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.

ROLE PURPOSE

The Grants Officer will support the Senior Grants Coordinator in ensuring effective grants management, compliance & reporting by following established processes in line with donor and plan international guidelines.

DIMENSIONS OF THE ROLE

Under the guidance and direct supervision of the Senior Grants Coordinator, the Grants Officer will be responsible for coordinating with finance and programs on donor regulations, donor and National Office contracting, grants policies, procedures, controls, and reporting.

ACCOUNTABILITIES

Grants Management (70%):
• Maintain a broad and deep understanding of donor policies, regulations and procedures and build this knowledge among other team members.
• Proactively identify compliance risks throughout the portfolio and report to Senior Grants Coordinator.
• Assist the Senior Grants Coordinator in drafting, reviewing and follow up of Plan International Funding Approval Documents and amendments.
• Conduct briefing sessions on donor requirements and templates with Plan International staff and partners, in coordination with relevant staff and Plan National Offices, when necessary.
• With the support of the Senior Grants Coordinator, monitor all active grants life cycle including start-ups, Management and closeout.
• Prepare Monthly Grants Monitoring reports and highlight any spending abnormalities (over/under spending).
• Co-Facilitate Grants Review Meetings, record and share action points agreed during the meeting.
• Review and follow up with project and finance teams on different project management tools including budgets, forecasts and plans.
• Follow up on Grant amendments including project documents and budget amendment.
• Participate in the Quarterly Budget Rephasing for all projects.
• Ensures quality information management related to grants by overseeing the regular maintenance of Grants Tracker (FAD Tracker).
• Take the lead on creating and maintaining effective filing systems as per donor and Plan International policies and procedures.
• Create, Regularly Maintain and close projects on SAP/ERP system through assigning appropriate codes and using relevant currencies.
• Follow up with relevant focal points on pending issues and action points related to grants and project closure on SAP/ERP system.

Reporting (30%):

• Follow up on the preparation and submission of internal and external reporting with programs and finance, ensuring high-quality, well-written and timely reports meeting donor and Plan International requirements.
• Ensure quality information management related to grants by overseeing the regular maintenance of reporting calendars.
• Assist the Senior Grants Coordinator in drafting and follow up of reports requested by Global Hub & National Offices.

Any other tasks as required.
1. 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

Internal:
• Programmes Team
• Finance Team
• Operations Team
• PDQ Team
• Business Development Team
• Plan International National Offices

External:
• Partners

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential
• Bachelor Degree in Business Administration, Finance, Accounting or equivalent.
• 2 to 3 Years’ experience of working in either grant related function: Grants Management, Finance, Compliance or equivalent.
• Experience working on projects funded by institutional donors e.g. EU, ECHO, DFAT, SDC, UN Agencies, et al.
• Experience of relevant accounting packages and operating systems.
• Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.
• Excellent computer skills including, good command of Office applications particularly Excel.

Desirable
• Knowledge of developing/maintaining financial internal control and risk management concepts and systems.
• Strong Analytical skills (data and financial).
• Strong communication, coordination and interpersonal skills
• Demonstrated ability to prioritize large workloads, to consistently meet deadlines and adapt in a complex and challenging work environment.
• Ability to work effectively and efficiently both independently and in teams.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable
1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together
1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.

LEVEL OF CONTACT WITH CHILDREN

Low contact: No contact or very low frequency of interaction

TRAVEL
• In-country travel is estimated at 10%.
• Regular international travel may be required.

Location: Beirut

Type of Role: Grants/Finance

Reports to: Senior Grants Coordinator

Grade: C1

Closing Date: 30 September 2023

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.