Plan International – SAP Support Officer (Nairobi).

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ROLE PURPOSE
 
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.  

With approximately 38 years of experience in implementing its programme, Plan International Kenya (PIK) mainly operates in 10 geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu and Tana River.
 
Plan International Kenya Strategy statement

Plan International Kenya’s strategic goal in the next five years is to end teenage pregnancies and end gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach approximately 3 million (tbc) girls and Young Women directly over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions. 

 
About the “SAP Support Officer” role
The Program “Your Organization Data and Analytics” (Y.O.D.A.) is a Plan International initiative to become more data driven and transparent. We are changing from our current Enterprise Resources Planning solution (SAP) to a new one called Microsoft Dynamic 365, which is going to be part of Y.O.D.A. knowing that the other part of Y.O.D.A. is the M&E Solution. Generally, Y.O.D.A. will strengthen our business solution to make it more efficient and sustainable. Y.O.D.A. will enable us to be much more data driven and have greater impact on our work. It will make sure that we are always improving design to deliver and evaluate our gender transformative program for 100 million Girls and ensure that our Program approach is properly evaluated and delivered. 

One of the biggest issues we have with SAP is that the data quality inside SAP. This is obvious every time we run reports. As we are changing to the new system and in order to migrate SAP data either to data warehouse (historical Data) or to migrate it to Microsoft Dynamics 365 (Current Data), we have to clean it. We have to ensure that all data inside SAP conforms to our Policies, Guidance and Procedures. The Data cleansing concept is therefore essential to ensure we are going to start the new system with strong accurate and reliable data

To contribute to the Data cleansing concept key objective which is to ensure all data inside SAP is clean, accurate, reliable and ready to be moved into the DATA WAREHOUSE (Historical Data) or migrated into Microsoft Dynamics 365 (Current Data), the country has managed to close over 90% SAP items that needed to be closed. To ensure that data, once cleansed, will be maintained in SAP until its migration to Microsoft Dynamics D365 and that all outstanding SAP open items are systematically cleaned, the position of SAP Support Officer is expected to coordinate, execute and report on strategies and work plans designed to ensure that going forward, all data inside SAP is clean, accurate, reliable and ready for rollout of Microsoft Dynamics 365, with the following objectives:

1.    Coordinate the fast tracking and systematic clearance of all outstanding SAP open items. 
2.    Lead the monitoring to ensure that data, once cleansed, will be maintained in SAP until its migration to Microsoft Dynamics D365 
3.    Work closely with GH / MEESA Hub teams and Programs team, Grants team, Finance and procurement SAP users to fix outstanding SAP data cleansing issues in area of Programs, Finance, Grants and Procurement. 
4.    Facilitate best practice of embedding data cleansing in the day to day processes by following-up on various clearance items that come up as part of Month End (MEND) are identified and cleaned, ensuring NO open item is carried forward to the next month if it can close. 
5.    Prepare reports of outstanding items reports for management on a monthly basis showing completed and pending actions.

 


 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

1.    Liaise with Procurement to check clearance of all outstanding open purchase orders throughout the month.  Facilitate best practice of embedding data cleansing in the day to day processes. Follow-up on outstanding open items as part of Month End (MEND). No open item should be carried forward to the next month if it can close. Prepare reports of outstanding open purchase orders for management on a monthly basis showing completed and pending actions.  (25%)


•    After the items/services are received in full and MIGO for the full quantity is posted for a PO line. Ensure that the tick on ‘Delivery Complete’ is done, indicating that all quantities on that PO line are received
•    If the PO line is not fully received yet and the MIGO is posted for partial receipt, wait until the full amount is received and MIGO is posted for the remaining amount. Before the tick on ‘Delivery Complete’ is done for that PO line. This is important to note to ensure that the full value does not show up in GRIR or budget reports before the full quantity is actually received.
•    If there are any changes in the amount ordered (returns or cancelations), then the quantity on PO line should reflect these changes before the MIGO is posted. Once the PO line and MIGO posting match, please go ahead and tick the ‘Delivery Complete’ for that PO line.
•    Run a Zopen PO report that lists all the open POs that are applicable to KEN1. Tick Boxes: Delivery Completed prior to MEND

 

