Vacancy title:
Grants Accountant

Jobs at:
Plan International

Deadline of this Job:
11th of June, 2018

Duty Station:
Kigali, Rwanda

JOB DETAILS:
Plan International is an independent development and humanitarian organization (non-profit) 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 80 years, and are now active in more than 70 countries.

Plan International has been operating in Rwanda since 2007. And over the past ten years, we have had an extensive portfolio that covers a variety of interventions (Right to protection, Right to Youth Economic Security, Right to access quality and inclusive education and Right to Early Childhood Care and
Development) in both development and humanitarian contexts. We are actively present in 3 districts of Gatsibo, Nyaruguru and Bugesera and six refugee camps. In all our interventions, we pursue our deep-seated change to achieve our ambition, which is “Together, we take action so that 100 million girls learn, lead, decide and thrive. We are a strong global civil society actor that resonates with all those who want to advance children’s rights and equality for girls. We are also scaling up our reach to more parts of the country given the growing partnerships and grants portfolio.
Grants Accountant
(Subjected to Fund)

Purpose:

• To handle the grant staff salaries in the system and monitor the timesheet allocations to ensure the adherence with Plan Rwanda cost recovery policy
•  To establish the overhead rates applicable to all funded grants and maintain the monthly charges
•  To prepare the financial due to donors, auditors and Plan Management.
•  To handle professionally all grant finance information in SAP.

Dimensions of Role:
Financial measures or statistics relevant to post such as budget; list of direct and indirect reports

• This position has no direct reports
  Location: Country office
  Typical Responsibilities - Key End Results of Position:

Grants startup:

• Create the sponsored program codes and create all grant budgets in SAP
• Mapping all grant budget lines with the relevant WBS
• Track changes in grant budgets to ensure consistency between program and grant module in SAP
•  Contribute to grants preparations; start-up workshops, processes, and agreements;

Grants processes

• Maintain transparent detailed reporting systems to enable colleagues, Plan Management, and external parties to understand the relevant budgets
• Ensure that all financial transactions and reporting procedures are compliant with the specific financial requirements of the donors.
• Provide support to grants staff during grants implementation on financial follow-up and monitoring in line with FAD.
• Maintain grants files and archive financial reports in line with financial policies and guidelines.
• Review and sign grants advances, requisition forms, payment requests on Country Office level.
•  Prepare and follow up on the grants partner settlements journal voucher and follow up with finance team to ensure timely submission of partners required reports and related documents.
• Communicate professionally and in a timely fashion with partners to ensure effective grant management and sharing the financial information
• Follow up and update all grants financial systems and share information with related staff.
• Doing regular monitoring to the grant currency and to track the currency fluctuations
• Ensure accuracy of the timesheet in the system reconciling with Plan charging instruction and provides technical assistance to staff for preparing their timesheet every month
• Calculate and record intercompany payables and receivables and prepare invoices between CO/field offices /IH/RO and NOs as well.
  Reporting
• Prepare grants financial reports to ensure that management and donors receive the needed data with the required quality standards in line with Plan policies and guidelines.
• Contribute in the FFMR and Quarterly Reports, update the grant section only.
• Coordinate with the finance team at PUs for grant reporting in terms of consolidation, reviewing and the final submission to GFM for final review.
• Prepare the monthly reconciliation SAP reports to ensure consistency between program and grant module
• Prepare monthly report on cost recovery to ensure that support staff salaries and operating costs are recorded properly and associated to the relevant funding source
• On a monthly basis prepare program accounting spreadsheet for assigned grants. Ensure all costs associated with grant are properly recorded and all costs charged against the grant are appropriate and adjust as necessary.
• Contribute in the annual budget preparation for Plan Rwanda and tracking the regular updates on grant budget information
  Grants Partner Support
• Contribute to the partner financial assessments in line with Plan policies and guidelines.
• Review the partnership agreements and ensure the compliance with the grant requirements
• Conduct regular visits to partners to do the financial review and provide the appropriate support
• Contribute in developing plans for building the capacity of all Plan Rwanda partners
• Participate in the training needs analysis and identify the relevant training needed to strengthen the partners capacity in financial management
  Dealing with Problems:
• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them, Monitoring budgets and grants.
  Communications and Working Relationships:
  Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
• This position works closely with Finance Team. This position works closely with Plan Rwanda management
  Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:

Knowledge

• University degree in Accounting or other related fields. CPA, ACCA certifications is an advantage.
• Minimum of 3 years’ experience in an Accounting role, preferably with NGO experience.

Job Skills

• Analytical abilities
• Communication abilities
•  Teamwork abilities
•  Report writing abilities
• English Language
• Computer skills

Behaviors (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 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

• 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
  Physical Environment and Demands:
• This position will be based on limited movements to Field Offices

Level of Contact with Children:

• Low level: low level of interaction with children.

Job application procedure
Please send your updated CV and one-page cover letter in English to Plan.Applications@plan-international.org  the closing date for applications is the 11th of June, 2018.
Female candidates are encouraged to apply