Project Accountant

Recruiter
Plan International
Location
Liberia
Salary
Competitive salary
Posted
29 Aug 2021
Closes
18 Sep 2021
Ref
41258
Job role
Accountant
Experience level
Qualified accountant
Plan International is a leading girls and children's rights organization. Plan strives for a just world that advances children's rights and equality for girls. We motivate our people and partners to:
  • empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability
  • drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face
  • work with children and communities to prepare for and respond to crises, and to overcome adversity
  • support the safe and successful progression of children from birth to adulthood

Plan operates in 77 countries around the world. It brings its support to millions of children, their families and communities, mainly in Africa, Asia, Middle East, and South America. It implements projects in the Health, Water and Sanitation, Education, Child Protection, Sustainable Livelihood, and cross-cultural communication. Child sponsorship forms the basis of our work with children. Worth to mention, Plan International global ambition is to support 100 million girls learn, lead, decide and thrive!

As part of its commitment to support Plan International Federation reach 100 million girls so to Learn, Lead, Decide and Thrive, Plan International Liberia has developed a Country Strategy for the next five years (2019 to 2024) with specific focus on reaching 600,000 marginalized girls and children all over the country, with a strong commitment to work with partners at various levels to put an end to violence against girls and young women including Child Early Forced Marriage and Genital Mutilation (FGM) and other norms and practices that hinder their development and empowerment.

Plan International Liberia is committed to ensuring that Child Protection and Youth Safeguarding, Gender Transformative programming and Influencing are key and an integral part of all its work in the country.

Roles and Responsibilities

The Project Accountant is responsible for all the grants related financial support functions especially in the areas of business planning, accounting and treasury, financial reporting & analysis and Grants information systems. H/she ensures conformity with Grants reporting requirements and the stringent compliance to standards established by donors/National offices (Fund raising Offices) in agreement with Plan International Liberia for the implementation of Grants funded projects

Dimensions of Role:
  • Business planning processes
  • Accounting and treasury
  • Financial reporting and analysis
  • Grants information systems
  • This position has no approval level


Typical Responsibilities - Key End Results of Position:

Business planning process
  • Assist in the preparation of the annual grant budget, monitor the impact of operation plans upon existing grants, analyze and advise supervisor/Senior management concerning appropriate actions to be taken.
  • Alongside the Project Manager (PM), reviews partners and Plan financial documents and checks to ensure compliance with the Funding Agreement Document (FAD) requirements/processes and ensures any deviations are dealt with appropriately.
  • Reviews all grant funded Project Outlines (POs) and PO Modification on quarterly basis alongside with the Project manager to complain to the quarterly KPI before Programme Quality Delivery Manager (PQDM) validation and Country Finance Manager (CFM) approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/National Office (NO).
  • Assist program staff at the time of proposal budget preparation or review.
  • Develop grants related cash flow forecasts for individual projects in close collaboration with National Offices.
  • Alongside the Project Manager, reviews Grant budget entries and keeps records of budget modifications on file.
  • 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.
  • Assist in dissemination of grant related information to PUs and partners every month. FAD


Accounting and treasury:
  • Responsible to maintain grant & related financial transactions in SAP System and develop on monthly basis the smart list for analysis
  • Attach every Grant PO account lines to FAD monthly report before closing the SAP System and work with the Grants team on grants related maintenance issues in the SAP system
  • Monitor payment transactions to Related to the Grant as well as Partner advance and liquidation reports for project implementation in SAP System.
  • Undertake other accounting functions such as preparation of quarterly, year-end reports, tax related Data, payroll, and filing of documents.
  • Ensure compliance with local regulatory and tax legislation
  • Provides assistance during audits for accurate, timely and organized audit activities.
  • Attends to meetings seminars on grants and relevant information and active participation is given/made.

Financial reporting and analysis:
  • Review accuracy of General Ledger in SAP system associated to all grants (Closed and active) and ensures consistency between grants and programmes
  • Use of SAP BI Report and SAP Smart list to track monthly grants expenditure regularly and issues/problems identified are reported to CFM, PM and PQDM appropriate and on time.
  • Reconciles Global Hub (GH) grant spent reports with Country reports and issues arising from this are reported/dealt with appropriately.
  • Prepare monthly adjustments of the grant indicative funding alongside with the Project Manager on share point.
  • Analyse and reconcile grant expenditures Vs budget accurately and on time.
  • Prepare and submit donor financial reports on time as per the agreement with donors/s, in collaboration with the Grant team and respective Project Coordinators and Project Managers.
  • Ensure that the PQDM, CFM, PM and Country Leadership Team (CLT) are kept informed about the status of all grants lines by preparing a monthly report on the status of the grant.
  • Monitors counterpart spending (if applicable) regularly and finance and other records are consistent and problems are reported and resolved accordingly.

