Job Opportunities at Plan International

Role Purpose

• The purpose of this role is to support the grant administration, coordination and management of multi donor funded projects.

Dimensions of the Role

• Reporting to the Grants & Compliance Manager, the grant officer will support a cross-functional project team responsible for quality implementation of complex multi-million grant-funded development and Humanitarian projects.

Accountabilities

• Support the grant unit in coordinating, and monitoring the implementation of the donor funded project and programs.
• Support the full cycle of grants management activities from pre-award assessments, monitoring/compliance visits and close-out procedures.
• Manage assigned portfolios, in collaboration with the program team and finance team.
• Maintain a grant tracking mechanism in order to effectively follow up grant activities and to determine progress. Track contractual obligations.
•  Ensure grant management procedures are followed and donor compliance requirements are met.
• Support budget preparation, modification and reflect same on the SAP system
• Review and ensure donor reports are coherent, accurate and submitted timely. Maintain monthly reporting compliance tracker for assigned portfolios.
• Ensure timely set-up of grants in SAP system and monitor compliance.
• Ensuring projects are implemented in compliance with Plan International guidelines and relevant donor regulations.
• Maintain and update grant files (electronic and hard copy files).
• Document and share key compliance issues with Plan International staff and partners setting ground for compliance management.
• Draft Funding Approval Document (FADs) and ensure they are fully executed.
• Coordinate grant audit exercise and ensure no exceptions/disallowances
• Participate in monthly BVA and coordination meetings a to review project progress with clear action points.
• Carry out income reconciliation and pre-financing tracking.
• Ensure proper close out of projects.
• Support Humanitarian and project managers to prepare annual grants budgets for projects.
• Support the assessments of partner/grantee organizations.
• Review partner budget and provide support and guidance where necessary
• Support in training staff and partners on donor policies, rules and regulations.
• Conduct and document regular partner visits to ensure compliance with grant agreement.
• Monitor partner burn rate and offer timely advice to the partner and programs team for prompt action and decision-making.
• Monitor and track grants related performance measurement indicators to improve performance.
• Fulfill Plan’s Child Protection Policy at all times.
• Perform any other duties that may be assigned.
• This role does not directly supervise any role.

Technical Expertise, Skills and Knowledge
Essential:

• A Degree in Development Studies, Business Studies, or Social Science.
• Master’s Degree or equivalent in International Affairs, development or related subject will be an added advantage.
• At least three (3) years of experience working in project and/or grants management.
• Experience in developing and interpreting donor budgets.
• Experience working with multi donor projects.
• Experience with donor funding regulations, procedures and reporting requirements.
• Knowledge of development issues, trends, challenges and opportunities and implications to community.
• Proven ability to work collaboratively in a multidisciplinary team environment.
• Good communicator with strong organizational, time management and analytical skills.
• Excellent inter-personal, cultural and diplomatic skills.
• Strong writing and editing skills with close attention to detail.
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments.

Desirable:

• Good research, negotiation and problem-solving skills.
• Effective working with and through partners.
• Strong planning and organizational skills.
• Strong strategic thinking and interpersonal skills. 
• Excellent communication skills.
• High proficiency in MS office tools (with excellent Microsoft Excel skills).

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Role Purpose

• The purpose of this role is to ensure financial accountability, provide timely and accurate financial information on the Project.
• Position holder acts as finance focal person for finance-related activities (payments, budgeting, cash flow management, reporting, auditing etc.).

Dimensions of the Role

• Communicates within Plan International Nigeria and with partners and related government institutions.
• The post holder will contribute towards the financial management of the Project, interfacing with both operational and programme team members. The post holder will also contribute towards the organisational development of Plan International Nigeria’s implementing partners.
  • Monitors and controls project’s annual budget and its spending.
  • Prepares financial reports on the Project.
  • Area of responsibility – The Project.

