ROLE PROFILE Title
Finance Coordinator
Functional Area Reports to
Programme Unit Directly to Provincial Manager- North (Functional) and Head of Finance (Technical) Based in North Central Program Unit Travel 25% (Anuradhapura) and covering North requirement Programme Unit (Mullaitivu); This position will be gradually shifted to North Programme Unit in Mullaitivu May 2019
Location
Effective Date
ROLE PURPOSE The Finance Coordinator is overall responsible for the finance and administrative operations of the Programme Units (PUs). She/he ensures the smooth functioning of all areas of finance, accounts, operations and administration related activities at the PUs in accordance with Plan’s corporate policies and procedures, guidelines, rules, regulations and generally Accepted Accounting Principles.
DIMENSIONS OF THE ROLE
Under direct supervision of and Provincial Manager - North (Functionally) and Head of Finance (Technically), the Finance Coordinator is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the operations and programme. He/she analyses and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Coordinator promotes a collaborative, clientoriented approach consistent with Global and local policies, rules and regulations. Also handles all operation and administrative functions at the PUs.
ACCOUNTABILITIES
Key Responsibilities: Key Results Areas (KRA) of the position 1. Ensure smooth functioning of Financial Management by complying with the processes and systems of the Plan. Indicators for Success All financial transactions are processed in line with Plan policies and procedures. Preparation and consolidation of fund requests of PU and prepare the cash flow reporting and requirements according to the PU Budget. All requests for payments and support documents are reviewed in accordance with the financial policies and procedures. Facilitate timely disbursement of all periodic payments to partner organizations, consultants, suppliers and communities. Thoroughly scrutinise all the payment vouchers are fill with adequate information and required supportive documents are attached to make the payment process smooth and effective Maintain prescribed bank balance, and prepare bank reconciliation. Collect and review of liquidation of third party advances, process the settlement on in line with Plan’s policies and procedure and follow up on outstanding advances. 2. Capacity building of CBOs, Partners and Non-financial staff on financial management in line with global/local financial policies & procedures. Indicators for Success Design and implement training programmes for Plan staff, partners and communities on relevant capacity building and conducted the programmes in local languages in Tamil and Sinhala Provide support to Plan staff, partners and communities regarding Plan Sri Lanka financial procedures and standards. Conduct periodic training session to the Plan NonFinancial staff and Partner organisations and update them with administrative and financial requirements of Plan Regular visit to field area for monitoring partner and CBO accounting and documentation and ensure that the system and procedure are in line with Plan. Address finance related issues and prepare relevant reports and shared with Provincial Manager.
3.
Ensure monthly, quarterly and annual financial reports are prepared and submitted as per the global/local standards and guidelines. Indicators for Success Timely preparation of monthly financial reports for verifying compliance with reporting standards. Monitor grant financial tracking on expenditure and cost recovery and timely updates in relevant system/schedules. Prepare and generate relevant financial reports in GL/PPM and maintain follow up action as required.
4.
Review, monitor and ensure that the program activities are within the approved budget and on proper account lines. Indicators for Success Assist Provincial Manager and Finance Team at Country Office in the collection, review and consolidation of budgets. Assist Provincial Manager and Finance Team at Country Office to ensure successful completion of internal & external audits. Follow-up, monitor progress and reports on audit findings, recommendation and action points.
5. Provide operations and administrative support to the PUs Indicators for Success Support Provincial Manager related to all office maintenance, repairs, security and contract management of service providers
Ensure all the office asset lists are updated and regular asset validations are carried out
Ensure all security related requirements at the Plan offices are meeting the minimum requirements and compliance
Support Admin Assistant on fleet management and maintaining the service records of the Plan vehicles and motor bikes
Ensure other office operations are smoothly implemented according to the Plan’s Administrative Polices and Procedure Manual
Other Responsibilities: Carries out any other duties that may be assigned by the Supervisor within the competencies required by the job. Provides support and assistance to the PU outside regular hours as and when required.
Dealing with Problems: Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them. ● Being highly organized and accurate at all times to ensure the financial reports are not challenged. ● Responding to multiple demands from various stakeholders and internal and external customers. ● Being updated on Accounting & Financial strategies in the changing world of development. ● Working effectively with multiple cultures and languages. -
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.
