Finance Coordinator

Accountabilities

Plan has a performance management and accountability matrix SOP. Every position holder is expected to adhere to the SOP and review and review her/his responsibility against the accountability matrix.

Operational Plan Preparation (10%)

• Assist budget holders on the annual planning and budget management.
• Ensure all Project Outlines are prepared based on Operational Plan and gets approved.
• Ensure all the approved Project outlines are phased in as per the donor & approved operational financial Plan in SAP system.
• Consolidate and forward cash flow Projection from departments to country office & follow the status of the received cash in order to maintain adequate cash balance in the PA.

Grant Management (25%)

• Review agreements with partners and ensure donor compliance requirements are reflected accordingly before the agreement is signed with focus on Plan International Ethiopia’s and back-donors’ guidelines and requirements.
• Participate in the implementation of existing grant management systems, ensuring that they are consistent with national procedure.
• Conduct regular monitoring visit to partners’ offices, to provide technical assistance on grant management.
• Give proper orientation to relevant Program Area staff on newly started grant projects; focusing on compliance matters and sharing pertinent documents and files
• Monitor grants on a monthly basis. Liaise closely with budget-holders to support the analysis of monthly variances
• Coordinate all grant management meetings; update the financial status of projects, follow up on agreed actions, with relevant departments and staff, viz. PAM, Logistics, Human Resources, Programs, and partners as the case may be.
• Support implementation of all donor financial compliance requirements in coordination with other departments and Provide orientation on donor regulations to staffs
• Follow the financial documents for Partners’ advance liquidation and subsequent fund release to ensure internal financial procedures, systems, policies and controls are applied and compiled as per Partnership Agreement, Grant Agreement Documents and Donor’s requirements.
• Follow & participate in reviewing Partnership advance as per agreed terms and conditions/partnership agreements and follow all partnership advances on age basis and alarm partners and responsible coordinators for timely liquidation.
• Ensure that the payment to partner process has been followed for all advances in the month, and that any advance liquidations have been processed through the liquidation cockpit in the correct account in SAP.
• Support Budget Holders (BH) in mapping, phasing and re-phasing of grant budgets. Insure the correlation of WBSs with fund programs are correct & create a link of PO with their associated funding bundle in SAP system.  Support budget holders to ensure that budget amendments and modifications are in line with Grant Agreement Document
• Provide support to ensure that all grants are complete and accurate from a financial perspective & make sure that all cash advance transferred to partners are settled in advance of grant closure.
• Review the financial information to BHs to produce donor reports are in accordance with donor reporting template and within the time.

Transaction Processing (35%)

• Review all payments against the budget and established rules and regulations.
• Review purchase and contract to ensure conformity with the established polices and procedure of Plan Ethiopia and legal requirements.
• Review payments for advance and follow up its settlement.
• Make sure that vendor open items have been cleared on a weekly basis to correctly reflect outstanding payments and avoid duplication of payments.
• Ensure the all expenditure happened in the month are recorded within the month
• Review long timed open purchase orders and communicate with logistic departments for settlement
• As the participation of finance coordinator in every procurement is mandatory, Participate in PA procurement committee, signing suppliers RFQ, review & sign canvas sheets for proper supplier bid comparison, relevant pricing and insure that compliances have been meet in every purchase
• Closely Insure and assists that emergency projects have adequate cash for their immediate payments in every day
• Review and insure that emergency project documents are settled in accordance with their associated grant compliances.
• Insure emergency staff’s salaries, benefits & associated government liabilities are processed, accrued & paid monthly as the nature & time of emergency projects are short & recurrent,
• Follow and review emergency project GIK items are properly received, recorded in GRN, issued & reached to the intended beneficiaries through GIK reports & make sure that GIK items are reconciled.
• Assure that GIK costs in emergency POs are in line with their associated FAD values when POs financial review in SAP is done
• Insure that GIK values are properly recorded in SAP & their associated beneficiaries’ lists are documented & ready for statuary, donor & external audits.
• Insure that all the necessary costs have been recovered & shared direct costs have been charged to grants with fair share.
• Review petty cash payment and its replenishment. Review Sub grantees advances to Local NGOs/governments, as per the partnership agreement.
• Verifying, Tracking and documenting community contributions when projects are implemented jointly with local community.
• Review Payroll for all compliance and authorization issues.
• Ensure employee income taxes & pensions are deducted from staffs as per the Government tax & pension proclamation and paid timely.
• Ensure taxes are deducted from suppliers’ payments as per the Government tax proclamation and paid timely. Arrange and check cost document for verification by external auditor, follow up on agreed actions, resulting from audit and project evaluation recommendations, as necessary.
• Review all purchases are made with reasonable comparison and authorized sources.
• Ensure that every months financial transactions are free from WBS & GL errors posting and ensure that correcting journals have been made in time before monthly closing
• Review NR grants posts to ensure grant expenditure has been allocated correctly to its donor line

Financial Reporting (20%)

• Prepare monthly bank reconciliation statement and take action on all irregular transactions.
• Work with budget holders to ensure that expenditures are in line with Plan’s and donor’s financial policies and guidelines and make the necessary adjustments when necessary before every months financial closing
• Review sub Grantees financial reports & subsequent fund release requests.
• Follow and review all donors’ financial reports are sent on time with reasonable accuracy.
• Prepare monthly project reports & monitor level of expenditure for grant portfolio against budget every month right after monthly closing and provide timely advice of likely over and under spending.
• Prepare emergency project reports & monitor level of expenditure for emergency grants portfolio against budget every two weeks and provide timely advice of likely over and under spending.
• Prepare monthly pack reports as per global hub requirements
• Review financial reports for consistency with narrative reports and compliance before sharing to Government & to Country Office.
• Prepare monthly financial report and update all budget holders including the Country finance manager for timely utilization of project funds.
• Facilitating PA statutory and Specific Grant Audit and follow-up audit findings taking appropriate actions.
• Prepare monthly, quarterly and yearly schedules

Team Management (10%)

• Monitor the performance of staff members continuously and conduct semi-annual performance review for everyone in the unit.
• Provide a supervisory role to Finance Officer and assistants finance officers on different issues
• Coach and lead all staffs working under her/his region to fully takeover each other’s responsibility on one’s absence.
• Participate in collective decision making in Program Area Management Team (PAMT).
• Participates in PA Tender Committee standing member.
• Participate in team building process as a Program Area Management Team (PAMT). Perform any other related  duties as assigned by immediate supervisor

Job Requirements

Qualifications/ experience essential:

• Education at First Degree level or equivalent vocational study in fields such as Accounting and Finance
•  At least 5+ Years of relevant experience out of which 3 years on a senior level experience (not necessarily gained in an NGO or INGO) or demonstrated equivalent combination.
• Knowledge of Grants Administration especially system management and donor compliance in reporting of diverse institutional donors (EU, USAID, ECHO, UNICEF, GFFO, DFID etc.)

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 Local Languages is a desirable

How to Apply

The closing date for the application in May 26.2023. Qualified candidates should submit the application form found with this link https://jobs.plan-international.org/job-invite/46699/

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.  

More information about Plan International can be found on http://plan-international.org  

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organization, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk.

Female applicants are highly encouraged to apply.