Sub-grants Finance Coordinator (Jordan nationals only)

The Organisation

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice. Plan actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. Plan support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. Plan place a specific focus on girls and women, who are most often left behind. Plan have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Plan International Jordan is established in 2016 and has programmes in Azraq refugee camp and host communities.

ROLE PURPOSE

This position will be based in Amman and will support in managing the financial aspects of the projects sub-grants at Plan Jordan. This requires a motivated, flexible, problem-solving team-player with excellent analytical, communication skills and the ability to priorities activities and work to tight deadlines.

The Sub-grants Finance Coordinator will support the Finance & Grants Manager in monitoring and managing the grants and will work closely with the project managers and the relevant partners. He/ she will make sure that the sub grants management issues are immediately attended and that the sub grants are prepared and managed in accordance to Plan International and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance to donor regulations and PIJO requirements and sub grants reports are reviewed and submitted on time. He/she will conduct site visits and have regular meetings with the partners.

Accountabilities

The Sub-grants Finance Coordinator will be responsible for the following tasks:

• Ensure effective budget management with regards to sub-grants budgets and forecasts.
• Ensure timely submission of the budget forecast coordinating with the Budget & Reporting department.
• Review the full documentation associated with financial reports for partners and ensure the timely submission of the hard copies of these documents to the accounting department for data entry purposes.
• Review cash flow requirements relating to sub-grants payments, and coordinate with the Finance department to ensure effective cash flow monitoring, efficient transfer of funds to sub-grants, and smooth implementation of Plan International programs.
• Ensure that the appropriate funding mechanism is identified for each sub-grant, and that appropriate special conditions are incorporated in each award. Review sub-grants agreements and related documentation for quality prior to signatures.
• Ensure appropriate proactive and reactive communications and engagement with Plan International partners through regularly scheduled partnership management meetings and regular site visits.
• Ensure the timely review of partners’ reports in accordance with the terms of their partnership agreements, coordinating with the Country Finance Manager and program teams.
• Coordinate effective partnership close out processes, incorporating reflection, lessons learned and future planning.
• Support the development of strong Sub-grants tools and mechanisms, monitoring tools and efficient review and modification systems for the Sub-grants cycle.
• In close cooperation with the Project Managers ensure detailed implementation plans are developed and implemented in line with project activities and quality standards Related to the Sub-grants.
• Collaborate closely with partners to ensure completeness, correctness and accuracy of financial reports.
• assist in building and tracking of all partner budgets and financial reporting results, and advise the Program department of any potential issues with spending and financial issues.
• Support in the process of budgeting, realignment and modification of existing sub-grants, as needed, by providing historical financial data.
• Facilitate regular coordination meetings with staff, national and local partners in order to ensure effective implementation of project activities as per the set timelines.
• Conduct regular field visits to project sites and partners.
• Follow up and monitor grants delivery to grantees, with close coordination with the Finance Manager.
• Support in producing project progress reports aligned with donor requirements, monitor activity progress in the field and provide accurate and timely status reports and support development of donor reports.
• Maintain grant file documentation.
• Conduct sub grants pre-award assessments
• Support drafting sub grantees agreements, review and follow up sub grants agreements.
• Assist in preparation of documentation for audits ensuring that all requirements have been met.
• Ensure accurate sub-grant kick off & close-out procedures.
• Ensure all sub-grantee expenditures are eligible
• Assess capacity building needs and provide training and technical assistance to sub-grantees

Communications and Working Relationships:

• Works with the Finance Manager, Program staff, external partners

Child protection, gender equality and inclusion

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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

Key relationships

• Internal: Jordan Plan Staff including Project Managers.
• External: Local implementing Partners

Technical expertise, skills and knowledge

• Minimum 5 years of progressively responsible professional experience in grants & partnership management preferably within the humanitarian sector.
• University degree in the Finance, Accounting, Economics, or another related field.
• Strong experience in managements, monitoring and implementing small grants.
• Experience in managing large scale budget.
• Experience in working with partners, and with donors.
• Ability to deliver well-constructed high-quality reports and meet tight deadlines.
• Ability to communicate and maintain appropriate and productive relations with a range of actors, including local partners
• Flexible work attitude and ability to work independently within a small team.
• Strong work ethics with moral of respect, integrity, cooperation, responsibility, productivity and professionalism.
• Excellent command of English (writing and speaking). Excellent command of Arabic (Mother tongue level is preferred).

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

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

We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Level of contact with children

Low contact: No contact or very low frequency of interaction

Mid contact: Occasional interaction with children

High level: Frequent interaction with children

ROLE PROFILE

Type of Role: Fixe-Term Job

Contract Duration: 6 months (renewable based on performance)

Reports to: Country Finance Manager

Location: Plan Jordan Amman Office

Grade: C2

Closing Date: 15 August 2022