KEY RELATIONSHIPS Internal contacts: Position Administrative staff Programme Staff CO Finance Team
External contacts: Position Banks Vendors/suppliers
Reasons for contact Payment process & collect information for budget preparation. Budget preparation, modification and Variation To receive/provide information for the monthly/quarterly/yearly reporting and updating financial registers and getting other technical assistance
Reasons for contact Proper management of bank services Procurement and Payment process.
Level (high, medium, low) High High High
Level (high, medium, low) High High
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE Education: - Bachelor degree in Finance, Accounting, Business Management or equivalent qualification in CIMA, CMA, ACCA and CA from the recognised Universities/Institutions -
A Post Graduate Degree in relevant field would be advantageous.
Experience: - At least 7 years’ work experience with UN, INGOs, NGOs and private sector organizations in a similar position Language Skills: Excellent writing and speaking skills English and Tamil language. -
Strong language skills in Sinhala also required
Required Skills and knowledge: - Good analytical skills; -
Thorough knowledge in budget preparation, management, monitoring and control
-
Training and facilitation skills
-
Resource management skills
-
Detailed knowledge in any accounting systems/packages.
-
MS Office IT Skills (Word, Excel, email, & Plan specific packages)
. Core
competencies
Details Understanding Plan: Understands the role of Plan and context in which Plan works. Positive team style: Adopts a team style which adds value to work and reinforces good working practices. Communicates effectively: Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, children and communities; exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form. Decision making: Is flexible and committed to internal and external customer service. Provides vision and direction to own team. Promotes innovation and learning. Acts as a role model to team member/s.
Level Proficient Proficient Proficient
Proficient
Leadership: Proficient Cultivates an environment where people are confident to take the initiative, be innovative and learn new ways of working. Participatory management: Aware Has faith in one’s own ideas and capability to be successful and a willingness to take an independent position in the face of opposition. Has the ability to keep functioning effectively when under pressure and maintain self-control in the face of hostility or provocation. Demonstrates concern that one be perceived as responsible, reliable, and trustworthy. Is open to different and new ways of doing things; is willing to modify one’s preferred way of doing things. Child Protection Awareness: Proficient Demonstrates an understanding about the Child Protection Policy and compliances, applies the possible protection measures within the scope of job, and provides inputs for continuous development of protection measures.
Functional Competencies Details
Level
Budget and Finance: Proficient Demonstrates a thorough understanding of the budget and finance Practical knowledge and experience of corporate systems. Compliance with new processes and guidelines (local and international). Writing skills: Knowledgeable Writes fluently and in a professional and effective manner. Analytical skills: Proficient Ability to absorb information, to tackle and solve work related problems. Change is managed effectively (without jeopardizing deliverables). Interpersonal skills: Maintain good relationships with all staff, national office & stakeholders. Demonstrates the attitudes of: Integrity, transparency, proactive stance. Respect for gender equity. Adherence to child rights.
Knowledgeable Proficient
PLAN INTERNATIONAL’S VALUES IN PRACTICE We are open and accountable 1. Promotes a culture of openness and transparency, including with sponsors and donors. 2.
Holds self and others accountable to achieve the highest standards of integrity.
3.
Consistent and fair in the treatment of people.
4.
Open about mistakes and keen to learn from them.
5.
Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact 1. Articulates a clear purpose for staff and sets high expectations. 2.
Creates a climate of continuous improvement, open to challenge and new ideas.
3.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4.
Evidence-based and evaluates effectiveness.
We work well together 1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate. 2. Builds constructive relationships across Plan International to support our shared goals. 3. Develops trusting and ‘win-win’ relationships with funders, partners and communities. 4. Engages and works well with others outside the organization to build a better world for girls and all children. We are inclusive and empowering 1. 2. 3.
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.
PHYSICAL ENVIRONMENT Based in PU office in Anuradhapura and covering PU office in Mullaitivu with 25 % travel to programme areas within PUs and CO. In future this position will be fully based in North PU (Mullaitivu)
LEVEL OF CONTACT WITH CHILDREN Low Contact