up-to-date accurate accounting system, including computer data entry and paper file system
• Ensure timely disbursement of funds to sub-recipients/partners, process liquidation of partner advances and reporting of the same

Internal Financial Controls (15%)

• Support the preparation of donor financial reports in respect to accounting, legal and contractual requirements
• Support the completion of country internal control audits and initiates actions necessary to correct internal control weaknesses.
• Review all financial commitments, payments and transactions processed in the Finance System to ensure that they are accurate and comply with Plan procedures and donor requirements
• Perform any other related duties as assigned by immediate supervisor
• Post all journals for all grant funded projects in the Finance System.
• Prepare balance sheets accounts reconciliations and ensure timely resolution of reconciling items.
• Perform monthly review of vendor aging and GR-IR accounts to ensure that all vendors and invoices are settled on timely basis.
• Identify NRGRANTs and Dummies arising from posting errors in the Finance System and correct them before the close of each month.
• Ensure that all assigned grants funded projects are charged with correct fair share and apportioned costs.
• Review all financial commitments, payments and transactions processed in the Finance System to ensure that they are accurate and comply with Plan procedures and donor requirements

Other responsibilities (30%)

• Prepare, reconcile and remit quarterly VAT and Withholding tax returns on a timely basis on the assigned grant.
• Ensure that all advances are accurately processed, effectively followed-up and liquidations are reviewed and processed in Finance System on timely basis.
• Train project staff on Plan policies and procedures, Finance System, and financial accounting to CBOs and Partners to ensure compliance and improvement of their capacity.
• Ensure proper co-ordination with Sub-recipients /Sub-grants / local implementing partners and build their capacity where need be in assuring office risk is minimized due to non-compliance with Plan and donor regulations.
• Perform physical verification of all Grants Assets at least once per year to ensure that all assets are accurately recorded.
• Maintain and manage archiving of financial documents to safe guard financial records and audit trails.
• Support in ensuring monthly payroll reconciliation between the Finance System, payroll and what was budgeted/ approved by the donor.
• Prepare Grants salaries info that is relevant to Grants projects and ensure cost recoveries are done.

LEADERSHIP AND BUSINESS MANAGEMENT COMPETENCIES 

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
• Behave in line with our values and safeguarding practices, inside and outside work.
• Challenge own attitudes, unconscious bias and behaviour and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Honest and efficient in use of resources, including own time.
• Take responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
• Good team player, communicating effectively and being open and supportive towards those around them.

BUSINESS MANAGEMENT COMPETENCIES 

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Manage 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
• Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management.
• Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.

Dealing with Problems

The post holder will demonstrate a high degree of analytical skills, planning, organizational and facilitation while introducing innovations needed to meet the demands of the operating environment.

Plan International’s 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 organisation 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 maximise 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

Technical expertise, skills and knowledge

Education Qualification, Knowledge and Experience:

• University degree in Finance/ Accounting or another related field.
• CPA/ACCA Students; Intermediate or Part 2 completed is a must
• Well versed in computerised accounting applications.
• Thorough knowledge of finance processes, systems and principles.
• 3 years of experience working with INGO’s environment and good knowledge of sponsorhip/donor programs.

Skills specific to the post:

• Strong analytical skills
• Strong facilitation and training skills
• Good administration and effective communication skills Ability to work and interact with others at all levels Strong planning and organizational skills
• Ability to manage and promote high performing teams Use of computer skills

Competencies and values:

• Respect, integrity, diversity, commitment to excellence, adaptability, able to perform under stress, innovation, building relationships, communicating effectively, coaching and mentoring, developing and working in teams, initiating action, planning and organizing.
• Commitment to Plan International’s mission and values.
• Promote and abide by Plan policies and procedures including but not limited to: Gender equality
• mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.

Signatures:

Signature of Employee & Date                                               Signature of Supervisor & Date

Closing Date: 28th June 2022

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.

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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