Plan International is an independent development and humanitarian non-profit organisation that advances children’s rights and equality for girls. We support children’s rights from birth until they reach adulthood, and enable children to prepare for - and respond to - crises and adversity. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination.
Role Purpose
- Plan International embarked on consolidating their legacy systems (PPM, GL and GTS) to deliver additional functionality to support growing business; to give National Offices access to key donor reporting data; and have an integrated online system to be used by Global Hub (GH), Regional Hubs (RH) and Country Offices (COs). This system is called SAP.
- The Systems Specialist is responsible for the coordination of the operation of Plan International Nigeria systems i.e. SAP (Standard & BI Online), Microsoft Dynamics 365.
- The role provides a combination of on-site and remote troubleshooting, trainings for systems related requirements.
- With SAP, the function will monitor and report regularly on country SAP performance across all modules including grants, programmes, finance and Procurements; advising Country Finance Manager and the country SAP subject matter experts on SAP usage/Optimization.
- The role coordinates various SAP SME experts and builds a strong community of SAP experts across the country program.
- The Systems Specialist also acts as the Focal point of contact for Country SME, Field Office Project teams, Support units on all SAP related activities.
Dimensions of the Role
The post holder will contribute towards the system performance optimization, Track performances, ensure data readiness for migration into the new ERP:
- Remit of role covers all field offices and Country Office.
- Liaise with teams of SAP experts across Plan countries for knowledge transfer and quality standards.
- Establishes monitoring indicators and reporting parameters for SAP.
- Participates in the development and implementation of SAP Strategies and operational plans and priorities for Plan International Nigeria.
- Act as the roving SAP SME.
- Offers on site and remote troubleshooting to issues and where necessary, relates matters to experts.
- Mobilizes SAP and other system resources across the organization to support colleagues facing SAP usage and maintenance challenges.
- Disseminates regular SAP usage reports to Country Leadership Team as agreed.
- Advises on SAP capacity needs and facilitate requisite training.
- Works with IT teams to ensure adequate follow up on SAP and system issues for timely resolution.
- Responsible for training and induction of existing and new staff on SAP
- Escalates SAP/System issues to Regional and Global Hub SMEs, towards mitigating corresponding risks.
- Be a member of, and participate in the Y.O.D.A transition team activities.
Accountabilities
Manage the operations of the SAP system in the field office to meet Plan’s spending and financial reporting requirements. To do this, the role will:
- Performs regular review of SAP performance and usage across the teams.
- Facilitates full processing of business transactions in SAP systems and accurately undertake accuracy checks to ensure all transactions entered in SAP are correct.
- Liaises with SMEs on progress towards complete usage of SAP across all modules/functions.
- Facilitate quarterly review of SAP protocols and make necessary corrections or support.
- Identify and address key issues for using SAP effectively, with all departments and seek regional and GH support.
- Reviews all country plans for clearing backlogs, lead on data cleansing and any corrections in SAP.
- Contribute in FAD and Project outline set up process in SAP.
- Analyses process flows across country program and advise where there are irregularities and blockages.
- Works with Regional SMEs towards developing plans for various SAP activities as required.
- Follows up with COs, RHs, NOs and GH on matters with dependencies from each of the stakeholder entities.
- Anchors and disseminates key communications including SAP system changes.
- Works with different departmental teams to ensure all financial records are Year End and annual audit ready.
- Lead on SAP data migration and readiness for Program Y.O.D.A transition.
Reporting and Monitoring, To do this, the role will:
- Works with CO, RH, NOs, GH on SAP financial/grants audits and reporting related matters
- Ensure the Monthly SAP Oversight Report is timely prepared
- Defines in collaboration with Regional Systems Business Specialist (RSBS) key reports to be generated for different teams in countries and Regional offices for monitoring and management
- decision.
- Extracts and disseminates monitoring reports from SAP systems.
- Reviews and follows up with Project Point Persons on weekly Grants Spend and budget performance status.
- Contribute in Developing a monitoring system and scorecard for Country Leadership Team on SAP performance issues across the country.
- Works closely with Finance, Projects, Procurement and Grants teams to check country SAP records readiness for financial year end closure and NO grant reporting at year end.
Compliance and Risk Management, To do this, the role will:
- Reviews SAP internal audit reports jointly with the SAP SMEs and supports field offices to address areas of weakness.
- Participates in regular country SAP review meetings.
- Reviews the country SAP related risks and facilitates implementation of remedial actions.
- Engages the CO Systems & Applications Roll-out coordinator on Program YODA related roll out reporting and regular updating, key challenges and lesson learning.
- Prepares readiness assessment on roll out of new systems in Plan International Nigeria.
Capacity Building and Training, To do this, the role will:
- Trains and coordinates the SAP SMEs, Country users in-order to establish a strong community of experts and shares best practices.
- Coordinate SAP training for existing staff and new joiners.
- Disseminates training/SAP enhancement materials from GH to country users.
- Reviews country SAP user lists for consistency and ensures that internal control standards are maintained.
Technical Expertise, Skills and Knowledge
Essential:
- University Degree in Social Science, Physical Science and / or equivalent; Relevant professional qualification.
- At least 3 years’ experience in a similar role; Training, Grants or project management, Donor reporting or Finance and system monitoring and support services
- Knowledge and use of accounting software (SAP, Microsoft Dynamics 365).
- High experience in managing and implementing SAP systems issues and reporting.
- Preferred qualifications: knowledge of and experience with the key donors in the industry is strongly preferred.
- Knowledge of plan global process and policies in Grant, Finance, Program and Procurement
- Experience providing capacity development assistance to sub-grantees strongly preferred.
- Experience working with sub-grantees required.
Skills & Knowledge:
- Communicates clearly and effectively.
- Working knowledge of English and the languages of the region (may be French or English)
- Strong analytical skills; problem solving; decision making in ambiguous environment
- Project and general management skills
- Have a natural attraction for computer science skills
- Good knowledge in Excel and data base management
- Capability to coordinate and cooperate within interdisciplinary teams
- Strong negotiation, facilitating and influencing skills
- Excellent communication and customer relationship skills
- Fast learner of complex process skills is a plus.
- Capability to communicate ideas and technical information to a non-technical audience
- Ability to facilitate participative processes for all stakeholders for implementing grant projects.
- Strong team building skills, Organized and methodical.
- Independence, objectivity and integrity.
- Good supervisory & coordination skills and ability to deliver to tight deadlines.
- Fair knowledge of project planning, management, supervision, monitoring and evaluation tools.
- Experience with Microsoft Word, Excel, Power Point and Outlook.