Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. 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. In Zimbabwe, we have been building powerful partnerships for children for over 31 years. Plan International operates an equal opportunities policy and actively encourages diversity.

Grant Accountant – Digital Skills 4 Youth Project

Location: Harare Program Area

Job Description

Reporting to the Country Finance Manager, the Grant Accountant is responsible for providing management support in all aspects of effective financial management ensuring accuracy, transparency, accountability, and compliance in all aspects of Project Specific transactions. The role provides adequate management information to the project/program managers in the program area. Provide timely and reliable financial information and analysis that leads to effective decision making to facilitate timely delivery of the Project Detailed implementation Plan. Responsible for the Finance advisory role in the Project management team, Project cash and budget management, Resource mobilisation financial input, financial reporting and analysis, internal financial controls enhancement, field support visits, risk management, grants management, partnership management and people management.

Accountabilities

Budgeting and Reporting

Take lead in the preparation and monitoring of the project budget ensuring that its operations are budgeted for and consolidated:

• Lead in the preparation of the annual grant budget, monitor the impact of operation plans upon existing grant, analyses and advise Grant Coordinator and Plan Senior management concerning appropriate actions to be taken
• Prepare and submit donor financial reports on time as per the agreement with donor, in collaboration with the Grant Coordinator or Manager and Program Area Support team;
• Tracks monthly grants expenditure and issues/problems regularly and reports to Grant Coordinator, Country Finance Manager and Head of Programs as appropriate and on time;
• Review partner budgets to ensure that the sources of information provided is mapped into donor template, project template.
• Monitor actual grant expenditures against approved line items on a monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate;

  Systems Administration

  Ensure payment requests from the Project Team are processed in line with PIZ's policies and statutory requirements:

  • Update the SAP system in a timely manner; clearing all payments in SAP bank according to the financial procedures
  • Review payments on the Digital payment platforms and notify delegated authorisers for approval as per the set delegation of authority
  • Manage the project ledgers to ensure that transactions have been done correctly, allocated to the corresponding grant number, and that all NRGRANT postings have been reversed.
  • Review Grant budget entries in SAP and keep records of budget modifications on file
  • Conduct annual physical asset verifications and ensure the System Asset register is up to date taking in to account Asset Disposals and Asset Acquisitions.

    Cash and Bank Account Management

    Manage the Project bank account to ensure sufficient funds are available to support area operations:

    • Initiate the transfer of funds from the donor to the Project Account; ensuring compliance to the cash management and banking policy management
    • Review and processes expense submissions/reconciliations, and processes field office payments for the assigned portfolio
    • Prepare monthly cash forecasts for the project in line with the Donor’s and Plan Zimbabwe’s finance guidelines.
    • Review staff advance accountabilities and timely liquidate in the system
    • Prepare timely accounts reconciliations to ensure cash is available to support the project’s operations

      Risk and Compliance Management

      Take responsibility for ensuring that all financial transactions carried out in the Project are fully compliant with PIZ policies, donor requirements and the laws of Zimbabwe:

      • Comprehensively map out key project management risks at all levels of PIZ’s financial management particularly cash management risks and implement risk mitigating actions
      • Review payment requests and advance liquidations for accuracy, proper coding and completeness in line with the check list of requirements
      • Ensure all relevant taxes are deducted from service provider’s payments and remitted to the statutory organization as per deadlines
      • File returns of taxes deducted from service providers within the program area as per the statutory set deadlines
      • Participate in all projects and statutory audits; providing the necessary information and documentation that would be required
      • Responsible for maintaining current knowledge of donors’ and PIZ’s financial policies and procedures, and serving as a resource for area program teams.
      • Oversee Partner or Sub recipient compliance to donor procedures and supporting documents, project reporting guidelines and templates, and statutory requirements.
      • Support Monitoring visits to projects as may be required to resolve any grant management issues and advise Management of any potential issues of non-compliance.
      • Ensure that Grant Financial information is properly filed and archived as per PIZ and Donor guidelines.

        Team Management