Senior Grant Accountant at Plan International Rwanda: Deadline 11-02-2021

• Assist in the preparation of the annual grant budgets, monitor the impact of operation plans upon existing grant, analyze and advise CFM concerning appropriate actions to be taken;
• Participate during proposal development workshop.
• Participate in the full costing of projects during proposal writing and ensure all direct, shared direct and apportioned costs are included.
• Review Partner budgets for reasonability and completeness.
• Reviews grant Project Outlines and PO modifications before CFM’s validation and CFM approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/NO;
• Assist program staff at the time of proposal budget preparation or review;
• Review mapping and Grant PO account lines are attached to FAD monthly before closing the SAP.
• Ensure budgets for grants are uploaded in SAP.
• Share with the CFM funding tracker on monthly basis (Confirmed, pipeline, and funding gap)

Financial reporting and analysis:

• Review accuracy of SAP and ensures consistency with donor reports and SAP;
• Reviews Grant budget entries in SAP and keep records of budget modifications on file;
• Monitor actual grant expenditures against approved line items on a monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NOWHERE appropriate;
• Tracks monthly grants expenditure and issues/problems regularly and report to CFM as appropriate and on time;
• Reconciles IH grant spent reports with country reports and issues arising from this are reported/dealt with appropriately;
• Prepare monthly adjustments of the grant indicative funding and submit to CFM.
• Analysis and reconciles grant expenditures vs. budget accurately. Generate monthly, quarterly, yearly and ad-hoc grants financial reports as required in donor, function and local currency.
• Prepare and submit donor financial reports on time as per the agreement with donors/s, in collaboration with the Grant Coordinator, Senior Grants Accountant  and Program Unit;
• Ensure that the Grant Coordination Team is kept informed about the status of all grant lines by preparing a monthly report on the status of the grant;
• Reviews partners and Plan financial documents and checks compliance to FAD requirements/processes and any deviations are dealt with appropriately;
• Review monthly Grant financial reports as submitted by Project Accountants for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
• Monitor grants and mis-postings.

Partnership management and Capacity building

• Participate in partner identification and due diligence exercises for new partners.
• Prepare financial management training programs and facilitate project start-up workshops for all partners as guided by the senior Grants accountant.
• Managing and capacity building of all sub-grantees.
• Provide routine monitoring and Financial Management training to sub-grantees
• Review liquidation reports as submitted by liquidation teams and following up with Accountants on all scheduled liquidations.
• Participate in due diligence assessment.

Systems management and reporting

• Upload grants budget in SAP.
• Review monthly Grant financial reports as submitted by Project Accountants for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
• Maintain sound cash controls on all donor-specific bank accounts and ensuring they are reconciled on a monthly basis.

Treasury

• Track project income for both IH and LRI.
• Update grants income tracker on monthly basis and shares with BDU, project manager, finance etc.
• Reconcile income received with the grants module.
• Develop, a process in SAP (both finance & grants) and  submit the credit notes to NO
• Ensure record-keeping of income is update and liase Business development team.

Audit

• Ensures that all procedures are in compliance with Plan policies, procedures, and donor requirements.
• Ensure monthly reconciliations between Plan data and Implementing Partner data, between Excel Financial report and partner general ledger are reconciling.
• Closely monitor grants financial data, and keeps the CFM and grants of all situations which have the potential for a negative impact on internal controls or financial performance;
• Update audit tracker and share with all key staff to prepare for the audit.
• Prepare Audit TOR and submit to No for approval.
• Provides assistance during audits for accurate, timely, and organized audit activities.
• Review expenditure reports from Sub-grantees and verifies supporting documents thereof.

Staff orientation on donor Compliance requirements

• Participate in project inception meetings.
• Attend quarterly review meetings.

Communication NOs/donors

• Handle all communications and inquiries from Donors and all collaborating National Offices.
• Provide feedback to donors in liaison with relevant Program Managers.
• Work hand in hand with the Business Development team to ensure consistently and up to date communication channels for the delivery of grant and compliance-related information among Plan Rwanda’s funded programs

Contracts management

• Review Funding agreement documents and review timelines and the budget allocation.
• Review Partner agreements to ensure they are in line with donor requirements.

Manages Grants information systems

• Ensures grants information is encoded into the SAP accurately and as scheduled;
• Ensure Project Account lines are attached to FAD accurately and on a timely basis;
• Consolidates grant finance reports data and ensures they are properly stored and updated in the information system;
• Reply to inquiries on grant-finance related issues promptly and correctly;
• Stores files and other information related to Grants in an organized manner and are retrieved easily;

Other

• 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, organization, and facilitation while introducing innovations needed to meet the demands of the operating environment.

Key relationships

Internal – High Contact:

• Country Finance Manager
• Country Accountant
• 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 organization for all children, girls & young people

We strive for a 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 maximize 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 another related field.
• CPA/ACCA certifications are desired, if not, ongoing CPA/ACCA is a must
• 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

Location: Kigali

Reports to: Country Finance Manager

Grade: D2

Closing Date: 11th February 2021

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

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 organization, 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.