Job Opportunity at Plan International, Project Finance Manager

Location: Dar es Salaam, Tanzania

Company: Plan International

The Organisation

Plan International is an independent development and humanitarian organisation 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 80 years, and are now active in more than 70 countries.

BACKGROUND

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based

Vijana na Ubora, Malengo na Afya (VUMA) project is an anticipated 7-years  Global Affairs Canada (GAC) funded project, aiming at increasing realisation of Sexual Reproductive Health and Rights (SRHR) for Adolescents Girls and Young Women(AGYW) in all their diversity in Katavi region. The project will increase AGYW’s individual and collective agency by building Sexual Reproductive Health Rights, Sexual Gender Based Violence, Mental Health, infection prevention and control (IPC) and nutrition by empowering them via increased social capital; and by helping them to acquire skills, capacities and increased financial capital. The project will also strengthen the provision of gender and adolescent-responsive and inclusive (GAR&I), integrated and innovative SRHR and protection services and support for AGYW by building community, school, health facility and governmental capacity, infrastructure, planning and management.

In addition, the project will work with local Women Rights Organizations (WROs), Youth Led Organizations (YLOs), adolescent groups and stakeholders to ensure that gender equality (GE), SRHR and protection frameworks, policies and services are gender-responsive and evidence-based.

ROLE PURPOSE

Finance Manager is responsible for the financial health of VUMAproject, and offering insights and financial advice to the Program Director in order to make sound financial decisions and planning for the long and short term financial goal of the project. she/he will lead all day-to-day accounting operations, with functional responsibility for accounting, accounts payable, payroll, and grants administration. She/he will be accountable with the production of quality financial reports; managing accurate processing of financial transactions; administration of a comprehensive set of controls in order to mitigate risks, preparing financial forecasts of the project, and ensure that reported results comply with Generally Accepted Accounting Principles (GAAP), donor and Plan financial management standards. This position report to the Program Director and supervises the Finance Coordinator.

Dimensions of the Role

• Monitor the day-to-day financial operations of VUMAproject
• Support project financial analysis, validation of plans, and ad-hoc requests
• Ensure compliance with donor and Plan financial policies and regulatory requirements
• Track project financial status and performance to identify areas for potential improvement
• Seek out methods for minimizing financial risk to the project
• Understand and adhere to financial regulations and legislation.
• Plan, organize, and execute financial tasks of VUMA projects
• Make estimates of funds required for the short and long-term financial objectives of the project.
• Complete financial reports, lead the month-end closing process and conduct monthly financial forecast.
• Develop and implement plans for budgeting, forecasting, and reporting.
• Provide financial insight and analysis information and expectations to the Program Director to drive project performance and support in long-term and short-term decision making
• Manage and monitor metrics, KPI tracking, and reports.
• Understand and calculate the risks involved in the financial activities of the project.
• Ensure that all financial transactions are processed accurately, in a timely manner, and in accordance with generally accepted accounting principles.
• Maintain control of the following areas: general ledger, accounts payable, expense reports, billing, and payroll.
• Work closely with CO grants manager in reviewing partner liquidations reports
• Monitor and supervise project assistant accountant to ensure that all the partners liquidations, advance and all expenditures are processed and posted into SAP system timely.
• Visits Katavi region at least quarterly to provide needed technical support to the project team.
• Visits partner offices at least once in a quarter to provide support and ensure that grant requirements are adhered to
• Fulfill Plan’s safeguarding children and young people policy at all times to protect children from all forms of abuse
• Provide capacity building to partner staff to ensure partners’ compliance with best practices and donor specific requirements
• Undertake other reasonable tasks as directed by the Project Director

ACCOUNTABILITIES

Production of financial management reports:

• Ensures that project transactions are reviewed and correctly entered into SAP on a timely basis;
• Submit quarterly, semi-annual year-end project financial reports in a timely manner;
• Prepare the quarterly financial report and assists the Program Director with the variance explanations, and communicate with Plan Canada for support on donor reporting deliverables as needed.
• Monitor and submit quarterly reports on project financial risk.
• Prepare and analyse accurate monthly financial and management reports, including income statement, balance sheet, budget and variance, projections and forecast, and cash flow.

Working with Partners

• Relates well with all partners and support them to effectively manage their budgets
• Gives constructive and timely feedback to partners finance team for improvement
• Lead financial reflection and feedback meetings with partners

Budget Management and Control

• Be in charge of the preparation of the Project annual work plan budget;
• Monitor project budget and submit request for budget modification to Donor for approval when necessary
• Maintain a budgetary control system to monitor grant budget vs. Expenditure and advise management on variances and corrective actions required to be taken
• Respond to grants financial queries in liaison with the Head of Finance (HOF), Business Development Manager and the Program Director;
• Ensure partners fund disbursement is done on a timely manner as per the agreement.
• Ensure Partner liquidations and financial reports are properly reviewed before further funds are advanced
• Assists the Program Director in the preparation of quarterly, semi-annual and year-end financial schedules/reports of the project

Coordinates Cash Forecasting:

• Promptly request funds for project implementation and ensure effective cash flow management
• Ensure monthly bank reconciliations is prepared, reviewed, signed and filed accordingly.
• Prepare fund balance statement on a monthly basis and share with the HOF.
• Prepare and share the reconciled fund balance with Program Director and CNO Compliance Manager, on quarterly basis.

