Finance Manager – Budgeting & Reporting at Plan International Tanzania

Job Position Finance Manager – Budgeting & Reporting at Plan International Tanzania

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.

This position will be responsible on the overall Financial reporting, Project financial monitoring, Budget Advice KPI reporting and  Cost Recovery. This position will be at the Country Office – Dar Es Salaam with some travel to the other plan offices in the fields.

role PURPOSE

This role will be responsible for Budgeting and Reporting of different projects from different donors including sponsorship both annual budget and projects specific budgets. This will be from Proposal writing. Will ensure reliable reports are prepared on monthly basis and on timely manner. Will also ensure are accurately to aid management decision making.

Will be responsible for the project financial reports for different donors be it monthly, quarterly, semi-annually or annually, KPI reports for Quarterly Regional reporting and Cost Recovery analysis and Monitoring.

The role is also responsible for management of the corporate financial information system at Country Office in relation to projects processes and ensure donor’s compliance during acquisition, management and Reporting.

Dimensions of the Role

• Reports to Head of Finance
• The role will be managing two Grants Accountants based at CO.
• Works in collaboration with Business Development team, the Project Accountants, Country Finance team and country program teams.
• Lead the Budgeting and Reporting section of Management reports, Grants reporting, Projects reporting, Key performance Indicators reporting and Cost Recovery analysis.

Accountabilities

Budgeting

• Work with Head of Finance to prepare Country Financial Year budget accurately and on a timely manner.
• Monitor approved Budget entered into the system to be always equal.
• Lead budget preparations on Project/ Grants Proposals, ensuring Plan Budget templates are effectively utilised.
• Ensure all projects are fully Costed at all times. Lead the grants Accountant to 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.

Cost Recovery

• Lead on Cost Recovery processes within the organisation ensuring there is a fair share allocation of administration cost within the organisation
• On monthly basis analyse the status of Cost Recovery for both PU shared and Apportioned cost and provide technical advice as appropriate
• Ensure there is Cost Recovery awareness within the organisation for both Finance and none Finance Colleagues.

CMT Reporting

• On monthly basis timely prepare CMT reports with the relevant information to be used for decisions

Grants Reporting

• Lead on Grants reporting to ensure timely reporting as per donors’ guidelines and requirements.
• Maintain a reporting tool to be used
• Monitor movement and report on the impact of foreign exchange rates for Donor currency.
• Ensure Grants expenditure as per BI report is regularly reconciled with expenditure in the POs to uphold reliability and integrity of the figures. Deal with NRGRANT as appropriate

Projects reporting

• Prepare monthly BvAs reports and advise budget holders for both Cost Centres as appropriate. Endure budgets entered in these projects reflect the approved budgets and the project charging are reflecting the actual situation of the project.
• Monitor Approved Budgets Vs Actual and Commitments

KPI Reporting

• Lead on Quarterly KPI reporting in collaboration with Head of Finance on Finance Sections. Ensure there is a monthly monitoring of the KPIs to be reflected in Quarterly reporting.

Systems Management

• Monitor Projects set up in the system, ensuring all projects are set in a proper manner.
• Manage and oversee all grants Data entry into SAP whilst working closely with respective Grants Accountant and Project Accountants.
• Review and ensure all data in the corporate Grants Monitoring reports is accurately entered.
• Develop tools to remind and facilitate all projects related reporting including audit reporting, donor financial reporting, management reporting, Grants monitoring corporate reporting and cost recovery reporting to ensure quality and timely submission of information for management decision

Projects Start up and Closure

• Project Start-ups and Closure
• Fully participate on projects start-ups and closure ensuring all the requirements are understood by the project teams for smooth implementation and 3 months before Project Closure Liaise with the projects managers and prepare the project closeout memo, this will be prepared and shared with the project managers/coordinators and project accountants

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1. 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

• Head of Finance, Director of Operations
• Business development team
• Finance team at Country office and field offices
• Different Grants Project teams
• All CO staff including Managers/supervisors
• NO grants compliance teams and Programme Managers

External

• NGO Partners both local and International
• Relevant professional accounting networks.
• External Auditors

Technical expertise, skills and knowledge

Essential

• At least 4 years’ experience in Grants Finance Management
• A degree in Accounting or equivalent qualification
• CPA/ ACCA or any other professional qualification will be an added advantage
• In-depth knowledge of Grants and Management Accounting for preferably in Non-profit making organisation
• Good analytical skills
• Good interpersonal skills (open minded, pragmatic, diplomatic…)
• Ability to negotiate, persuade and influence
• Familiarity with Microsoft Word, Excel and PowerPoint
• Excellent communication skills (writing and speaking skills)

Desirable

• Facilitation and coaching skills.
• Familiarity with project management and development sector donor requirements e.g. DFID, USAID, ECHO, EU, DFAT, UN etc
• Knowledge of Tanzania tax and other regulatory requirements of an NGO
• Ability to work under multidisciplinary and multicultural environment
• Proficient Computer skills and use of relevant accounting packages, i.e. SAP and Dynamics

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

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

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