Senior Accountant at Plan International Rwanda | Kigali : Deadline: 23-01-2023

Career Opportunities: Senior Accountant

 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.

The position holder will be responsible to support effective implementation of Grant based projects by managing the overall financial management and monitoring of portfolio of grants projects through supervising, coordinating, standardizing, and consolidating Grant Finance Coordinators who are assigned to budget, donor reporting, capacity building on donor compliance and Funding Agreement Document (FAD) administration.  In addition, the position holder maintains the Grants Information System and provides grants-related financial analysis.

management scope, reporting lines, key relationships

Direct reports: Country Finance Manager

Key relationships

Internal: The job holder has a close working relationship internally with the following departments and/or functions:

• Country Finance Manager: Ensure alignment of all financial and narrative reporting are, based on Donor, Plan, National, and other relevant standards and are in line with compliance requirements.
• Business Development Unit: For budget preparation based on grant proposals developed, review of potential new donors, review of potential contracts and contract modalities
• Head Of Operations
• CO Admin & Logistics Team and Internal Audit Team
• CO Finance Team: Analysis of monthly financial reports
• Local Implementing Partners

External: The job holder has a close working relationship externally with the following departments and/or functions:

• Partners: Preparing budget, identifying capacity building needs on financial capacity and donor compliances; facilitating training
• Donors National Office: Budgeting, compliances requirements and negotiations where applicable, reporting
• Auditors and Banks

Level of contact with children

• Low contact: No contact or very low frequency of interaction

Physical Environment

• The position is the typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Financial Systems, Accounting & Reporting – 35%

• Ensure all the accounting practices across the country office are in line with the current Finance manual
• Ensure that Finance department meets accounting and period end and other periodic reporting deadlines as per the Plan International Global Reporting timetable
• In collaboration with the Supply chain, Grant specialist, ensure the Fixed asset register is kept up to date
• Document key gaps in the Plan International Rwanda (PIR) payment cycle and recommend any improvements on a continuous basis
• Ensure data cleansing of all transactions entered into the ERP and champion the data quality improvements across the country office
• Ensure regular reconciliations for all balance sheet accounts are performed
• Perform regular analytics of Trial Balance and General Ledger for accuracy of financial reports
• Ensure the monthly payroll is analysed and charges posted correctly to each project
• Review all the expenditures (Goods, Services, etc.) and ensure these are well supported prior to payments
• Maintain an effective filing system of financial documentation and ensure they can be accessed on demand within reasonable time
• Ensure timely accounting of prepayments for rentals, medical and other staff benefits

• Facilitate donor reporting guidelines by ensuring that all data is captured in ERP are accurate and costs are accrued and close out where applicable
• Ensure that all payments above the delegated limits of PU Staff are processed at the Country Office in a timely manner
• Review monthly reconciliations of all bank accounts and cash accounts
• Assist the CFM in preparation of annual financial statements, schedules, etc.
• Liaise with grants, GH and regional office to coordinate clearance of intercompany and NOs expenses
• Coordinate the preparation and review of all financial reports submitted to CLT, Regional Office, GH, Government Agencies and others through the CFM.
• Assist the CFM in responding to all YODA Programme related requirements placed by Region and Global Hub.
• In liaison with HR, ensure effective Effort Reporting (timesheet-payroll reconciliation)
• Coordinate the preparation of Monthly, Quarterly and Annual Financial Reports.

Budgeting and monitoring- (15%)

•  Assist the CFM in the preparation and Consolidation of the Country’s Overall Budget
• Ensure the Country Accountants support PU teams on regular basis in terms of budget implementation, monitoring and Variance analysis
• Review project outlines and projects budget modifications for all projects prior to CFM’s approval
• Assist the Grant team in strengthening a unified cost recovery tool
• Assist program managers, at any time during the budget preparation, review and modifications
• Share with the CFM funding tracker on monthly basis (Confirmed, pipeline, and funding gap)
• Advances the departmental interests to ensure adequate resourcing and professionalization of the workforce as well as allocating resources for the completion of staff outputs and their timely delivery.
• Oversee and support the maintenance of the financial systems (SAP/Business Planning and consolidation/ ERP).
• Determine the cost share ratios for PUs to guide in grants budgeting.

