Back Finance Officer - Port Loko

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 85 years, and are now active in more than 80 countries.

Plan International Sierra Leone is seeking to recruit a top-notch professional to fulfil the position of Finance Officer based in Port Loko to deliver the tasks outlined below:

Working in over 70 developing countries globally, Plan International strives for a just world that advances children’s rights and equality for girls. We actively unite children, communities, and other organizations who share our drive to realize our ambition ‘All Girls Standing Strong.

We support children, particularly girls to gain the skills, knowledge, and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

Inclusive Quality Education is one of Plan International’s six thematic areas of intervention. Our IQE takes a gender transformative approach to address education inequalities affecting girls and other vulnerable groups in formal and nonformal education at all levels.

SUMMARY OF THE POSITION

The Finance Officer is responsible for the proper technical performance of all accounting-financial activities of the Plan and its projects. In this context, he/she ensures the correct and effective management of financial resources, in accordance with Plan Operations Manual.

DIMENSIONS OF ROLE

This position is to provide support for the implementation of financial standards across Port Loko PIIA and Plan International Sierra Leone as a whole. It will also be to assist with the development of solutions to diverse and complex Finance problems and develop solutions to more finance routine problems.

ACCOUNTABILITIES

• Receive sample items and receive goods in line with samples, update store records and communicate delivery notes to the country office procurement team.
• Assist the warehouse officer in arranging stock and maintaining the cleanness of the warehouse’s internal and external space.
• Receive approved store requests and distribution plans, accurately package items for distribution and complete warehouse dispatch documents.
• Assist the warehouse officer to maintain an up-to-date daily casual worker request tracker with their respective contact numbers and communicate to the Administration weekly to enable payment processing.
• Assist the warehouse officer in the dispatch of goods and maintain an up-to-date stock card on stock items per stack.
• Assist the warehouse officer in completing stock reconciliation reports monthly and report to the supervisor on the last working day of every month.
• Assist the warehouse officer to maintain and update an agreed uniform filling system for all documents.
• Assist the warehouse officer to meet warehouse operational standards by communicating challenges related to warehouse management and proffering possible solutions for quality program delivery.
• Assist the warehouse officer to maintain proper inventory by scheduling materials/ commodities to be moved to and from the warehouse; coordinate inventory transfers with stores at the chiefdom level.
• Meets the minimum standards of the warehouse by organizing floor space; adhering to storage design principles and recommending improvements.
• Assist the warehouse officer to maintain inventory by conducting weekly and monthly physical counts as well as reconciling variances.
• Updates job knowledge by participating in educational opportunities; reading technical publications.
• Accomplishes warehouse and organization mission by completing related results as needed.

  Finance Implementation Activities and Procedures

  • Ensure that bank charges are entered in the cashbook by the end of the month and before the financial period for the month is closed.
  • Prepare receipt reconciliation and ensure that all outstanding issues are promptly addressed
  • Review and ensure that all supporting documentation for payments is appropriate acceptable accurate with all arithmetic calculations being correct, prior to payment approval.
  • Manage the petty cash of the program unit by following up with appropriate documentation like correct WBS Lines, approval signatories, and correct GL codes
  • Flag and clarify' any unusual or questionable documentation
  • Process approved payment as per Plan International policy on payment, and ensure payment request is processed within 2 days of receipt of payment documents.
  • Analyze expense reports daily and ensure all transactions entered in SAP are charged to the appropriate GL accounts and cost centers.
  • Stamped PAID all processed vouchers (payment, journal, and receipt) and its supporting documents to prevent their re-use.

    Internal Control Measures and Procedures

    • Maintain files and documentation thoroughly and accurately, in accordance with Plan International policy and accepted accounting practices.
    • Ensure the safety of all payment documents and the organization's assets.
    • Follow up and ensure appropriate receipts are received for all online payments (straight to the bank) from vendors.
    • Payment should be made as per approved policies and procedures
    • Reconcile all processed work by verifying entries and comparing systems reports to balances on a weekly basis.
    • Perform any other assigned duties as may be needed.

      Supporting with Budget and Reporting

      • Support in the preparation of PIIA annual budget
      • Support project managers and officers to forecast the cash needs for the monthly and quarterly implementation activities
      • Ensure correct budget and expenditure coding

        Key Relationship

        Internal:

        • Work in close collaboration with the PIIA Program and operations Colleagues
        • Work closely under the supervision of the Finance Operations Manager
        • Work in close collaboration with the entire Finance and other department’s team members in all locations including the Country Office in Freetown

          External:

          • Engage closely with relevant stakeholders (Banks, service providers, and vendors).

            TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

            Qualifications/Experience

            • University Degree in Accounting or its equivalent.
            • Knowledge of SAP is an added advantage
            • Problem-solving skills
            • Good team player
            • Proficient in Microsoft applications especially Excel and pivot tables.
            • Good communication skills both oral and written
            • Good accounting, analytical, and judgment skills
            • Ability to deliver to tight deadlines
            • Communicates clearly and effectively.
            • Ability to facilitate participative processes.
            • Independence, objectivity, and integrity.
            • Organized, methodical, and meticulous
            • Fast Learner

              PHYSICAL ENVIRONMENT

              • The role will be required to manage the PIIA Finance Office and Finance related assets.

                Level of contact with children

                • Medium contact: Occasional interaction with children