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Who are Plan International?

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 it’s 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 have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

Role Purpose and Background

The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Ukraine, Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.

Plan International has been present in Ukraine since July 2022 and has established partnerships with civil society organisations, ensuring national actors are equipped with technical support, best practices and flexible resources, with a primary thematic focus on Child Protection, Education and Mental Health & Psychosocial Support.

Dimensions of the Role

The post holder reports to the Ukraine Finance Manager and is responsible for grants management — including: Income and budget management, grants reporting and analysis, field visits and partner capacity building, and audit of grants as per donor requirements. The post holder also provides technical support and advice on effective grants management in line with the stringent donor compliance requirements.
The projects are funded by Federal Ministry for Economic Cooperation and Development (BMZ) and German Federal Foreign Office (GFFO).

Accountabilities

• Provide crosscutting technical support and advice on effective grants management at country level.
• Support program and finance focal points during monthly monitoring of budget versus expenditure for the country grant funded projects. Synthetize issues at leadership level.
• Consolidate and Submit to Ukraine country Finance manager the Monthly Grants reconciliation lists
• Ensure project data is correctly incorporated in both SAP and Power BI and in link with Ukraine Master budget.
• Monitor and coordinate Partners` grants financial reporting of grant funded project.
• Collect, validate, and archive financial report supporting documentations.
• Develop consolidated financial reports ensuring quality before submitting to the Ukraine Finance Manager and onwards to Plan International Germany.
• Ensure compliance to donor requirements for a grant.
• Support grant budget management to ensure accuracy and completeness, actively monitoring spending and underspending rates.
• Support Program staff in any grant and contractual revisions, modifications and clearly communicate these issues through to relevant colleagues.
• Consolidate bi-monthly cash request based on program and support teams needs
• Ensure timely remittance of grants income as per agreements.
• Communicate LRI to NOs and update SAP income tables timeously
• Supports Grant start-up, midterm and close-out processes in line with Plan International and Donor requirements.
• Co-ordinate and facilitate the audit of the grant funded project as per contractual agreement.
• Assist Partnership Leads in conducting grant and finance training programs for partners.
• Maintaining good inter-team communications, engender good team dynamics and ensure effective channels of internal and external communications relating to grants are established and respected.
• Conduct capacity building in grant management and financial spending, including on finance compliance rules and procedures.
• Support the development and maintenance of a comprehensive information management and filing system that ensures all donor financial documents are appropriately filed in an up-to-date manner.
• Work together with the project manager, programs and finance directors to ensure timely delivery of high-quality reports which meet donor and Plan International requirements.
• Jointly with the finance team, assist program technical leads and project partners with understanding the financial reporting requirements.

Key relationships

Finance Manager, Compliance Officer, Ukraine Program team, relevant colleagues in Plan Germany, Global Hub Finance and Grants teams and Ukraine Response Hub team. Externally the key relationships are to other agencies (implementing partners) and other actors responding to emergencies.

Technical expertise, skills, and knowledge

Essential Knowledge

• Appropriate experience and tertiary education — from 0 to 5 years- in a finance field: accounting; reporting; grants finance; financial planning and analysis etc.
• Qualified or part qualified accountant.
• Knowledge of relevant Ukrainian legislation
• Knowledge of internal controls, audit and/or financial management.
• Strong financial systems expertise. Fluency with complex financial systems including multi-currency accounting packages / ERP.
• Knowledge and experience in using SAP and Microsoft D365
• MS Excel proficiency
• Experience with projects funded by international donors (experience with German institutional donors GFFO or BMZ will be an asset)
• Knowledge of the requirements of the major emergency donors and experience in budgeting and reporting to donors.
• Demonstrable understanding of the humanitarian sector and ways of working.
• Experience with working in an INGO or NGO at Field and/or Country Office level.

Essential Skills

• Strong written and oral interpersonal communication skills and ability to communicate with employees with different levels of financial understanding.
• Good working knowledge of written and spoken English and Ukrainian.
• Solution focused; able to co-ordinate and plan work efficiently to meet deadlines and prioritise effectively; deliver on time and scope with ambiguity.
• Strong numerical skills;
• Able to work well under pressure; thrives in dynamic fluid environments: adaptable and proactive.
• Able to build networks and partnerships under challenging conditions to promote high performance.
• Values working in a team and willing to take on more responsibilities and support team members;
• Experience of, staff management, supervision or capacity building.
• Sensitivity to a wide range of cultures and contexts
• Exceptional stakeholder management skills, including sufficient political credibility to work across all layers in the Global Hub Finance Teams;
• Work is accurate, thorough, methodical, and well organised;

Essential Behaviours

• Committed to Plan International’s strategy and values
• Team player, values interculturality and diversity
• Good relationship building skills;
• Communicates clearly and effectively;
• Able to work calmly under extreme pressure, volatile & insecure environment and at unpredictable (long) hours during emergency response
• Is tenacious and ensures that problems are resolved.
• Demonstrates honesty and transparency in holding self and others to account to deliver on agreed goals and Plan’s standards of behaviour

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation 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 organization, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals.

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.

This position is contingent on the approval of donor funds — with an estimated starting date of 1 July 2023

Where will I be based?

Our main office is in Kyiv, Ukraine.

How do I apply?

Please submit your CV and Cover Letter stating the position you are interested in till 21st of June via email: [email protected].

Please note, interviews will take place on a rolling basis and we reserve the right to close this advert once sufficient applications are received. During our emergency response, there may be a delay in hearing from us; at Plan International we appreciate the time invested in application processes and aim to respond to every candidate in due course.

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.