2.    Liaise with Finance to check clearance of all outstanding SAP open items throughout the month. Facilitate best practice of embedding data cleansing in the day to day processes. Follow-up on outstanding open items as part of Month End (MEND). No open item should be carried forward to the next month if it can close. Prepare reports of outstanding items for management on a monthly basis showing completed and pending actions.  (25%)
•    Coordinate clearance of cheque accounts – Clearance of all outstanding SAP open items. Find volume of open items. Manage the cheque accounts using t-code: FB05 to post and clear open items against a specific G/L account. Use transaction F-03 to manually clear matching items. Facilitate best practice of embedding data cleansing in our day to day processes. As part of MEND process: Check the various scenarios to enable clear open payment documents in the cheque accounts e.g. cheque was never cleared – Scenario 1 – Cheque Cleared and debit reflected on bank statement. Scenario 2 – Matching items (matching debits and credits in the cheque account .Scenario 3 – Cheque never cleared / payment not reflected on bank statement If the invoice relates to a purchase order, follow appropriate steps to clear expense / commitment in addition to above three steps i.e. Reverse Goods Receipt, Tick delivery complete and final invoice for each affected purchase order line item, delete affected purchase order line item, delete relevant purchase requisition line item. IMPORTANT: Finance Data Cleansing “write-off’s” should be posted to the identified GL account 659550
•    Coordinate GRIR Account 208030 clearing- Find volume of open items. Check the various scenarios to enable CO’s clear open payment documents in the cheque accounts e.g. cheque was never cleared.     Manage the cheque accounts using t-code: FB05 to post and clear open items against a specific G/L account and also explains how to use transaction F-03 to manually clear matching items.


•    Coordinate Intercompany Account (121000) Clearing – Find volume of open items in the intercompany account 121000 and how CO’s can use the “Open item”, “Cleared item” and “all items” report query options. Check various scenarios e.g. if it is not valid recharge, – Use t-code: FBU8 to reverse the intercompany transaction in both entities. Scenario 1 – Open item balance not cleared from intercompany account You will need to carry out two steps to clear the open items from the 121000 G/L account. Step 1: Clear the balance through journal posting to the relevant expense account. Step 2:Clear the matching items (matching debits and credits) via the open items managed accounts clearing transaction F-03. Clear open items using transaction code F-03. Run the FAGLL03 report again to confirm items have been cleared. Scenario 2 – Open item balance cleared from intercompany account but matching items still open. Clear the matching items (matching debits and credits) via the open items managed accounts clearing transaction F-03. Clear open items using transaction code F-03. Run the FAGLL03 report again to confirm items have been cleared. Scenario 3 – Recharge not valid. If recharge is not valid, recharge sending entity needs to reverse the intercompany document making reversal in both entities using transaction code FBU8. Post SAP data cleansing “write-off’s” to GL account 659550.


•    Coordinate Open Item Managed (OIM) accounts clearing – Ensure you know how to check if an account is set as OIM and if it requires to be cleared. Only outstanding line items that make up the balance on the account will be visible. Those line items can be viewed in report transaction: FAGLL03. Historical line items that have been cleared can be easily viewed separately also in transaction FAGLL03. Realized exchange rate differences are automatically generated by the system upon clearing of line items. As part of month end process all Open Item Managed (OIM) accounts should be reviewed and cleared if possible. An OIM account is an account that has been set up to allow clearing of transactions (Debits and Credits) that refer to each other and should in most cases give balance of zero. A classic example of an OIM account is GR/IR clearing account: 208030.


•    Coordinate Vendor Liability Clearing- Check various scenarios and how to resolve. Check if it is actual liability and if so pay and settle; if not actual vendor liability then reverse invoice, reverse GR, and delete PO line items .FB60 sundry invoices. As part of MEND find volume of vendor liability / open items. Manage vendor liability and clear vendor accounts using t-code F-44.


•    Coordinate Payment to Partner clearance. – Familiarize with Scenarios Covering: .1 Partial Liquidation, .2 WBS Transfer, 3 Fund Reallocation, 4 Partial Liquidation as per new WBS/ fund reallocation, .5 Return Remaining Advance and Close Internal Order. Check Advance and Liquidation Journals,


•    Assist in maintaining a checklist to ensure that withholding of statutory deductions such as PAYE, VAT and withholding tax and timely submission of reconciled monthly schedules to KCO for payment. Make follow-ups of al staff and vendors advances and review liquidations. Liaising with the bank to resolve issues concerning funds transfers. Contribute to coordinate the preparation of monthly and year end schedules and reports and to review partner’s liquidation reports 


