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.
BACKGROUND
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.
Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.
Finance department accounting section as one of the main co-support functions in the organisation and the aiming at ensuring Plan Tanzania Programmes are done/implemented while proper accounting of the donor’s funds are maintained with full compliance to Plan policies, donor requirements and in country laws
ROLE PURPOSE
This role will provide the organisation with consistent internal controls, maintenance of corporate system and timely and reliable financial information and analysis that leads to effective decision making.
DIMENSIONS OF THE ROLE
The post holder reports to the Head of Finance and is responsible for Country management, financial reporting and analysis, internal financial controls, and country finance corporate systems. The position will have 7 sub- ordinates direct reporting to the post. With Frequent intervention with other Departments and Program teams.
ACCOUNTABILITIES
Key End Results and typical Responsibilities:
- Contribute in the annual budget preparation process by completing tasks which may be assigned by the Head of Finance
- Monitor budget versus expenditure for the country
- Prepare weekly and monthly consolidated country cash forecasts and submit to the Head of Finance
- Achieve minimum Financial Standards that are set related to accounting section
- Follow up on all intercompany charges to ensure they are properly authorized and passed to relevant offices timely
- Prepare a monthly financial management report for CMT decision making
- Undertake the maintenance the Corporate financial system, i.e. SAP and ensure accurate monthly exports are submitted timely.
- Review all PU/project monthly financial reports for correctness and give feedback.
- Determine the GAPs and provide training on corporate finance systems to all finance staff on the determined gaps also for new staff full training provided.
- Provide/facilitate staff training in Plan Policies and Procedures
- Provide/facilitate Community & Partner training in Financial management
- Follow up on financial AAL from GA audit and Internal Control
- Maintain the office compliance on local laws, ensuring all Plan offices and partners are compliant to the laws.
- Visit all PU and field offices to ensure they comply with Plan policies and procedures
- Visit partners and assess conformity with Plan systems
- Facilitate monthly Finance Meetings
- Advise and Coach the team of Finance Coordinators and other direct deportees.
- Ensure Plan Systems shows true and fair representation of Financial data, this includes full data Cleaning and smooth implementation of Y.O.D.A Program
- Promotes and abides by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.
- Review of Payment/Journal voucher packages and ensure they are in line with Plan procedures/controls before approvals by management.
- Ensure that all approved POs received from the PO point person are correctly linked in the SAP in a timely manner (to avoid delay of implementation & payments), with all grant account lines attached to the relevant GAD/FAD
- Review list of all outstanding advances, and follow-up for prompt liquidation.
- Review of monthly Bank & Receipts Reconciliations for all Plan SLE Accounts
- Ensure that all payments are effected within 3 working days after receipt of complete payment documentation
- Assure that all monthly accruals, prepayments and all other costs are duly registered in the SAP before month end closure
- Support Head of Finance to plan and implement policies and procedures that will ensure Accountants and PU managers follow up on partner advances for timely liquidation and compliance.
- Prepare accurately and timely the Year-end Schedules for Head of Finance’s review
- Ensure schedules for all balance sheet items are reviewed and dealt with as appropriate (accruals, payables and prepayments)
- Ensure payroll system is reconciled with General leger on monthly bases
- Ensure Monthly reconciliation of all Key GLS are done and signed off by Head of Finance
- Ensure depreciation is managed properly liaise with Grants Manager for proper changing of the same to various projects
- Supervise charging of staff costs and apportioned costs to various projects as per cost recovery procedure
- Any other task that may be assigned
- Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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
Internal – High level of relationship
- Direct report to Head of Finance
- Direct contact with Project Accountant, and Finance Coordinators
- Interacts with resource mobilization and Grant accountant at the country office level
External – High level of relationship
- Implementing Partners
- Government implementing Partners at District Regional and national level
- Head of departments – Local government authorities
- Community resource people including various village level committees
- Children during field visits
Medium level of relationship
- Contacts with donors during donor visits
- NO representatives during PU visits
- Country Finance Manager during PU visit
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- In-depth knowledge of the Finance and accounting preferably in Non profit making organisation
- A degree in Accounting or equivalent qualification
- Have CPA/ ACCA, CPAT will be an added advantage
- 5 years’ experience in a similar role in an NGO environment
- Analytical and problem solving skills
- Excellent communication skills appropriate to the audience
- Proficient Computer skills and use of relevant accounting packages
Desirable
- Ability to work under harsh condition
- Ability to work under multidisciplinary and multicultural environment
- Good English language skills(oral /written
- Hardworking with capacity to work independently with minimum supervision
- Honest, integrity, open and transparent personality.
- Team player
- Working towards achieving a team goal
- Be able to Respect all groups of people in the community and culturally sensitive
- Persuasive and able to work with different cultural settings
- Motivated, energetic and strives to develop and support others
- Result oriented
- Working for the best interest of the organisation and children
- Appreciate of child rights and gender
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
- 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.
PHYSICAL ENVIRONMENT
The position is situated in Dar es salaam with a hot and humid climate, with some travels upcountry with a different climatic conditions.
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: Dar es Salaam
Reports to: Head of Finance
Grade: D2
Closing Date: 25th May, 2021
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.
