Grant Accountant at Plan International Rwanda (Closing Date: 24th October 2021)

Career Opportunities: Grant Accountant (41670)

Requisition ID 41670 – Posted 18/10/2021 – Country (1) – Finance

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.

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.

Dimensions of the Role

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.

Accountabilities

Key Responsibilities:

• 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.
• 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
• Prepare, reconcile and remit monthly VAT and Withholding tax returns on a timely basis.
• Work with Program Managers/Project Manager, Grants and Partnerships Coordinator, and appropriate Country Office staff in the development of forecast and budget revisions for projects
• Together with the respective Project Managers, prepare accurate financial reports on timely a basis
• 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.
• 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.
• Prepare accurate monthly, quarterly and year-end reports and submit them on a timely basis.
• Ensure that all assigned grants and sponsorship-funded projects are charged with correct fair share and apportioned costs.
• Ensure that all advances are accurately processed, effectively followed-up and liquidations are reviewed and processed in Finance System on a 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 coordination 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.
• Maintain and manage archiving of financial documents to safeguard financial records and audit trails.
• Ensure timely disbursement of funds to sub-recipients/partners, process liquidation of partner advances and report of the same
• Support in ensuring accurate monthly payroll preparation and subsequent transfers of salaries staff bank accounts.
• Support in ensuring monthly payroll reconciliation between the Finance System and payroll.
• Support in ensuring that all the payroll deductions are remitted to relevant institutions and related returns are prepared within the stipulated timelines.
• Prepare Grants salaries info that is relevant to Grants projects and ensure cost recoveries are done.
• Prepare and process Mobile Money payments to business partners on a regular basis and subsequent posting replenishment and reconciliation of Mobile Money transactions in the Finance System.

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.

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

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.
• 2 years of experience working with INGO’s environment and good knowledge of sponsorship/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.

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.

Location: Kigali, Country Office

Reports to: Senior Grants Accountant

Grade: D1

Closing Date: 24th October 2021

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 organizational 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.

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