Senior Grant Accountant

Role Purpose

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 its 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 80 years, and are now active in more than 70 countries.

Yayasan Plan International Indonesia is presently implementing its Country Strategy 4 (CS 4) covering fiscal year 2017 to 2022, where the country objective has been defined as “to identify and facilitate the removal of obstacles that prevent children from enjoying their rights and participating fully in Indonesian society”. This goal will be achieved by providing technical support and implementing quality programs and projects through partnership. An effective and efficient communications strategy is a must for Plan Indonesia to share the outcomes of these projects to influence different actors, specially state authorities and to position Plan’s profile within and outside at different levels – starting from community, sub district, district to national, regional and international levels.

Dimensions of the Role

Senior Grants Accountant will be responsible for coordinates grants management, financial reporting and contract matters to ensure timely and effective implementation of institutional donor funded project activities. S/he will be working closely with Program teams, Program Units, Grants and Finance team. As a senior team member, the position may also include supervisory responsibility on other team members.

Accountabilities

General Management

Perform grant-related post-award functions, including budget and expense analysis, periodic invoicing, financial reporting, labour distribution changes, reconciliations, re-budgeting, and grant closeout functions.
Provide best practice models and tools to ensure exhaustive project costing and full cost recovery

Budget Management and Monitoring

Assist in the preparation of the annual grant budgets, monitor the impact of operation plans upon existing grant, analyse and advise CFM concerning appropriate actions to be taken;
Reviews grant Project Outlines and PO modifications before CFM’s validation and CFM approval in order to ensure accuracy of expenses codes and budget availability as per the Project Implementation plan approved with donor/NO.
Review mapping and Grant PO account lines are attached to FAD monthly before closing the SAP.
Ensure budgets for grants are uploaded in SAP.
Reviewing cost recovery budgets in all Project Outlines (POs) and ensure that both direct shared and overhead costs relating to Grants are timely recovered or charged.
Share with the CFM cost recovery tracker on monthly basis (salary distribution, shared direct and apportioned cost).

Financial reporting and analysis:

Monitor actual grant expenditures against approved line items on monthly basis; alert management to any irregularities and make recommendations concerning the re-negotiation or approved grant line items with donor/NO where appropriate.
Tracks monthly grants expenditure and issues/problems regularly and reports to CFM as appropriate and on time.
Reconciles GH grant spent reports with country reports and issues arising from this are reported/dealt with appropriately.
Prepare monthly adjustments of the grant indicative funding and submit to CFM.
Analysis and reconciles grant expenditures vs. budget accurately. Generate monthly, quarterly, yearly and ad-hoc grants financial reports as required in donor, function and local currency.
Ensures that cost recovery from grant project is charged optimally on monthly basis.
Review monthly Grant financial reports as submitted by Finance Coordinator for CFM final review as well as reports for donors in compliance with the FAD requirements/ donor requirements using relevant reporting tools.
In charge of timely preparation of quality Donor reports and submitted for review and sign off on monthly basis. Provide Timely feedback to National Offices/Donors on all Financial Report queries
Ensure that the Grant Coordination Team is kept informed about the status of all grant lines by preparing a monthly report on the status of the grant.
Maintain accurate timesheet for all grants programs as per the donor requirements
Ensure that all assigned grants and sponsorship-funded projects are charged with correct fair share and apportioned costs.

Systems management and reporting

Supervise Grants Finance Accountant performing grant budget upload in SAP. Ensure Timely upload original budgets and subsequent changes for all projects.
Review accuracy of SAP and ensures consistency with donor reports and SAP.
Reviews Grant budget entries in SAP and keeps records of budget modifications on file.
Maintain sound cash controls on all donor specific bank accounts and ensuring they are reconciled on a monthly basis.

Treasury

Track project income both GH and Local Received Income (LRI).
Update grants income tracker on monthly basis and share with PDU, project manager, finance etc.
Reconcile income received with the grants module.
Develop, process in SAP (both finance & grants) and submit the credit notes to NO
Ensure record keeping of income is update and liaise with Program Development team.

Staff orientation on donor Compliance requirements

Participate in project inception meetings.
Attend quarterly review meetings.
Give refresher training to staffs and partner on Donor’s compliance requirement.

Other Tasks:

Ensure accurate monthly payroll preparation and subsequent transfers of salaries staff bank accounts.
Review monthly payroll reconciliation between the Finance System and payroll performed by Grants Finance Accountant.
Ensure that all the payroll deductions are remitted to relevant institutions and related returns are prepared within the stipulated timelines.
Prepare Grants salaries info that is relevant to Grants projects and ensure cost recoveries are done.
Perform other related duties as requested by Supervisor.

Key relationships

Internal

CFM: Direct Supervisor
Partnership/Project Finance Specialist: Coordination and collaboration on project implementation relating with partner’s assessment, financial report, monitoring visit and capacity building.
Grants & Contract Manager: Coordination and collaboration on grant post-award administration, donor compliance and communication with Donor/NO.
Program/Project Manager: Coordination, and collaboration on project implementation, project budgeting, KPI standard, reporting, donor’s compliance and audit.
L&P staffs: coordination and collaboration on project implementation relating with procurement and logistics sector.
HR Manager: coordination and recording on timesheet for grant projects

External

National Offices (Nos): Coordination on project implementation, monitoring and evaluation, reporting, compliance and audit Donors:
Coordination on project implementation, monitoring and evaluation, donor requirement and audit. Partners:
Coordination on sub-grant project implementation, reporting and compliance.

Technical expertise, skills and knowledge

Essential

Bachelor Degree in Accounting, Business Administration, Commerce or Finance,
At least 6-8 years relevant post qualification preferably in international organizations, INGOs and/or bilateral organisations.
At least 3 years’ experience at Management level.
Good English speaking and written skills.
Computer software skills, including advanced Excel and other accounting packages.
Experience managing Donor funds, i.e. EU, USAID, AUSAID, SIDA, Irish Aid, and UN Agencies would be preferable.
Experience in capacity development assistance to non-finance staff or sub grantees.
SAP or ERP Microsoft 365 experience would be preferable.

Desirable

Good training and coaching abilities
Analytical thinking
Communication skills, appropriate to the audience
Problem solving
Ability to work in a multidisciplinary and multicultural environment
Strong team-building and motivational skills

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace.

We support children, girls and young people to increase their confidence and to change their own lives.

We empower our staff to give their best and develop their potential.

Physical Environment

Based at Country Office with at least 30% travel to projects areas, government offices and partner organization both in office, on the field and during humanitarian settings.

Level of contact with children

Low contact: Rare interaction with children

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