Finance Assistant - Shared Service Centre at Plan International

Finance Assistant will support the provision of financial and grants management functions and ensures compliance with Plan policies, procedures and donor requirements at the SSC level.

The post holder will report to the Senior Finance and Grants Coordinator. In liaison with the Shared Service Centre (SSC) Team support in the implementation of grants and sponsorship budgets in the Kenya Country office, MEESA Regional Office and other Plan offices globally.

Accountabilities and MAIN WORK ACTIVITIES

Payment Processing

• Receive, track and sort all payment requests confirming they are properly approved for processing.
• Enter in to the SAP all approved vendor invoices for payment while observing segregation of duties.
• Receive approved Mobile requests, process them on available platforms (Mpesa/Popote) and submit for payment.
•  Process all mobile transactions and related journals in SAP.
• Process fund requests for all approved travels and subsequent liquidations as per Plan policies
• Create internal orders to facilitate partner advances and subsequently process partner advances liquidations in SAP advances module.
• Support in management of staff and vendor accounts and clear open items.
• Support in period-end adjustments and balance sheet reconciliations
• Prepare support documents for intercompany recharges including analysis and allocation of costs
• Coordinate and analyse withholding tax for MEESA Regional office, Plan International Kenya, Nyanza & Coast hubs as well as process the payment
• Ensure that all financial documents are properly filed for easy retrieval.
• Support audits in retrieval of sampled documents.
• Update approved partner liquidations in SAP module
• Preparation of cash forecast and MPesa account replenishment
• Issue remittance advices to payees
• 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.

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 II or other professional qualification in accounting
• 1-year relevant accounting experience preferably in an INGO
• Knowledge of finance processes, systems and principles.
• Experience in computerised accounting applications.

Qualifications/ experience desirable: 

• Previous experience in SAP or ERP
• Analytical skills
• Facilitation and training skills
• Administration and effective communication skills
• Ability to work and interact with others at all levels
• Planning and organizational skills
• Have a customer centric focus and vision on timeliness, effectiveness and efficiency

Languages required

• Excellent written and verbal communication skills in English.

Knowledge:

• In-depth knowledge of finance processes, systems and principles.
• 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
• 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