Cluster Finance & Operations Manager CA

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ABOUT PLAN INTERNATIONAL

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 85 years and are now active in over 80 countries.

We are embarking on an ambitious and exciting change process, to make the organisation more relevant, bold, engaging, and effective in a dynamic and fast-changing global context in line with Plan International’s global strategy All Girls Standing Strong Creating Global Change (FY23-FY27)

ABOUT THE ROLE

The purpose of this role is to provide leadership over financial planning and analysis, providing business critical information to support management decisions making to enhance the effectiveness of activities to support achievement of Plan International Central America Mexico, and Dominican RepublicCluster’s strategy. The incumbent will be responsible for the finance staff and partner financial capacity strengthening, development and implementation of good internal controls, compliance at all levels, and utilization and safeguarding of assets according to PII approved policies and procedures.

The Cluster Finance Manager will be part of the Cluster Management Team.

management scope, reporting lines, key relationships

 Key relationships

Internal

• Cluster Leadership Team members
• Regional Finance and Operations Manager
• Country Accountants and their teams
• Regional Finance Planning and Analysis Unit
• Regional Payments Unit
• Regional Finance Specialist
• Regional Finance Controller

External

• Partner organizations
• Other INGO’s

Dimensions of the Role

• Cluster Finance Management
• Financial Planning and Monitoring
• Internal Financial Controls and Financial Risk Management
• Grants Finance Management
• Financial and Business Analysis
• Relevant people and talent management
• Assisting business cases and cost-effective business management
• Support and influence the development of the Finance functions’ three-year strategy and underpinning transformation initiatives.

Physical Environment

The role will be based in an office setting, with considerable amount of work from home as well.

Level of contact with children

Low contact: No contact or very low frequency of interaction

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Strategy, planning & budgeting

• As a member of the cluster leadership team, support the organisation in strategic and Operational planning and budgeting; facilitate decision making to optimise value-for money in the deployment of resources:
• Analyse internal and external financial information and trends in external funding in order to identify issues that might impact on the financial wellbeing or viability of PI
• Contribute to the development of strategic and annual business plans and project plans, advising management on the resource implications and drawing attention to any matters that warrant concern
• Oversee the development of both long term and annual resourcing projections in consultation with the CLT, presenting to, and gaining approval from as required.
• Act as focal point for the Cluster annual budgeting process; provide support to all the Cluster Management team to deliver good quality, timely, budgeting with budget-holders across the organisation.
• Provide strategic oversight of critical financial decision making, including taxation (planning and transactions), financial asset management, treasury management.

 Financial analysis, reporting & advisory

• Ensure that quality financial data analysis is provided on time to support budget-holders in decision making; support management to achieve value for money and manage finances in line with good practice and pi policies:
• Oversee the financial reporting team, ensuring that all required financial reports are produced as required and in a timely fashion
• Assure the quality and timeliness of key year-end financial reports as per the plan International’s financial reporting timetable; likewise, for financial reports to donors
• Effectively monitor both grant and sponsorship funds to ensure effective utilization of plan’s funds; highlighting any concerns to the CLT and any potential over or underspend.
• Ensure that regular (quarterly and monthly) budget reviews are conducted and ensure the ‘deed of variation’ procedure is efficient and adequately resourced

 Partner Monitoring & Capacity Building

• Oversee the local partner financial management department, ensuring that partner

assessments are completed, that liquidations are managed and monitored and that

partner capacity building is delivered:

• Ensure financial assessment of a partner is documented and dated as part of

MOU/agreement with partners prior to any advance payments being made

• Advise the Programme Implementation Team and Partnership Management on the needs of potential new partners for financial capacity-building, enhanced internal controls and appropriate risk management
• Ensure that effective systems and procedures are in place and implemented to monitor payments to partners; ensuring partner expenditure is reviewed and tested on a sample basis by Plan and that payments are in line with partner agreements
• Oversee the design, delivery and evaluation of financial capacity-building training to

partners; trouble-shooting any instances of poor financial management by partners and adapting strategies to provide additional support

