Finance & Administrative Officer
Plan International
The Organisation
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.
Title
Local Finance and Administrative Officer, ´Save Passages Project´
Functional Area
Programs Plan Mexico
Reports to
Programme Manager & Country Rep Plan Mexico
Must Reside in
Not an expat position
Tapachula, Chiapas, Mexico
Travel required
10% of the time to Mexico City
Contract Type
Fixed Term- June 30th 2021
Grade:
C2
ROLE PURPOSE
The Finance and Administrative Officer will be responsible to provide administrative and financial support to the Programme Manager and to monitoring and produce finance report for USNO for the regional project Save Passages in consortium with Childfund International, EDUKO and local partner IDEHU.
This project will contribute with Plan International Regional Response Programme goal: “Children, adolescents, youth and their families affected by regional Migration Crisis, particularly girls and young women.
Under the supervision of the Programme Manager of Plan Int. Mexico and the Regional Finance and Administrative Officer of Plan Int. will provide administrative support to the Save Passages regional steering team and will ensure finance accountability according Mexican regulations.
DIMENSIONS OF THE ROLE
- The local Finance and Administrative Officer will be responsible to ensure finance accountability according with Plan Int and Mexican regulations for Plan Int Mexico , including the development of respective instruments to monitoring and production of finance reports.
- The Project budget of Save Passages is over ………...
- S/he will need to co-ordinate with Regional Coordinator finance & Admin, to ensure administrative and finance procedures and controls.
- Is expected to start-up, strengthen and supervise the finance capacities of Plan’s Country office in Tapachula, Chiapas, Mexico and local partner(s)
- This is 1 year regional position, with the intention to be extended, starting on July 2020.
ACCOUNTABILITIES
- Compliance with administrative and financial processes of the project based on programming:
- Execution of administrative, financial and purchasing planning.
- Ensure that financial plans are aligned with administrative planning, and that Annual Plan & Budgeting are aligned with procurement planning.
- Proactively and proactively provide materials, supplies, consultancies, etc. required by the project.
- Ensure an efficient procurement process based on technical guidelines of the regional technical coordination and national technical coordination.
- Construction of the procurement plan and leading the local development and implementation of the administrative and financial department of Plan International in Tapachula Programme Unit
- Investment of the project based on monthly goals and respecting the budget lines.
- Purchasing plan prepared and executed on time in coordination with Programs
- Ensure compliance with Plan standards in the execution of the project.
- Monitor that a good accounting record of the project has been made
- Monitoring in SAP system the execution of the budget and processing of the information periodically in the required dates.
- Verification of financial compliance with the agreements related to the project.
- Production of informative material for the disclosure of the project, related to investment and administrative processes.
- Train and monitoring partners staff to follow administrative and financial regulations.
- Ensures that project files are kept complete and with all supporting information.
- Supervision and compliance of the documentation and means of administrative / financial verification of the project in the countries.
- Documentation of the project compiled in the PO folder (Project outline) based on Plan guidelines and donor requirements.
- Information in updated SAP
- Preparation of financial reports, accountability and support for narrative reports
- Create/initiates clear mechanisms for accounting administrative follow-up and apply them with staff support.
- Compilation and presentation of project information required by donors and the National Office.
- Preparation of monthly monitoring reports with analysis of deviations in case they exist.
- Preparation of intermediate and final financial reports to the donor, with its annexes and means of verification, in the appropriate time.
- Ensure that the reports presented correspond to institutional policies and guidelines, and meet the standards defined in the project.
KEY RELATIONSHIPS
Internal Communication and Coordination:
- Country Office: This position will have regular meetings with Programme Manager and Country Rep for monitoring and reporting purposes
- Regional Office: This position has regular meetings with Plan International entities at regional level (Regional DRM Head , Regional Finance Manager, Regional Administrative Coordinator ) and partners entities at regional and country level
- National Office USA: This position has regular meetings with for monitoring and reporting purposes
External Communication and Coordination:
- Maintains contact with suppliers and service providers, individual consultants and consulting firms.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential Knowledge and Experience
- General knowledge and understanding of Core Humanitarian Standards, SPHERE, Red Cross/NGO Code of Conduct.
- Technical degree as accountant
- Technical knowledge administration, finance, engineering or similar.
- Minimum of 3 years of working experience in financial-administrative management and purchases in similar projects.
- Experience in preparing financial reports, budgeting of action plans and project proposals, and the preparation and implementation of financial monitoring and control instruments.
- Experience of and demonstrated ability to effectively network with a diverse range of organizations
- Knowledge and experience working with international NGOs as humanitarian actors
Essential Skills and Behaviours
- Well-developed written and oral communication skills.
- Proven skills in report writing
- Requires general finance, administration, information management and telecommunication skills and proficiency in IT/computer skills (including sound MS excel and word proficiency)
- Effective working with and through partners
- Excellent communication and teamwork capabilities
- Fluency in Spanish and advanced English language are required
- Works with trustworthiness and integrity and has a clear commitment to Plan's core values and humanitarian principles.
- Show high standards of integrity and transparency
- Promotes continuous professional development and high performance within the organization
Desirable
- General knowledge and understanding Core Humanitarian Standards
- Well-organized style even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
- Promotes a culture of openness and transparency
- Holds self and others accountable to achieve the highest standards of integrity.
- Consistent, fair and respectful in the treatment of all 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
- We empower our staff to give their best and develop their potential
- We respect all people, appreciate differences and challenge inequality in our programs and our workplace
- We support children, girls and young people to increase their confidence and to change their own lives
References will be taken and background and anti-terrorism will be carried out in conformity with Plan International Child Protection Policy. Plan International operates an open opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.
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