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Deputy-Chief of Party - Finance and Administration, Global Fund

Date: 24 janv. 2023

Lieu: DAKAR, Senegal

Entreprise: Plan International

ROLE PURPOSE

Through a federation of 72 countries in Africa, Asia, Europe and the Americas, Plan International seeks to a just world that advances the rights of children and equality for girls. Together, we are working to ensure that 100 million girls can learn, lead, decide and blossom.

Plan international has implemented grants from the Global Fund for fighting AIDS, Tuberculosis and Malaria, since round 4.

Plan works on Global Fund’s grants in Benin, Burkina Faso, Liberia, Guinea, Mali, Niger, Senegal, El Salvador, Thailand, Togo and Zimbabwe.

The Global Fund for fighting AIDS, Tuberculosis and Malaria on the proposal of the National Coordination has designated Plan International Senegal as Principal Recipient to implement the combined tuberculosis-Malaria prevention 2018-2020 grant.

The Finance and Administration Manager is responsible for overseeing project finances and operations in accordance with relevant Global Fund rules and regulations and in line with Plan International’s financial and administrative management policy provisions. The Finance Manager will supervise grant management and financial reporting (monthly, quarterly and annual basis) on grant performance and will ensure best use of resources by managing the preparation of sound budgets, monitoring project expenses, ensure compliance with grant terms and obligations, fulfilment of anticipated grant-supported activities, and submission of timely financial reports.; prepare and facilitate the audit of the program according to Plan International and the donor requirements and schedules; conduct monthly progress monitoring and on-site data verification of Plan International’s partners (including the SRs) for the validation of expenses; organize monthly coordination and learning meeting with the finance teams of Plan’s partners (including the SRs).

 

Dimensions of the Role

  • The post of C-DOP Finance & administration is an integral part of the team responsible for the overall management of all areas within the grant related to finance, budgetary management and oversight, and contracts and compliance control.
  • The position manages staffs:  Finance Controllers, Accountants & Admin-Finance Assistants; etc.
  • The C-DOP Finance and Administration leads the financial services which have an average annual budget of approximately US $4 Million or plus.

 

Accountabilities

1. Business Planning Processes:

The D-COP Finance & Administration is expected to bring experience in program management and financial controls, especially in the West African context:

  • Provide oversight of financial and operational management of the project and ensure project accountability requirements;
  • Administer all grants, contracts, procurement and commodity management in compliance with The Global Fund rules and regulations;
  • Ensure proper negotiation of the terms and conditions for sub-grants and review and analyze budget estimates consistent with the Global Fund grant and program requirements;
  • Participate in the management of the overall procurement process of supplies, equipment and services, draft prior approval requests, sub-agreements, contracts and solicitations;
  • Lead strategic planning, work planning, and budgeting processes under supervision of the Chief of Party;
  • Work closely with Plan International Canada office and Plan International Senegal country office staff on internal and external financial reviews and audits;
  • Work closely with project finance/grants/administrative staff and sub-grantees to ensure appropriate implementation of same;
  • Leads the budgeting process, represents Plan International in the budget negotiations and ensures that operational plans are consistent with the approved Global Fund budget;
  • Coordinate with Guinea Country Office Country Finance Manager to develop methodology for cost recovery allocation and ensure that cost recovery procedures are observed on a monthly basis;
  • Reviews budget entries and disbursements in the Global Fund tracking sheets before approval of payment requests;
  • Ensures that all purchases and payments are within budget before processing;
  • Communicates instructions and milestones within the country and the SRs for business planning, including long-term planning, budgeting, quarterly forecasting and cash flow forecasting in accordance with Global Fund mandates;
  • Conduct monthly meetings with SRs accountants for financial performance review and audit follow-ups;
  • Lead strategic planning, work planning, and budgeting processes under supervision of the Chief of Party.

 

2. Accounting and Treasury:

 

  • Monitor actual grant expenditures against approved donor line items and obligated amount, and develop budget modifications as needed;
  • Develop payment/disbursement minimum documentation checklist to ensure compliance to the Global Fund zero cash policy;
  • Train GF Senegal country office staff and SRs on required minimum documentation checklist  
  • Oversee all aspects of the documentation of project expenses, including financial reports from project partners;
  • Ensure accurate recording and timely reporting of Indirect Cost Recovery and Match Fund budgets.
  • Conduct monthly review of partners’ financial reports, provide feedback on financial reports to partners and verify that project partners have appropriate internal controls in place;
  • Reviews and signs all vouchers (cash disbursement, cash receipt, journals) for completeness, accuracy and consistency with attached supporting documents in compliance with the Operations Manual, Plan International policies, local laws and Global Fund policies and procedures;
  • Monitor/Manage partners transactions;
  • Ensure compliance with local regulatory and tax legislation in respect of financial matters;
  • Review monthly cash flows by SRs and PR based on approved Disbursement Requests;
  • Keep and update bank details and bank accounts signatories for PR and SRs;
  • Support to SRs for the use of corporate financial systems.

 

3. Financial Reporting and Analysis:

 

  • Reviews Program Update and Disbursement Request (PUDR) and ensures accuracy of figures and compliance to Global Funds policies and procedures;
  • Review periodic financial reports for the Global funds, including year-end reporting;
  • Train GF Senegal country office staff, partners and SRs on the GF-approved financial reporting tools and purchasing procedures;
  • Ensure partners and SRs are fully aware of GF purchasing procedures to avoid ineligible expenses.

