Finance Officer

Background

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 and girls.

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.

Role PURPOSE

The conflict in Ukraine is resulting in a major humanitarian crisis with over 3 million people having fled to neighboring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organizations, including in Poland, to meet the key needs of affected populations including internally displaced people (IDPs).

Plan International has been present in Poland since March 2022 and has established partnerships with civil society organisations, interagency fora, and national actors across the country. In direct coordination with partners, Plan International is implementing humanitarian and early recovery projects inside Poland with a primary thematic focus on child protection, mental health and psychosocial support, basic needs, and education in emergencies. 

This role is responsible provide assurance for implementation finance work, in addition to provide timely and reliable financial information and analysis that leads to effective decision making maintaining internal financial control enhancement through monitoring data accuracy in SAP System.

management scope, reporting lines, key relationships

Scope

The candidate is responsible to support Plan International Poland Office to efficiently and in a compliant manner all the finance related tasks. She/He will work closely with the Grant and finance Specialists to ensure efficient grant management financial reporting and analysis, and internal financial controls enhancement.

Direct reports – PA Accountant if any

Reports to: CFM

      Key relationships

       Internal

• Grant and Finance Specialists
• Project Managers
• Functional departments Heads

External

• Tax authorities
• Partner organisations
• Other INGOs

Level of contact with children

      Low contact : Low interaction with children

       Physical Environment

      Typical Office environment with desk and computer.

Accountabilities and MAIN WORK ACTIVITIES

        Financial Controlling 

• Ensure that all location’s financial transactions and reporting procedures are compliant with Plan International financial standards and requirements
• Verify comprehensive documentation of all financial vouchers (internal and partners costs).
• Review the calculation of shared cost and support the process on time. 
• Ensure budget availability for any payment request coming to finance.
• Prepare and handle the process of cash management in locations (bank reconciliation, petty cash management, monthly cash forecast, and target bank balance)
• Review and validate financial documents for every outgoing payment before a payment.
• Ensure all payments are booked in accounting system /SAP/ before sending a payment to bank. 
•  Ensure enough funds are available in bank account to avoid cash shortage for organization's operation.
• Prepare payment request, 3rd party payment request (3PP) review and submit for final approval.

         Financial Reporting

• Support as requested the Grant and Finance Specialists with the finance grant reporting in terms of consolidation, reviewing and the final submission to GFM for final review.
• Support and/or develop financial reports to ensure that management and donors receive the needed data with the required quality standards in line with PIE policies and guidelines.
• Follow-up and update financial systems and share information with related staff.
• Prepare the monthly reconciliation SAP reports to ensure consistency between programs and grants modules.
• Review and submit the Year-end schedules  ( Responsible for monthly, quarterly and year and account closure and balance sheet reconciliation.
• Support any internal and external Audit process.
• Support on transaction list and general ledger analysis before reporting and ensure transaction are healthy in the system for reporting purpose.

Compliance

• Support the preparation of the statutory reporting and ensure compliancy with the Government requirements.
• Contribute to within-location grants preparations, startup workshops, processes and agreements.
• Provide technical support to Plan Poland staff and conduct training sessions as part of the capacity building activities for Partners.
• Ensure all Donor compliance requirements are applied in every finance transaction.
• Budget
• Contribute to the preparation of grants proposal.
• Coordinate & Contribute to the annual budget preparation for Plan International Poland and tracking the regular updates on grant budget information
• Maintain transparent detailed reporting systems to enable colleagues, Plan Management and external parties to understand the relevant budgets.

       Implementing Partners

• Support the verification of the periodic partner financial report, to make sure that all partner costs recharged with compliance with donor & Plan International Poland regulation.
• Support the verification of support documentations received from partners to ensure full compliancy with Plan International policies and guidelines.
• Review the partnership agreements templates & annexes and ensure the compliance with the grant requirements.
• As requested, communicate professionally and in a timely fashion with partners to ensure effective grant management and sharing the financial information.
• Ensure all subgrantees expenditures are booked in the system on timely bases and before closing monthly account.
• Support grant and project manager on any exchange gain or loss analysis related with subgrantees.

       System (SAP)

• Review on system the process of creation and modification of project outline for all grants and sponsorship-funded projects at location.
• Mapping all within-location & multi-PUs grant budget lines with the relevant WBS.
• Track changes in the within-location & multi-PUs grant budgets to ensure consistency between programs and grants modules in SAP.
• Responsible for SAP finance module
• Depending on DoA Park/post all incoming invoices in SAP –Miro ensuring compliance with segregation of duty.
• Depending on DoA post all invoices in the system.
• Liquidate partner expense in the system, reconcile partner data (liquidation Cock pick) in SAP and provide information to project Manager and grant.
• Perform periodic balance sheet reconciliation and ensure all correction are done before period close.

Safeguarding Children and Young People 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.
• Ensures that Humanitarian Program staff are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensures that Plan Egypt contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 
• 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.

• 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.
• Manages partner relationships effectively by: anticipating future need; appointing based on programme and organisational needs; communicating Plan International’s core standards; undertaking assessments and reviews.
• Aware of the programme and project management procedures relevant to their role.
• 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. 
• 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.  

Technical expertise, skills and knowledge

Qualifications/ experience essential:

Qualifications

• Bachelor’s degree in finance or accounting or related area;
• ACCA/CPA/CIMA fully qualified
• 3 years in a similar 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
• 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.
• Previous experience with ERP System (SAP), finance and grant modules is an asset.

Skills

• Up-to-date knowledge of the operating environment and skills in contextualizing operations.
• Eloquent appreciation of budgeting and budgetary control;
• Exceptional time management and able to solve problems
• Ability to work under pressure
• Ability to collaborate with upper management to organize, plan and achieve company financial goals
• INGO experience is an added advantage
• Excellent communication skills
• Excellent interpersonal skills
• Proficient in computer skills and use of relevant accounting software package such SAP

tECHNICAL cOMPETENCIES

Knowledge:

• Knowledge of accounting principles
• Advanced understanding of INGOs and or plan financial procedures
• Intermediate knowledge of the rationale and practical implications of being rights-based, gender transformative, participatory, working in partnership; evidence-based and working to strengthen civil society.

Behaviour

• Acts decisively and adapts plans quickly to respond to emerging situations and changing environments
• Promotes and guarantees safety and security behaviours and procedures for self and the team.
• Takes the time and patience to understand the concerns of other people and takes care of them as individuals.
• Avoids any negative impact of implementation – Do No Harm
• Promote individual and organisational learning through systematic reflection processes, documentation, dissemination and knowledge management.
• Adapting to local political frameworks and processes including in fragile contexts, conflict or political transitions and changes to national, regional human rights frameworks and mechanisms, and governance processes.

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 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 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.

Location: Warsaw, Poland

Type of Role: Fixed term contract

Reports to:  Country Finance Manager matrix manger Grant and finance Manager,

Closing Date: 01.11.2024

Kindly note that this position is opened for National applicants. Interviews will be conducted on a rolling basis.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.