The Organisation

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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

ROLE PROFILE

Purpose

Working in 50 developing countries across Africa, Asia and the Americas, 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 purpose of the job is to provide timely and reliable grant financial information and analysis that leads to effective decision making.

Responsibility for Child Safeguarding

• Copy with Plan International Child Safeguarding policy and Code of Conduct in all instances.
• Report all cases of fraud, corruption, abuses to children and violation of Plan International Polices.

Dimensions of Role: See Section 7a

The post holder reports to the Finance Manager and is responsible for grants cash and budget management, grants financial reporting and analysis, field visits and community capacity building, and audit of grants as per requirements.

Key End Results and typical Responsibilities: See Section 7b

“What” is done and “why”, but not “actions” or “how”; include indicators for success

• Monitor budget versus expenditure for the country grant funded projects.
• Update budget phasing in the grants module in line with projects detailed implementation plan.
• Review all budgets for each grant and all budget modifications monthly and submit the same to Financial Controller for incorporation into monthly cashflow update.
• Consolidate and review all grant financial reports before submitting to the CFM for approval
• Ensure compliance to donor requirements on financial issues for all grants.
• Prepare grants proposal budgets making sure that full costing requirements are complied with in all instances
• Review all grant proposal budgets to ensure accuracy, completeness and compliance with the Cost Recovery Policy.
• Make sure that cost recovery on grants is done systematically on a monthly basis with enough supporting documents.
• Prepare analysis of sponsorship funds gains attained through cost recovery quarterly and present to CFM for review.
• Update exchange rates in the grants module as guided by the procedure.
• Prepare intercompany on grants expenditure and received income and submit to respective NO s on time.
• Reconcile grants income and correct any deviations.
• Liaise with Project Finance Manager (WACAH) responsible for GNB to resolve grants issues.
• Track and reconcile cost recovery for each project monthly and send report to the CFM for review.
• Associate all grant related account codes to each grant upon receipt of notification.
• Prepare and distribute grants budget versus expenditure report monthly.
• Grants Audit Planning and preparation of TORs for submission to the CFM.
• Prepare the grants annual financial reports to be submitted for audit.
• Co-ordinate and facilitate the audit of the grants funded projects as per contractual agreement.
• Periodically visit all grant funded projects to verify that resources are optimally used.
• Liaise with respective technical advisors and grant coordinators to assess the partner in the financial management.
• Assist in financial training programs for partners in implementation of grants.
• Ensure timely remittance of grants income by Local Donors as per agreements.
• Update income received in the ledger and grants module as per the income procedure.
• Maintain oversight of Grant health of assigned projects, developing strategies to maximize efficiency and minimize financial and compliance risk.
• Manage the review of donor agreements and contracts with the program team and the communication of donor requirements to the team.
• Contribute to development and implementation of standardized package for quality financial management of grant funded projects including standard KPIs, budget and reporting guidelines, Gift in Kind treatment, procurement and asset management plans, compliance training, project start-up and closing procedures, etc.

Dealing with Problems: See Section 7c

Application of knowledge required for the role, complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.

The position requires appropriate financial expertise to ensure the CO meet their accountability for financial operations and up to date grants financial records and reporting.

Communications and Working Relationships: See Section 7d

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

Works with the Country Finance Manager, Finance team, Supply Chain team and Resource Mobilization, Project Managers, Project Finance Accounts Manager (WACAH), functional networks and external stakeholders

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives: See Section 7e

Knowledge

• A degree in accounting or equivalent qualification
• 3-5-years’ experience in a similar role working in a computerized accounting office in an NGO set up.

Skills

• Analytical skills
• Communication skills, appropriate to the audience
• Ability to interpret and work accordance with laid down procedures.
• Excellent interpersonal skills
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet

Behaviours

• Communicates effectively
• Gains, develops and retains credibility about his/her performance
• Appreciation of child rights

Physical Environment and Demands: See Section 7f

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

Office based. Moderate travel

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.

Location:Bissau

Type of Role: Project Finance and Cost Recovery Administrator

Reports to: Country Finance Director

Grade: 14

Closing Date: 21/01/2025

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

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 organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements