Grants Compliance Specialist – Global Fund TB/HIV/RSSH Grants

Working in 52 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.

Plan International has been implementing grants from the Global Fund to Fight AIDS, Tuberculosis and Malaria, since Round 4 in various roles of Principal Recipient (PR), Sub- Recipient (SR) and Sub Sub-Recipient (SSR). Covering countries like, Benin, Burkina Faso, Liberia, Cameroun, Guinea, Liberia, Mali, Niger, Senegal, El Salvador, Thailand, Togo and Zimbabwe.

Plan International has been awarded GC7 TB/HIV/RSSH grant from the Global Fund to Fight AIDS, Tuberculosis and Malaria. Plan International Liberia been selected to as PR to implement the grant with multiple partners including MOH as SR/SSR/SP (Service Provider).

This post is needed to ensure quality and compliance with programmatic and financial indicators of Sub Recipients, through on-going support to field work in research, planning, monitoring and evaluation.

ROLE PURPOSE

Plan International Liberia has been awarded a grant from the Global Fund to Fight AIDS, Tuberculosis and Malaria in Liberia. Plan International has been selected as Principal Recipient to implement the Grant Cycle 7 (GC-7) grants for TB / HIV and Covid 19 Response Mechanism.

To support this grant, Plan International Liberia is seeking a highly qualified Grant Compliance Specialist to join our team for an initial one-year term, with the potential for extension up to three years. In this role, you will play a pivotal role in supporting financial activities related to the TB/HIV/RSSH and Covid 19 grants.

Your responsibilities will focus on supporting financial reporting and compliance ensuring that Plan International and the other implementing partners adhere to the terms and conditions of the grant award, with emphasis on Global Fund’s additional safeguard policy (ASP).

This role is responsible for reviewing and facilitating the approval of financial plans, monitoring grant expenses against planned activities, supporting audits and evaluations as well as helping to coordinate the reporting on grant performance and outcomes.

Under the direction of the Senior Grant Accountant, the Grant Compliance Specialist will implement and enforce the safeguards prescribed by the donor.

Dimensions of the Role

•  Support financial reporting and compliance
• Ensure strict adherence to the Global Fund’s (GF) additional safeguards in the implementation of TB/HIV/SSR and covid 19 grant activities.
• Support and enforce the zero cash policy for relevant project activities, promoting efficient and transparent financial management.
• Monitor grant implementation to ensure compliance with established regulations, policies, and procedures, particularly those related to health and non-health commodity procurement.
•  Provide guidance to the SRs, SSRs and SP offering expertise on grant compliance matters and serving as a focal point for compliance-related inquiries.
•  Work closely with the finance team to verify financial reports, ensuring accuracy and alignment with grant guidelines.

Accountabilities

1. Business Planning processes.

•  Integrate the Global Fund’s additional safeguard policy into the overall grant business planning process, ensuring that financial plans align with the policy’s requirements.
• Collaborate with relevant stakeholders to embed compliance considerations into the broader business planning framework.
• Participate in Grant Budget preparation or reprogrammimg for GC7 grant, Covid19 RM and Plan Canada Pledge grants.
• Review Grant Budget reprogramming.
• Help coordinate the HIV/TB/RSSH and Covid 19 Finance monthly meetings

2. Treasury management

• Review all SR Bank reconciliation and ensure all outstanding issues are addressed in the following month.
• Ensure that all SR cash refund is deposited in the bank on time.
• File all SR approved Bank reconciliations and keep scanned copies.
• Record all grant income received in SAP and share the credit note to CNO/GH/CFM.
• Record all other incomes to Level 4 and linked to the concern Grant accordingly.
• Support the grant in achieving meticulous adherence to the Global Fund’s additional safeguard policy throughout the grant implementation, with a specific focus on financial aspects.
•  Review financial transactions to verify that they align with the grant guidelines, especially those related to health product procurement.
• Work closely with program managers to monitor budgets dedicated to health product procurement, ensuring compliance with approved allocations and grant policies.
• Prepare and manage financial reports specific to health product expenditures, ensuring transparency and traceability.

3. Accounting process

• Review all SR liquidations to ensure all necessary support documents are attached to the payment in compliance to grant requirements/processes.
• Generate all ICR cost for both grants and calculate amounts to be recorded based on the CNO recharged received.
• Train or mentor SR Finance team on accounting and reporting standards based on grant requirements.
• Liaise with procurement teams, program managers, and relevant stakeholders to foster effective communication and coordination in health product procurement activities.
•  Serve as a point of contact for financial inquiries related to health product expenditures, offering expertise on compliance matters.