 Accounting & Treasury

• Oversee the accounting and treasury department, ensuring that financial controls are

managed and that transactions are entered onto the system in a timely and accurate

fashion

• Manage the accounting system effectively and accurately according to Finance

Operations Management Standards and Plan’s policy

• Ensure cash is safeguarded and is managed to ensure operational needs can be met at the right time
• Ensure that all financial transactions are filed with sufficient supporting documents for

audit trail

• Ensure that the team keeps abreast of changes in financial regulations and that PIE fully complies with all legal and statutory requirements from a financial perspective

 legal, Internal Control, Risk Management and fixed assets

• Take responsibility as part of CLT for financial risk management in country; lead the

development of CA&M’s control system and highlight any areas of concern to the relevant accountable managers:

• Ensure that key financial risks are comprehensively mapped at all levels of CAM-RD

operation; develop and implement risk mitigating actions

• Ensure appropriate financial controls processes, procedures, systems are in place and adhered to; oversee the implementation global financial policies and procedures by CAM-RD
• Ensure delegation of authority and segregation of duties matrix is up to date and

authorized in accordance with operations manual

• Facilitate internal and external audit missions and ensure the final audit report is sent to key stakeholders on time; follow up to ensure that finance-related audit actions are

implemented and action taken as required to address weaknesses in financial controls and procedures

• Seek to create a culture of compliance and effective risk management through provision of training and coaching; assertively communicate any major and/or systematic procedural non-compliance to the CLT
• Ensures that commitments, agreements and contracts guarantee the legal protection of Plan International, in accordance with corporate standards and in compliance with local laws. 
• Ensures compliance of operations within the country's legal and fiscal framework, and local and global policies and procedures. 
• Ensures efficient management of the Organization's assets. 
• Leads the design, updating and execution of the Emergency Plan and protocols related to finance and technology, in an integrated manner, for maturity prevention, mitigation and response to disasters. 
• Supports high performance in Global Assurance audits and monitoring of control actions. 
• Manages the organization's assets in an integrated manner from the selection, evaluation, acquisition and appropriate use of the asset, ensuring its life cycle and deregistering it (donation, auction and/or total deterioration). 

Supply Chain (Administration, Procurement, Logistics and Warehousing)

• Responsible for the compliant and efficient execution of Supply Chain operations in line with the donor's rules and regulations and the plan's global standards and policies, developing strategies aimed at improving the supply chain process ensuring compliance of Corporate Policies and Local Policies and always aimed at strengthening the organization's service culture. 
• Proactive contribution to the development of grant proposals covering all aspects of the Supply Chain (supply chain plans, procurement plans...) ensure Plan International's leadership in efficiency and effectiveness metrics, staffing plans staff, budgets, etc. 
• Leads the development, analysis and strategic guidance of procurement planning for procurement activities (purchasing plan) within the country, ensuring efficient planning and allocation of resources, developing supplier framework agreements in line with needs and requirements general guidelines of the country program and in accordance with Plan International policies. 
• Develops strategies for the planning and operational management of logistics that includes transportation, maintenance and cleaning of the physical areas of the countries; both in regular operations and in emergency situations and relevant response. The offices are managed efficiently, ensuring the health and safety of staff, in an appropriate, efficient and regular manner. 
• Develop efficient internal controls that guarantee segregated functions to mitigate risks of fraud, bribery and anti-corruption. 
• Ensures efficient registration of administrative operations in SAP (Global Systems). 
• Coordinates the logistical planning of events, workshops and conferences both locally and with international participants. 
• Ensures the efficient control and maintenance of vehicles (fleet management) and everything related to them, in accordance with corporate standards and tools and the global purchasing and logistics policy. 
• Efficiently manages the vehicle fleet, which is used correctly and sized according to programmatic needs, mitigating risks and adhering to high safety and security standards. 

 Capability Building and People Management:

• Provide overall vision and direction to the development of finance team in coordination, planning, prioritization, coaching and supervision.
• Support staff to understand and comply with the organizational vision, mission, strategic direction and other organization policies.
• Ensure the finance team operates as high-performance team and have clear

accountability lines (direct and matrix)

• Create a safe working place safeguarding.
• Establish, communicate and monitor standards of performance and behaviours of the

team through development of Individual Accountability Plans (IAP), and key performance indicators (KPI’s) that are agreed annually, and monitored and updated regularly.

