Corinna Volonte-van Gils

Gathering input on needs, challenges and motivations of current and future partners

Gathering data about financial sustainability and a joyful and inspiring working mode for partners

Representing the intention of creating a sustainable and joyful working environment

Representing the role’s perspective in strategic council meetings

Representing personnel development needs in the strategic council

Spannungen verstehen, welche von Rollenführern innerhalb des Kreises vermittelt werden

Spannungen erkennen, die geeignet sind, innerhalb des Super-Kreises zu verarbeiten

Spannungen innerhalb des Super-Kreises verarbeiten, um die Einschränkungen des Kreises zu beseitigen

Providing and developing a workspace which is fun, aesthetic and a pleasure to use

Establishing a lean, stable and secure IT infrastructure

Processing requests for legal advice and representing dG legally

Designing, administering and updating a flawless financial and accounting system with clearly defined processes

Generating an overview projections of the financial situation of dG

Approval of invoices, bills, and expenses

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 quarterly and 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

Invoicing core partners for surplus telephone costs provided by Telephone Provider

Billing participants of public events based on the information by respective event role

Issuing invoices to co-tenant regarding costs and investments for Studio 11

Collecting all expenses and bills (scan and paper)

Clarifying accounting questions with the role Accounting accounting and/or Finance

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

Making monthly mobile phone bills available on Google Drive

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

monthly financial closing

Providing an invoicing standard for external partners

Clarifying tax questions with external partner (tax consultant)

Training for Financial Roles regarding accounting

Monthly Financial Closing (tax-relevant)

Creating financial statements of all legal entities related to the organization

Sharing accounting related information with Travel Logistics Wizard in order to allow this role to set standards

Booking accruals and deferrels in the accounting system for quarterly closing and financial statement

Monitoring dispatch and payment of outgoing invoices and taking necessary actions to trigger or speed up payment (Follow Up System)

Creating odoo ad-hoc reports if demanded by relevant roles (i.e. providing data for purchase of climate certificates for the role Sustainable Dwarf or i.e. public events)

Monitoring educational costs of core partners and triggering Accounting to issue invoice to the partner

Checking partner ledgers for possible reconciliation on a regular base (at least quarterly)

Following up whether outgoing invoices are sent to customers

Evaluating and defining the amount of profit to be distributed as PS-units among all members of the organization

Calculating profit distribution based on according algorithm set by Profit Distribution Architect

Withholding the payment of an appropriate amount of D-units to ensure a sustainable cash-flow of the organization

Processing individual partners' requests for upfront payment of d-units considering current liquidity and forecast of dG revenues.

Providing transparency for unit transactions for all partners.

Providing a budget and forecasts on a regular base (at least quarterly) to provide information about the financial situation to all core partners of dG

Monitoring cash-flow and communicate steering needs with Finance

Defining needs for and structure of analytic accounts and informing Accounting

Collecting, evaluating and prioritizing measures for cost savings

Triggering double check (amount and effect on liquidity) by Finance before payment of Units to partners

Checking calculations of profit distribution using the 4-eyes principle with Finance at least annually

Archiving all relevant documents and written communication with regards to employer-employee-relation, in particular when concerning payments, taxes and social insurances.

Triggering salary payments to relevant role by providing all relevant information.

Triggering payment management (external) to check for collective Agreement increase including level, years in level and increase of surplus

Collecting and storing timesheet information

Developing and regulary updating timesheet templates for all employees to be filled out, integrating a yearly feedback loop with employees to integrate user-perspective and iterate usability

Informing and helping all employees to correctly fill out the timesheet template, specially regarding holidays, time balancing and sick leaves

Preparing all necessary information for Finance for the financial statement or if needed

Channeling the needs of current Harbor Users into a harbor usage concept for March 2022 onwards and integrating feedback of current harbor users

Triggering responsible roles to purchase things needed

Channeling interior design requests

Making decision about equipment of rooms

Providing Material and Information about the ERP Program Odoo

Providing In-House Training for in Odoo registered Partners of the company

Collecting feedback from all in Odoo registered Partners for improving the usability of the Software

