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.

ROLE PURPOSE

Plan International Ethiopia is looking for a Grants and Finance Manager for two ECHO-funded emergency projects primarily focusing on Child Protection and Education in Emergencies. One project target refugee in the camps of Gambella and Benishangul-Gumuz, whereas the other project targets internally displaced persons (IDPs) and conflict-affected communities in the regions of Tigray, Amhara and Afar. While the first project is implemented by Plan International alone, the second one is implemented in a consortium with four partners and Plan as a lead. Both projects seek to respond to the immediate life-saving protection needs of children, create a protective environment and ensure access to education for girls and boys.

The position holder will be responsible to support the effective implementation of Grant based projects by managing the overall financial management and monitoring of the ECHO projects through coordinating, standardizing, and consolidating 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.

ACCOUNTABILITIES and MAIN WORK ACTIVITIES

Grant Reporting (60%)

• Establish donor reporting protocol (financial) for each grant before this goes into implementation phase and ensure PA finance team oriented on the same.

• Review quarterly/interim/final financial reports of the ECHO PM project in line with donor regulations and requirement and in donor format with accuracy and within schedule date

• Respond to donor/Plan Netherlands feedback on financial report with justifications if necessary for any variance in excess or under utilization

• Prepare/review shared cost calculation of all project areas on periodically

• Provide ad-hoc financial analysis for management to ensure good-quality project implementation.

• Liaise with Plan Netherlands and Support Office regarding the grants project budget, project income, expenditure, and reporting.

• Provide and conduct frequent compliance visits to the PA office and technical support to the partner’s advanced liquidation process partner office and capacity-building training for Partner Finance Staff.

• Verifies that vendors' invoices are supported by objective evidence (proper VAT Invoices, Purchase Order, Quotes, delivery documents, etc.) and complies with PIE and donor rules/ECHO before advance liquidation

• Manage and provide technical support to the partner’s advanced liquidation process.

• Responsible for maintenance of proper PA records, Including scanning documents per the donor’s requirement.

• Responsible for transactions review and making necessary adjustments, such as wrong grant code, etc.

Audit Facilitation (10%)

In line with its emergency humanitarian mandate, ECHO does not require audits for each of its projects, to minimize support costs and increase cost efficiency. Rather, each year ECHO selects some projects to be audited following a randomised approach. Should Plan International be selected for an audit, the following tasks are expected:

• Prepare/ review TOR of Audit for project financial audit following donor terms and conditions

• Be the grants focal point for audit of grants by the donor and ensure all information and documents related to the audit of PM project per requirement of the auditors;

• Ensure/ review closeout notification and checklist for audited projects within donor deadlines

• Report the audit logging sheet including outcomes of the audit to the regional office

• Ensure all follow-up actions and implementation of audit recommendations and addressing common audit findings.

• Organize lesson learnt session in collaboration with the project team at the closure of Audit and ensure documentation of the same for future improvement in managing grants projects.

• Ensure Grant closure according to organizational policy

Compliance (30%)

• Ensure that Plan International Ethiopia project implementation is in accordance with Plan Financial Standards and Policies (Cost recovery rate maintained including apportioned cost)

• Ensure that Plan International Ethiopia project implementation is in accordance with the Government of Ethiopia’s rules and regulation

• Ensure spending is within the budget limit to control under/overspending within project.

• Ensure that relevant Plan finance officers working on the projects, as well as implementing partner, follow donor regulations on budget and grant management and effectively use Plan’s internal systems (SAP).

• Ensure participation of PA Finance team members in the Project’s quarterly/half-yearly/Yearly meeting for sharing donor compliance, critical issues and expenditure status of the project.

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 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.

Job Requirements

Qualifications/ experience essential:

• Education at First Degree level or equivalent vocational study in fields such as Accounting and Finance

• At least 5 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.)

Qualifications/ experience desirable:

• Demonstrated knowledge in cost recovery principles and systems, experience in implementing a cost recovery system is preferable.

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

Languages required

• Fluency in English language is essential

• Knowledge of Local Languages is a desirable

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation 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 organisation, 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.

How to Apply

The closing date for the application is June 30, 2023. Qualified candidates should submit their application through THIS LINK

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Please note that: 

• The position is for one year with possibility of extension

• Only Shortlisted candidates will be contacted.

• We are not accepting CVs that are not sent through the indicated links.

• 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

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organisation, 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 organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.