Finance Accountant at Plan International

Reports to - Finance and Grants Manager and administratively to program unit manager

Direct reports – Finance and Grants Accountant

Key relationships

 Internal

• Senior Finance Accountant and Business Analyst
• Finance and Grants Manager
• Shared Service Centre Team
• Program team members
• Country Office Operations teams
• Human Resources team
• Risk and Compliance team

External

• External auditors
• Bank officials
• Service providers
• Partners organisations

Level of contact with children

Low contact: No contact or very low frequency of interaction

Physical Environment

• Typical office environment with periodic travel (10%) to program units and Partners organisations.

Accountabilities and MAIN WORK ACTIVITIES

1. Financial Accounting and Treasury management (30%)
2. Receive and track all payment requests from the CEN Hub and Nairobi office.
3. Provide initial review of all payment requests to ensure compliance with Plan procedures and donor requirements.
4. Coordinate the receipt of timesheets, analyse monthly payroll, shared costs and apportion costs to ensure costs are charged to projects on a fair basis.
5. Responsible for preparation of timely and accurate cash forecasts for the CEN, Nairobi and consolidation of the country cash requests.
6. Responsible for coordinating funds transfers to the Hub bank accounts
7. Maintain a checklist to ensure that withholding of statutory deductions such as PAYE, VAT and withholding tax and timely submission of reconciled monthly schedules to KCO for payment.
8. Make follow-ups of al staff and vendors advances and review liquidations.
9. Liaising with the bank to resolve issues concerning funds transfers.

Budgeting and Planning (20%)

• Support in the preparation of the CEN and Nairobi offices budgets.
• Support the Finance and Grants manager in the consolidation of country annual budget.
• Review project outlines and modifications in the Program units for budget accuracy.
• Support in the quarterly updates of the country budgets
• Provides technical financial support during proposal writing process (budgeting).
• Review operations budgets usage and report on variances

Financial Reporting and Period-End Processes (30%)

1. Review the accuracy of financial reports prepared by the SSC.
2. Review the correctness of financial transactions and ensure dummies and NR Grants and corrected by the SSC Team before period closure.
3. Maintain the period closure checklist to ensure all steps are followed.
4. Provide initial review of bank reconciliations, mobile and petty cash count on monthly basis.
5. Review monthly reconciliations of balance sheets accounts (advances, accruals, prepayments, deposits) and resolve reconciling items.
6. Coordinate the preparation of monthly and year end schedules and reports

Grants portfolio management (10%)

1. In collaboration with Grants team, ensure grants budgets are correctly set up and mapped in SAP to ensure correct reporting.
2. Review and timely submit grants financial reports in the required formats.
3. Support timely close out processes for all projects.
4. Participate in the partner’s due diligence assessments
5. Conduct capacity building of partners on Donor requirements
6. Review partner’s liquidation reports and requests for funds

Other (5%)

1. Coordinate the archiving of financial records.
2. Support audits by ensuring sampled documents are availed to auditors.
3. Respond to audit queries and implement finance related audit recommendations.
4. Participate in program management meetings.
5. Any other assignment within the scope of work.

6.Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%

• Understand and put 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;
• Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Leadership Competencies

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

Business Management competencies

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manages 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.
• Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

Technical expertise, skills, and knowledge

Qualifications/ experience essential:

• Bachelor’s Degree in Finance/Accounting-related courses.
• CPA (K) or other professional qualification in accounting
• 4 years relevant accounting experience preferably in an INGO
• At least 2 years experience at the supervisory level
• Thorough knowledge of finance processes, systems, and principles.
• Well-versed in computerized accounting applications.

Qualifications/ experience desirable: 

• Previous experience in usage of SAP or any major ERP system
• Attention to detail and analytical skills.
• Facilitation and training skills
• Good communication (written and spoken), and interpersonal skills.
• Ability to work and interact with others at all levels
• Excellent planning, management and coordination skills

Languages required

• Excellent written and verbal communication skills in English.

Knowledge:

• In-depth knowledge of finance processes, systems and principles.
• Experienced and knowledgeable in Grants management
• Good Knowledge of major donors’ compliance requirements
• Proven ability to support program teams during budgeting and reporting

Skills:

• Ability to work and interact with others at all levels
• Hands on experience and skilled in usage of SAP or Major ERP system
• Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks
• Strong analytical skills
• Excellent planning, management and coordination skills
• Ability to communicate clearly and effectively

Behaviors:

• Role model our values and behaviors both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• The ability to build collaborative working relationships
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
• Communicates effectively at and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management