Communicating and mandating the external partner with programming tasks considering the spending policy in place

Testing and implementing new features of the software

Implementing new company processes provided by the respective role in the software

Helping all in Odoo registered Partners as First and if possible Second Level Support

Collecting all problems that need 3rd level Support and forwarding it to the external partner

creating and updating manuals for the use of devices in the office in confluence

providing information for user support of technical devices in the office, i.e. use and setup of the printer

contacting service partners in case of failures or needed service (i.e. printer company)

organizing maintenance for technical devices in the office and/or needed repairs

Alle Governance-Aufzeichnungen des Kreises

Tactical-Meetings für den Kreis planen

Tactical Meeting Ergebnisse festlegen und veröffentlichen

Governance-Meetings für den Kreis planen

Erfassen und Veröffentlichen der Ergebnisse des Governance-Prozesses des Kreises

Interpretieren von Governance und Verfassung auf Anfrage

Administering contact data provided by relevant roles

Assisting Project Backbone in entering consistent data (workshop dates, timesheets, customer needs regarding invoicing, etc.) into odoo

Providing assistance to Project Backbone in preparing outgoing invoices (expenses, structure, sorting, etc.) according to the needs of the customer

Checking sales orders monthly on not invoiced items and giving feedback to relevant roles and taking necessary actions

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

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

Triggering logistics (calendar invitations, space, food…) for the Council days with the according roles

Building the agenda and design of these days based on input from all members of the organization

Facilitating or organizing facilitation of Council days

Documenting relevant output and distributing minutes

Delivering the on boarding process (based on a guideline by Mentoring Calibration) for new members to self-organize in the dG world quickly

Supporting a new member to channel and process tensions on request

Organizing monthly Checkpoints with members to reflect on the match of organizational and individual needs

Coaching the person in focus (pro-) actively with regards to possible, recommendable, desired personnel development activities including purpose fit, individual challenges, resource steering and learning opportunities

Supporting a member to dance the act of balance that is needed to stay healthy and fulfill organizational needs.

Providing professional leadership to Evo Cats around professional consulting work

Harvesting feedback from relevant roles to collect organizational view for Checkpoints

Providing tasks to member in focus which are of relevance for realizing dG's purpose and supporting the partner's personal development.

Acting as "Absence Interface" for dg members who are currently on short-work, sick leave, maternity leave or other forms of part-time leave

Providing nourishing and healthy food for the tribe upon request for internal days

Keeping a transparent up-to-date list of food restrictions of tribe members

Keeping an up-to-date Confluence page on how to best fill this role

Finding ways to lower environmental impact of delivered products

Informing the team and/or Co-Workers about leftovers that are open for consumption and throwing away old stuff

Coordinating the preparation and cleanup of the space before and after meals by the tribe

contracts regarding membership agreements

Contracting, updating and filing membership agreements (Beitrittserklärungen) and of core partners

Calling in Tier Assignment Committee on request of any organization member.

Serving on the Tier Assignment Committee and People and Partner Committee if required and to the extent defined by GC policy

Taking all actions necessary to comply with dG's legal duties as an employer.

Participating in interviews of potential partners (after first interview round).

Maintaining a list of Tier levels of all limited partners and employee equivalent (according to total gross annual remuneration) and providing Finance with updates in case of changes.

Maintaining a list of current postal addresses of all core partners.

Organizing applications to update the company register (Eintragungsgesuch ins Firmenbuch) when partners join or leave dG with the notary and members of dg. Filing necessary documents in a way that is accessible to other role fillers (e.g. Finance, Controller, Profit Distribution Architect).

Spannungen verstehen, welche von Rollenführern innerhalb des Kreises vermittelt werden

Spannungen erkennen, die geeignet sind, innerhalb des Super-Kreises zu verarbeiten

Spannungen innerhalb des Super-Kreises verarbeiten, um die Einschränkungen des Kreises zu beseitigen