Project Accountant – COSME Project

WHO WE ARE

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

With approximately 38 years of experience in implementing its programme, Plan International Kenya (PIK) currently operates in 10 geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu and Tana River.

OUR STRATEGY STATEMENT

Plan International Kenya’s (PIK) strategic goal in the next five years is to end teenage pregnancies and end all forms of sexual and gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach directly approximately 2.75 million (children, including girls and young women over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.

ABOUT COSME PROJECT

Plan International’s Conservation and Sustainable Management of Coastal and Marine Ecosystems (COSME) project aims to significantly scale up Plan International Kenya’s current women-led, climate-resilient livelihoods and coastal management project in Kwale and Kilifi counties. It takes an ecosystems-based approach in partnership with Jane Goodall Institute (JGI) Canada, COSME will also capitalize on opportunities for South-South learning by working between Kenya/Tanzania cross-border communities within the same marine coastal and coastal forest eco-regions. The project will be instrumental in driving Nature Based Solutions (NbS) for climate adaptation and biodiversity conservation in the selected eco-regions: i) mangrove restoration and conservation; ii) sustainable seaweed farming; and iii) locally-led forest management and conservation. Small-scale conservation agriculture practices will also be deployed to build the resilience of women in selected communities. The ultimate project outcome is improved climate-resilient, equitable economies within communities relying on coastal and marine ecosystems.

THE ROLE

The Accountant will support implementation of accounting and financial management functions for the COSME project to ensure compliance with Plan policies, procedures and donor requirements.
The position holder will provide supports in the development, implementation and monitoring of the project.

Reports to – Senior Project Manager- COSME

Dotted line to – Country Finance and Grants Manager (CFGM)

Direct reports – No direct reports

LEVEL OF CONTACT WITH CHILDREN

Low contact: Low frequency of interaction

PHYSICAL ENVIRONMENT

• Typical office environment with periodic travel to Kilifi Program Unit

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Financial Accounting and Treasury management (40%)

• Review all transactions to ensure that they are accurate and comply with Plan policies, procedures and Donor requirements.
• Post all approved transactions in corporate ERP system
• Preparation of funds transfer for supplies payments.
• Prepare timely and accurate cash forecasts at the Program Unit level.
• Process project advances and approved liquidations in ERP.
• Prepare and process Mpesa payments to business partners/beneficiaries timely and subsequent posting replenishment and reconciliation of Mpesa transactions in SAP.

Budgeting and Planning (15%)

• Participate in the preparation of Project operations budget, and support project staff to prepare projects annual budget.
• Participate and support during proposal writing for grants projects.
• Participate during project budget modifications.

Financial Reporting and Period-End processes (35%)

• Prepare bank reconciliations and perform petty cash count for the program units on monthly basis.
• Prepare Mpesa reconciliations for the program units on a monthly basis.
• Reconcile balance sheets accounts (advances, accruals, prepayments, deposits) and resolve reconciling items on a monthly basis.
• Participate actively in the month and year end processes and preparation of monthly, quarterly and annual finance schedules and reports for each program unit.
• Prepare and reconcile monthly PAYE, VAT and Withholding tax schedules for payment.
• Process adjustment journals for accruals, corrections, prepayments and redistribute support costs to the COSME projects.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%

• 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.
• Leads the orientation of programme staff to ensure that they are properly inducted on and understands 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 project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Others 5%

• Participate in project management meetings
• Maintain and manage all Project financial documents to safeguard financial records and audit trails.
• Support audits by ensuring sampled documents are availed to auditors.
• Any other duty as assigned by the supervisor

LEADERSHIP COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.

• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives.

• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
• Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
• Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

• Bachelor’s Degree in Finance/Accounting related courses.
• CPA (K) or other professional qualification in accounting
• 4 years relevant accounting experience and preferably in an INGO of which 2 years should be in a similar position.
• Knowledge of finance processes, systems and principles.
• Experience in computerised accounting applications.

Qualifications/ experience desirable:

• Previous experience in SAP or ERP
• Analytical skills
• Facilitation and training skills
• Administration and effective communication skills
• Ability to work and interact with others at all levels

Languages required

• Excellent written and verbal communication skills in English.

TECHNICAL COMPETENCIES

Knowledge:

• Good understanding of finance processes, systems and principles
• Good understanding of donor rules
• knowledge of major donors’ compliance requirements
• Good knowledge on grants management and reporting
• Ability to support program teams during budgeting and reporting

Skills:

• Ability to work and interact with others at all levels
• Skilled in usage of ERP SAP
• Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks
• Strong analytical skills
• Planning and organizational skills
• Ability to communicate clearly and effectively

Behaviors:

• Role model our values and behaviors both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• Apply participatory influencing methodologies both internally and externally
• The ability to build collaborative working relationships
• Ability to influence
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
• Communicates effectively at a high level and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.