Data Clerk
Purpose
Grants Accountant
Purpose
This role will ensure that
sponsorship communications are entered in child data as per the corporate
standards. This will ensure production and quality standards are met for
continuous relationship between the Organization and National offices.
Dimensions of the Role
The post holder reports directly to
the Sponsorship Coordinator.
Responsibilities
·
Ensure that all sponsorship
communication items are accurately entered into the child data system before
the close of every month.
·
Tracking and processing of incoming
communications in a timely manner and as provided for by the sponsorship
guidelines.
·
Ensure all outgoing communications
are processed in child data system after quality checks to meet corporate
requirements.
·
Utilization of the child data system
as per Plan International policies. This is as regarding access,
uploading & extracts processing.
·
Regular tracking and updating of
to-do’s to aid in timely feedback.
·
Maintain a good filing system for
sponsored children data (cancelled files) in the office.
·
Ensure availability of credible and
usable sponsorship information in child data system
·
Provide monthly feedback to
sponsorship field staff and partners to enhance quality communication products.
·
Ensure all processed sponsored
children files are dispatched to the field in a timely and organized manner.
·
Ensure stock and inventory control
for the sponsorship department
·
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
Communication is very vital and this
position maintains a daily contact with Sponsorship Coordinator and the
Sponsorship Officers in order to achieve the desired targets.
An effective working relationship
with other functional networks within the Program Office and with the
Sponsorship Administrator at the Country Office for technical back up is
necessary.
Technical expertise, skills and
knowledge
Educational Qualifications, skills and
experience
·
Diploma in community Development or
related field.
·
Computer literate (MS Office Word,
Internet Explorer, Excel etc.)
·
At least two years’ experience
working in similar position.
·
Fluent in written and oral English
and Kiswahili.
·
Computer skills and Internet
knowledge.
·
Proven typewriting and proof reading
skills.
This position requires integrity, a
team player, a person keen to detail and one with a positive disposition, in
the way they relate to people in order to achieve the desired outputs and
deliverables.
Grants Accountant
·
The position holder coordinates the
Accounting and Finance in an assigned entity working closely with the Country
Finance Managers.
·
The role has no budget management
responsibility and no direct reporting
·
Tasked with ensuring performance of
mission critical ERP systems, currently in SAP & HRIS and implementation
progress versus standards.
·
Support in training and capacity
building at different levels i.e. Country office
·
Remit of role covers the 12
countries, Regional office & Pan Africa office of RESA and Middle East Sub
region.
·
Act as the roving SAP SME.
·
Offers on site and remote
troubleshooting to issues and where necessary, relates matters to experts.
Key End Results and typical
Responsibilities
Reporting and Monitoring
·
Ensure preparation and submission of
Monthly Financial Report to Management working closely with the CFM and Finance
team.
·
Preparation of Budget vs Actual
report monthly and discussing with the various programme managers and CMT.
·
Share monthly finance update with CO
management and Regional Office on the progress made so far, achievement,
challenges and flag areas requiring support.
Training and Capacity Building
·
Ensure continuous capacity building
and training of incoming finance team
·
In case of CO deployment, come up
with a detailed deployment tasks plan that will ensure the CO team capacity is
build.
·
Organise a finance training for
non-finance aimed at capacity building their skills and knowledge in Finance.=
Grants Management
·
Support in preparation or review of
donor reports
·
Ensure compliance in the grant funded
projects being implemented by the country office
·
Working with the International
Headquarters, National Office, Regional Office and Country Office teams in
ensuring routine Grant Finance Remediation 3 is a success.
Support to the CFM
·
Working closely with the incoming
Country Finance Manager in ensuring a comprehensive finance technical induction
and continuous close engagement as the CFM settle in his/her role.
·
Ensure a smooth working finance team
led by the Country Finance manager by being an advisor to the Country Finance
Manager mostly in meetings through sharing of good practices.
·
Support in day to day accounting
tasks i.e. Payment review and processing, payroll processing etc.
Partner Management
·
Support in management of partner and
activity implementation working closely with the Grants and programme team