Grants Finance Manager 126 views0 applications

Plan International is an independent development and humanitarian organization 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 its 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.

Plan started working in Egypt in 1981 and has a presence in ten of the 27 governorates in which the country is divided:  (Cairo and Alexandria) and  ( Beheira, Kalyobia, Damietta, Qena, Assiut, Sohag and Aswan). Plan Egypt’s work focuses on child rights, implementing programs designed to enable communities to improve the lives of the most marginalized children and their families. Plan Egypt’s Country Strategy focuses on five strategic objectives listed below:

1. Improve the quality of early childhood care & education;
2. Promote economic empowerment of vulnerable young men & women;
3. Facilitate girls in realising their full potential in an enabling and gender responsive environment that protects them from all forms of abuse, neglect, exploitation and violence;
4. Support adolescents and young people, particularly girls to become active drivers of change and lead the way towards more equitable and inclusive societies;
5. Promote adolescents and young people, particularly girls to be empowered to take informed decisions about their sexual and reproductive health and live free from gender-based violence

The position holder will report to the Country Finance Manager and will  assume overall responsibility for technical support and oversight for all major financial aspects of the Plan Egypt institutional grant portfolio. S/he will support effective implementation of Grants based projects by managing the overall financial management and monitoring of portfolio of grants projects through supervising, coordinating, standardizing, and consolidating those who are assigned to budget, donor reporting, capacity building on donor compliance and Funding Agreement Document (FAD) administration.  In addition, the position holder maintains the Grants Information System and provides grants-related financial analysis.

Management scope, reporting lines, key relationships

Key relationships

Internal: The job holder has a close working relationship internally with the following departments and/or functions:

• Business Development Unit: For budget preparation based on grant proposals developed, review of potential new donors, review of potential contracts and contract modalities
• Grant Finance Coordinators: Ensure alignment of all financial and narrative reporting are, based on Donor, Plan, National, and other relevant standards and are in line with compliance requirements.
• CO Finance Team: Analysis of monthly financial reports
• CO departments, PUs, GH and RH

External: The job holder has a close working relationship externally with the following departments and/or functions:

• Partners: Preparing budget, identifying capacity building needs on financial capacity and donor compliances; facilitating training
• Donors, National Office: Budgeting, compliances requirements and negotiations where applicable, reporting

Accountabilities

Grant Management (30%)

• Establish donor reporting protocol (financial) for each grant before this goes into implementation phase and ensure project team oriented on the same.
• Review monthly grants reporting schedule produced by Grants Finance Coordinators
• Review monthly/quarterly/half-yearly/yearly financial reports of all projects under grants fund in line with donor regulations and requirement and in donor format with accuracy and within schedule date
• Respond to donor/NO feedback on financial report with justifications if necessary for any variance in excess or under utilization
• Prepare/review shared cost calculation of all projects on periodically
• Prepare grant financial report of Plan International Egypt for MEESA, PIE Finance and CLT for management decision making.
• Provide ad-hoc financial analysis for management to ensure good quality project implementation.
• Prepare the monthly financial report summary for the active grant during the reporting period
• Ensure monthly detail grant report prepared by grant finance coordinators.
• Liaise with Donor and Support Office regarding the grants project budget, project income, expenditure and reporting

Due Diligence, Liquidation and Grant Budget Management (30%)

• Ensures Grant Budget proposals are prepared in conformity with Cost recovery guideline of Plan international Egypt.
• Regularly updates and organizes budget information (Addition and Deduction) of authorized budget in Separate Spread sheet for data analysis.
• Ensure Grant cleansing is followed up and appropriate action is taken in time.
• Ensure Conducting due diligence on partners pre-selection phase and provide recommendation on partners selection.
• Ascertain the sub grant fund is used appropriately based on stated initial plan by partners.
• To work with the CFM and other members of the Finance team to ensure that all recharges to grants are posted in a timely and compliant fashion each month.
• To liaise with the relevant grant budget holders and provide support and advice on reconfiguring and re-planning project budgets in light of actual implementation on the ground.

Compliance (20%)

• Ensure that Plan International Egypt project implementation is in accordance with Plan Financial Standards and Policies (Cost recovery rate maintained including apportioned cost)
• Ensure that Plan International Egypt project implementation is in accordance with the Government of Egyptian’s rules and regulation
• Manage the Grant Tracking Sheet and provide timely financial analysis across a portfolio of grants to Program team to ensure the effective and solid implementation of projects.
• Ensure spending is within the budget limit to control under/overspending within project.
• Annual capacity building plan for Plan and Partner organizations is in place and implemented; necessary budget for capacity building is provisioned in the budgets of the grants project including providing SAP grant induction to grant team members; this is to allow grant team able to support program members
• Ensure that Prepare Training modules/ training materials on different donor compliance for Plan and Partner are developed and updated.
• Hands on tools/guidelines on the compliance requirements of different donors are prepared and made available for Plan and partner staff for their ready reference.
• Ensure participation of Grants team members in the Project’s quarterly/half-yearly/Yearly meeting for sharing donor compliance, critical issues and expenditure status of the project.
• To lead the revision and submission of budget realignment requests to institutional donors as required, working closely with the programme quality and delivery team.
• Support the facilitation of the audit practices of fund providers (Donors/NO).

Team Management (20%)

• Implement a capacity development plan and create an environment of experience sharing and promote best practices.
• Monitor the performance of staff members continuously and conduct semi-annual performance review for everyone in the unit.
• Provide a supervisory role to the Grants Finance Coordinators in ensuring continuity of the project cycle management and adherence to Finance Manual
• Train and provide mentoring to all grant finance staff on matters related to grants finance 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.
• Ensures that all staff in the unit/function/department 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 day to day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted

Leadership and Business management Competencies

Leadership Competencies

• Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International’s purpose.
• Set high standards for self and others’ behavior, 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.
• Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
• Accept change and support others in adjusting to it, helping them understand.
• Perform any other related  duties as assigned by immediate supervisor

Business Management Ccompetencies

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Manage 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
• Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
• Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

Technical expertise, skills and knowledge

Qualifications/ experience essential:

• Education at First Degree level or equivalent vocational study in fields such as Accounting and Finance
• At least 8 years of relevant experience as Grant Accountant / Grant Finance/Grant Manager
• Experience of International NGO grant management systems and financial regulations
• Knowledge of Grants Administration especially system management and donor compliance in reporting of diverse institutional donors (EU, USAID, ECHO, UNICEF, GFFO, DFID etc.)
• Demonstrated knowledge in cost recovery principles and systems, experience in implementing a cost recovery system is preferable.

Qualifications/ experience desirable:

• Experience in managing performance and facilitating development of staff is preferred.

Languages required

• Fluency in English language is essential

Plan International’s Values in Practice

We are open and accountable

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

We strive for lasting impact

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

We work well together

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

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. 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

Physical Environment

• The position is typical office environment

Reports to

• Country Finance Manager

 Direct reports

•  2 direct reports who are Grant Finance Coordinators

Post closing date

• 2nd of June 2022

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Female candidates are highly encouraged to apply

Please note that only applications and CVs written in English will be accepted.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy.

As an international child centered community development organization, Plan International is fully committed to promoting the realization 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 organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. 

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

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.