Manages Grants information systems
  • Ensures grants information is encoded into the GL and SAP system accurately and as scheduled.
  • Attaches Project Account lines to the grant number accurately and on a timely basis.
  • Consolidates grant financial reports data and ensures they are properly stored and updated in the information SAP system.
  • Reply to inquiries on grant-finance related issues promptly and correctly.
  • Stores files and other information related to Grants in an organized manner and are retrieved easily.
  • Ensure that Plan's Safeguarding Children and Young People's policy and related procedures are adhered to in all aspects of work.
  • Perform other duties and responsibilities assigned by his/her supervisor.

Dealing with Problems:
  • Ensure adherence to the country's grants financial and accounting requirements as per requirements of the donors, and other organizational policies and procedures (Operations Manual (OM) to support sound grants financial management within the organization
  • Ability to analyze grant expenditure against budgets for unusual trends
  • Ability to draft clear and precise report in responding to grants queries
  • A good understanding of donor requirements, Plan financial systems and grants management system for efficiency and compliance
  • Ability to work independently with minimal supervision
  • Must have very good interpersonal relationship with colleagues and supervisors

Communications and Working Relationships:

Internal
  • Program Staff - Medium
  • Grants team members - High
  • PQDM - High
  • Country Finance Manager - High
  • Country Accountant - High
  • Business Analyst - High
  • PIIAMs - High
  • Admin Manager & Procurement Specialist

External
  • Partners - High
  • NOs (Low)

High
  • High contact with the CFM, Grants Team, PQDM and PIIAMs for overall grants financial management and support, and any other as the CFM deem appropriate.
  • Maintains high contact with other staff from the grants department as well as administrative one to offer support for compliance with donor finance and accounting procedures

Medium:
  • Program staff for specific grants management issue
  • Grants team on grants related maintenance issues in the GL/GTS system
  • Partners for liquidation management issues

Low:
  • Donors for GAD specific information as instructed by the Grants team or the CFM

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role's Objectives:

Gained through education, training, & experience

Knowledge

Qualification and Experience
  • University degree in Accounting/Finance
  • At least 3 years' experience in a similar role.
  • Fair knowledge of project management
  • Good experience and knowledge of accounting and grant funds management regulations and procedures;
  • Good experience and knowledge on internal financial controls and procedures.
  • Good experience in grant reporting requirements and knowledge of Plan's grant financial systems and procedures.

Skills
  • Problem solving skills
  • Good team player (ability to work in a team)
  • Proficient in Microsoft applications especially excel
  • Good communication skills both oral and written
  • Ability to work under pressure and deliver to tight deadlines
  • Ability to train field staff on grants financial management
  • Self-starter and innovative

Behaviours
  • Independent minded, objective and demonstrate a sense of integrity.
  • Organized, methodic and meticulous
  • Innovation and willingness to learn at a faster rate
  • Remains calm and positive under pressure and in difficult situations
  • Aware of impact on others and adjusting own behavior accordingly
  • Tolerant of difference - cultural sensitivity in relation to its impact on HR
  • Partner and PU reporting on time
  • Monthly feedback on time
  • Reporting to grantor on time.


Plan International's Values in Practice

We are open and accountable
  • Promotes a culture of openness and transparency, including with sponsors and donors.
  • Holds self and others accountable to achieve the highest standards of integrity.
  • Consistent and fair in the treatment of people.
  • Open about mistakes and keen to learn from them.
  • Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
  • Articulates a clear purpose for staff and sets high expectations.
  • Creates a climate of continuous improvement, open to challenge and new ideas.
  • Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
  • Evidence-based and evaluates effectiveness.

We work well together
  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and 'win-win' relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children

We are inclusive and empowering
  • We empower our staff to give their best and develop their potential
  • We respect all people, appreciate differences and challenge equality in our programs and our workplace
  • We support children, girls and young people to increase their confidence and to change their own lives.


Location: Monrovia, Country Office

Grade: D1

Duration: National Post (Fixed Term)

Department: Finance Department

Reports to: Country Accountant

Closing Date: September 10, 2021

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas. We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls' rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.