ABOUT THE COMPANY:

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

 

JOB SUMMARY

 

 

Background

Founded in 1937, Plan International, Inc. (“PII”) is a development and humanitarian organisation that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters, and partners in both humanitarian and development settings.

Working together with children, girls, young people, supporters, and partners, Plan International strives for a just world, tackling the root causes of the challenge’s girls and vulnerable children face.

Plan International has been building powerful partnerships for children for over 85 years and now active in more than 75 countries, delivering humanitarian assistance and driving changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge.

 

Our global strategy “All girls standing strong creating global change” has a specific focus on girls, as they are often the most marginalised and most often left behind. We have committed ourselves to the ambitious target of reaching 200 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 in both humanitarian and development settings.

Our organisation is transforming itself to meet the 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 200 million girls.

The position contributes to this goal by supporting the finance and accounts function in the East and Central Europe (ECE) Ukraine Crisis Response by ensuring efficiency, effectiveness and value for money transactions.

Since March 2022, Plan has been responding to the Ukraine crisis.

Focusing first on refugees in Moldova, Poland and Romania, we have now opened in Ukraine.

As we foresee a long-term impact of this crisis and a potential added value of Plan’s expertise in the region, we are now setting up formal offices in each of the four countries. To do so we aim at transitioning from the current support provided globally by Plan’s teams to locally-based, permanent staffing.

Plan International is profiling itself as one of the ‘go to’ organizations in promoting and protecting the rights of children, girls and young people in conflict and crisis; in particular through adding value in child protection, education, gender and inclusion, social cohesion, GBV, MHPSS and CVA.

As the crisis permits, Plan International will expand its humanitarian interventions into longer term development goals driving youth-led action and equality for girls.

Plan International Poland currently works exclusively through local civil society partners to support vulnerable children, young people, and their families to cope with the impact of the current humanitarian crisis and to increase their resilience.

Plan International is commited to meeting safeguarding expectations accross all its operations and will expect the country director to ensure all incidents regarding child abuse and secual harassment are reported and effectively managed.

DIMENSIONS OF THE ROLE

The role is part of the country leadership team.

The CFM will have reporting lines within the finance structure as well as to the Head of Mission for Poland.

There will be close communications with the greater operations team within the Ukraine response, as well as programme colleagues and implementing partners. The role complements the Ukraine Hub Finance Manager in all aspects of Country finance corporate systems, financial reporting and internal financial controls for the Poland Country Office.

The role manages in a matrix management relationship and is him/herself managed in this way.

This places a requirement for the development of excellent working relationships and communication that is greater than in more regular management relationships.

The role will manage a team of approximately 4-6 people, subject to change as the organisation develops.

Responsible for overseeing the financial management; ensuring internal financial control, financial reporting and analysis, business planning process and people management. S/he leads the financial services provided within Plan International Poland. S/he is the approver of financial transactions within the limits of the Country’s Delegation of Authority.

Based in Warsaw, this position ensures support to Plan’s program and projects areas throughout the country.

The role requires the ability to analyse data, qualitative indicators and reported issues to determine key risks, adverse trends and the appropriate corrective measures.

S/he facilitates negotiations with different service providers, consultants and partner organizations in the event of arising conflict and solicit resolution through a win-win situation protecting Plan’s interests and image. The job holder needs to set/establish protocols/processes on various financial aspects for smooth implementation of Plan’s program and safeguarding Plan’s interest.

 

Sudden emergency situations are possible in Plan Poland; the post holder must be ready to support the financial management of response programs.

Accountabilities

1.Budget Processes

• Coordinate and approve realistic program and budgets.
• Coordinate with the other country finance manager for regional programs budgeting.
• Support the Hub Finance Manager in the Master budgeting and updates.
• Consider strategic positioning of the Country Office in partnership with the leadership team; project/prepare budgets, phasing and projections accordingly

2.Payment Processes

• Supervise, review and analyse SAP financial transactions
• Approve payments to suppliers.
• Approve partner advances ensuring effective follow-up and liquidation in SAP.
• Facilitate efficient and timely operations and payment processes.
• Build and maintain necessary relationships and structures to allow for transparent and healthy communications between all stakeholders.

3.Reconciliations

• Approve monthly VAT and Witholding tax schedules for payment.

 

• Validate the reconciliation of balance sheet accounts (receipt voucher / invoice received; bank account, etc.) every month and collaborate with the GH accounting teams to resolve outstanding items
• Monitoring of national commitments in SAP ensuring that there are no more pending commitments (more than three months) in the system without adequate explanation.
• Supervise the timely transfer and liquidation of Partner Advances-Including resolving with programs the unjustified long-term advance balances.

