ORGANISATION OVERVIEW & ROLE PURPOSE

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are mostaffected. Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reachadulthood. 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.

Plan International Uganda’s (PIU) five-year Country Strategy (CS) has been approved for the period 2023 – 2027. Currently, the country program reaches over 1 million children supported in four regions of the country (East Central, Northern, West Nile and Southwestern Uganda) and an urban program in Kampala. Plan International Uganda has a country annual budget turnoverof approximately €12-14M and a growing team of 186 full time staff with a total of 4 international staff with the rest being national staff. PIU manages a sponsorship caseload of approximately 32,000 sponsored children and a diverse grants portfolio from bilateral, multilateral and institutional donors with a strong pipeline and potential of further funding opportunities.

Purpose:

In coordination with the Director of Finance in designing, developing and accessing organizational financial management strategies & systems that support grants acquisition and management of the grant program finances. The position supports the Director of Finance in proposal development, budget formulation and control for all grant projects, ensure accuracy and completeness of grants financial reporting and risk management to donors for grants, ensuring compliance with donor regulations and ensuring the implementation of financial policies and procedures for effective resource acquisition, utilization and safeguarding of PIU assets.

ROLE DIMENSIONS:

The Grants Finance Manager provides support to the programs teams with grants information to meet PIU and donor and PIU grants financial accountability and compliance objectives He/she ensures compliance with donor grants policies and regulations. The position holder also ensures good working relationships with the Field office teams, partners, donors and other stakeholders to achieve grant management effectiveness.

The role provides leadership of the Regional Grants Accountants and Grants Finance Officers based in the five field offices of Kamuli, Lira, Country office located in Kampala (Housing the Kampala Urban Programme), Nebbi, Arua, Koboko, Adjumani, Yumbe and Kyangwali.

The role involves ensuring that timely and accurate Grants financial reports are submitted to the donors, Partners are is compliant with the grants donor agreements and statutory requirements including ensuring that partner staff taxation and NSSF returns and payments are filed and paid as required by the regulatory authorities, coaching and mentoring staff in grants system application and use to achieve optimum grants performance.

The key challenge for this position is timely and accurate partner advance liquidations, partner compliance with; donor grants agreements, partner internal policies, PIU policies and government of Uganda regulations and ensuring that the grants module finance information reconciles with the finance module information in the SAP4HANNA system, archiving of and provision of partner documents to external and internal auditors, ensuring that all grant apportioned costs are recovered before end of grants;

• There is need to work with the Director of Finance to handle analysis of grants financial information to address the problems relating to grants finance risk exposure where grants agreements, regulations, policies and procedures do not provide suitable guidance and where there is significant risk exposure
• There is need for the Grants Finance Manager deal with non-compliant partners and manage compliance at the partner levels to ensure the compliance risk is appropriately and effectively managed while maintaining independence of the partners.
• The position will be required to work with the Finance Manager and team to ensure partner organizations comply with all government regulation and ensure statutory deductions are filed and paid to the regulators.
• The position holder will be required to work closely with the Director of Finance and the Finance Manager to ensure the digital archiving project is strengthen and operational for PIU grants financial documents both at field offices and country office. This will help us facilitate smooth internal and external audit processes.

Level of contact with children

This position has been classified as “low contact”: Limited interaction with children

KEY RESULT AREAS

KRA1: Grants Financial planning, monitoring and reporting

• Ensure timely and accurate grants financial reports submission to donors and other stakeholders
• Ensure the analysis of grant expenditure for management action to help in monitoring the burn rate for grants and special projects.
• Provide leadership to the grants management team and field-based grants finance officers to ensure monitoring visits to projects are done frequently
• Ensure that all grants financial reports are prepared, communicated and reviewed according to the agreed donor and PIU policies and procedures.
• Ensure proper monitoring of grants by actively participating in monthly grants meeting with the programs, Finance and Business Development Teams.
• Provide monthly updates to the Director of Finance and Leadership team on grants highlighting high risk grants and actions taken to mitigate the risks
• Coordinate grant closeout procedures and ensure that closed out grants follow close out guidelines and plans.
• Advise on grant supplier requirements and work with the procurement department to ensure compliance with the grants procurement guidelines.
• Maintain and Updated grant tracker that aligns with the other systems such as the SAP Grants Management System.

