Corinna Volonte-van Gils

Corinna Volonte-van Gils

Anchor Circle

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

General Company Circle

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

  • 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
    • Providing Back Office Services in terms of: e.g. physical presence at office times, welcoming guests and parcels, organizing snailmail, providing information of nearly all kind regarding the office, organizing office maintenance

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

  • 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 transparency
    • Informing the relevant circle lead 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 according to the needs of the organization
    • 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
    • Organizing credit cards for dG members

  • Book-Keeper

    Purpose:

    ensures high quality standards of accounting

    Domänen:

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

  • Controller

    für Backup

    Purpose:

    financial steering and liquid (€) organization

    Accountabilities:

    • Calculating and updating 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 @Basic Financial Bee
    • Collecting, evaluating and prioritizing measures for cost savings
    • Triggering double check (amount and effect on liquidity) using the 4-eyes principle with other role fillers before payment of Units to partners
    • Checking calculations of profit distribution using the 4-eyes principle with other role fillers at least annually

  • Data Guardian

    für Backup

    Purpose:

    Transparent and legal handling of any personal data

    Accountabilities:

    • Ensuring that dG is acting according to the General Data Protection Regulation (effective May 25, 2018), e.g. by conducting an initial and regular audits to ensure compliance and address potential issues proactively
    • Implementing necessary actions to meet GDPR compliance and triggering concerned roles like @Legal Affairs, @IT Infrastructure, @Website Coordinator & Website Editor etc.
    • Keeping dG partners informed on important compliance requirements
    • Maintaining comprehensive records of all data processing activities conducted by the company, including the purpose of all processing activities, which must be made public on request
    • Interfacing with data subjects to inform them about how their data is being used, their rights to have their personal data erased, and what measures the company has put in place to protect their personal information

  • 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 regularly updating timesheet templates for all employees to be filled out regarding legal requirements. Integrating feedback from 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
    • Providing regularly all legal necessary information for external payroll accounting (e.g. Home Office Days)

  • G-Drive Curator

    Purpose:

    A well-curated, self-explanatory G-Drive folder structure

    Accountabilities:

    • Curating and maintaining a top level folder structure within the dG Team folder that supports clarity and ease in finding information
    • consulting circles and roles in creating and maintaining a useful folder structure on their own

  • IT Infrastructure

    Purpose:

    Lean, stable and secure IT infrastructure

    Domänen:

    • placement of orders with IT second level support
    • Tools and procedures for backup and syncing

    Accountabilities:

    • establishing and maintaining a state-of-the-art, lean and preferrably cloud-based IT infrastructure
    • releasing sync tools between G Suite and devices on request; providing documentation of released tools
    • Activating all relevant software accounts for new partners and deleting accounts after exit of partners.
    • Remembering partners once a year to delete their data on cloud accounts with limited storage space (eg. zoom), otherwise doing it

  • 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

    Accountabilities:

    • Es sind keine Accountabilities für diese Rolle definiert.

  • 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.

    Domänen:

    • Alle Governance-Aufzeichnungen des Kreises

    Accountabilities:

    • 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

  • 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 Slack Curator

    Purpose:

    A well-curated, self-explanatory internal slack structure

    Accountabilities:

    • Curating and maintaining a channel setup in dG's internal Slack that supports clarity and ease in finding information
    • adding and maintaining useful slack integrations (i.e. glassfrog integration)

  • 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 only backup for office@dg.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 within 48h and including @First Responder (who handles request from this point) in the answer (cc)