JOB PROFILE

ROLE DIMENSIONS

• Administration of project budgets.
• Portfolio of projects with different Partners, Program Units, Donors and Plan International National Offices.
• Scope of the position: All PIG projects and activities
• Confidential information: Payroll information.
• Analyze and provide recommendations.
• Visits to PIG and partner program units.
• Types of reports:

                    Budget execution. Cost recovery.

                    Exchange rate variances.

                    Reports to Donors/NOs.

KEY RESPONSIBILITIES

• Administration of project portfolio budgets.
• Prepare project budgets, ensuring that all relevant costs are included.
• Have the final version of the budget approved by the Donor.
• Track budget modifications made throughout the life of the project, with their corresponding authorization.
• Ensure that all expenses are correctly coded and recorded (payroll, operating costs, direct costs, partners); otherwise, request their correction.
• Participate in budget planning and update workshops.
• Set up the budget in the different currencies required in the ERP system in use.
• Carry out annual budget modifications and their quarterly updates in the different currencies required in the ERP system in use, by project and period.
• Transfer financial information into Plan's various formats.
• Record donation income for each project in the ERP system in use.
• Request monthly funds to make project-related payments.
• Consolidate monthly timesheets prepared by the project team.
• Participate in internal and external project follow-up meetings and carry out tasks assigned according to meeting minutes/agreements.
• Track reimbursements the project must make to PIG for cost recoveries.
• Follow up on project audits.
• Budget execution reports.
• Prepare monthly budget execution reports (BvA) in local currency and Donor currency, in PIG's internal format, and share them with project stakeholders to document/explain variances.
• Prepare budget execution reports in Donor format according to the reporting delivery schedule (monthly, quarterly, semi-annual, etc.) and document/explain variances.
• Consolidate the Plan and Partners budget execution report.
• Prepare reconciliation of information between the budget execution report versus the ERP system in use and versus the project's bank account.
• Ensure compliance with the delivery of financial reports to Donors.
• Track execution by budget line in local currency and Donor currency and send timely alerts/recommendations.
• Track exchange rate variances on projects and issue alerts on budget gains or losses.
• Follow-up and support to Partners.
• Carry out periodic visits to partner offices to review documentation of reported expenses.
• Review partners' execution reports and ensure that amounts reconcile with the project's bank account.
• Review partners' financial liquidations and ensure consistency of expenses by budget line, sending timely alerts/recommendations.
• Follow up to ensure that partners' financial liquidations are recorded in the ERP system in use.
• Participate      in      follow-up                   meetings               with              partners                   and      document the agreements/commitments made.

• Process advance requests for partners.
• Financial closure of projects.
• Ensure that all expenses are recorded before the project's end date.
• Ensure that income recorded in the ERP system in use matches the total execution.
• Ensure that relevant project documentation is transferred to the financial file.
• Keep an organized backup of the project's relevant digital information.
• Support the focal point in carrying out the project's closure in the ERP system in use within the established timeframe.

TECHNICAL EXPERIENCE, KNOWLEDGE AND SKILLS

Experience:

• Experience in the design, planning and financial monitoring of social development projects.
• Development of financial budgets.
• Problem-solving and negotiation skills.
• Social sensitivity.

Core Knowledge

• 3 or more years of university studies in Public Accounting, Auditing, Business Administration, or equivalent.
• Financial analysis skills.
• Ability to calculate and project numerical figures.
• Preparation and interpretation of financial reports.
• Good cross-cultural communication, assertiveness in verbal and written form.
• Work organization and planning.
• Ability to work under pressure and results-oriented.
• Proficiency with Microsoft Office packages and email (advanced level of Excel).
• Ability to use ERP software.
• Intermediate level of English (desirable).

Skills

• Excellent analytical ability
• Establish and maintain productive professional relationships with a variety of people

• Appropriate use of confidentiality
• Self-motivation
• Clear written and verbal communication
• Work in diverse teams

Other requirements:

• Promotes the Child Protection Policy and the Gender Equality Policy.
• Commits to zero tolerance of child abuse and adheres to the Code of Conduct.
• Demonstrates social sensitivity.