Accountabilities
Support Budget preparation and Budgetary Control for the effective implementation of financial plans. To do this, the role will:

• Prepare the entire project’s annual budget as part of the preparation of the Country’s annual budget.
• Monitor the project’s budgets to ensure spending as per plan to avoid over/under spending.
• Support in the preparation of the quarterly Projects KP06 budget.

Prepare Financial and other Reports to aid the preparation of the overall country’s financial report for dissemination and decision-making. To do this, the role will:

• Assist in the preparation of country’s financial management reports (Monthly, quarterly and yearly). 
• Prepare monthly budget vs Actual spending project report.
• Prepare the Project’s dedicated bank account Target Bank Balance (TBB) report. 
• Prepare the monthly Partners unliquidated advance report.
• Assist the CFM in the preparation of the quarterly and year-end financial schedules.
• Make a monthly support visit to the project partners and submit report.
• Carry out identified capacity building trainings for partners. 
• Follow up with prepaid expenses, accruals etc., on the projects and submit to the CO.

Support the Field Office Treasury Management and Cash Forecasting to ensure the availability of funds for country operations. To do this, the role will:

• Support the Project Managers to ensure that monthly Cash forecasts are timely submitted.

Manage the operations of the SAP system in the field office to meet Plan’s spending and financial reporting requirements. To do this, the role will:

• Ensure regular follow up with relevant departments responsible for FAD set-up in SAP for new Projects.
• Undertake accuracy checks to ensure all transactions entered in SAP are correct.
• Regularly review NRGRANT status to ensure grant related expenditures are charged on the applicable grant.
• Ensure correct use of WBS (work breakdown structure) for all requisitions and journals.
• Advice the CO on all Project related intercompany recharges.
• Ensure to carry out all required month-end procedures before SAP is closed.
• Support maintain good filing for all Project related SAP payment vouchers and reports.

Implement Internal Financial Controls & Payment processes for the attainment of value for money at all times. To do this, the role will:

• Ensure payments made are as per Plan’s approved policies, procedures, and that of the donor rules and regulations.  
• Review the finance sections of purchase requisitions, advance requests, liquidations, and purchase orders for financial conformity with respect to the project.
• Support the review of project payments issued before sign off by Plan Authorised Managers.
• Prepare project’s financial audit action list after each audit and ensure compliance.
• Ensure all expected costs are timely and accurately recovered from the project.

Support the accurate and timely payment of statutory deductions. To do this, the role will:

• Support to ensure withholding tax credit notes are promptly collected for distribution to vendors/consultants related to the Project.  

Others:

• Ensure your IAP, six months’ appraisal and annual appraisals are timely completed and documented.
• Support provide trainings and share good experience/practice amongst the team to strengthen team capacity and team building.
• Keep your supervisor informed of any initiative or difficulties relating to the job’s responsibilities.
• Fulfil Plan’s Child Protection Policy at all times to protect children from all forms of abuse.
• Perform any other duties that may be assigned by your Supervisor from time to time to support the achievement of organizational goals.

Technical Expertise, Skills and Knowledge
Essential:

• University Degree in Accounting or equivalent/ professional qualification.
• At least 5 years’ experience in a similar role.
• Fair knowledge in grants and project management.
• Knowledge and use of accounting software (Preferably SAP)
• Preferred experience: knowledge of and experience with the key donors in the industry is strongly preferred.
• Experience providing capacity development assistance to sub-grantees strongly preferred.
• Experience working with sub-grantees required.

Skills & Knowledge:

• Communicates clearly and effectively.
• Ability to facilitate participative processes for all stakeholders for implementing grant projects. 
• Strong team building skills, Organized and methodical.
• Independence, objectivity and integrity.
• Good coordination skills and ability to deliver to tight deadlines.
• Excellent and demonstrable experience in grant and financial management.
• Knowledge and understanding of Nigeria’s policy environment
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching.
• Capacity to build and maintain relationships and to work effectively in a multi-cultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook.

