Job position at Plan International: Title:Grant Accountant (37237):Closing date: 07/01/2020

Plan International is an independent non-profit organization that advances children’s rights and equality for girls. Working in building powerful partnerships for children for over 80 years and present on 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters, and partners. We are looking for a very competitive person to fill below position:

PROLE PURPOSE

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 project 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 account 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 a 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.
• Maintain accurate timesheet for all grants programs as per the donor requirements
• 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 systems, 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.

• 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 safeguard financial records and audit trails.

• Ensure timely disbursement of funds to sub-recipients/partners, process liquidation of partner advances and reporting 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 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 organization for all children, girls & young people

We strive for lasting impact

• It 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 Accounting or other related fields. CPA, ACCA certifications is an advantage
• Well versed in computerized accounting applications.
• Thorough knowledge of finance processes, systems, and principles.
• Previous experience working with international NGO’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.

Please note that only applications and CVs written in English will be accepted. Only shortlisted candidates will be contacted. If you have any queries regarding your application please email rwandaco@plan-international.org with the position title in the subject of your email.

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. The plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required. Female candidates are strongly encouraged to apply.