Regional Central Sahel Grants Finance Compliance Coordinator
Plan International , Paraguay
Plan International is an independent development and humanitarian organisation 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 it is 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 aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
The humanitarian situation in the Central Sahel region consisting of Mali, Niger, and Burkina Faso, is one of the world’s fastest-growing crises – and a complex one – affecting the lives of millions of people. More than 13 million people including 7.2 million children across the three countries are in urgent need of humanitarian assistance such as food, shelter, and access to clean water, health, and education. 8.4 million people are displaced because of escalating violence. Women and children
are bearing the brunt of the violence. Women and girls shoulder the greatest burden of conflict, displacement and migration, heightening inequality and eroding resilience. They are affected by poverty, hunger, lack of access to basic services and rights, and further compounded by the consequences of climate change. Moreover, a further six million people have been pushed into extreme poverty as a result of the consequences of the COVID-19 pandemic.
Plan International’s goal is to enable children and young people, especially girls and women, to overcome the social, economic and environmental challenges that undermine the full and equal enjoyment of their rights. Plan International’s regional response to the Sahel crisis, building on our experience of working with young people and partners at all levels in four Sahelian countries: Mali, Niger, Burkina Faso and Senegal
Plan International’s Strategic Ambition and Response: The rights-based, gender equality and youth focus is Plan International’s specific value-add and positive differentiator from other non-governmental organizations working in the Sahel. Building resilience through strengthening transformative capacity.
PLAN International’s Sahel response is budgeted at €60 million euro. Plan is responding to the crisis in the areas of health and hygiene, child protection, education, community engagement and accountability and cash-based programming, Gender equality and inclusion, youth engagement and advocacy & influencing and climate change adaptation.
Monitoring the resource, delivery and response is key for our financial sustainability our organizational relevance.
The person for this role needs to be detail and solution orientated, a good motivator and communicator with people, and hands on in his/her approach.
Dimensions of the Role
The Regional Central Sahel Grants Finance Compliance Coordinator is responsible for budgeting, tracking cash flow and expenditures, and managing the actual receipt and distribution of funds Regional Central Sahel Grants Finance Compliance Coordinator must work closely with multiple roles, including Business Development Management (BDM), which is responsible for coordinating and finalising proposals; Logistics & Procurement (L&P), which is responsible for procurement and purchasing, and the Emergency Response Manager (ERM), who handles operational funds
The Regional Central Sahel Grants Finance Compliance Coordinator will ensure consistent and accurate registration of expenditures, monitoring of budget burn rate, adequate updates of the SAP system and local general ledgers.
The Regional Central Sahel Grants Finance Compliance Coordinator is expected to provide hands-on support and strengthen the countries office’s overall capacity in general financial and grant management.
While not serving in country in the above roles, the Regional Central Sahel Grants Finance Compliance Coordinator will work on regional special projects and other duties as assigned by the line manager. These duties include but are not limited to training materials development, participation in systems upgrade, improvement and testing, etc.
Budgeting and planning
- Develop Master Budget for the emergency response (ensuring gender is considered) and budget for funding submissions together with BDM.
- Review CO Master Budget in line with the Emergency manual and Plan’s policies and procedures
- Review the ERP finance sections.
- Up-to-date information on budget management is available during all phases of the emergency response is available during all phases of the emergency response
- Up-to-date information on the percentage of the budget explicitly spent on the promotion of gender equality and empowerment of girls and women is available.
- Updates on the SAP system at regional level, and will make sure that budgets, budget amendments and modification are correctly uploaded and maintained;
- Tools and standardised templates are in place for the Master Budget, cash flow and budget follow-up (BFU).
- The Regional Central Sahel Grants Finance Compliance Coordinator will provide advice on elaboration of regional and country budgets and will help analysing allocation of financial resources and projections of budget and expenditures.
Financial reporting and cash management:
- Maintain up-to-date information and records on cash flow and expenditure
- Prepare Donor Financial Reports. Financial reporting and cash management is accurate and compliant with established policies and procedures
- Finance procedures are set to help meet the gender equality objectives of the response.
- Ensure that emergency finance procedures are in place and implemented in a timely manner.
Up-to-date information on expenditures, reporting, and organisational/donor financial requirements is available during all phases of the emergency response
- The Regional Central Sahel Grants Finance Compliance Coordinator will provide tangible support in accountancy, will advise on use of codes, will revise current accountancy practices (use of natural codes, UD codes, etc.), will align them and advice on the best use of the current financial registration tools;
- The Regional Central Sahel Grants Finance Compliance Coordinator will monitor the level of expenditure of the regional office and each country office through update of burning rate and supervision of smart list extracts, and will provide timely accurate analysis;
- The Regional Central Sahel Grants Finance Compliance Coordinator will visit all country offices to support Finance Management, in coordination with local Finance Managers and ERMs;
- The Regional Central Sahel Grants Finance Compliance Coordinator will ensure adequate cost recovery measures are in place, understood and used by country colleagues and applied to each funding opportunity.
- Maintaining close monitoring of advances to partners, expenditure reporting by partners and complete supporting documentation
Maintain a systematic and consistent risk management approach to allow for effective identification, recording and management of threats and opportunities internally and with key partner organizations
- Ensure appropriate financial controls processes, procedures and systems are in place and adhered to
- Assist during project audit and ensure finance related audit actions are implemented and alternative actions taken as required addressing weaknesses in financial controls and procedures identified in finance and other forms of audit reports
Implementation of Child and Youth Safeguarding measures
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
- Reports to Regional Finance Manager
- Provides financial services and business advice to RFM and the project management team;
- Regular participation in national INGO finance networks
- Responsible for project level liaison with the external auditors
- Responsible for the project level liaison with national office in the finance matters
- Work closely with Plan International National offices and country office staff on internal and external financial reviews and audits;
- Work closely with project finance/grants/administrative staff and sub-grantees to ensure appropriate implementation of the project.
- Work closely with bank officials and other financial institution
- Work closely with Program Managers on budget and expenditures monitoring
- Regional Central Sahel Grants Finance Compliance Coordinator must work closely with multiple roles, including Business Development Management (BDM), which is responsible for coordinating and finalising proposals; Logistics & Procurement (L&P), which is responsible for procurement and purchasing, and the Emergency Response Manager (ERM), who handles operational funds
Technical expertise, skills and knowledge
• Professional Financial/Accounting qualification (CPA or equivalent)
• Knowledge of the sector and the financial management issues specific to it an advantage
• Knowledge of International Financial Reporting Standards, Control standards and the reporting requirements of major international grant donors
• Proven effective management skills leading teams across several sites and operating in a multi- cultural and matrix management structure
• Excellent proven financial analytical skills
• Ability to demonstrate and foster in team members a strong commitment to meeting the needs of other employees and managers for financial services
• Good written and spoken English is also an advantage.
• Proficient in Microsoft office packages and with Plan’s general ledger, grants tracking and SAP systems
• Striving for high performance across the team and for Plan’s business
• Strategic thinking and innovation – fining efficiencies in the use of resources
• Decision making and risk management – identification and action on financial risk management in line with compliance requirements
• Influence and communication – able to communicate concerns to managers and teams
• Building effective teams and partnerships – with teams and suppliers
• Developing people – leaving a legacy of a locally able team
• Self-awareness and resilience – operating in a highly volatile and developing context
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 organisation 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 maximise 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.
This position is based at the west and central Africa hub of Plan International. The incumbent is required to provide support according to the need from countries.
Level of contact with children
Mid contact: Occasional interaction with children
The job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.