Finance and Admin Manager

at Plan International Ethiopia
Location Addis Ababa, Ethiopia
Date Posted June 7, 2019
Category Accounting and Finance
Job Type Full-time

Description

Purpose

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. 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 75 years, and are now active in more than 70 countries across Africa, Asia, and the Americas.

The purpose of this role is to lead, manage, and develop a team of functional experts, which includes Finance, Administration, HR, Procurement & Logistics, IT, and Security and to ensure optimum support to projects within the policies of Plan Inc., and the laws of Ethiopia. The position ensures that team members have the right skills in all aspects of operations and that senior staff is continuously mentored to provide transparent and accountable services in line with the organization's policies and laws of Ethiopia. The F&A Manager will also ensure rigorous systems and controls are in place and operating at an optimal level. This position minimizes financial risk when possible.

Dimensions of the Role

The F&A Manager reports regularly to the Director on the management of financial

  • The F&A Manager is a member of the Senior Management Team and is expected to contribute to AOL's strategic direction in line with our new strategy. S/he may deputize for the Director if required;
  • He/she directly manages the Finance and Admin teams.  S/he provides support to the Director in legal and risk management;
  • and administrative risks associated with program delivery, grants and operations of the office. S/he is also responsible for providing updates on annual operating budgets, budget forecasting, and analysis, legal compliance, all aspects of procurement management and security;
  • The F&A Manager has responsibility for ensuring all departmental KPI’s for Finance, Admin and procurement, Grants and Safety and Security are developed and met and measurements are in place to ensure seamless synergies and processes with the Program department;
  • The F&A Manager oversees the preparation, consolidation, and analysis of collated AULO and Grants budgets for submission to the regional office/donors as well as final sign-off on all project budgets and contracts prior to the Director signing;
  • Manage and supervise 3 staff in the PAO Finance and Administration department;
  • Supports the implementation of global and regional financial, HR and operations strategies/policies and to provide timely and reliable financial information and analysis that leads to effective decision making at the PAO Level.

Typical Responsibilities - Key End Results of Position

Finance and Grants

  • Provides overall management of Plan AULO Finance Department to ensure that optimum financial support is provided to Country Office projects within established Plan International financial policies and principles and within the standards set by Plan.
  • Provides advice to the Director on financial matters, particularly the monthly review of the balance sheet and regular budget forecasting and projections as well as grant positions;
  • Minimizes financial risk specifically in the areas of cash management and treasury (foreign exchange);
  • Advise the project managers on project performance monthly through the BvA report and also provide expertise at the project/program budget proposal development and final submission stage;
  • Reviews and monitors the AULO financial policies, systems and procedures and initiates development or correction as required;
  • Closely monitors Banking and Governmental policies in country, regulations, and provides advice on payment issues;
  • Liaises with the project managers to ensure that contract liabilities are executed in a timely
  • Supervises the preparation and submission of the AULO annual budgets to ensure that budgets reflect planned activities in the AULO strategy;
  • Support project audit and accounting practices of the AULO as required by respective donors and the global hub. Responsible for the audit ToR together with the relevant project manager;
  • Provides general team leadership for the Finance & Admin team;
  • Ensuring proper funds absorption and project performance before further disbursements to subgrantees; Training of partners on Financial grants management manner and that project expenditures are in line with the contract budgets;

Operations Support Services (HR, Logistics, procurement, IT and security)

  • Provides overall management to the operations support services to ensure that optimum support is provided to Country Office projects within established Plan operational principles and operational manual.
  • Reviews and monitors AULO administration policies, systems and procedures and initiate development and/or corrective action as required. (Administration includes legal affairs; administrative liaison with the National Government; the management of buildings and properties; asset management and their utilization and disposition plan, procurement, office equipment, and office supplies, etc) in accordance with Plan International Policies and procedures;
  • Lead on all Plan AULO Human resources support, needs assessments and process like recruitment, insurance, medical and other related issues;
  • Reviews and monitors the adherence of AULO operational policies and ensure compliance with Ethiopian laws.
  • Advises on property leases, major contracts, and all other major administrative actions;
  • Reviews and monitors the vendor database and ensures Plan policies and procedures are adhered to in the purchasing of goods and services and takes corrective action as required;
  • Reviews and monitors the production and use of administration data within the Country Office and initiate development and correction of such practices as required;
  • Authorizes administration department budgets, staffing and goals and objectives and in consultation with the SMT, make final decisions on policy level administrative matters after consultation with the SMT;
  • Provides team leadership to the department.
  • Provides overall management to the AULO Information Technology (IT) function to ensure that optimum administrative support is provided to service:
  • Ensures that the AULO IT outsourced service is up and running at all times and that there’s minimum disruption to our internet service

Security: oversee security planning and management in the country and ensure that AULO has developed standard operating procedures (SOPs) and contingency plans consistent with global security policy and procedures in collaboration with the Safety and Security focal point.