4. Financial reporting and compliance

• Generate SAP Partner Advance report at the end of every quarter.
• Prepare SRs/ SSRs PUDR by the 25th of the following month after semester end
• Review Quarterly cash forecast by the 15th of the following month after quarter end
• Review cashbook Vs WBS reconciliations by the 15th of the following month.
• Review Grant Financial reports (donor and CNO) by the 13th of the month the following month.
• Ensure compliance with the zero cash policy for relevant transactions, promoting efficient and accountable financial management.
•  Contribute to the preparation of financial reports specifically addressing health product procurement, providing accurate and timely information for reporting requirements.
• Ensures the accurate and timely submission of the PUDR by systematically gathering, organizing, and validating financial data.
•  Aligns financial reporting with the PUDR schedule, meeting semester-based deadlines effectively.
• Collaborates with relevant teams to compile comprehensive data, supporting a thorough analysis of grant expenditures and compliance.
• Validates that the PUDR aligns with the Global Fund’s additional safeguard policy, ensuring that financial reporting reflects adherence to the required standards and guidelines.
•   Actively participate in addressing any discrepancies or compliance issues identified during the preparation of the PUDR.
• Collaborate with Plan Canada to understand and fulfil the financial reporting requirements for rolling plan forecasting.
•  Provide accurate financial projections related to health product procurement, contributing to Plan Canada’s planning and decision-making processes.

5. Financial risks management, internal financial controls and auditing of Global Fund project:

• Attend to all LFA reviews and provide the financial reports, transaction listing, Income document and other documents as requested.
• Attend to all Internal/External Audits reviews and provide Financial reports, Transaction listing, Income document and other documents as requested.
• Follow up on issues highlighted by LFA on the financials and recommend appropriate actions to address them.
• Support the finance and programs teams with internal and external auditors to facilitate audits related to health product procurement, providing necessary documentation and explanations.
• Address any audit findings promptly, implementing corrective actions to enhance compliance.
• Identify and assess financial risks associated with implementing measures to mitigate these risks and ensure compliance with grant guidelines.
• Works to mitigate identified risks through proactive measures, contributing to a more resilient and well-planned grant implementation.

6. Human resource process

• Provide training and support to staff and partners involved in health product procurement, ensuring they understand and adhere to the Global Fund’s additional safeguard policy.
• Orientate New Finance staff as the need may be.
• Ensure to submit a monthly time sheet to HR department (via HRIS or hard copy)
• Ensure to complete your interim and Annual Appraisal within the HR timetable.
• Ensure that Plan’s Child Protection Policy and related procedures are adhered to in all aspects of work.
• Enhance the capacity of the team to align financial plans with the grant’s strategic objectives and comply with relevant policies.

Others

• Keep the Project Finance Manager informed of any initiative or difficulties relating to the job’s responsibilities.
• Any other duties that may be assigned from time to time
• 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 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, skills and knowledge

Essential

• At least 4 years’ experience in working in finance, audit or a relevant function
• Independence and objectivity, you should be able to work with minimum supervision
• Ability to remain calm and positive under pressure and in difficult situations
• Ability to negotiate, persuade and influence
• Ability to train and mentor staff, partners and communities
• Ability to study and quickly understand new operating environment and organizational systems
• Strong negotiation, facilitating and influencing skills
• Computer literacy
• Good knowledge of accounting software as well as Excel, Access, Word and PowerPoint.
• Fluency in written and oral English
• Demonstrate ability to give and receive feedback and criticism in a constructive and open way
• A good team member.
• Good listening and good communication
• Troubleshooting and Good ability to plan.

Qualification and Experience

• Bachelor’s degree in accounting or equivalent is required.
• In depth knowledge of financial systems, financial management, audit and reporting
• Minimum 4 years’ relevant experience in a similar position in a comparable organization.
• Good knowledge of Global Fund financial reporting requirements, policies and procedures will an added advantage. 
• Good knowledge of local accounting practices, standards, procedures and regulations

Knowledge:

• Promotes high performance by all staff
• Promotes innovation learning and transparency
• Communicates clearly and effectively
• Gains, develops and retains credibility

Skills:

• Meticulous and detailed oriented
• Good analytical and synthesis skills
• Good interpersonal skills (open minded, diplomatic…)
• Good listener with strong advisory skills
• Excellent writing and speaking skills
• Good communication skills (written and oral)
• Good negotiating skills

Attitudes

• Influencing staff to improve performance
• Promoting high performance
• Open to feedback and willing to try new approaches and processes
• Team spirit.
• Promotes innovation and learning
• Communicates effectively and enthusiastically
• Behaves consistently in their approach to work and decision making

Desirable

• First-hand experience and knowledge of working in development sector
• Familiarity with project management and development sector donor requirements
• Knowledge of [country} legal and regulatory environment
• Understanding of Risk Management concepts
• Facilitation and coaching skills.

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.

Location:                Country Office, Monrovia

Department:           Finance Department

Reports to:             Senior Grants Accountant

Closing Date:         12th December 2023

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. A range of pre-employment checks will be undertaken in conformity with Plan International’s Global Safeguarding policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

 Please note that Plan International will never send unsolicited emails requesting payment from candidates