Grant Accountant-My Body, My Future

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.

Reporting to the Country Finance Manager, the Grant Accountant will be responsible for providing management support in all aspects of effective financial management ensuring accuracy, transparency, accountability, and compliance in all aspects of My Body, My Future (MBMF) Project Specific transactions.

1. 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 project, analyses and advise Project 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 Project Coordinator or Manager and Program Area Support team.
   • Tracks monthly grants expenditure and issues/problems regularly and reports to Project 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.
   • Prepare Monthly and Adhoc Management reports for the Programme Area Management Team.
   • 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.
     1. Systems Administration
        • Ensure payment requests from the Project Team are processed in line with Plan International Zimbabwe'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 DOA.
        • Ensure that all the payment requests are fully supported prior to approval, processing and entry into the system.
        • 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.
        • Ensure all payables and receivables are correctly posted in the system within the period of occurrence.
        • Reviews project budget entries in SAP and keeps 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.
          1. Cash and Bank Account Management
             • Manage the MBMF 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.
             • Prepares monthly cash forecasts for the project in line with the Donor’s and Plan Zimbabwe’s finance guidelines.
             • Prepare bank reconciliation statement and all reconciling items are cleared in subsequent period.
             • 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.
               1. 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.
                  • Monitor all project transactions to ensure that they are all compliant with PIZ's and Donor policies and all non-compliance is promptly highlighted.
                  • Comprehensively map out key project management risks at all levels of PIZ’s financial management particularly cash management risks and implement risk mitigating actions.
                  • Reviews 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.
                    1. Team Management
                       • Lead the Project Finance team in a manner that empowers them to deliver high quality output and timely support to the Programme Area Team:
                       • Regularly review the team staffing levels to ensure that required service levels can be realistically delivered; at the same time ensuring that staff are fully occupied and working efficiently
                       • Communicate clear performance expectations to the team, providing training, coaching and other support as required; manage any poor performance firmly but fairly, in line with PIZ’s policy
                       • Coordinate effectively with others to ensure high performance within PIZ’s matrix operating structure
                       • Foster an inclusive environment by implementation of policies that provide for diversity and equal opportunities and utilisation of a leadership style that will drive employee engagement.
                       • Capacity Building of Finance Staff, Consortium Partners, Sub grantees and Community participants on Financial and Grant Management processes.
                       • Programs and Project Support through review of Annual Plans and POs and participating in PLT meetings.