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 80 countries.
Job Description
| Position | Quality Assurance Specialist
| Grade | D1 |
| Department & Location | Programs (Tamale) | Date | A.S.A.P. |
| Reports to (position):
Directly Supervises: | Project Manager
Not applicable | ||
| Purpose: How does this post support Plan International’s strategy and mission? | Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 80 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners.
Plan International Ghana is looking for a Quality Assurance Specialist to work on a project titled “Women’s Innovation for Sustainable Enterprises (WISE)”. The WISE Project seeks to leverage the enormous potential and agency of Ghanaian women entrepreneurs aged 19 to 55 years in rural and peri-urban areas by employing both demand- and supply-side interventions to contribute to increased realization of rights to economic empowerment, well-being and inclusive economic growth in 3 districts in Bono and Ahafo regions (Sunyani Municipal, Tano North and Techiman Municipal) and 2 districts in Northern region (Kumbungu and Tolon). The project will start in February 2020, has a duration of 4 years, and a budget of over 5.5 million EUR. | ||
Dimensions of Role:
He/She will contribute to the successful financial project management in compliance with donor (Global Affairs Canada guidelines. He/She will strengthen the capacity of the respective project staff and local partner organizations for quality financial administration.
He/She ensures that financial reports and the respective supporting documents shared with the donor are of high quality. To achieve this the Quality Assurance Specialist will work at two levels:
Preliminary review financial reports before they are shared with CNO
Provide initial support and capacity building of financial teams of new partner organizations and Plan staff
Provide Risk Management and support for the proper functioning of WISE financial System
Area of Responsibility – Wise Project
Located at Tamale
Typical Responsibilities – Key End Results of Position:
“What” is done and “why”, but not “how”; include indicators for success
Coordinates and monitors the Quality Assurance function of the WISE project
Participates in the design, implementation and monitoring of all the processes required in the Quality Assurance work (annual plan, standard working papers, reporting format and protocols) etc.
Strengthens the risk management processes in line with the Plan International Global and Regional strategy through facilitation of the project risk management plan of actions and monitoring of the Risk Register.
Follows up on Action-plans agreed between management and external Auditors for full compliance and reports to Country Director
Reviews Internal Control Systems for its effectiveness and appropriateness to achieve the project’s objectives and reports on areas of improvement
Performs special confidential tasks assigned by the Country Director
Ensures quality standards are met through review of processes at risk in the annual review plan
Monitors action taken by management in response to assurance reviews, ensuring effective follow up
Adheres to Plan’s Child Protection Policy to safeguard and protect the child at all times without any reports or incidents of child abuse
Ensures Plan’s gender equality policy is adhered to
To coordinate the Risk Management system to ensure that all risk owners are prompted monthly to update their risk action points
Performs and other duties that may be assigned from time to time to ensure the effective implementation of the Wise Project
Providing Assurance: Planning, monitoring and quality review of Assurance engagements on key systems, processes, policies and controls carried out at the project level.
Develops a Financial Year (FY) workplan for the country/ specific area of work, as agreed with the Project Lead, that provides assurance on key systems, processes, policies and controls in Plan Ghana
Prepares monitors budget to implement the Annual workplan
Reviews ongoing assurance assignments on the workplan in the line with International Standards on internal auditing
Prepares Reports to relevant stakeholders on assurance engagement assignments undertaken
Monitors the process of management’s Actions in response to Assurance Reviews
Change Management, management support and learning:
Influences change within and the project team to strengthen risk management, accountability and effectiveness.
Supports management in improving operations and to provide a platform for learning across Plan.
Provides practical recommendations on how to improve systems, processes, policies and controls relating to the WISE project.
Facilitates the sharing of learning, based on best practices or from different partners as well from best standards and practices on the project
Provides technical support in network meetings and other organizational trainings focusing on risk management and effectiveness of the control framework
Provides advice to CMT on systems, processes and policy reviews, in agreement with the Project Lead
Relationship Management: Builds relationships with internal and external stakeholders to facilitate conduct of quality assurance engagements and exchange of knowledge on assurance best practices
Builds relationships with key internal stakeholders mainly project team and country management to facilitate the conduct of quality assurance engagements and identify appropriate areas for management support
Interact with other quality assurance functions from local and other INGOs, and the donor community to exchange knowledge and learn on assurance best practices and developments in risk management
Dealing with Problems:
Working across a large geographical area and multiple districts/municipalities with different languages that require strategic choices to be made on the prioritization of assurance needs to be addressed
The role woks with the management of country, Plan International Canada. This places a requirement for the development of excellence working relationships and communication that is greater than in more regular management relationships
Deciding which assignments to prioritize given the many competing assurance needs of the various stakeholders of the project
Finding effective assurance solutions to varying and rapidly changing risk levels of the proejct
Advising management at different levels in the organization on effective risk management levels
Making effective recommendations to management on how to improve the control framework and manage risks in various contexts across different functions
Influencing management to implement recommendations made from assurance review
Identifies, analyzes and documents all success factors and risks facing the WISE project and its partners. Updates the analysis as often as needed and reports them to management and provides his/her recommendations for validation or improvement of risk management and overall internal control system
Helps in identification of capacity building needs with regards to staff, partners and community understanding and compliance to Internal Controls procedures
Provides training and technical support to Plan partners and communities to best practices with regards to Plan finance and administrative policies and procedures
Ensures the existence and use of effective internal controls
Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Wise Project Management Team (including PU Managers)
Plan Ghana Technical Specialists
Country Office and Canada National Office Finance teams
Maintains high contact with staff regarding Plan policies and procedures
Maintains low contact with the Country Office and other Global Assurance team
Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives:
Knowledge and Experience:
Master’s degree in Finance, Accounting, Auditing or its equivalent, with Part II Professional Qualification;
Extensive practical experience of at least five years in risk-based auditing;
Knowledge of program and project implementation is an added advantage;
At least 3 years’ experience in similar position with a recognized institution preferably an International NGO
Skills:
Ability to train and mentor staff, partners and communities
Good analytical and synthesis skills
Ability to study and quickly understand new operating environment and organizational systems
Good communications skills (written or oral)
Good listening and negotiating skills
Independence and objectivity, you should be able to work with minimum supervision
Organized, methodical and meticulous
Behaviour:
Promoting high performance
Open to feedback and willing to try new approaches and processes
Excellent Team Spirit
Promotes innovation, learning and transparency
Communicates effectively and enthusiastically as appropriate to the audience
Gains, develops and retains credibility
Behaves consistently in their approach to work and decision making
Physical Environment and Demands:
May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
The position typically works in an office environment with 50% extensive travel in project locations and visit to partner organizations.
Level of Contact with Children:
Low contact: No contact or very low frequency of interaction
Low contact- the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.
Location:Tamale
Type of Role: Finance & Audit
Reports to: Project Manager
Grade: D1
Closing Date: 1st June, 2023
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.
