Country Lead Accountant, Poland – Ukraine Refugee Crisis Response

The conflict in Ukraine is resulting in a major humanitarian crisis with over 3 million people having fled to neighboring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.

The Role

This role complements the Ukraine Hub Finance Manager in Country finance corporate systems, financial reporting and internal financial controls.

Responsibilities

Budget Processes

• Support in preparation of realistic program and budgets.
• Support the Hub Finance Manager in the Master budgeting and updates

Payment Processes

• Review and post in SAP financial transactions
• Support and facilitate prepare payments to suppliers.
• Post journals and invoices in SAP for processing
• Process partner advances ensuring effective followed-up and liquidated in SAP

Reconciliations

• Prepare, reconcile monthly VAT and Witholding tax schedules for payment.
• Reconciliation of balance sheet accounts (receipt voucher / invoice received; bank account, etc.) every month and collaborate with the GH accounting teams to resolve outstanding items
• Monitoring of national commitments in SAP ensuring that there are no more pending commitments (more than three months) in the system without adequate explanation.
• Support transfer and liquidation of Partner Advances-Including resolving with programs the unjustified long-term advance balances.

Period-End Processes

• Review transactions postings and prepare correction journals for errors before period closure.
• Prepare adjustment journals for accruals, expense prepayments and redistribute support costs to projects.
• Prepare allocated financial reports on monthly, quarterly and annual, including adhoc reports.
• Perform the cost allocation process at the end of each period (or month).
• Ensure monthly bank reconciliations and Target Bank Balance Report are prepared

Intercompany Processes

• Process inter Company transactions and ensure reconciled with different countries/GH.

Payroll Processes

• Support payroll transfer of salaries to staff bank accounts.
• Ensure monthly payroll reconciliation between SAP and payroll.
• Support remittance of payroll deductions to relevant institutions.
• Prepare accurate computations of staff separation benefits and ensure remitted after approvals.

Treasury Management

• Ensure effective cash management with sufficient cash, for the day-to-day operations of the country office.
• Prepare cash forecast in consultation with program and administration staff.

Internal Financial Controls and compliance

• Ensure that the appropriate financial control processes, procedures and systems are in place and followed in the country office.
• Follow up on the implementation of audit report recommendations within the allotted time

Capacity Building and Line Management

• Supervise the accounting system (SAP) and provide the necessary support to financial and non-financial staff in their daily tasks
• Supervise the activities of the admin and finance assistant.

The Requirements

• Qualified or part qualified accountant.
• Exceptional stakeholder management skills, including sufficient political credibility to work across all layers in the Global Hub Finance Teams.
• Extensive experience of Finance (accounting; reporting; grants finance; financial planning and analysis) in an INGO at Field and Country Office level.
• Demonstrable understanding of the humanitarian sector and ways of working.
• Knowledge of internal controls in financial management.
• Strong financial systems expertise. Fluency with complex financial systems including multi-currency accounting packages / ERP.
• Experience of developing Standard Operating Procedures and guidance notes
• Communicates clearly, effectively and as appropriate to the audience.
• Able to build networks and relationships under challenging conditions to promote high performance.
• Experience of, and well-developed skills in, staff management, supervision and capacity building.
• Values working in a team and willing to take on more responsibilities and support team members.
• Comfortable in challenging at all levels.
• Resilient under long term pressure; thrives in dynamic fluid environments: adaptable and proactive.
• Solution focused; able to prioritise, deliver on time and cope with ambiguity.
• Sensitivity to a wide range of cultures, context and varying levels of finance capability.
• Strong written and spoken English.
• Ability to work in Polish