Treasury Management – 10%

• Ensure preparation and timely submission of monthly funds requests to GH ensuring that there’s sufficient liquidity at all times
• Performa a regular analysis of the spill over effects of FOREX movements on Plan international activities implementations and provide timely communications for further actions
• Ensure FOREX transactions are well recorded and are well planned based on need basis and ensure a strong bargaining power is maintained while converting the foreign currencies
• In consultation with the projects managers, Prepare and minimize errors in the quarterly cash forecasts.
• Keep cash and cash equivalents GL accounts reconciled at all times
• Monitor field office cash flow to ensure that field offices have adequate cash for operations.
• Monitor field office funds transfers ensuring that requests are within the Office’s budgets.
• Enquire best practices in cash management from other countries for use in strengthening cash management in the country.
• Liaise with grants department to ensure that in country donor receipts and other receipts are well documented in SAP clearly guiding on Income Levels as per Grants Procedures of Income Recognition.
• In charge of all bank correspondences and bank system maintenance and responding to all bank related inquiries
• On a daily basis review and share both the bank position and the payment plan to the CFM for approval

Risk Management & Compliance – 15%

• Perform a regular review of the approved beneficiaries list of PIR programmes prior to funds disbursements
• In collaboration with Programme, make a regular follow CVA transfers to ensure funds has reached the intended beneficiaries
• Coordinate timely statutory deductions and timely remittances of PAYE, Pensions, CBHI etc.
• Facilitate the internal and External audit in their exercises by ensuring that all supporting documents are availed to them on time and at a high standard
• Provide administrative support and responses to audit queries as they arise in the course of auditing exercise
• Support the CFM in responding to audit queries and preparing an audit action plan as recommended in the audit management letter
• Champion the Internal and external audit implementation practice
• Ensure all the accounting practices are in line with the Finance operations Manuals

Staff Management & Capacity Building – 10%

• Support finance staff to set clear performance objectives.
• Manage the Country Office Accountants and Finance Assistant. Coordinate the work of the other field accountants where applicable. E.g., during Country Audits, Reporting etc.
• Ensure that new staff in the department are well inducted into the Financial Accounting function of the department.
• Ensure proper coordination of leave plans by ensuring that all leaves are all monitored in Human Resource software
• Delegate financial responsibilities to the accounting team as appropriate
• Build staff capacity on Plan policies and procedures, SAP, and financial accounting
• Manage financial support to the PUs to ensure that financial management services are available

Networking with other Departments – 10%

• Work with HR and ensure that payroll is properly reviewed for accuracy and legitimacy. Review the monthly payroll processes, period-end statutory returns and staff separation benefits computations.

• Work with the procurement department to ensure there’s value for money in procurement of supplies and services and that there’s minimal risk working with suppliers and service providers
• Ensure technical advice to the procurement committee team whenever necessary

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• 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.
• Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensures that Plan Rwanda contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted

Leadership and BUSINESS management COMPETENCIES

LEADERSHIP COMPETENCIES

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Set high standards for self and others’ behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivate and develop others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Accept change and support others in adjusting to it, helping them understand.
• Perform any other related duties as assigned by the immediate supervisor

BUSINESS MANAGEMENT COMPETENCIES

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of the 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

Technical expertise, skills and knowledge

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/ experience essential:

• Education at First Degree level or equivalent vocational study in fields such as Accounting and Finance
• ACCA/ CPA ongoing- at Advanced level desired or fully qualified a plus
• More than 3 years of relevant experience as Grant Accountant / Grant Finance/Grant Manager
• Experience of International NGO grant management systems and financial regulations
• Knowledge of Grants Administration especially system management and donor compliance in reporting of diverse institutional donors

Qualifications/ experience desirable:

• Demonstrated knowledge in cost recovery principles and systems, experience in implementing a cost recovery system is preferable.
• Experience in managing performance and facilitating development of staff is preferred.

Languages required

• Fluency in English language is essential
• Knowledge of French is a desirable

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.