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Role Purpose

• As part of the monitoring Evaluation Research and Learning (MERL) Department, the primary role of the PMERL and Salesforce Functional Admin Specialist is to understand, maintain, advise on and troubleshoot the Salesforce, Vera, Taroworks and OpenFN, tools which comprise a system known as “PMERL” from an M&E functional utilisation perspective.  
• This role will be pivotal in ensuring utilisation, governance and application aligned to PM and M&E frameworks and operating standards and procedures.  
• This role will work closely with both the Y.O.D.A. Programme and IT operational teams who support PMERL from an IT perspective as well as leading engagement with third-parties working to support the platform.

Dimensions of the Role

• This role has no direct reports ,and has an international reach acting as a key PM and M&E functional point of contact for many different stakeholder groups at all levels in the organisation including national offices, country offices, regional offices and the Global Hub.
• This role is line managed by the Director of MERL but is matrix managed by both the Director of MERL and Director of Programme Delivery and Resources as far as the execution of the accountabilities of the role is concerned. 

Accountabilities
Functional admin specialist:

• Primary M&E functional admin specialist of PMERL for Plan International with an ability to understand all functionality available and provide training and communication.
• Ensure PMERL interfaces effectively with related systems, e.g. ERP, Child Data and the data platforms (data warehouse, BI and analytics).
• Acts as subject matter expert, together with other functional specialists, for M&E processes and systems and maintain in-depth knowledge of available and emerging functionality of PM and M&E system and Salesforce platform.
• Support ongoing design and lead testing on system enhancements and new functionality and any integrations with D365
• Attend M&E management meetings and recommend any enhancements to PMERL.
• Help define/ensure Plan International alignment with all agreed PMERL governance; including PM and M&E framework and operating standards/processes/procedures.
• Support on-going delivery of training requirements toM&E teams across Plan International in order to support the full utilisation of PMERL including system changes/enhancements and on boarding new PM and M&E staff. 
• Attending external meetings, wokshops and conferences to ensure Plan is aware of trends and future roadmaps across the industry.

System Support:

• Support M&E teams in the use of PMERL
• Working with the Applications Team in IT especially their Salesforce Admin, managing, responding and resolving tickets and support issues by system users across Plan International
• Review on quarterly basis, with IT, and the D365 system specialists, support in line with PMERL releases and agree which features should be enabled to support PM and M&E functionality in PMERL and across the integration with D365.
• Review issues reported providing functional support to resolve these and highlight any related training needs

System Utilisation:

• Increase adoption of the PMERL by M&E staff, line managers and employees and provide continuous updated training and communication materials.
• Monitor use of the system and provide regular updates.
• Understand how PMERL can be used most effectively to support PM and M&E processes and frameworks.

M&E Data and Reporting/MI:

• Support the use of the PMERL as the primary source of accurate data relating to PM and M&E through the Data Warehouse.
• Partnering with PM and M&E Business Analysts, PM and M&E leads, support the development and maintenance of a consistent set of M&E dashboards and reports within Salesforce/Vera for use by PM and M&E and global, regional and country leadership.
• Support the PM and M&E Business Analyst to manage new report requests review requirements, assess against existing reporting and, if required, establish new reports in PMERL and/or Data Warehouse.

Integrations:

• Working with Data teams, such as Data Warehousing and BI teams to integrate data extraction and utilisation within the broader reporting requirements.
• Working with ERP and Y.O.D.A. Programme Management teams to integrate project data across the systems.

Ongoing Continuous Improvement:

• Review PM and M&E systems functionality regularly, implement/upgrade functionality to support Plan International globally.
• Working with PM and M&E Business Analysts regularly review and update training needs and materials for PMERL.
• Working with PM and M&E Business Analysts regularly review and update PMERL reporting requirements.
• Supports in the creation and deployment of customer surveys/other forms of feedback on processes and systems from the organisation.
• Working with PM and M&E Business Analysts and wider Y.O.D.A Programme, responsible for training employees across Plan International Inc. and National Offices on system usage & upgrades
• This role will also have an emphasis on determining how to innovate through automation, process improvement and system enhancement whilst focusing on continuous improvement.

