Finance and Administration Manager

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.

The Role

The Country Finance and Admin Manager will provide overall leadership and strategic oversight of the accounting and financial management services function in Plan International Somalia in compliance with the Plan’s global policies and accepted accounting practices and develop and maintain an appropriate financial reporting system. The position will also participate and take responsibility for the management of country business risks.

Supporting the Country Director (CD), the Country Finance Manager (CFM) has a vital responsibility to undertake internal and external representation on all operations with critical stakeholders, including Regional Hub (RH), Global Hub (GH), and the National Offices (NOs). The CFM will be a member of the Country Leadership Team (CLT) and provide high-level strategic leadership to the Country Office (CO), working collaboratively with other CLT members.

The role will be responsible for supporting effective and efficient programme support services, including; effective liaison with Nairobi Hub Shared Services Centre for delivered Logistics and Procurement systems and procedures, Budgeting and Costing different supplies. Oversee, Managing Fleet, and Ensuring compliance to Procurement systems and procedures in the organization. In addition, the post holder is responsible for implementing innovative and effective use of resources in the Plan’s work at the CO & PAs to make program delivery effective.

Dimensions of the Role

• A member of the Country Leadership Team (CLT) and is expected to contribute to Plan International Somalia’s strategic direction in the country.
• The role directly line manages the finance staff and logistics and administration officer and liaises with Nairobi hub Shared Service Centre for effective service delivery.
• Upon delegation of the Country Director, the Finance and Administrations Manager may approve financial obligations, disbursements, and transfers to third parties up to a specified amount.
• Strong collaboration with regional and GH Technical teams on Supply Chain and Admin

External: The job holder has a close working relationship externally with the following departments and/or functions:

• Vendors: Fostering strong and strategic relationships in their engagement with PIR
• Like minded NGOs and UN Agencies in building networks, addressing common issues, as well as experience sharing
• Other Private and Government Offices in addressing issues related to Supply Chain, Administration, and ICT

Accountabilities

Strategic Oversight and Compliance

• Provide strategic leadership, organization, and coordination of the country’s finance and administration team in ensuring the provision of required financial and Administration services in line with the required standards of the Plan global strategy.
• Responsible for ensuring adherence to finance policies and procedures that are consistent with Plan global policies and compliant with local statutory and legislative requirements.
• Advances the departmental interests to ensure adequate resourcing and professionalization of the workforce as well as allocating resources for the completion of staff outputs and their timely delivery.
• Oversee and support the maintenance of the financial systems and supply chain (SAP/Business Planning and consolidation/ ERP).
• Provide productive input in the development and/or review of Supply Chain Strategy at GH or regional level as may be required
• Ensure departmental risks are identified, mitigated, and managed adequately including fraud and corruption
• Lead the preparation of project-specific supply plans and annual logistic plans of the Country Office in conjunction with all stakeholders (department heads, CMT) and reports about progress.

Business planning and management

• Communicate instructions and milestones for business planning, including long-term planning, budgeting, quarterly forecasting, and cash flow forecasting
• Facilitate and coordinate business planning processes in the country.
• Co-ordinate the budgeting processes in the country, manage the consolidation, and support the Country Director to communicate the budgets to the Regional and Global Hubs.
• Consolidate and review planning inputs
• Support the Country Director (CD) to communicate business plans to the Regional Hub
• Support the CD to disseminate approved annual business plans.
• Provide technical support during the proposal writing process (budgeting).
• Manage the Country office Operations budget for effective and efficient use of allocated funds.
• Ensure there are adequate control mechanisms for Supply Chain and Admin operations including periodical compliance checks to

(a) Identify weaknesses in the CO Supply Chain and Admin Department

(b) Monitoring compliance with the Operations Manual and other policies, procedures, and donor regulations

(c) Making recommendations for improvements

(d) Institutionalization of recommended improvements

Grants financial reporting and overall Grants Accounting

• Establishing complete grant budgets which include cost recovery of staff costs and support services
• Accurate maintenance of grants expenditure records including supporting documentation which is approved by the appropriate authority
• Review of financial reporting prepared for submission to donors to ensure it is accurate and on time
• Maintaining close monitoring of advances to partners, expenditure reporting by partners, and complete supporting documentation

Financial Accounting and Treasury management

• Review all transactions processed in SAP and ensure accuracy and compliance with Plan procedures and donor requirements.
• Oversee the short-term and long-term cash forecasts in the country and communicate the same to the Country Leadership Team.
• Authorize financial commitments and payments that comply with Plan policies and procedures.
• Ensure compliance with local regulatory and tax legislation
• Oversee the management of payroll and review and approval of staff separation benefits and ensure that Statutory Deductions are in line with laws and regulations.
• Monitor community/partner advances and balance sheet items.
• Liaise with the bank in updating accounts signatories, negotiating exchange rates, and resolving any issues concerning bank accounts.

