The Organisation
Plan International is an independent development and humanitarian organisation that advances childrenโs 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 childrenโs 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 wonโt stop until we are all equal.
Moldova or Romania nationals only
ROLE PURPOSE
The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighboring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organizations in Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.
Plan International has been present in Romania since early March 2022 and has established partnerships with civil society organisations, ensuring national actors are equipped with technical support, best practices, and flexible resources, with a primary thematic focus on Child Protection, Gender Based Violence, Education, Mental Health & Psychosocial Support and basic needs assistance.
DIMENSIONS OF THE ROLE
The role complements the Ukraine Hub Finance Manager in all aspects of Country finance corporate systems, financial reporting and internal financial controls for the Romania and Moldova country office.
The role is part of the country leadership team.
Accountabilities
1.Budget Processes
- Coordinate and approve realistic program and budgets.
- Coordinate with the other country finance manager for regional programs budgeting.
- Support the Hub Finance Manager in the Master budgeting and updates.
- Consider strategic positioning of the Country Office in partnership with the leadership team; project/prepare budgets, phasing and projections accordingly
2.Payment Processes
- Supervise, review and analyse SAP financial transactions
- Approve payments to suppliers.
- Approve partner advances ensuring effective follow-up and liquidation in SAP.
- Facilitate efficient and timely operations and payment processes.
- Build and maintain necessary relationships and structures to allow for transparent and healthy communications between all stakeholders.
3.Reconciliations
- Approve monthly VAT and Witholding tax schedules for payment.
- Validate the reconciliation of balance sheet accounts (receipt voucher / invoice received; bank account, etc.) every month and collaborate with the GH accounting teams to resolve outstanding items
- Monitoring of national commitments in SAP ensuring that there are no more pending commitments (more than three months) in the system without adequate explanation.
- Supervise the timely transfer and liquidation of Partner Advances-Including resolving with programs the unjustified long-term advance balances.
4.Period-End Processes
- Review transactions postings and prepare correction journals for errors before period closure.
- Supervise the preparation and posting of adjustment journals for accruals, expense prepayments and redistribution of support costs to projects.
- Prepare allocated financial reports on monthly, quarterly and annual, including ad hoc reports.
- Supervise the cost allocation process at the end of each period (or month).
- Validate monthly bank reconciliations and Target Bank Balance Report.
- Analyse and validate any external reporting
5.Intercompany Processes
- Validate inter Company transactions and ensure reconciled with different countries/GH.
- Maintain good relationships and clear communications with the Intercompany team and respective country offices/Global Hub.
6.Payroll Processes
- Approve transfer of salaries to staff bank accounts and/or review payments made via other country offices or Global Hub.
- Ensure monthly payroll reconciliation between SAP and payroll.
- Support remittance of payroll deductions to relevant institutions.
- Ensure regulatory and tax compliance requirements are being met at all times.
- Prepare accurate computations of staff separation benefits and ensure remitted after approvals.
7. Treasury Management
- Ensure effective cash management with sufficient cash, for the day-to-day operations of the country office.
- Validate cash forecast in consultation with program and administration staff.
- Ensure all banking and cash processes and protocols are in place and being adhered to.
8. Internal Financial Controls and compliance
- Ensure that the appropriate financial control processes, procedures and systems are in place and followed in the country office.
- Follow up on the implementation of audit report recommendations within the allotted time.
- Perform periodic spot checks of finance teamโs work, including SAP set-up, accounting, archiving, etc.
7.Capacity Building and Line Management
- Recruitment, development, and retention of finance staff.
- Review of the financial systems of partner NGOs; provide support where applicable to ensure full compliance with Planโs standards and protocols.
- Conduct training for Partner NGOs staff to enhance the capacity on financial management
- Follow-up with Partner NGOs for corrective actions as recommended by auditors
- Develop and implement training plans for finance team
- Lead regular meetings of finance team member including those at the Support Unit/Division Office