Plan International Policies

• Ensures that Plan International’s global policies for Monitoring Evaluation Research and Learning (MERL), Data Privacy, Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in the relevant aspects of PMERL 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

• Project Management team in DPA Department
• Y.O.D.A. programme pillars
• Regional, Country& National Office functional specialist PM and M&E teams
• PM and M&E and Taroworks Super users
• IT and infrastructure teams, including the Applications Team Salesforce administrator 
• Y.O.D.A and departmental Leadership Teams
• Sponsorship Department for Taroworks DDC
• Vendors & Suppliers
• Peer organisations

Technical Expertise, Skills and Knowledge
Essential:

• Proven experience of supporting programme and project delivery (programme effectiveness) and M&E through Salesforce systems in a large and matrix organisation.
• Knowledge of programme and project management (programme effectiveness) and M&E operations, principles, practices and processes.
• Experience of business process design and mapping.
• Ability to understand programme and project management (programme effectiveness) and M&E workflow and lateral processes, understanding where to probe for inefficiencies and clarity and to lead these discussions with the organisation.
• Experienced in the use of reporting tools to develop standard and ad hoc reports.
• Customer focused and strong influencing and stakeholder management skills.
• Excellent understanding and application of MS Excel, Visio
• Must be adaptable and able to work independently on multiple tasks, prioritise workload effectively and meet deadlines in a fast paced environment.
• Experience in setting metrics and analytics and the ability to analyse data for operational and strategic decision making.
• Strong analytical skills and robust problem solving skills.
• Attention to detail; accurate and observant.
• Fluent in English with strong verbal and written communication and interpersonal skills.
• Salesforce Certified Administrator.

Desirable:

• Spanish and/or French verbal and written communication skills is an advantage
• Bachelor's Degree in Development, Business Administration, IT or other related field.
• Good project management skills and/or Project Management qualification.

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 – some ad-hoc international travel may be required

Level of Contact with Children:

• Low contact: No contact or very low frequency of interaction

Salary

• We will be happy to disclose the salary and applicable benefits to applicants as part of this process, however, please kindly note that the salary and employment benefits will be set according to your location and therefore it is not possible to include full details here.
• N.B: As an indication, if this role was based in the UK the salary would be circa £45,000

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Grade: GH4
Functional Area: International Programmes
Reports to: Director Programme Delivery and Resources
Travel required: Limited

Role Purpose

• As part of the Project and Funds team, the primary role of the Project Management Systems Specialist is to understand, maintain, advise on and troubleshoot the Salesforce, Vera, project and programme management system and the integration with D365.
• This role will be pivotal in ensuring utilisation, governance and application aligned to operating standards and procedures.
• This role will work closely with both the IT Project and operational teams who support the project management systems from an IT perspective as well as leading engagement with third-parties working to support the platform.

Location: 

• This role will ideally be based in the UK, employed from the Global Hub for Plan International which is based in Woking, Surrey however other locations where Plan International has an office* that can employ on behalf of the Global Hub and you have the pre-existing right to work and live may be considered. You may be office, home or hybrid based.

Dimensions of the Role

• This role has no Direct Reports, however it has an international reach acting as the key project management technical point of contact for many different stakeholder groups at all levels in the organisation including national offices, country offices, regional offices and the Global Hub.
• This role is line managed by the Director of Programme Delivery and Resources but is matrix managed by both the Director of MERL and Director of Programme Delivery and Resources as far as the execution of the accountabilities of the role is concerned.

