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 this is often suppressed by poverty, violence, exclusion and discrimination. And itโs 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 childrenโs rights from birth until they reach adulthood. And we enable children to prepare for โ and respond to โ 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 85 years, and are now active in more than 80 countries.
Accountabilities and MAIN WORK ACTIVITIES
Plan has a performance management and accountability matrix SOP. Every position holder is expected to adhere to the SOP and review and review her/his responsibility against the accountability matrix.
Operational Plan Preparation (10%)
- Assist budget holders on the annual planning and budget management.
- Ensure all Project Outlines are prepared based on Operational Plan and gets approved.
- Ensure all the approved Project outlines are phased in as per the donor & approved operational financial Plan in SAP system.
- Consolidate and forward cash flow Projection from departments to country office & follow the status of the received cash in order to maintain adequate cash balance in the PA.
Grant Management (25%)
- Review agreements with partners and ensure donor compliance requirements are reflected accordingly before the agreement is signed with focus on Plan International Ethiopiaโs and back-donorsโ guidelines and requirements.
- Participate in the implementation of existing grant management systems, ensuring that they are consistent with national procedure.
- Conduct regular monitoring visit to partnersโ offices, to provide technical assistance on grant management.
- Give proper orientation to relevant Program Area staff on newly started grant projects; focusing on compliance matters and sharing pertinent documents and files
- Monitor grants on a monthly basis. Liaise closely with budget-holders to support the analysis of monthly variances
- Coordinate all grant management meetings; update the financial status of projects, follow up on agreed actions, with relevant departments and staff, viz. PAM, Logistics, Human Resources, Programs, and partners as the case may be.
- Support implementation of all donor financial compliance requirements in coordination with other departments and Provide orientation on donor regulations to staffs
- Follow the financial documents for Partnersโ advance liquidation and subsequent fund release to ensure internal financial procedures, systems, policies and controls are applied and compiled as per Partnership Agreement, Grant Agreement Documents and Donorโs requirements.
- Follow & participate in reviewing Partnership advance as per agreed terms and conditions/partnership agreements and follow all partnership advances on age basis and alarm partners and responsible coordinators for timely liquidation.
- Ensure that the payment to partner process has been followed for all advances in the month, and that any advance liquidations have been processed through the liquidation cockpit in the correct account in SAP.
- Support Budget Holders (BH) in mapping, phasing and re-phasing of grant budgets. Insure the correlation of WBSs with fund programs are correct & create a link of PO with their associated funding bundle in SAP system. Support budget holders to ensure that budget amendments and modifications are in line with Grant Agreement Document
- Provide support to ensure that all grants are complete and accurate from a financial perspective & make sure that all cash advance transferred to partners are settled in advance of grant closure.
- Review the financial information to BHs to produce donor reports are in accordance with donor reporting template and within the time.
Transaction Processing (35%)
- Review all payments against the budget and established rules and regulations.
- Review purchase and contract to ensure conformity with the established polices and procedure of Plan Ethiopia and legal requirements.
- Review payments for advance and follow up its settlement.
- Make sure that vendor open items have been cleared on a weekly basis to correctly reflect outstanding payments and avoid duplication of payments.
- Ensure the all expenditure happened in the month are recorded within the month
- Review long timed open purchase orders and communicate with logistic departments for settlement