Purpose:

smooth operations in the areas of travel, technical and material infrastructure, legal topics and back office activities that support the work of dG members thoroughly and sustainably

being a healthy financial backbone for dG, ensuring liquidity at all times

  • Basic Financial Bee

    Purpose:

    Spotless books as well as flawless invoicing and financial transactions

    Domänen:

    • Approval of invoices, bills, and expenses

    Accountabilities:

    • Reconciling bank statements once a week
    • Introducing all new partners to dGs invoicing and expense billing processes
    • Tracking all financial transactions via the double entry book keeping method
    • Preparing timely bank transfers (e.g. VAT, wage labor costs, wages, incoming invoices)
    • Preparing payments for project partners after payment of associated invoice by the customer
    • Supporting other roles in resolving non-standard difficulties with payment providers or bank
    • Collecting invoices for accruals and deferrals for yearly closings
    • Checking and approving invoices, bills, and expenses submitted to odoo regarding correct account ledger and correct current tax provisions as soon as practical or latest necessary for fiscal timelines
    • Informing a partner when s/he made spendings that were not in accordance with the "Spending Our Gold"-Policy and ask them to post the spendings in the channel for transparancy
    • Informing @General Company Circle about spendings that are not in accordance with the "Spending our Gold"-Policy
    • Issuing invoices for educational costs for core-partners (eg. Educational Costs, Telephone)
    • Billing participants of public events based on the information by respective event role
    • Collecting all expenses and bills (as pdf scan and paper)
    • Clarifying questions with the role @Book-Keeper
    • Informing core-, and project partners if policies or guidelines have changed
    • Defining submission guidelines for expenses and bills
    • Entering all necessary information into odoo and submitting expenses for approval
    • Clarifying upcoming questions with the origin of the expense
    • Checking relevant e-mail accounts regularly, at least twice a week
    • Reconciling monthly credit card statements when provided by bank
    • Reminding credit card holders to hand in missing expenses until a provided deadline, otherwise the expenses will be booked on the appropriate clearing account
    • Making monthly credit card statements available on Google Drive and informing core partners about it
    • Making monthly mobile phone bills available on Google Drive and informing core partners about it
    • Checking whether bills and expenses correspond to the current tax provisions and ask for correction via the person which booked the expense or the supplier
    • Accepting only receipts according to Expense Submission Guidance https://dwarfsandgiants.atlassian.net/wiki/spaces/SO/pages/13795476/Expense+Submission+Guidance+for+Core+Partners
  • Plant Lover

    Purpose:

    Care for the Wellbeing of our harbour plants

    Accountabilities:

    • water all harbour plants regularly
    • love and care for them <3
  • dG office continuity

    Purpose:

    A Harbor that supports our work

    Accountabilities:

    • Providing and maintaining a sufficient level of office and workshop materials, trying to buy sustainable
    • Distributing and administrating of dG Key Cards
    • Booking books, magazines and appropriate workshop materials into libib.com on request and label them
    • Administrating users for libib.com
    • Providing and maintaining a sufficient level of consumable materials for Studio 11, trying to buy sustainable
    • Hiring and coordinating cleaning company
  • dG postal

    für office@dg.org; event und brand material shipping, collecting snail mail

    Purpose:

    swift responses

    Accountabilities:

    • Frequently checking the mail account "office@dwarfsandgiants.org"
    • Immediately forwarding incoming mails to relevant roles/circles/channels
    • Collecting, opening and checking letters, giving notice to relevant roles/persons if necessary
    • Taking care of substitution in case of absences of several days' duration
    • Mailing of messages (letters, parcels)
    • Answering new email-requests by potential clients with a short, standardized response within 48h and including @First Responder (who handles request from this point) in the answer (cc)