 

4.Period-End Processes

• Review transactions postings and prepare correction journals for errors before period closure.
• Supervise the preparation and posting of adjustment journals for accruals, expense prepayments and redistribution of support costs to projects.
• Prepare allocated financial reports on monthly, quarterly and annual, including ad hoc reports.
• Supervise the cost allocation process at the end of each period (or month).
• Validate monthly bank reconciliations and Target Bank Balance Report.
• Analyse and validate any external reporting

5.Intercompany Processes

• Validate inter Company transactions and ensure reconciled with different countries/GH.
• Maintain good relationships and clear communications with the Intercompany team and respective country offices/Global Hub.

6.Payroll Processes

• Approve transfer of salaries to staff bank accounts and/or review payments made via other country offices or Global Hub.
• Ensure monthly payroll reconciliation between SAP and payroll.
• Support remittance of payroll deductions to relevant institutions.
• Ensure regulatory and tax compliance requirements are being met at all times.
• Prepare accurate computations of staff separation benefits and ensure remitted after approvals.

7.

Treasury Management

• Ensure effective cash management with sufficient cash, for the day-to-day operations of the country office.
• Validate cash forecast in consultation with program and administration staff.
• Ensure all banking and cash processes and protocols are in place and being adhered to.

8.

Internal Financial Controls and compliance

• Ensure that the appropriate financial control processes, procedures and systems are in place and followed in the country office.
• Follow up on the implementation of audit report recommendations within the allotted time.
• Perform periodic spot checks of finance team’s work, including SAP set-up, accounting, archiving, etc.

9.Capacity Building and Line Management

• Recruitment, development, and retention of finance staff.
• Review of the financial systems of partner NGOs; provide support where applicable to ensure full compliance with Plan’s standards and protocols.
• Conduct training for Partner NGOs staff to enhance the capacity on financial management
• Follow-up with Partner NGOs for corrective actions as recommended by auditors
• Develop and implement training plans for finance team
• Lead regular meetings of finance team member including those at the Support Unit/Division Office
• Supervise the accounting system (SAP) and provide the necessary support to financial and non-financial staff in their daily tasks
• Supervise the activities of the finance team.Provide support, performance management, coaching and/or feedback to staff in a timely manner.

Key relationships

• Response Hub Finance Manager
• Country Leadership Team
• Program Management team (Project Managers, BDM, Portfolio Managers)
• GH Accounting teams
• Functional Finance Networks
• External Stakeholders eg partners, financial institutions bank, auditors

Technical expertise, skills and knowledge

Essential

• Qualified or part qualified accountant.
• Exceptional stakeholder management skills, including sufficient political credibility to work across all layers in the Global Hub Finance Teams.
• Extensive experience of Finance (accounting; reporting; grants finance; financial planning and analysis) in an INGO at Field and Country Office level.
• Demonstrable understanding of the humanitarian sector and ways of working.
• Knowledge of internal controls in financial management.
• Strong financial systems expertise. Fluency with complex financial systems including multi-currency accounting packages / ERP.
• Experience of developing Standard Operating Procedures and guidance notes
• Communicates clearly, effectively and as appropriate to the audience.
• Able to build networks and relationships under challenging conditions to promote high performance.
• Experience of, and well-developed skills in, staff management, supervision and capacity building.
• Values working in a team and willing to take on more responsibilities and support team members.
• Comfortable in challenging at all levels.
• Resilient under long term pressure; thrives in dynamic fluid environments: adaptable and proactive.
• Solution focused; able to prioritise, deliver on time and cope with ambiguity.
• Sensitivity to a wide range of cultures, context and varying levels of finance capability.
• Strong written and spoken English.

Desirable

• Experience in leading financial teams in Emergency Responses.
• Knowledge of the requirements of the major emergency donors and experience in budgeting and reporting to donors.
• Experience of working in insecure environments
• HEAT training
• Knowledge and experience in using SAP and Microsoft D365.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

 

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

• 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.

Physical Environment

Typical Office environment

Level of contact with children

Occasional interaction with children

Additional Responsibilities:

Child Protection Policy Responsibilities (mandatory for all staff)

• Adhere to the Child Protection Policy, Code of Conduct and reporting any CPP issues.
• Responsible for the implementation of the CPP standards as they apply to area of responsibility plus the development of actions to address identified gaps and monitoring their effectiveness.
• Ensure that all Plan International partners, visitors and associates in his/her area of responsibility are provided with, are made aware off and have signed and returned a copy of the child protection policy.Inform the partners, visitors and associates that they must comply with the policy in all contacts and communications with children during their visit.

Location: Warsaw, Poland

Type of Role: TBD

Reports to: Ukraine Hub Finance Manager and Plan International Poland Head of Mission

Closing Date: 02nd of September 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.

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

 

REQUIRED EDUCATION: Bachelor Degree

 

EXPERIENCE REQUIREMENTS: 60