KRA2: Partner Management Financial Analysis, Reporting & Advisory-RH, programs and Leadership

• To perform checks and analysis of NR Grant posting and ensure that correcting entries are posted onto the respective grants and trouble shoot entries to identify cause and solution.
• To continuously monitor the BVA and ensure updating the budgets with any agreed changes to them.
• To prepare Monthly Report (pivoted SPLN per grants) to programs/leadership on section progress, achievements, challenges and strategies moving forward.
• To ensure timely submission of Regional Hub reports -Monthly Donor Login Sheet by 4th working day of the following month. To ensure timely submission of Regional Hub reports -Quarterly audit Summaries.
• To prepare budget and actual report reconciliation of G2B, P12, F1 report.
• To prepare cost analysis reports using the F8 and other reports for submission to HF.
• To follow up on commitments and follow up with procurements to ensure that they are closed or valid (Reference reports CJi5 commitment report; CJi3-POs reports, SAPBI G2B reports). To ensure that for all commitments and unliquidated partner advances in G2B reports are cleared out in all currencies (i.e., If grant/Donor

• Ensure timely and accurate grants financial reports submission to donors and other stakeholders
• Ensure the analysis of grant expenditure for management action to help in monitoring the burn rate for grants and special projects.
• Provide leadership to the grants management team and field-based grants finance officers to ensure monitoring visits to projects are done frequently
• Ensure that all grants financial reports are prepared, communicated and reviewed according to the agreed donor and PIU policies and procedures.
• Ensure proper monitoring of grants by actively participating in monthly grants meeting with the programs, Finance and Business Development Teams.
• Provide monthly updates to the Director of Finance and Leadership team on grants highlighting high risk grants and actions taken to mitigate the risks
• Coordinate grant closeout procedures and ensure that closed out grants follow close out guidelines and plans.
• Advise on grant supplier requirements and work with the procurement department to ensure compliance with the grants procurement guidelines.
• Maintain and Updated grant tracker that aligns with the other systems such as the SAP Grants Management System.
• To perform checks and analysis of NR Grant posting and ensure that correcting entries are posted onto the respective grants and trouble shoot entries to identify cause and solution.
• To continuously monitor the BVA and ensure updating the budgets with any agreed changes to them.
• To prepare Monthly Report (pivoted SPLN per grants) to programs/leadership on section progress, achievements, challenges and strategies moving forward.
• To ensure timely submission of Regional Hub reports -Monthly Donor Login Sheet by 4th working day of the following month. To ensure timely submission of Regional Hub reports -Quarterly audit Summaries.
• To prepare budget and actual report reconciliation of G2B, P12, F1 report.
• To prepare cost analysis reports using the F8 and other reports for submission to HF.
• To follow up on commitments and follow up with procurements to ensure that they are closed or valid (Reference reports CJi5 commitment report; CJi3-POs reports, SAPBI G2B reports). To ensure that for all commitments and unliquidated partner advances in G2B reports are cleared out in all currencies (i.e., If grant/Donor

• Financial management
• Budget formulation and control
• Grants financial reporting
• Risk management
• Donor compliance
• Financial policies and procedures implementation
• SAP4HANNA system knowledge
• Digital archiving
• Analysis of financial information
• Partner compliance management
• Statutory deductions filing and payment
• Coaching and mentoring
• Grant closeout procedures
• Procurement compliance
• Grant tracking
• BVA monitoring
• Cost analysis
• Commitment follow-up
• Advance liquidation

• Experience in financial management of grants
• Experience in proposal development and budget formulation
• Experience in ensuring accuracy and completeness of financial reporting
• Experience in risk management for grants
• Experience in ensuring compliance with donor regulations
• Experience in implementing financial policies and procedures
• Experience in resource acquisition and utilization
• Experience in safeguarding assets
• Experience in working with field office teams, partners, donors and other stakeholders
• Experience in leading Regional Grants Accountants and Grants Finance Officers
• Experience in ensuring timely and accurate financial reports submission to donors
• Experience in ensuring partner compliance with donor agreements and statutory requirements
• Experience in partner staff taxation and NSSF returns and payments
• Experience in coaching and mentoring staff in grants system application and use
• Experience in timely and accurate partner advance liquidations
• Experience in managing partner compliance with donor grants agreements, internal policies, PIU policies and government regulations
• Experience in ensuring grants module finance information reconciles with finance module information in SAP4HANNA system
• Experience in archiving and providing partner documents to auditors
• Experience in ensuring grant apportioned costs are recovered before end of grants
• Experience in analysis of grants financial information to address risk exposure
• Experience in dealing with non-compliant partners and managing compliance at partner levels
• Experience in ensuring partner organizations comply with government regulations and statutory deductions are filed and paid
• Experience in strengthening and operationalizing digital archiving for financial documents