Compliance with Plan’s and Donor requirements.

• Ensure that all approved Project budget account lines – donor account lines together with subsequent modifications are accurate in SAP;
• Undertake monthly review to ensure that all transactions are accurately entered into the SAP
• Ensure the SAP monthly reports are printed and signed off;
• Ensure partners disbursements and liquidations are clearly captured in SAP.
• Analyze project balance especially expense accounts after system closure and effect the necessary corrections
• Reviews project sub-ledger for all advances and prepaid expenses and follows up on outstanding advances

Management of Internal Financial Controls:

• Prepare the weekly payment list based on the Cash forecast requirement approved
• Ensure that project payments are made as per approved policies and procedures and donor requirements.
• On a monthly basis, review all the vouchers for completeness and documentation and arithmetic accuracy.
• Ensure online payments are processed within required time as per weekly payment schedule
• Prepare project financial audit action list after each audit and ensure compliance.
• Monitor and review monthly staff timesheets and ensure that are completed in a timely manner
• Support CNO Compliance Manager during compliance visits and ensure that required documents are available for review
• Support donor audit and ensure all required supporting documents are available
• Ensure audit recommendations are implemented within limited time frame.

Management Responsibilities:

• Provide leadership to finance and accounting areas of the project
• Provide guidance and analysis to the project director and operational management to improve results.
• Maintain system of accounts and keep books and records on all transactions and assets.
• Develop, implement, and maintain processes and controls that are current best practices related to transaction processing
• Perform month-end closing procedures, including overhead allocations, account reconciliations, and updating schedules.
• Train/coach partner finance staff in delivery of job responsibilities to support grants compliance and financial reporting;

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of Safeguarding policies.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Ensure compliance to COVID-19 and other outbreaks safety measures

Compliance to Global Polices

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEIP) 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 Plan and Partner’s 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

Communications and Working Relationships:

Internal:

• This position works closely with HoF and grants Manager at CO (high)
• This position works closely with Financial Coordinator at PU level (high)
• This position works closely with Project Director

External:

This position works closely with finance team of implementing partner organizations (medium)

Key relationships

PU & CO

Head of finance and grants Manager

Functional networks within Plan

Technical expertise, skills and knowledge

Required experience and Qualifications

• Bachelor’s degree in Finance or Accounting, preferably post-graduate degree
• Certified Public Accountant (CPA)
• Minimum of 5 years of experience in accounting and/or financial analysis
• Solid experience in coordinating audit activities and managing reporting
• Ability to work and effectively communicate with senior-level management
• In-depth knowledge of the Finance and accounting   preferably in NGO environment, with experience in grants accounting.
• Proficiency with accounting software and excellent Excel skills.
• Knowledge of financial reporting and data mining
• Ability to present financial information to management and external stakeholders.
• Strong understanding and knowledge of Cash Flows, Budgetary Controls and government compliance
• Proven ability to make complex and time-sensitive decisions in the best interests of the organization.
• Ability to work independently with minimal supervision

Essential

Knowledge

• In-depth understanding of Generally Accepted Accounting Principles (GAAP).
• Knowledge of gender transformative approach in budgeting
• Demonstrated knowledge in developing of grant budget
• Develops, motivates, coaches and promotes high performance staff
• Knowledge in leading multiple partners with complex relationships
• In-depth knowledge of project management methodologies

Skills

• Analytical and problem solving skills
• Proficient computer skills in Microsoft applications and accounting packages
• Ability to work under multidisciplinary and multicultural environment
• Meticulous attention to detail with superb organizational skills
• Excellent communication skills, with demonstrated ability to write financial reports
• Demonstrated leadership, versatility, and integrity
• Excellent report-writing and communication skills.
• Fluent spoken and written English and Kiswahili

Behaviours

• Hardworking with capacity to work independently with minimum supervision
• Honest, integrity, open and transparent personality.
• Working towards achieving a team goal
• Be able to Respect all groups of people in the community and culturally sensitive
• Persuasive and able to work with different cultural settings
• Motivated, energetic and strives to develop and support other
• Result oriented and able to work independently and as part of a team.
• Working for the best interest of the organisation and children
• Appreciate of child rights and gender equality

Desirable

• Knowledge and experience with Global Affairs Canada’s (GAC’s) project management
• Solid proficiency in SAP
• Experience managing and knowledge of project that support girls’ education
• Strong presentation, team-building and interpersonal skills
• Analytical thinker with strong conceptual and problem-solving skills.
• Commitment to girls’ development and a values-driven work environment.
• Operate in a high-pressure deadline-driven environment with professionalism
• Managing project with strict reporting deadlines
• Working with the project team and ensure project results are achieved timely without compromising quality
• Good command over conflict resolution while maintaining important relationships: Capability to resolve conflicts
• Plan and schedule own work, interpreting instructions and selecting appropriate methods/tools for delivery.
• Understanding of data privacy standards

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

• 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.

Physical Environment

Working environment will include both typical office environment and field environment

The position requires regular field travels, at least 30% of the work

Level of contact with children

Low contact: No interaction or low frequency of interaction with children

Location: Dar Es Salaam

Reports to: Project Director

Grade: D2

The deadline for submitting the application is 13 February 2022.

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