Assistant II - PLANS

About the position

The Alliance is searching for two individuals to fill the position of Assistant II - PLANS. The position has the responsibility of providing operational financial compliance support in relation to the projects that are being developed by the Alliance Research Areas and Programs. This involves the provision of assistance to budgetary analysis and financial support as project activities are being carried out (maintain accurate Project MF information, coordinating opening of a BUS’s, coordinating uploading budgetary information, ensure PCA set up accurately on the annual basis, collect supporting documentation to reduce findings to 0 and coordinate adjustments as necessary). Deliver information to prepare financial reports for projects and handle projects information requirements from donors. Executes and completes transactions consistent with established internal and external rules and procedures. The position will report to the Associate Officer - PLANS.

Main responsibilities

• Assist the PLANS staff with financial management of grants.  
• Prepare review of actual vs. budget costs per project using the Alliance template.
• Prepare PCA analysis to share with respective PLANS staff based on the budget to ensure PCA adjustment in the system is done timely.
• Prepare cost transfer request for review and approval.
• Collect data and documentation to support the preparation of the financial reports for donors to ensure reconciliation with the accounting records.
• Prepare supporting documentation for financial report submissions and audits to submit information on time to donors and/or auditors.
• Execute the activities related to the signature process of financial reports, once all requirements are fulfilled.  

Assist the PLANS staff with partner financial reporting and clearance processes.  

• Review the partner financial reports and ensure that the financial reporting checklist is complete; detect and report issues.
• Review the transaction list provided by the partner and ensure it matches with the financial report.
• Review supporting evidence provided by the partner and take the necessary actions as needed.

Assist the PLANS staff with grant opening and data management in our Enterprise Resource Planning (ERP) system.

• Prepare the grant opening template for the Enterprise Resource Planning (ERP) system opening process.
• Prepare budget uploads in a timely manner to ensure budgets in the Enterprise Resource Planning (ERP) system are up to date.
• Prepare budget uploads in a timely manner to ensure budgets in the Enterprise Resource Planning (ERP) system are up to date.
• Set up project audit information and collections as needed.
• Support a small portfolio of projects to manage full project lifecycle.
• Other support tasks as required from the PLANS unit.

Requirements
Education qualifications and experience

• Bachelor’s degree in economics, accounting, finance and related fields.
• At least two (2) years of relevant work experience in finance units in process-oriented / transactional activities preferably gained in an international organization.
• Proficiency in relevant software packages (Microsoft Office Suite).
• Knowledge of or experience with financial management software.
• Full professional proficiency of the English language, both written and spoken
• Solid interpersonal, communications and teamwork skills; courtesy and tact, and the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.
• Well-developed skills in personal organization, filing and priority setting, problem solving and accuracy.
• Strong client orientation and service approach
• Sound judgment and initiative; ability to work independently within the assigned area  
• Working knowledge of other languages.