Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice. We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 87 years, and are now active in more than 70 countries. In Malawi, Plan International has been operational since 1994.

The purpose of the job is to provide timely and reliable financial information and analysis that leads to effective decision making to facilitate timely delivery of the Program Area operational plan.

To manage the corporate financial information system; ensure compliance to financial and non-financial policies and internal controls adherence.

DIMENSIONS OF THE ROLE

The role reports to the Program Area Manager (PAM) with a Matrix to the Head of Finance (HoF).

Responsible for the Finance advisory role in the Program Area management team, Program Area cash and budget management, financial reporting and analysis, internal financial controls enhancement, field support visits, risk management, grants management, partnership management and people management. Ensures value for money and manages 100% of the budget of the program area projects by ensuring all project expenditure is recorded.

ACCOUNTABILITIES

Financial Management

· Participate in Program Area`s management meeting and provide financial advice and guidance.

· Support the Program Area`s Management team to ensure that financial resources are optimally used for the benefit of Plan families and their communities.

Responsible for the Program Area finance work.

· Provision of finance trainings for non-finance staff at Program Area to enhance good financial management and accounting practices.

Budget Management and Monitoring

· Review Project (PO) during Project Outline development ensuring that correct/relevant account lines have been used and use of correct rates for allowances, facilitation fees, etc.

· Reviewing of PO/Sponsored program mapping sheet.

· Take a lead role during budget development for the Program Area and ensuring continuous budgetary controls are in place with all financial commitments within the budget limit for the Program Area (PA)

Partnership Management

· Building capacity of both partners and communities in financial management as well as ensuring adherence to partnership agreement conditions through financial trainings and monitoring/support visits.

· Regular review of partner internal controls system and alerting Head of Finance/Program Area Manager on serious gaps.

· Timely liquidation of partner advances and submission of liquidation report to Head of Finance and management of the same in SAP.

Treasury 5%

· Prepare PA bank reconciliations twice a month; ensuring minimal reconciling items.

· Prepare monthly cash flow forecast for the Program Area and submit to Head of Finance for review and consolidation.

· Timely fund requests.

Payment and Financial System 1

· Timely preparation of payments based on complete and accurately coded payment packages.

· Review of payments requisitions, vouchers and liquidation reports and ensure completeness and policy adherence.

· Prepare and post journal entries to record/correct financial records/ receipts to GL to appropriate account lines.

· Timely liquidation of staff travel, purchase advances and fuel advances.

· Monthly reconciliation of balance sheet accounts (prepayments, accruals, taxes.etc.) and regular monitoring of staff advances.

· Monthly remittance of withholding tax and reporting to Country Office (CO) for payment.

· Timely completion of monthly period end processes for the PA ensuring that all mismatches have been cleared and all adjustments have been posted in GL.

· Prepare intercompany charges and reporting to CO.

· Monthly review of data integrity in SAP and checking of mispostings/nrgrants.

Financial Reports

· Producing monthly project financial reports.

Submission of monthly project financial reports to the Head of Finance

· Prepare monthly PA Financial and Management reports.

· Timely preparation of project reports for submission to donors

· Coordinating of grants management and reporting at PA level liaising with Senior Grants Accountants at Country Office and advising the PA Management where grant spending is below target or overspent.

Monitoring and controls

· Conduct surprise petty cash counts at least once a quarter.

· Safe custody of security items.

· Conduct quarterly inventory verification and make recommendations to PA management.

Filing

· File all payment vouchers, journal and receipts sequentially.

Safeguarding and Gender Equality

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

§ Review and report on safeguarding fund allocations to contribute to achievement of the COs obligations to do no harm in all our activities

§ Ensure gender equality within the team in how they are treated and in gender balanced numbers of staff

KEY RELATIONSHIPS

Internal

· Plan Staff at PA level,

· Technical Advisors,

· Program Managers and Country Office finance team

· Global Assurance auditors

External

§ Banks

§ Auditors

§ Suppliers

§ Government

§ Partners

§ Communities

QUALIFICATIONS, SKILLS, AND KNOWLEDGE

Qualifications & Experience

· Bachelor’s Degree in Accountancy, Finance or closely related discipline

· ACCA or other equivalent qualification will be preferred.

· 5 years accounting experience preferably in an international NGO.

· Well versed in computerized accounting applications

Skills

§ Excellent communication and record keeping

§ Strong analytical and problem solving

§ Strong leadership

§ Excellent interpersonal skills

§ Strong organisation and meeting deadlines

§ Committed, honest and transparent

§ High degree of confidentiality and integrity

§ Proficient in computer skills and use of relevant software and other applications

Knowledge

§ Good understanding of taxation and other statutory laws which will hinge on finance

§ Thorough understanding of financial accounting, reporting, and grants management processes

§ Knowledge of international financial reporting standards and other accounting best practice

§ Overall Business Acumen

Competencies

Leadership

§ Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.

§ Champions our values and commitment to rights, gender equality and safeguarding.

§ Practices work-life balance and supports the health, well-being and both physical and psychological safety of our staff.

§ Holds self and others to account for what we have agreed.

§ Collaborate with team members, colleagues & partners in finding creative solutions to problems by sharing information, experience and ideas & actively seeking their input.

§ Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.

§ Positive about change and support others in adjusting to it, helping them understand.

Business management

§ Clearly articulates the purpose, values, and global strategy to a range of audiences. Can explain how Plan International will deliver on its objectives through the theory of change and communicates the implications for their team.

§ Understands the purpose, lines of accountability and decision-making capacity for each structural element of the organisation. Helps their team to understand where they sit within the organisational structure.

§ Supports their team to understand the local operating environment and to consider the implications for work activities. Adjusts work activities and practices to reflect the political, financial, social and cultural context.

§ Considerate of the political, economic, social and cultural climate of the local operating environment and the implications for our work and are aware of the local business environment, including financial, employment, and business laws.

§ Understands digital enablers to improve team performance and working practices. Encourages digital behaviours through role modelling, the personal development processes and capability building. Uses digital and technological tools to support the management of risk, activities and resources, and people and information.