smooth and elegant operations support our work thoroughly and sustainably

  • Concierge


    Guests feeling at home in Studio 11


    • Welcoming external guests, guiding them and providing them with elementary stuff (coffee, water, food, WiFi, calling a cab, providing information ...)

    • Preparing the designated spaces for welcoming guests (cleanliness, order) before guests arrive

    • Supporting evolutionary catalysts during meeting with clients by providing logistics.

  • Harbor Soul

    für Thursday


    Human dG Presence @ STUDIO11


    • Being present during official dG Office Hours (10am-4 pm) according to role focus out of 5 week days.

    • Processing dG-internal "requests from the field" shared through #HarborSoul Slack channel.

    • Acting as contact point for random or spontaneous dG guests at STUDIO11 - offering coffee, WiFi-code and a smile :-)

    • Finding a replacement role-filler for individual absences or making absence transparent via pinned Slack post on #HarborSoul-channel

  • Health & Happiness Host

    für dG internal events


    Healthy food for that foster new ways of working


    • Researching and ordering fresh, healthy catering for Campfire Days and Harbour Days, taking care of partners' specific dietary needs - if possible.

    • Maintaining a stock of brainfood, juices and snacks for workshops Studio 11.

    • Finding ways to lower environmental impact of delivered products.

    • Finding a new Partner to energize this role after filling this role for 6 months. Triggering LL GCC to assign role to new partner.

    • Informing the team and/or coworkers about leftovers that are open for consumption and throwing away old stuff (before it gets smelly or impacting other coworkers).


A healthy financial backbone for dG, ensuring liquidity at all times

  • Accounting


    Spotless books and flawless invoicing


    • Collecting all incoming invoices (scan and paper) and adding them to data base.

    • Providing relevant data for tax declaration to external tax accountant until 10th of 2nd following month

    • Reconciling bank statements once a week

    • Preparing bank transfers within the period prescribed by suppliers

    • Monitoring dispatch and payment of invoices and taking necessary actions to trigger or speed up payment

    • Introducing new core partners to dGs invoicing and expense billing processes

    • Billing participants of public events

    • Tracking all financial transactions via the double entry book keeping method

    • Preparing sales invoices with correct account ledgers and receipt copies for approval by Approver in a timely manner

    • Preparing timely bank transfer of VAT, wage labor costs and wages

    • 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

    • Introducing Project Administrator to accounting processes for project partners

    • Making monthly credit card statements available on Google Drive

    • Making monthly mobile phone bills available on Google Drive

    • Preparing payments for L2 or project partners after payment of associated invoice by the customer

    • 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 himself

    • Supporting other roles in resolving non-standard difficulties with payment providers or bank

  • Approver


    Flawless financial transactions


    • Approval of invoices, bills, and expenses


    • 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

  • Expense Responsible


    Ensuring that all expenses of all partners are entered correctly into the ERP-System so that costs can be forwarded to clients and data is captured for accounting.


    • - Collecting expenses from Core-, L2-, and Projectpartners in PDF via Mail that are send to expense@dwarfsandgiants.org

    • - Clarifying accounting questions with the Role Accounting and/or Finance

    • - Informing Core-, L2-, and Projectpartners If the policy has changed

    • - Accepting ONLY expenses that follow the policy of expenseresponsible

    • - Defining a policy how to submit expenses

    • - Submitting Expense for Approval

    • - Entering all necessary information into Odoo from the Core- and L2 partners that are given in the
      subject line of a mail.

    • - Clarifying upcoming questions with the origin of the expense.

    • - Checking expense@dwarfsandgiants.org twice a week (Mond and Thursday)

  • Secretary


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


    • Alle von der Verfassung geforderten Aufzeichnungen des Kreises


    • 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