Finance Officer

Background

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’s 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 and girls.

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.

Role PURPOSE

The conflict in Ukraine is resulting in a major humanitarian crisis with over 3 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, including in Poland, to meet the key needs of affected populations including internally displaced people (IDPs).

Plan International has been present in Poland since March 2022 and has established partnerships with civil society organisations, interagency fora, and national actors across the country. In direct coordination with partners, Plan International is implementing humanitarian and early recovery projects inside Poland with a primary thematic focus on child protection, mental health and psychosocial support, basic needs, and education in emergencies.

This role is responsible provide assurance for implementation finance work, in addition to provide timely and reliable financial information and analysis that leads to effective decision making maintaining internal financial control enhancement through monitoring data accuracy in SAP System.

management scope, reporting lines, key relationships

Scope

The candidate is responsible to support Plan International Poland Office to efficiently and in a compliant manner all the finance related tasks. She/He will work closely with the Grant and finance Specialists to ensure efficient grant management financial reporting and analysis, and internal financial controls enhancement.

Direct reports – PA Accountant if any

Reports to: CFM

Key relationships

Internal

• Grant and Finance Specialists
• Project Managers
• Functional departments Heads

  External

  • Tax authorities
  • Partner organisations
  • Other INGOs

    Level of contact with children

    Low contact : Low interaction with children

    Physical Environment

    Typical Office environment with desk and computer.

    Accountabilities and MAIN WORK ACTIVITIES

    Financial Controlling

    • Ensure that all location’s financial transactions and reporting procedures are compliant with Plan International financial standards and requirements
    • Verify comprehensive documentation of all financial vouchers (internal and partners costs).
    • Review the calculation of shared cost and support the process on time.
    • Ensure budget availability for any payment request coming to finance.
    • Prepare and handle the process of cash management in locations (bank reconciliation, petty cash management, monthly cash forecast, and target bank balance)
    • Review and validate financial documents for every outgoing payment before a payment.
    • Ensure all payments are booked in accounting system /SAP/ before sending a payment to bank.
    • Ensure enough funds are available in bank account to avoid cash shortage for organization's operation.
    • Prepare payment request, 3rd party payment request (3PP) review and submit for final approval.

      Financial Reporting

      • Support as requested the Grant and Finance Specialists with the finance grant reporting in terms of consolidation, reviewing and the final submission to GFM for final review.
      • Support and/or develop financial reports to ensure that management and donors receive the needed data with the required quality standards in line with PIE policies and guidelines.
      • Follow-up and update financial systems and share information with related staff.
      • Prepare the monthly reconciliation SAP reports to ensure consistency between programs and grants modules.
      • Review and submit the Year-end schedules ( Responsible for monthly, quarterly and year and account closure and balance sheet reconciliation.
      • Support any internal and external Audit process.
      • Support on transaction list and general ledger analysis before reporting and ensure transaction are healthy in the system for reporting purpose.

        Compliance

        • Support the preparation of the statutory reporting and ensure compliancy with the Government requirements.
        • Contribute to within-location grants preparations, startup workshops, processes and agreements.
        • Provide technical support to Plan Poland staff and conduct training sessions as part of the capacity building activities for Partners.
        • Ensure all Donor compliance requirements are applied in every finance transaction.
        • Budget
        • Contribute to the preparation of grants proposal.
        • Coordinate & Contribute to the annual budget preparation for Plan International Poland and tracking the regular updates on grant budget information
        • Maintain transparent detailed reporting systems to enable colleagues, Plan Management and external parties to understand the relevant budgets.