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Finance Officer

Date: 23-Nov-2021

Location: Nairobi, Kenya

Company: Plan International

BROLE PROFILE    

Title

Finance Officer - SSC

Functional Area (job family/role type)

Finance and Grants

Discipline/field

Finance and Grants

Specialism

Financial Management

Reports to:

Senior Finance and Grants Coordinator

Office location:

MEESA RH

Travel required:

10%

Geographical scope of role

KCO and MEESA RO

Effective Date:

Dec 2021

Grade:

C1

management scope, reporting lines, key relationships

 

Reports to – Senior Finance and Grants Coordinator

 

 

Key relationships

 

 Internal

  • SSC Senior Finance and Grants Coordinator
  • KCO Finance and Grants Manager
  • Shared Service Centre Team
  • KCO & MEESA RO Program team members
  • Country Office Operations teams
  • SSC, KCO & MEESA Human Resources team
  • KCO Risk and Compliance team

 

External

 

  • External auditors
  • Bank officials
  • Service providers
  • Partners organisations

 

Level of contact with children

 

Low contact: No contact or very low frequency of interaction

 

Physical Environment

 

  • Typical office environment with periodic travel (10%) to program units and Partners organisations.

 

 

Accountabilities and MAIN WORK ACTIVITIES

 

 

  1. Payment Processes-30%
  • Reviews MPESA float replenishment requests
  • Reviews and Approves MPESA payment requests
  • Reviews field or project funding requests and initiates funds transfers
  • Reviews and verifies correctness of support documents then runs the payment in SAP: Vendor/Partner details
  • Prepare all bank related JVs and post into SAP for processing
  • Processes all receipts in whatever form they are received and prepares relevant JVs (cash, cheques, direct donor funding)

 

 

  1. Payroll Processes-30%
  • Receives payroll related data from HR, reviews the data for accuracy, and initiates corrections and processes payroll monthly
  • Processes all payroll related statutory payments, staff benefits (includes staff separations, medical, provident, staff insurances and returns including remitting amounts due to the relevant statutory bodies)
  • Processes all payroll related journal entries including LOEs and coordinates reconciliation of the payroll accounts
  • Posts all payroll related transactions in SAP in the payroll control account and intercompany transactions in SAP
  • Remittance for GPA, medical, staff dues and provident

 

  1. Period-End Processes-15%
  • Prepares monthly payroll related reconciliations and initiate corrective action where necessary
  • Timely filing and maintenance of all payroll related documents and intercompany related documents
  • Prepare and post correction journals for errors before period closure.
  • Prepare allocated financial reports on monthly, quarterly and annual, including adhoc reports.
  • Prepares Payroll and bank reconciliations

 

  1. Intercompany Processes-15%
  • Post into intercompany control account confirmed and allocated recharges both in and out and follow up on outstanding items.
  • Process inter Company transactions and ensure reconciled with different countries/IH.

5. People & Culture, Capacity Building-10%

  • Directly manage SSC Finance Assistants by setting objectives and undertaking appraisals.
  • Ensure the technical and business knowledge of Finance Assistants in SSC matches requirements of SSC strategy, client requirements as well as operational standards and customer centric focus.
  • Propose or deliver training to meet any service gaps to ensure effective and efficient delivery of Finance services to meet immediate and future client business needs.
  • Document and share information and best practices to promote knowledge management

 

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.

Leadership COMPETENCIES

  • Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.

 

  • Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
  • Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
  • Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

 

Business Management competencies

- Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy

 

- Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.

- Managing activities and resources including skills in planning and organising, financial and project management.

- Managing people and information including skills in communication skills, both speaking and writing and digital working, including personal digital skills.

Technical expertise, skills, and knowledge

 

Qualifications/ experience essential:

 

  • Bachelor’s Degree in Finance/Accounting-related courses.
  • CPA (K) or other professional qualification in accounting
  • 4 years relevant accounting experience preferably in an INGO
  • Thorough knowledge of finance processes, systems, and principles.
  • Well-versed in computerized accounting applications.

.

 

Qualifications/ experience desirable: 

  • Previous experience in usage of SAP or any major ERP system
  • Attention to detail and analytical skills.
  • Facilitation and training skills
  • Good communication (written and spoken), and interpersonal skills.
  • Ability to work and interact with others at all levels
  • Excellent planning, management and coordination skills

Languages required

  • Excellent written and verbal communication skills in English.

Knowledge:

 

  • In-depth knowledge of finance processes, systems and principles.
  • Experienced and knowledgeable in Grants management
  • Good Knowledge of major donors’ compliance requirements
  • Proven ability to support program teams during budgeting and reporting

 

 

      Skills:

  • Ability to work and interact with others at all levels
  • Hands on experience and skilled in usage of SAP or Major ERP system
  • Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks
  • Strong analytical skills
  • Excellent planning, management, and coordination skills
  • Ability to communicate clearly and effectively

 

        Behaviors:

  • Role model our values and behaviors both internally and externally.
  • Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
  • 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
  • Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
  • Communicates effectively at 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

 

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization 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 a lasting impact

We strive to achieve a 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 organization, 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.