Project Accountant, WISE Project - Plan International Ghana

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 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.

Purpose: 

How does this post support Plan International’s strategy and mission? Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 80 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners.

Plan International Ghana is looking for a Project Accountant to effectively work with team of professionals to manage the finances for a project titled “Women’s Innovation for Sustainable Enterprises (WISE)”. The WISE Project seeks to leverage the enormous potential and agency of Ghanaian women entrepreneurs aged 19 to 55 years in rural and peri-urban areas by employing both demand- and supply-side interventions to contribute to increased realization of rights to economic empowerment, well-being and inclusive economic growth in 3 districts in Bono and Ahafo regions (Sunyani Municipal, Tano North and Techiman Municipal) and 2 districts in Northern region (Kumbungu and Tolon). The project will start in February 2020, has a duration of 4 years, and a budget of over 5.5 million EUR. 

Dimensions of Role:

The Project Accountant will be responsible for the management of the project budget (over 5.5 million EUR), providing oversight, reporting and analysis on the financial health of the WISE project. The Project Accountant will also be responsible for ensuring compliance to donor requirements, government requirements, and Plan International Ghana financial management and compliance standards.

The post-holder will be based in Tamale but travel to the project districts where the WISE project operates for approximately 40% of her/his time, as well as to the Plan International Ghana Country Office in Accra.

Typical Responsibilities - Key End Results of Position:

• Prepares financial and other reports to present the overall financial health of the WISE project for decision making.  To do this, the position holder will:
• Ensure that project transactions are reviewed and correctly entered into SAP on timely basis;
• Review project sub-ledger for all advances and prepaid expenses and follows up on outstanding advances;
• Monitor and review advance liquidation;
• Create standard report template for project team and Plan’s partners to ensure consistency in reporting;
• Prepare quarterly, semi-annual, year-end and other grants financial reports and analyses as per required instructions for management decision making;
• Assist the Project Lead in the preparation of quarterly, semi-annual and year-end financial schedules of the project;
• Consolidate and submit monthly community and partner visit reports received from Project Staff;
• Ensure proper filing (electronic and hard copy) of grants financial reports;

Budget preparation and budgetary control support for the effective implementation of the WISE project financial plan. To do this, the position holder will:

• Lead the preparation of the Project annual budget in collaboration with the project team and implementing partners;
• Monitor project budget on a monthly basis and modify when necessary;
• Consolidate monthly project budget and financial report;
• Maintain a budgetary control system to monitor grant budget vs. expenditure and advise management on variances and corrective actions required to be taken;
• Respond to grants financial queries in liaison with the Country Finance Manager (CFM), Business Development Manager and the Project Lead;
• Train/coach partner finance staff in the delivery of job requirements to support grants compliance, budget preparation and control and financial reporting;
• Ensure Partner liquidation and financial reports are properly reviewed and validated before further funds are advanced;
• Ensure compliance with best practices and donor specific requirements by partner organisations.
• Coordinates Cash Forecasting for the WISE project to ensure the availability of funds for project operations. To do this, the position holder will:
• Promptly transfer funds to project bank account and ensure effective cash flow management;
• Ensure the Project bank account and cash balances remain with positive balances and following up on any queries in a timely manner.
• Operates the Plan International Operations accounting software (SAP) to meet Plan’s and Donor spending and financial reporting requirements. To do this, the position holder will:
• Submit monthly cash forecast to the Country Accountant;
• Ensure that all approved project budget account lines and Donor account lines, together with subsequent modifications, are accurate in SAP
• Undertake checks to ensure that all transactions are accurately entered into SAP.
• Review and manage recharges within country project budgets
• Ensure that SAP Monthly reports are printed and signed off.
• Analyse project balance, especially expenses account after monthly closure, and effect the necessary corrections with the support of the Project Lead
• Implement Internal Financial Controls and Payment Processes for the attainment of value for money at all times. To do this, the position holder will:
• Prepare the weekly payment list based on the approved cash forecast requirements;
• Project payments made as per approved policies and procedures;
• Review all the vouchers for completeness and documentation and arithmetic accuracy.
• Ensure cheques are not issued if they do not form part of the weekly payment list, exceptions should be approved by the Country Finance Manager
• Prepare Project Financial audit action list after each audit ensure its compliance
• Monitor and submit quarterly report on project financial risks
• Ensure Partner Organizations are prepared for donor financial audit.

Others

• Visit Partners Organisations and their locations at least once a quarter to provide the needed technical support to Partner Organisations finance teams
• Keep Project Lead and Country Finance Manager informed of any initiative or difficulties relating to job responsibilities
• Fulfils Plan International’s Safeguarding Policy at all times to protect Children and Youth from all forms of abuse
• Perform any other duties that may be assigned from time to time to support the achievement of the WISE Project Goals
• Ensure strict adherence to Plan International Ghana’s internal controls and donor requirements as per the donor agreement, Plan International Operations
• Manual, local Procurement manual, and other organisational Policies and Procedures to minimise risks to the project and organisation
• Review and maintain a thorough and current understanding of the donor requirements and Plan International Ghana’s relevant practices, policies and procedures.
• Coaching and training of Staff and Partner Organisations in the implementation of financial management and compliance practices, policies and procedures
• Analyse compliance and financial management issues for decision making and refer to a higher Manager for approval

Communications and Working Relationships:

• High level contact with all WISE project team (Plan International Ghana and Plan International Canada), Programme Unit Finance staff as well as Country Office
• Finance Staff for smooth implementation of the finance and accounting functions.
• High level contact with Partner Organisations to provide financial management and compliance support to partners and ensure Plan International receives value for money and the financial requirements are adhered to
• Medium level contact: Maintains low contact with other staff from the Program Unit and country offices to offer support for compliance with finance and accounting procedures.

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Qualification and Experience

• First Degree in Accounting plus ICA Ghana part 2 or ACCA Foundation (Level 2) or its equivalent
• A minimum of 5 years of experience in a similar role with relevant professional experience in managing complex and multimillion-dollar budgets on institutional grants through donors such as Global Affairs Canada, USAID, DFID, and European Union.
• Knowledge in SAP Accounting software would be an added advantage
  Show strong understanding and knowledge of Cash Flows, Budgetary Controls and Compliance with Finance Controls.
• Proven experience in providing financial management and compliance support to partner organisations to ensure high quality delivery on project budgets and compliance requirements.
• Strong knowledge in Project Management.
• Demonstrated behaviours needed by the postholder to successfully perform the role:
• Communicates clearly and effectively
• Ability to facilitate participative processes
• Commitment to working transparently and with accountability.
• Maintains independence, objectivity and integrity.
• Organized, Methodic and Meticulous
• Develops, motivates and coaches others.
• Promotes innovation and learning
• Gains, develops and retains credibility about his/her performance
• Ability to work under pressure, prioritize and meet deadlines.

Skills Specific to the post needed to put knowledge into practice.

• Demonstrable experience in managing multimillion-dollar institutional grants through donors such as Global Affairs Canada, USAID, DFID and European Union. 
• Financial Reporting Skills
• Excellent Accounting, Analytical and Judgement Skills
• Knowledge in relevant accounting software (SAP) and proficient in Microsoft applications especially Excel and Pivot tables, PowerPoint
• Good Supervisory and Coordination Skills
• Problem Solving Skills
• Good Team Player
• Good Negotiating, Facilitating and Influencing Skills
• Strong Communication Skills (both oral and written skills)
• Self-starter takes initiative and works with minimal direct supervision.
• Flexible, able to shift directions quickly and occasionally work long hours to meet tight reporting deadlines.