• Support team members to gain the necessary skills through learning and development
• Engage in the performance management of functional subordinates.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and

Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

• Oversee properly induction of staff so as to understand their role in upholding Plan International’s safeguarding and GEI policies;

• Fully embed Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion and their application in day-to-day work of the team;

• Contribute to Plan International’s global efforts (through Plan Egypt) to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

LEADERSHIP COMPETENCIES

• Setting and communicating ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
• Setting high standards for self and others' behaviour, inside and outside work.

Championing our values and commitment to rights, gender equality and safeguarding.

• Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Holding self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.

• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.

• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivating 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 supporting others in adjusting to it, helping them understand.

 BUSINESS MANAGEMENT COMPETENCIES

• 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.
• 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.
• Advanced knowledge of programmes according to Plan International’s financial management procedures, including: the grant agreement process, the cost recovery process, forecasting, cost allocation principles, apportioned costs and scheduling and monitoring of expenditure, reports against programmes and budgets in line with the Funding and Sponsorship Agreement Document (FAD) and (SPAD).

• 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.

• Advanced knowledge of financial activities that comply with donor and organisational requirements, considering: waivers, permissions, document management and auditing.

• Keeps abreast of internal and external changes or developments and supports their team to adapt accordingly.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

Knowledge

• A Master’s Degree in Finance/Accounting or similar
• ACCA/CPA/CIMA fully qualified
• Experience in a senior financial managerial position with a proven record of success preferably in INGO Sector or demonstrated equivalent combination.

• Proven experiences and ability to coordinate and collaborate with different civil society and Community based organization.
• Knowledge and understanding of the grants acquisition and management process and Finance’ role in this, including cost recovery processes.
• Knowledge and understanding of how to provide effective Finance support in the event of a disaster and how to prepare to do this.
• Knowledge and understanding of supply chain management process and supply chain in emergency response situations.

 Skills

• Up-to-date knowledge of the operating environment and skills in contextualizing operations.

• Eloquent appreciation of budgeting and budgetary control;
• Experience in leading team, coaching and mentoring, especially managing a large team.
• Excellent experience in conflict resolution.
• Results oriented and metrics driven
• Exceptional time management and able to solve problems
• Confident to present results to an audience
• Strategic thinking, planning and creative problem-solving skills
• Ability to work under pressure
• Ability to collaborate with upper management to organize, plan and achieve company financial goals

Qualifications/ experience desirable:

• Experience in managing Humanitarian response;
• Ability to influence without power.

 Languages required

• Excellent written and verbal communication skills in English.

 TECHNICAL COMPETENCIES

• Excellent relationship building skills – networking, influencing and stakeholder management skills;

• Understanding the nature, approaches and roles and responsibilities of actors, institutions and key movements relevant to our work and the interests of our Primary Impact Groups including understanding of how to strengthen and mobilise civil society;

• Understands different approaches to developing programme/project logic and measuring results and outcomes; and their benefits and implications;

• Advanced computer software skills, including Excel and financial software (e.g. SAP);
• Strong in Financial Budgeting, Planning and Reporting;
• Experience in capacity building;
• Role model our values and behaviors both internally and externally;
• Promotes equality, including gender equality, inclusion and girls’ empowerment in

Plan’s work and in its work with partners;

• The ability to build collaborative working relationships;
• Ability to influence;
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization;

• Communicates effectively at a high level and with a range of appropriate styles for different audiences;

• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management;

• Ability to keep up to date with new accounting rules and regulations.

Business Management Competencies 

• Understanding Plan International in context: Understanding the organisation, how it operates, its priorities and changing context. 
• Managing People and Relationships: Working with others, managing people and promoting equity, diversity and inclusion 
• Risk Management: Managing and mitigating business, legal, safety, security, reputational and project risks in line with 
• Managing Change: Integrating conscious change management and continuous improvement into work planning, processes and delivery 
• Delivering Results: Planning and managing resources, projects and partnerships for the effective and efficient delivery of result 

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

References will be taken and background and anti-terrorism will be carried out in conformity with Plan International Child Protection Policy.  Plan International operates an open opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.