Purpose:

Rewriting the future of organization - Catalyzing the evolution of wholesome organizations.

  • Current and Future Partners

    Purpose:

    Perspective of current and future (core and hub) partners well represented in strategic decisions

    Accountabilities:

    • 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

Purpose:

Rewriting the future of organization. Catalyzing the evolution of wholesome organizations.

  • Rep Link

    Purpose:

    Innerhalb des Super-Kreises übernimmt der Rep Link den Purpose des Sub-Kreises; innerhalb des SubKreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind zu kanalisieren und aufzulösen

    Accountabilities:

    • Bereitstellen einer Sicht auf die Vitalität des Subkreises im Super-Kreis, einschließlich Berichten über Kennzahlen oder Checklisten-Punkte, die dem gesamten Sub-Kreis übertragen wurden

    • Beseitigen von Einschränkungen innerhalb der übergeordneten Organisation, die den Sub-Kreis einschränken

    • Versuchen, Spannungen zu verstehen, welche von Kreismitgliedern des Sub-Kreises wahrgenommen wurden, und diejenigen zu identifizieren, die für die Bearbeitung im Super-Kreis geeignet sind

  • Smooth Operations

    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

    Accountabilities:

    • 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

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

  • Accounting

    Purpose:

    Spotless books as well as flawless invoicing and financial transactions

    Domains:

    • 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 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

  • Accounting Preparation

    für Backup in case of long term absence of Leonie

    Purpose:

    Efficient preparation for our accounting and invoicing

    Accountabilities:

    • 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

  • Book-Keeper

    Purpose:

    ensures high quality standards of accounting

    Domains:

    • monthly financial closing

    Accountabilities:

    • 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

  • Controller

    Purpose:

    financial steering and liquid (€) organization

    Accountabilities:

    • 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

  • Employee Admin Interface

    Purpose:

    Excellent administration of employees

    Accountabilities:

    • 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

  • Lead Link

    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

    Domains:

    • Rollenzuweisungen innerhalb des Kreises

    Accountabilities:

    • Zuordnen von Partnern zu Rollen des Kreises; Überwachen der Passung; Anbieten von Feedbacks, um die Passung zu verbessern; und Neuübertragen von Rollen an andere Partner, wenn dies sinnvoll ist, um die Passung zu verbessern

    • Zuteilen der Ressourcen des Kreises zu den verschiedenen Projekten und/oder Rollen

    • Einrichten von Prioritäten und Strategien für den Kreis

    • Definieren von Kennzahlen für den Kreis

    • Strukturieren der Governance des Kreises, um seinen Purpose und seine Accountabilities zu realisieren

    • Aufheben von Einschränkungen innerhalb des Kreises gegenüber dem Super-Kreis, um seinen Purpose und seine Accountabilities zu realisieren

  • Odoo'ler

    Purpose:

    Implementing and Maintaining Odoo as Company ERP System in the organization

    Accountabilities:

    • 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

  • Office-Tech Maintainer

    für introduction phase

    Purpose:

    information about maintenance of technical devices in our office are available

    Accountabilities:

    • 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

  • Secretary

    Purpose:

    Betreuung und Stabilisierung der formalen Aufzeichnungen des Kreises und des Protokoll-Prozesses.

    Domains:

    • Alle von der Verfassung geforderten Aufzeichnungen des Kreises

    Accountabilities:

    • Erfassen und Veröffentlichen der Ergebnisse der für den Kreis definierten Meetings und Verwaltung einer zusammenfassenden Sicht der aktuellen Governance, von Checklisten-Punkten und Kennzahlen des Kreises.

    • Interpretieren von Governance und Verfassung auf Anfrage

    • Planen der vom Kreis geforderten Meetings und benachrichtigen aller Kreismitglieder über die eingeplanten Zeiten und Orte

  • Technical Project Support

    Purpose:

    Smooth invoicing to our customers

    Accountabilities:

    • 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

  • 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

  • dG postal

    für office@dwarfsandgiants.org

    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

Purpose:

Well energized and aligned Partners of the Organization and Members of the Association

  • Council Chief

    Purpose:

    Wholesome Council Days for dwarfs and Giants in all four spaces

    Accountabilities:

    • 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

  • Development Compass

    für Deniz

    Purpose:

    A personal development journey for dG members

    Accountabilities:

    • 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

  • Membership Steward

    Purpose:

    Accurate, fair and legally correct relations of individuals with the organization.

    Domains:

    • contracts regarding membership agreements

    Accountabilities:

    • 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).

  • Rep Link

    Purpose:

    Innerhalb des Super-Kreises übernimmt der Rep Link den Purpose des Sub-Kreises; innerhalb des SubKreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind zu kanalisieren und aufzulösen

    Accountabilities:

    • Bereitstellen einer Sicht auf die Vitalität des Subkreises im Super-Kreis, einschließlich Berichten über Kennzahlen oder Checklisten-Punkte, die dem gesamten Sub-Kreis übertragen wurden

    • Beseitigen von Einschränkungen innerhalb der übergeordneten Organisation, die den Sub-Kreis einschränken

    • Versuchen, Spannungen zu verstehen, welche von Kreismitgliedern des Sub-Kreises wahrgenommen wurden, und diejenigen zu identifizieren, die für die Bearbeitung im Super-Kreis geeignet sind