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Job Title: Grants Finance & Compliance Manager
Based in: Country Office – Addis Ababa
About Plan International:
Plan is a leading international children’s development organization with no religious, political or governmental affiliation, our vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity. Child Centered Community Development (CCCD) is Plan’s Child Rights approach in which children, families and communities are active and leading participants in their own development.
Working in 72 countries across the world, Plan’s stated Global Strategic Goal (2011-15) is to reach as many children as possible, particularly those who are excluded or marginalized, with high-quality programmes that deliver long-lasting benefits. Plan aims to achieve this goal by working in partnership with others and through high performing teams whose behaviors reflect the corporate values. Plan is committed to realizing child rights and is obligated to provide children with whom it works a safe and conducive environment.
Plan has been operating in Ethiopia since 1995, and currently operates in five regions of the country with a range of multi-sectoral development and humanitarian programmes.
About the Position:
Internal Controller and Compliance Manager is a senior and very critical position within Plan International Ethiopia that directly reports to the Head of Finance.
Grant Finance and Compliance Manager will manage the overall financial management and financial monitoring of grants projects and its related financial requirements implemented across the country; maintains the Grants Information System and provides grants-related financial analysis and reports including leading on grant compliance to donor’s condition and procedure. Grant Finance Manager also requires monitoring and updating Grant Audit Action Lists each quarter.
The post holder will be the focal point within Plan International Ethiopia to coordinate and manage the overall financial management and monitoring of grant projects and its related financial requirements implemented across the country; maintains the grants information system and provided grants-related financial analysis and reports including leading on grant compliance to donor’s condition and procedures. He/She is also requires monitoring and updating Grant Audit Action lists each quarter.
We seek a person with a strong sense of integrity and personal commitment to help us further Plan-International mission in Ethiopia program.
Specific Responsibilities:
Work with relevant program staff in the development of new grant budgets, including ensuring that all operations and support costs are appropriately budgeted as per Plan’s Cost Recovery Policy and that the budget meets donor guidelines.
This position is responsible for quality oversight of new grant budgets and contributes to ensuring that Plan’s strategic objectives can be met financially.
Responses to donor/NO feedback with justifications are supported and done within the agreed deadlines.
Ensure and track maximum cost recovery possible within donor guidelines and Plan policy. Support negotiations with Donor on the cost recovery issues considering Plan and Donor’s policy procedures to have a win-win situation for both.
Project budgets produced by other grant finance staff are reviewed for accuracy and donor compliance.
Support budget changes and negotiations and facilitate programmatic agreement/understanding of the regulations.
Work Breakdown Structure (WBS) budget of grants projects are reviewed in line with donor approved budget, communicated and corrective measures are taken in case of any discrepancies; all account lines of Grant Funded are attached to relevant FAD at the time of WBS approval process and afterwards.
Amendment of budget of all projects are finalized and approved; necessary revision is done and approval ensured.
Update Indicative funding in the SharePoint on monthly basis
Monitor expenditure on all FADs monthly, undertake analysis for contract compliance, and support program managers and grant holders in monthly budget analysis.
Prepare/update grants report on monthly basis for management decision; prepared and shared within the agreed scheduled.
Ensure updated documents are preserved in FAD file before month ends
Ensure project completion reports/FAD closing in line with donors’/Plan’s requirement
Preservation of required documents of Plan and partners for future requirement like audit, donor visit (documents mapping with location details is in place) are ensured.
Establish donor reporting protocol (financial) for each grant before this goes into implementation phase and ensure project team oriented on the same.
Review monthly grants reporting schedule produced by Grants Coordinator
Review monthly/quarterly/half-yearly/yearly financial reports of all projects under grants fund in line with donor regulations and requirement and in donor format with accuracy and within schedule date
Respond to donor/NO feedback on financial report with justifications if necessary
Prepare/review shared cost calculation of all projects on periodically
Prepare grant financial report of Plan International Ethiopia for RESA, Finance and CMT for management review.
Provide ad-hoc financial analysis for management to ensure good quality project implementation.
Annual capacity building plan for Plan and Partner organizations is in place and implemented; necessary budget for capacity building is provisioned in the budgets of the grants project including providing SAP grant induction to grant team members; this is to allow grant team able to support program members
Training modules/ training materials on different donor compliance for Plan and Partner are developed and updated.
Provide training on project budget and donor compliance for projects’ start-up workshops
Hands on tools/guidelines on the compliance requirements of different donors are prepared and made available for Plan and partner staff for their ready reference.
Ensure participation of Grants team members in the Project’s quarterly/half-yearly/Yearly meeting for sharing donor compliance, critical issues and expenditure status of the project.
Develops budget working templates which will be compatible with RESA budget work book.
Communicates the template with budget holders and brief them to have organized and consistent budget information for compilation.
Consolidates country wide Budget for RESA Submission within the deadline.
Prepare and submit to RO the Field Financial Management Report (FFMR) to the RO on quarterly bases.
Prepare and submit the rolling budget on monthly bases to the Regional Office.
Ensures Country wide Annual Operational Plan and detailed Program Outlines are Prepared as per the Approved Budget for the year.
Ensures Grant Budget proposals are prepared in conformity with Cost recovery guideline of Plan international Ethiopia.
Regularly updates and organizes budget information (Addition and Deduction) of authorized budget in Separate Spread sheet for data analysis.
Prepares and updates Annual budget planning to Government in line with CSA requirement.
Reviews exceptional reports in the SAP and communicates to the responsible budget holder/s for the necessary corrective action/s
Prepare/ review TOR of Audit for project financial audit following donor terms and conditions
Be the grants focal point for audit of grants funded projects by different auditors (internal, external including donors) and ensure all information and documents related to the audit of grant funded projects per requirement of the auditors;
Ensure/ review closeout notification and checklist for project 3 months before closing of a project
Organize lesson learnt session in collaboration with the project team at the closure of grants project and ensure documentation of the same for future improvement in managing grants projects.
Support development of/prepare project budget for disaster projects following donor regulation and Plan policy with accuracy and within short notice and schedule date.
Qualification and Experience:
Plan offers a very competitive salary and benefits package to its employees The post in on a fixed term contract for two year, salary will be in the range of 25,585 – 35,535.00 ETB plus a very attractive benefits including Monthly Transportation Allowance, Monthly Pension & PF Contribution of 15% of basic salary, Annual Medical Allowance, Mobile Phone Card allowance, 24 hours GPA Insurance etc. Plan also provides a number of capacity development opportunities to its employees including Talent Management Programme.
The closing date for the applications is 29th September 2015. Please use the subject: Grants Finance & Compliance Manager in your application, attaching your CV, a letter explaining why you are the best candidate for this job, non-returnable copies of all the supporting documents, your current and expected salary, your contact details including phone and emails and contact details (both email and phone) of two referees who know you professionally. Please note that one of the referees must be your current/most recent line manager. The complete application should be sent to: PIErecruitment@plan-international.org
Only short listed applicants will be contacted. This position is open only for Ethiopian National with suitable skills and experiences. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the national community. Female candidates are highly encouraged to apply.
References will be taken and background and anti-terrorism checks will be carried out for the successful candidate in conformity with Plan’s Child Protection Policy.
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