 

4. Internal Financial Controls:

 

  • Maintain strong internal policies, processes, and control systems in order to provide timely, consistent and accurate financial and budget management;
  • Develop internal controls review work plan and checklist customize to the needs of PR and SR;
  • Coordinate regular review of internal controls for both PR and SR and ensure appropriate financial controls processes, procedures and systems are in place and adhered to by the PR and SR’s offices;
  • Coordinate and ensure participation of PR and SR finance staff during On Site Data Verification (OSDV);
  • Oversee follow up finance-related audit actions for the PR and SRs.

 

5. People Management

  • Develop training plan for all direct report;
  • Develop, coach and motivate a high performing team in the PR Country Office;
  • Ensure staff has their Individual Accountability Plan (IAP);
  • Conduct interim and final evaluation of direct report staff based on PMS guidelines;
  • Conduct regular meetings with finance staff.

6. Engaging partners

  • Develop and maintain partnership relation with all stakeholders
  • Engage and support all implementing partners
  • Involved on proposal writing committees and budget elaboration with stakeholders

Note: The Child Protection Policy (CPP) is fully embedded in accordance with the CPP Implementation standards 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 the CPP and Code of Conduct (CoC), its relevance to their area of work and that concerns are reported and managed in accordance with the appropriate procedures.

 

Dealing with Problems

  • The role is managed in a matrix management relationship.  The C-DOP Finance directly reports to the Deputy Country Director-Operations and has a functional reporting responsibility to the Chief of Party;
  • This requires the development of excellent working relationships and communication skills that goes beyond regular management relationships;
  • The role requires the ability to analyze data, qualitative indicators and reported issues to determine key risks, adverse trends and the appropriate corrective measures;
  • The role requires knowledge and expertise on Global Fund rules and regulations as well as Plan International policies and procedures;
  • An ability to arbitrate between parties and to find solutions to difficult financial issues in an evolving development/emergency context is necessary;
  • Ensures that donor reporting requirements and Plan International reporting requirements are adhered to;
  • The post holder will over-see in building the capacity of local partners;
  • Maintain a systematic and consistent risk management approach to allow for effective identification, recording and management of threats and opportunities internally and with key partner organizations.

 

  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.

 

 

Key relationships

The D-COP Finance & Administration will work very closely at a high-level collaboration with the following:

  • Reports directly to the Deputy CD-Operations and functionally to the CoP;
  • Provides financial services and business advice to CoP and the project management team;
  • Manages the performance of Finance staff of the project;
  • Maintains regular communications and good working relationships with Deputy CD-operations and COP to promote team building;
  • Member of the management team of the project;
  • Regular participation in national INGO finance networks;
  • Responsible for project level liaison with the external auditors;
  • Responsible for the project level liaison with donors in the finance matters;
  • Work closely with Plan International Canada office and Plan International Guinea country office staff on internal and external financial reviews and audits;
  • Work closely with fiscal agents if any, project finance/grants/administrative staff and sub-grantees to ensure appropriate implementation of the project;
  • Work closely with bank officials and other financial heads.

 

Technical expertise, skills and knowledge

Essential

Knowledge and Experience Requirements

  • Master’s degree in business administration, accounting, finance or financial management, and/or a professional qualification in accountancy;
  • In-depth knowledge of Global Fund financial management rules and regulations and other key Global Fund regulations;
  • Proficiency in Microsoft Office suite, including Word, Excel and Outlook;
  • At least 8 years of experience in financial management of large international development programs;
  • Demonstrated experience and knowledge of internal financial controls and procedures;
  • Demonstrated knowledge of Global Fund grant reporting requirements and management rules and regulations;
  • Proven experience working with local organizations as part of Sub-grants /subcontracts;
  • Proven experience with logistics, procurement or supply chain management highly preferred;
  • Demonstrated ability to successfully manage projects with rigorous timelines and deliverables;
  • Best command of written and spoken French;
  • command of written and spoken English is an asset.
  • Details oriented person

 

Desirable

Leadership, Skills and Behaviour competencies

  • In-depth Global Fund financial management rules and regulations;
  • Ability to adopt new software and financial management systems;
  • Excellent communication, management, and leadership skills;
  • Proven analytical skills in isolating priorities and tackling them;
  • Demonstrated decision making and risk management capabilities;
  • Ability to respond on short notice and plan and execute several activities at once;
  • Ability to work under pressure, as part of a team or independently, and meet deadlines consistently;
  • High capacity design, analysis and synthesis;
  • Problem-solving ability;
  • Search for completeness, accuracy and the quality of the program;
  • Ability to perform extensive travel in rural areas;
  • Promotion of innovation and learning;
  • Entrepreneurial spirit;
  • Orientation towards concrete results;
  • Clear and effective communication;
  • Conceptual flexibility;
  • Be committed to the welfare of children and able to adhere to the vision and mission of Plan International including commitment to gender equality.
  •  

 

Plan International’s Values in Practice

We are open and accountable

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

We strive for lasting impact

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

We work well together

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

 

We are inclusive and empowering

 

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

 

Physical Environment

  • This position is based in the Country Office in Dakar, Senegal;
  • The position requires field visits to partners and attendance to country and regional network meetings;

 

Level of contact with children

 

Low contact: No contact or very low frequency of interaction

 

 

HOW TO APPLY?

 

This position is opened for all applicants and females’ candidates are highly encouraged to apply. The successful candidate should be immediately available. To apply, click on the link below and send by February 7th 2023:

 

Your application should include:

 

  • A comprehensive cover letter
  • A comprehensive and clear CV that includes the contact of four (4) of your professional referees, one of whom should be your current employer.

 

Females’ candidates are highly encouraged to apply