3.    Liaise with Grants to check clearance of all outstanding open grants throughout the month.  Facilitate best practice of embedding data cleansing in the day to day processes. Follow-up on outstanding open items as part of Month End (MEND). No open item should be carried forward to the next month if it can close. Prepare reports of outstanding open grants for management on a monthly basis showing completed and pending actions. (20%)
•    Business should conduct checks at the end of each month, to flash out Grants that are not in a closed state. Two 2 codes are used here, 15616 which is Award status and 15617 which is Closing status. The data is filtered on the Valid to Date field being less or equal to the end of the month. If the result reflect the predicted end date on a grant that has been entered by the business and has passed,  business will be required close such grant before month end, failing which  the business community will be flagged and reported as not following the defined process for closing Overdue grants.


4.    Liaise with Program to check clearance of all outstanding open items (throughout the month. Facilitate best practice of embedding data cleansing in the day to day processes. Follow-up on outstanding open items as part of Month End (MEND). No open item should be carried forward to the next month if it can close. Prepare reports of outstanding open project items for management on a monthly basis showing completed and pending actions.  (20%)
•    Projects that have a Project end date that is less or equal to the completed month and has a status flag of either APPR, TCCL or SBCL should be identified. Projects scheduled for closure by the end of completed month but are still open should be closed promptly. 

 

5.    Other (5%)
•    Any other assignment within the scope of work, including responsibility of various SAP updates as directed.
 
6.    Safeguarding Children and Young People (Safeguarding) Gender Equality and Inclusion (GEI) 5%
•    Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
•    Ensures that all staff are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
•    Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
•    Ensures that PIK contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 
 

TECHNICAL EXPERTISE, SKILLS, KNOWLEDGE AND BEHAVIOURS

Qualifications/ experience essential:
 
•    Degree in Procurement and Supplies Management, Business Management or relevant training in Logistics procedures and systems and CIPS accreditation –or- Bachelor’s Degree in Finance/Accounting related courses with CPA or other professional qualification in accounting
•    2-3 years relevant procurement –or- accounting experience preferably in an INGO 
•    Previous 2-3 years’ experience of SAP use and practice in an INGO setting
•    Previous SAP data cleansing experience.

 

SKILLS AND KNOWLEDGE

Skills:
•    Exceptional analytical and problem-solving skills
•    Excellent organisational abilities, able to prioritise tasks and deliver to tight deadlines
•    Service oriented / Customer centric/ customer relationship skills
•    Good communication (written and spoken), and interpersonal skills and ability to communicate ideas and technical information to a non-technical audience
•    Strong analytical and logical ability 
•    Strong negotiation, facilitating and influencing skills
•    Problem-solving skills
•    Creativity and Innovation
•    Works collaboratively as a team player
•    Capability to coordinate and cooperate within interdisciplinary teams
•    Attention to detail.
•    Ability to work and interact with others at all levels
•    Outstanding planning, management and coordination skills

 

Knowledge:
•    Experience or training in MS Excel.
•    Ability to support Programs team, Grants team, Finance and procurement SAP users to deal with complex issues during the data cleansing exercise. Guide the teams in addressing the various complex scenarios.  
•    Understanding of relevant tools/reports to monitor and maintain clean data going forward 
•    Building a strong community with Programs team, Grants team, Finance and procurement SAP users to ensure constant support.
•    Understand and explain the monitoring that will take place after going forwards to ensure that data, once cleansed, will be maintained in SAP until its migration to Microsoft Dynamics D365 
•    Capacity to work closely Programs team, Grants team, Finance and procurement SAP to fix major issues they are facing with SAP in area of Programs, Finance, Grants and Procurement.

 

 Behaviors
•    Pro-active team player with a flexible and dynamic approach
•    Self-starter and ability to work independently in a fast-paced, often ambiguous environment
•    Ability to build collaborative working relationships with internal and external partners
•    Highly creative individual with the ability to find innovative solutions to problems
•    Logical and structured in approach
•    Holds a high-quality standard and helps others meet standards
•    Highly collaborative and excels working in diverse teams
•    Highly motivated, focused, creative, flexible, organized, and able to balance multiple priorities
•    Passion for equality, including gender equality, inclusion and girls’ and women’s economic empowerment
•    Ability to create climates of trust by being open, honest and transparent, holding his/herself and others to account for decisions and impact on others
•    Innovative personality and capacity to achieve substantial results with limited resources

 
Languages required
•    Excellent written and verbal communication skills in English

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Plan International

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