Accountabilities
System Steward:

• Primary Project Management steward of Project Management system for Plan International with an ability to understand all functionality available and provide training and communication.
• Ensure Project Management systems interfaces effectively with related systems, e.g. ERP, ChildData, M&E and the data platforms (data warehouse, BI and analytics).
• Acts as subject matter expert for project management systems processes and maintains in-depth knowledge of available and emerging functionality of the project management system and Salesforce platform.
• Support CO teams in the use of Project Management system from a project management functionality perspective.
• Attend project management meetings and recommend any enhancements to project management system.
• Help define/ensure Plan International alignment with all agreed project management systems governance; including operating standards/processes/procedures.
• On-going delivery of training requirements to CO teams across Plan International in order to support the full utilisation of Project Management system including system changes/enhancements and on boarding new Project Management staff.
• Review on quarterly basis, with IT, support in line with Project Management system releases and agree which features should be enabled to support Project Management.
• Attending external meetings, workshops and conferences to ensure Plan is aware of trends and future roadmaps across the industry.
• Review issues reported providing functional support to resolve these and highlight any related training needs. NB: This role will also fully support the training requirements associated with the roll out of the Project Management system.

System Utilisation:

• Increase adoption of the Project Management systems by CO and GH staff, line managers and employees and provide continuous updated training and communication materials.
• Monitor use of the system and provide regular updates.
• Understand how Project Management systems can be used most effectively to support Project Management processes.

Project Management Data and Reporting/MI:

• Drive up the use of the Project Management system as the primary source of accurate data relating to Project Management.
• Partnering with Project Management leads, develop and maintain a consistent set of Project Management dashboards and reports for use by COs and business leaders.
• Manage new report requests – review requirements, assess against existing reporting and, if required, establish new reports.
• Ensure contractual obligates are met where reporting is required to be provided to Vendor(s)

Integrations:

• Working with Data teams, such as Data Warehousing and BI teams to integrate data extraction and utilisation within the broader reporting requirements.
• Working with ERP and M&E teams to integrate project data across the systems.

Ongoing Continuous Improvement:

• Review Project Management systems functionality regularly, implement/upgrade functionality to support Plan International globally.
• Regularly review and update training needs and materials for the Project Management System.
• Regularly review and update Project Management system reporting requirements.
• Supports in the creation and deployment of customer surveys/other forms of feedback on processes and systems from the organisation.
• Responsible for training employees across Plan International Inc. and National Offices on system usage & upgrades
• This role will also have an emphasis on determining how to innovate through automation, process improvement and system enhancement whilst focusing on continuous improvement.
• 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:

• Regional, Country & National Office functional teams supporting PM and M&E
• Project Management Super users
• IT
• Leadership Teams
• Vendors & Suppliers
• Peer organisations
• No direct reports

Technical Expertise, Skills and Knowledge
Desirable:

• Bachelor’s Degree in Development, Business Administration, IT or other related field.
• Spanish and/or French verbal and written communication skills is an advantage
• Good project management skills and/or Project Management qualification
• Salesforce Certified Administrator.

Essential:

• Proven experience of supporting Project Management and/or Salesforce/Force.com systems in a large and matrix organisation.
• Knowledge of Project Management operations, principles, practices and processes.
• Experience of business process design and mapping.
• Ability to understand Project Management workflow and lateral processes, understanding where to probe for inefficiencies and clarity and to lead these discussions with the organisation.
• Experienced in the use of reporting tools to develop standard and ad hoc reports.
• Customer focused and strong influencing and stakeholder management skills.
• Excellent understanding and application of MS Excel, Visio
• Must be adaptable and able to work independently on multiple tasks, prioritise workload effectively and meet deadlines in a fast paced environment.
• Experience in setting metrics and analytics and the ability to analyse data for operational and strategic decision making.
• Strong analytical skills and robust problem solving skills.
• Attention to detail; accurate and observant.
• Fluent in English with strong verbal and written communication and interpersonal skills.

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 - some ad-hoc international travel may be required

Level of Contact with Children:

• Low contact: No contact or very low frequency of interaction

Salary

• We will be happy to disclose the salary and applicable benefits to applicants as part of this process, however, please kindly note that the salary and employment benefits will be set according to your location and therefore it is not possible to include full details here.
• N.B: As an indication if this role was based in the UK the salary would be circa £45,000.