Grants&Finance Coordinator

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 is responsible for grants and financial management for the implementation of donor funded projects- including partners financial management and capacity building. Additionally, postholder is responsible to review and ensure the donor/PII requirements and Ukraine legislation in all financial transactions. country financial 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.

Accountabilities

• Provide financial support to program and technical team together with different implementing NGO partners of PIU. 
• Update and maintain all Grants management aspects of the project in SAP, master budget, income, Grants set ups etc. 
• Prepare monthly financial report of assigned project in donor and country currencies 
• Consolidate Monthly Grants reconciliation lists
• Support program and finance focal points during monthly monitoring of budget versus expenditure for the country grant funded projects. Synthetize issues at leadership level.
• Ensure project data is correctly incorporated in both SAP and SAP BI 
• Monitor and coordinate Partners` grants financial reporting of grant funded project. Prepare advanced liquidation report for partners. 
• Validate, and archive financial report supporting documentation. 
• Develop consolidated financial reports ensuring quality before submitting them to the external parties. 
• Ensure all compliance with donor requirements for the grant projects.
• 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.
• Ensure timely remittance of grants income as per agreements.
• 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.
• Maintaining good inter-team communications and ensuring 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 manager 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.  
• Conduct capacity building training for partners staff, especially financial management 

Key relationships

Country Finance Manager, Compliance Officer, Account team, Grants and Finance team and Ukraine Program team, relevant colleagues from national office, 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 2 to 5 years- in a finance field:  Project monitoring, reporting; grants finance; financial planning and analysis etc.
• 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 
• MS Excel proficiency
• Experience with projects funded by international donors 
• 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.
• 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. 
• MS Excel proficiency
• Sensitivity to a wide range of cultures and contexts
• Work is accurate, thorough, methodical, and well organised and self-directed.

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 come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities, and our partners.

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. We empower our staff to give their best and develop their potential.