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 Sub-Kreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind, zu kanalisieren und aufzulösen.

    Accountabilities:

    • 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
  • 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

  • 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
  • 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
  • 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 @Basic Financial Bee
    • 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
  • Harbor Interior Design

    Purpose:

    Creating a functional work enviroment for dG and all subtenants

    Accountabilities:

    • 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
  • 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 office continuity

    für Backup

    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 backup

    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)
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.
  • Membership Steward

    Purpose:

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

    Domänen:

    • contracts regarding membership agreements
    • Salaries for job advertisements

    Accountabilities:

    • Contracting, updating and filing in membership agreements (Beitrittserklärungen, Arbeitsverträge) 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 Sub-Kreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind, zu kanalisieren und aufzulösen.

    Accountabilities:

    • 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