Finance Officer – Payables & Partners

Job Title: Finance Officer – Payables and Partners

THE ORGANISATION

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence, and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge, and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind. We have been building powerful partnerships for children for more than 85 years and are now active in over 80 countries.

SHARED SERVICES CENTRE
This is a Centre of Excellence based in the MEESA region established to serve clients to enhance their operation effectiveness i.e. COs, RH and GH. The centre is committed to a reliable, efficient and effective service to clients at a competitive price. Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to quality and excellent turnaround times in all our service delivery.

ABOUT THE ROLE
Finance Officer – Payables & Partners is responsible for supporting the accounts payable and maintaining strong financial relationships with partners and vendors. This role ensures that all payables are processed accurately and timely, in compliance with internal policies and external regulations. The role also plays a key role in supporting the financial aspects of partnerships, including contract management, financial reporting, and audits. The objective is to ensure the efficient handling of payables and to foster positive and effective financial partnerships.

ACCOUNTABILITIES

1. Payment Processing
• Review financial transactions for completeness and submit them for approval.
• Receives & reviews all fully approved bank payment requests for completeness, processes them in SAP, and uploads them on NBOL/bank for approval.
• Review all partner advances requests, process payment, and subsequently process partner advances liquidations in the SAP advances module.
• Prepares bank payments related to JVs
• Processes fund requests for all approved travels and subsequent liquidations as per Plan policies
• Monitors MPESA float and initiates timely replenishment
• Issue remittance advice to payees
• Ensure adherence to the accounts Payables Service Agreement Levels KPIs

2. Reconciliation
• Prepares monthly reconciliations and analyses of payables GL accounts
• Analyse and clear all open items in receivable and tax ledgers.

3. Period-end Processing
• Timely filing of all the relevant documents
• Review transaction postings and prepare correction journals for errors before period closure.
• Prepare adjustment journals for accruals and expense prepayments and redistribute support costs to projects.
• Prepare allocated financial reports on monthly, quarterly, and annual, including ad-hoc reports
• Support audits in providing support and explanations for sampled transactions.
• Posting of apportioned costs and allocated SSC costs to the respective entities • Posting of grant Journals and recharging of GH expenses monthly
• Coordinates all Audit requirements and reports.
• Ensure that all financial documents are correctly filed for easy retrieval

4. Intercompany Payments
• Analyse recharges, allocate the charge codes, and initiate queries for unsupported recharges.
• Process inter-company transactions and ensure reconciliation with different countries/IH.
• Initiate queries for unsupported recharges, follow up on outstanding items, and prepare monthly status reports.

5. Grants and Partner management
• Review partner liquidations/expenses and prepare project reports on monthly, quarterly, and annually, including ad-hoc reports
• Prepare fully costed budgets for grants and modifications to budgets
• Prepare project outlines for grants in SAP
• Support in partner visits and expenditure verification exercise and report on findings.
• Upload and create budgets for Partners on SAP
• Support program Audits for the partners

6. Safeguarding
• Ensure that Plan International’s global policy for Safeguarding and PII policy for Preventing Sexual Harassment Exploitation and Abuse; 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 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.

TECHNICAL EXPERTISE AND KNOWLEDGE
Essential Qualifications/Experience:
• Bachelor’s Degree in Finance/Accounting related courses.
• CPA (K) or other professional qualification in accounting.
• Four years of relevant accounting experience, preferably in an INGO
• Thorough knowledge of finance processes, systems, and principles.
• Well-versed in computerized accounting applications.
• Previous experience in usage of SAP or any major ERP system

Click on the following link to access the full Job Description:

JD Finance Officer – Accounts Payables & Partners.pdf

Location: Nairobi
Reports to: Finance Manager, Shared Services Centre
Closing Date: 13th November 2024

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.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.