Account Assistant – Global Fund at Plan International

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 85 years, and are now active in more than 75 countries.

ROLE PURPOSE: Account Assistant – Global Fund 

Ensure that all Plan’s financial operations are conducted as per the prescriptions of the Operations Manual (OM). Whenever there is an exception adequate explanation should be provided and approved by appropriate management level. And ensure that all payments are  accurate and processed on a timely manner

 

Dimensions of the Role

• Planning daily accounting records to be made.
• Filling all payment vouchers
• Ensure the payments to the beneficiaries or thirty parties
• Provide the liquidation or financial reports
• Attend the closing of monthly and annual operations and audits.

 

Accountabilities

Financial Reports:

• Participate in the preparation of Country’s annual budget and Year-end report.
• Maintain and update Log book and Sub ledger for all advances, deposits, prepaid expenses, etc regularly.

 

Payment: (Secondary responsibility)

• Ensure that all vouchers are properly attached with genuine, accurate and match each other, with arithmetic calculation and proper approval as per OM.
• Reviewed payment request by ensuring that account lines are accurate, three quotations are attached,
• Ensuring that payment requests are reviewed and approved before entry is made into SAP
• Ensure that all completed payment requests are processed in a timely manner.
• Cancel (stamped PAID) all PV and their supporting documents.
• Ensure that cheques, Mobile Money payments, or digital Payments are accurate and match with the supporting documents and will be signed by authorize signatories.
• Ensure that all the cheques issued or cancelled and all the vouchers raised or cancelled are follow the requirement in OM.
• No cheque, No Mobile Money or No Digital Payments issued if they are not approved by CFM or by appropriate Authorizer.
• Ensure that cheque is released to the payee against the receipt.
• Ensure that the Receipt matches and attaches to the right payment voucher.

 

Payment Advance (Purchase Advance and Travel Advance):

Enter approved staff advance liquidation in SAP if any

Banking and Treasury: 

• • • Expedite the payment and processing of taxes at the Bank
    • Process the cash deposit to the bank in timely manner
    • Support the beneficiary payments thru the training and awareness sessions
    • Timely prepare payment requests for reviewing
    • Ensure funds are timely disbursement to SRs

 

Budget Compliance:

• • • Checks SAP Budget versus actual report to ensure that budget exists before payment request is processed.
    • Perform monthly BVA for the grant
    • Generate the relevant reports in SAP Finance Module if any
    • Prepare monthly expenditure analysis by cost category and submit for reviewing.

 

General Ledger (SAP):

• Ensure that the transactions are complete and accurate with self-explanatory and understandable description to whoever reads them.
• Maintain GL log-book for Cheque payments
• Maintain a good filing for all vouchers in the limited access area.
• Maintain a record of vouchers borrowed by staff hand or requested by the auditors and ensure that they are returned and kept in the files.

 

Budget and Planning:

• Prepare monthly cost/cash recovery for payment made on Plan bank account.
• Support the Cost recovery process by providing the relevant documents and WBSE
• Ensure that GF financial records are intact in preparation of audit

 

Others:

• Share good experience/practice among the team.
• Keep the Grant Account or your line manager informed of any initiative or difficulties relating to the job’s responsibilities.
• Any other duties that may be assigned from time to time.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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

• Finance Department staff
• Field and technical staff

 

Technical expertise, skills and knowledge

This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]

Essential

Leadership behaviours 

• Develops learning and continuous improvement
• Communicates effectively
• Demonstrates team spirit

Skills specific to the post

• Computer literacy
• Good knowledge of accounting software as well as Excel, Access, Word and PowerPoint.
• Fluency in written and oral English
• Demonstrate ability to give and receive feedback and criticism in a constructive and open way
• A good team member.
• Good listening and good communication
• Troubleshooting
• Good ability to plan.

Qualifications and experience

• Associate or Bachelor’s degree in accounting or
  • Minimum 2 Years’ relevant experience as internship in Plan International Finance Department
  • Minimum 3 years’ relevant experience in a similar position in a comparable organization.
• Good knowledge of local accounting practices, standards, procedures and regulation

 

Plan International’s Values in Practice

We are open and accountable

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

 

We strive for lasting impact

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

We work well together

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

We are inclusive and empowering

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

 

Level of contact with children

• Low contact: No contact or very low frequency of interaction
• Mid contact: Occasional interaction with children
• High level: Frequent interaction with children

 

Location:                Monrovia, Country Officer

Grade:                     B

Department:           Finance Department

Reports to:             Grants Accountant

Closing Date:         18th November 2022

 

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

 

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. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.