Risk Management: Ensure systems and processes are in place to identify and manage risks including developing, updating and reviewing countrywide risk register to the RO in line with the Global Risk Management policy and ensuring that risks are adequately identified, assessed, mitigated and reported on through risk registers at all levels in the country.

Legal and regulatory: oversees the review of agreements and contracts and ensure compliance with the host country laws and regulation, ensure the interface with the legal advisors in collaboration with the Director.

Reporting:  Ensures monthly financial and other management reports for Regional Office and all other offices are prepared accurately and on a timely basis. This entails respecting the deadlines set in the financial calendar.

Procedures, process and applications support

  • Applications and systems support: oversees the rollout of corporate systems and applications including financial systems, HR Information System (HRIS) and other corporate applications;
  • Global and regional policies and procedures: oversee the rollout, including staff training, of global policies and procedures in the country as referenced in Plan’s Operations Manual;
  • In-country policies and procedures: oversees the development and implementation of up-to-date financial and administrative systems, policies, procedures, and guidelines to support in-country operations and ensure compliance of Plan’s global standards and donor requirements

Communication and Relationship

Internal

  • Regional Financial Controller
  • Regional Grant Accountant
  • Regional HROD Manager
  • Technical Advisors.
  • AULO Management Team
  • AULO staff
  • Functional networks
  • Tender Committee/Procurement Team

External

  • National and Local authorities especially relevant Ministries in the country e.g. Ministry of Finance, taxation department, etc.
  • Partners organizations and Donors
  • Other relevant INGO

Plan’s Legal AdvisorReport to Director, Plan AULO

Grade E

Job Requirements

Knowledge, Skills, and Behaviors required to achieve the role’s objectives

  • An advanced degree in Accounting/ or Finance, Business Administration or related field. (Required)
  • Membership in an internationally recognized professional accounting body such as CA, CPA, ACCA, CIMA (Required)
  • Knowledge of key donor reporting requirements for large grants and contracts, and other International Financial Reporting Standards (IFRS) (Required)
  • Proven record of management of complex multi-donor large scale annual budgets
  • At least five years’ experience working areas of Programme support, and management, including up to five years in a senior management position.
  • Excellent knowledge and demonstrated experience in the management of supply chain, fleet management, and overall logistics including IT
  • Excellent skills in risk management and demonstrated the ability to manage audits
  • Good understanding of child rights and child protection issues
  • Proven understanding of multi-sectoral programming by international non-government agencies
  • Sound experience of leading successful teams and demonstrating an understanding of human dynamics associated with change.
  • Fluency in English spoken and written;

Leadership Skills and Behaviors demonstrated from experience

Striving for high performance:

Deals with poor performers by either improving their contribution or managing their

  • Achieves clarity and accountability among the whole team of their individual and collective objectives;
  • Organizes work clearly and effectively within the team;
  • exit, if appropriate.

Strategic thinking and innovation:

  • Creates strong strategic direction for own part of the organization in wider Plan context;
  • A major contributor to the direction in the management team of which they are a member;
  • Flexible in responding to new demands presented in emergency situations.

Decision making and risk management:

  • Can address complex problems in a balanced way;
  • Good judgment in decision-making, making best use of available information;
  • Willing to make difficult or unpopular decisions and stand by them.

Influence and communication:

  • Uses the potential of varied cultures to reach solutions;
  • Excellent listener who understands and shows sensitivity to the views of others;
  • Forms good relationships quickly with a wide range of people, including those in positions of power and who have different views/ interests;
  • Represents Plan effectively with senior people in external stakeholder organizations;
  • Understands external and internal politics and able to navigate these;
  • Communicates with clarity and passion both 1-1 and with large groups;
  • Effective negotiator in complex situations;
  • Assertive without being aggressive.

Building effective teams and partnerships:

  • Creates a highly motivated team with a unified purpose;
  • Modifies own view to get the best outcome for organization;
  • Contributes effectively to work of other functions/ units and to the management team as a whole;
  • Able to build partnerships and improve relationships;
  • Resolves conflict effectively in own team or across boundaries.

Developing people:

  • Continuously uses both 1-1 and team situations to develop others;
  • Organizes work to give others development opportunities;
  • Adapts style to suit the needs of a wide variety of people;
  • Deals effectively with mistakes and re-motivates those involved.

Self-awareness and resilience:

  • Aware of own strengths, weaknesses and pro-active in using feedback and self-development;
  • Aware of the impact on others and uses impact to create a positive climate at work;
  • Aware of own emotional reactions and able to manage them;
  • Manages own workload effectively and manages stress without harm to self or others;
  • Positive about change and able to cope well with ambiguity and support others in doing so.

Physical Environment and Demands

  • Base location at Plan AULO
  • Moderate traveling

Level of Contact with Children:

The very low frequency of interaction with children

How to Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their recent CV via [email protected]

Note:-

Only shortlisted candidates will be contacted.

Potential candidates will be required to declare any potential points for conflict of interest e.g. a relative working for Plan etc, as well as sign on to the Plan International Safeguarding Policy and other relevant policies.

Qualified female candidates are highly encouraged to apply.

Closing date: June 19, 2019

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