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Business Analyste et Responsable ERP Programme & Finance

Date: 25-Nov-2021

Location: CONAKRY, Guinea

Company: Plan International

Plan International est une organisation indépendante de développement et d'aide humanitaire qui fait progresser les droits des enfants et l'égalité des filles.

Nous croyons au pouvoir et au potentiel de chaque enfant. Mais cela est souvent influencé par la pauvreté, la violence, l'exclusion et la discrimination. Et ce sont les filles qui sont les plus touchées.


En travaillant avec les enfants, les jeunes, nos sympathisants et nos partenaires, nous luttons pour un monde juste, s'attaquant aux causes profondes des défis auxquels sont confrontées les filles et tous les enfants vulnérables.

Nous soutenons les droits de l'enfant depuis la naissance jusqu'à l'âge adulte. Et nous permettons aux enfants de se préparer et de réagir aux crises et à l'adversité. Nous pilotons les changements de pratiques et de politiques au niveau local, national et mondial en utilisant notre portée, notre expérience et nos connaissances.

Nous construisons de puissants partenariats pour les enfants depuis plus de 80 ans et sommes maintenant actifs dans plus de 70 pays.

ROLE PROFILE

 

Title

Business Analyst

Department

Finance

Reports to

Country Finance Manager

Location

National Office based in Guinea

Travel required

up to 20% 

Date

January 1st , 2022

Grade

 

 

role PURPOSE

[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]

The Business Analyst ensures the following roles:

  • Ensure that good financial systems are in place and are working properly
  • Identify weaknesses in financial control systems and put in place mechanisms to improve them
  • Ensure that the financial set up is according to Plan Int’l standard, that a good cash forecast system is in place, that Plan Guinea funds are used properly for the benefit of children, their families and communities
  • Implement and monitor  ERP system at Plan International Guinea

Dimensions of the Role

[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]

The Business Analyst ensures the following responsibilities:

  • Business planning processes
  • Financial Reporting and Analysis
  • Accounting and Treasury
  • Internal Financial Controls
  • Expenditures analyses.

Accountabilities

[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.

This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.

Statements should ideally be worded so that they will lead to thoughts of measurement.  For example, it is better to state something like "achieve maintenance standards" than "undertake maintenance".  The former leads to a measure against the maintenance standards.]

  1. Business planning processes

 

  • Participate actively in the preparation of the Country Budget.
  • Support the CFM in communicating instructions and milestones within the country for business planning, including long-term planning, budgeting, quarterly forecasting and cash flow forecasting
  • Look for evidence that budget correction from previous month are done.
  • Send to each office a list of queries/problems identified and get answers or explanations.
  • Produce Country summaries including the Quarterly reports with comments drawn from field staff explanations and give to CFM for executive overview.
  • Ensure that Grant funded Project budgets are consistent in Grants & Programme Module
  • Compile KP06 from PIIAs and CO and maintain a country KP06/AP management file.

 

  1. Financial Reporting and Analysis

 

  • Produce regular and ad hoc reports from SAP online & SAP BI for budget managers.
  • Produce appropriate reports by PIIAs, Impact Area and GL codes
  • Provide expenditures trend and structure analysis.
  • Analyze Projects and Cost Centers spending and provide feedback for further action
  • Provide timely of likely over/under spending to Program Team
  • Review periodic financial reports for the Country Office, including year-end reporting, and monthly Grants reports
  • Review financial reports from partners and make recommendations to CFM.
  • Produce KPI report

 

  1. Accounting and Treasury

 

  • Adjust Country Approved Budget and provide accurate monthly phasing and cash forecast.
  • Ensure monthly financial reports are performed and sent on time.
  • Ensure compliance with local regulatory and tax legislation in respect of financial matters
  • Review of project budgets.
  • Review & monitor balance sheets accounts (Advances, Accruals, and Prepayments) to ensure they are being normally and consistently captured.

 

  1. Internal Financial Controls

 

  • Help ensure that appropriate financial controls are in place.
  • Draft procedures to address weaknesses in the systems for CFM review.
  • Help reinforce partner organizations’ financial controls.
  • Prepare finance-related audit actions
  • Follow up audit actions list and report progress to CFM.

 

  1. Expenditures analyses.

 

  • Perform expenditures analyses with cost effectiveness of operations orientation.
  • Sharing and dissemination of best practices countrywide.
  • Management and coordination of the new ERP and SAP system

 

  • Coordinate the cleaning of the SAP system to ensure a successful migration on the new ERP system.
  •  Implement and monitor ERP system at Plan International Guinea.
  • Strengthen the capacity of Plan International staff to use the ERP system or on the updates by organizing training sessions / refresh of memories.
  • Report to GH or Region any dysfunction found by users to find an immediate solution

 

  1. Other Tasks

 

  • Actively participate in the year end activities
  • Assisting in staff training (e.g. Budgeting, Cash Forecast…)
  • Ensure that the recommendations formulated during the evaluation of the various partners by QAM are integrated into the various agreements and to make their follow-up

 

  • 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.

 

 

DEALING WITH PROBLEMS

Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them

  • To be able to coordinate several activities at the same time
  • Ensure simultaneously that the procedures of Plan International Guinée and those of the partners are respected without affecting the quality of the work.
  • Know how to deal with emergencies and unexpected events without transgressing the policies of Plan Int'l Guinea

COMMUNICATION AND WORKING RELATIONSHIPS:

 

[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]

 

  1. CFM                                                               high
  2. National Accountant                                    high
  3. Grant Compliance Manager                        high
  4. National Administrator                                              Medium
  5. PIIAMs                                                            Medium
  6. SAP Coordinator                                            high
  7. Accountants                                                  high
  8. Partners                                                          Medium

Technical expertise, skills and knowledge

[This section details the skills, knowledge and expertise the postholder will be required to demonstrate in doing the job well.

This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]

  • In depth knowledge in accounting, auditand financial systems
  • Ability to work under pressure
  • Good coaching skills
  • Capacity for integration and teamwork
  • Good knowledge of corporate software (SIP and Excel) and Plan procedures
  • Proficient in computer skills
  • Very Good level of written and spoken English
  • High University degree in accounting and finance or equivalent
  • At least 4 years experience within NGOs environments
  • At least two years working experience in Finance Management, accounting and management of information systems or equivalent work experience

PHYSICAL ENVIRONMENT AND DEMANDS

 

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

 

  • Travel Requirements: up to 20% 

Level of contact with children &CHILDREN AND YOUTH SAFEGUARDING

[Low contact: No contact or very low frequency of interaction

Mid contact: Occasional interaction with children

High level: Frequent interaction with children]

 

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

 

  • 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.

 

POSITION IN THE ORGANOGRAM

 

SIGNATURE

 

 

Name& Signature

Employee:

 

 

Supervisor

 

HR&OD Manager

 

Country Director

 

 

 

 

 

 

 

 

 

           

Plan International est une Organisation qui prône l’égal accès à l’emploi, une politique de Tolérance Zéro à la fraude et est engagée pour la sauvegarde des enfants et des jeunes et l’équité du genre ; les procédures de recrutement reflètent ces valeurs.

 

 

 

Les candidatures féminines et celles des porteurs de handicap sont fortement encouragées.

Plan a adopté des politiques de protection de l’enfant et de l’équité du genre qui font partie intégrante de ses procédures de recrutement.