Financial reporting and analysis

• Provide leadership during the preparation and submission of country financial reports
• Monitor the overall country budget implementation and communicate variances to the Country Leadership Team.
• Oversee the implementation of the operations budgets in the country.
• Provide leadership and coordinate the quarterly and year-end processes and the preparation of schedules.
• Provide timely and reliable financial information for decision-making and reporting.

Risk Management

• Provide advice to management to ensure compliance with legal requirements in-country and liaise with legal counsel as required.
• Manage the financial risks in the country by ensuring appropriate financial internal controls processes, procedures, and systems are in place, adhered to, and comply with global policies.
• Support audits by ensuring required documentation and information are provided on time to auditors and follow up on the implementation of audit recommendations.

Administrations Management

• Monitor the departmental budgets spent and support program managers in avoiding under or overspending due to procurement and other logistics activities.
• Guide and endorse the organization’s Fixed Assets and Stock replacement/ disposal yearly plan.
• Produce monthly updates to management on major issues in the department as and when required
• Support the quarterly report on Supply Chain and administration for submission to the CD and Regional office on time.
• Ensure quarterly reports on logs and admin including environment reports are done to the regional office and GH and share learning.
• Lead and ensure Plan Somalia is effectively supported administratively with general office needs and assets.
• Monitor departmental performance and take actions when needed so that objectives are met (either continuously or on time when relevant)

Staff Management and Representation

• Manage the performance of the Finance and Administration staff.
• Development, coaching, and training of direct reports for high performance.
• With support from the P&C Manager, recruit appropriately for the team as needed.
• Capacity building and training staff on financial management, Plan policies, and donor requirements.
• Lead regular meetings of finance and administration team members.
• Ensuring performance management of all finance and administration staff occurs in line with the global standard

Other Responsibilities

• Participate and represent the department in internal and external meetings
• Perform other duties to be assigned to support the attainment of organizational goals.
• Provide leadership during the preparation of Plan International audited financial statements and ensure timely filing of the audited accounts with the relevant statutory bodies.
• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded by 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 by the appropriate procedures.

Dealing with Problems

• This places a requirement for the development of excellent working relationships and communication that is greater than in more regular management relationships
• The role requires the ability to analyze data, qualitative indicators, and reported issues to determine key risks, adverse trends, and the appropriate corrective measures
• An ability to arbitrate between parties and to find solutions to difficult financial issues in an evolving development/emergency context is necessary
• Sudden emergencies are not unusual in Somalia the post holder must be ready to support the financial management of response programs

Others

• Liaison with Stakeholders: liaise and communicate with government bodies, donors, other Plan offices, local and international agencies, and other key stakeholders as required and directed by the Country Director.
• A key member of the CO emergency preparedness mechanism and ensures effective activation of Logistics in Emergencies and Procurement in Emergencies as required.

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 by the appropriate procedures.
• Ensures that the influencing and communications staff are properly inducted and understand their role in upholding Plan International’s safeguarding and GEI policies;
• 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 Somalia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Leadership Competencies

• Maximises our progress by aligning work priorities and resource deployment in our area with Plan International’s wider goals and longer-term direction.
• Leads through influence rather than position, and role model our values, accelerating gender equality inside and outside Plan International and addressing resistance. Self-aware and keen to learn, seeking feedback, and creating a safe environment for others to challenge themselves or raise concerns.
• Achieves desired outcomes and finds innovative solutions by using the expertise and creativity of others and adopting a coaching approach with the people they manage or advise.
• Willing and able to make complex decisions, weighing up the available information and assessing opportunities and risks.
• Delegates tasks and decisions, trusting and stretching others but ensuring they have the resources and support they need.
• Creates space for reflection and uses external evidence and internal evaluation to identify what and how we need to improve and then support others through change.
• Build positive relationships outside their work area, being willing to compromise our preferences to achieve our broader purpose and longer-term impact.

Technical Expertise, Skills, And Knowledge

Education and Professional Qualifications:

• Degree in Finance/Accounting related courses
• CPA, ACCA, CFA, or other professional qualification in accounting

Essential

• Minimum (7) years of progressive experience in finance with at least 3 years in leadership.
• Proven experience in the implementation and use of any major ERP system.
• Proven experience in Financial Analysis.
• Ability to demonstrate and foster in team members a strong commitment to meeting the needs of other employees and managers for financial services
• Excellent proven financial analytical skills
• Proven effective management skills leading teams across several sites and operating in a multi-cultural and matrix management structure
• Knowledge of the sector and the financial management issues specific to it is an advantage
• Knowledge of International Financial Reporting Standards, Control standards, and the reporting requirements of major international grant donors
• Strong negotiation, influencing, and networking skills.
• Presentation and problem-solving skills in a complex work environment.
• Attention to detail and analytical skills.
• Excellent planning, management, and coordination skills, with the ability to organize a workload comprised of varying and changing tasks and responsibilities.
• Strong communication in English (written and spoken), and interpersonal skills.

Desirable

• SAP/D365 ERP System
• Advanced level of Excel
• Experience in Grants management and knowledge of major donors (USAID, FCDO, GFFO, EU, ECHO, etc.) compliance requirements