Administrative and financial management of a political party

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Presented by Cristita Marie Giangan at the Trainers' Training for the Development of Bangsamoro Political Party | Best Western Hotel La Corona, Ermita Manila | March 26-31, 2014

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Administrative and financial management of a political party

  1. 1. Administrative and Financial Management of a Political Party Cristita Marie Giangan Project Manager KAS
  2. 2. Outline of the Presentation  Management, defined  Nature of the Political Party Organization  Shifting perspectives  Aspects of managing the local political party – Administrative management – Financial management  Workshop
  3. 3. I am now a member of the party? Now, what?
  4. 4.  The responsibility and control for an organization  Effectiveness and efficiency as guiding principles (Public) Management, defined
  5. 5.  Management goes beyond the political functions of a leader  Leaders as public managers, developing and growing the organization  Organizational development; focus on building local organizations Shifting Perspectives Focus on Building Local Organizations
  6. 6. Administrative Financial Management Strategic • Data collecting and updating • Communication • Implementation of local activities • Collection and remittances • Recording, bookkeeping, auditing • Recruitment • Planning • Lobbying and Advocacy work • Campaign • Sector Associations
  7. 7. Organizational Chart  Establish clear roles and responsibilities  Chain of command Political Party and Sectors  Establish relationships with the sectors that the party deems important  Sector associations as cooperation mechanisms
  8. 8. Administrative Functions  Maintaining the membership database and all relevant documents  Calling meetings  Communicating with members  Implementing the local strategic plan
  9. 9. Data Collection, Updating and Maintenance  Forms, Templates and other Relevant Documents – Participants List – Minutes of the meeting  Database – Excel – Membership Logbook  Responsibility – WHO?
  10. 10. Calling for Meetings  Types of meetings  Formal and Informal  Assemblies  Enrichment sessions  Caucuses  Venues for meetings  Public areas  Private residences  Invites and follow ups
  11. 11. Communicating with Members  Modes of communication  Information to be communicated  Responsibility to communicate
  12. 12. Collection and Management of Membership Dues  Annual Membership Dues: Php ?  Frequency of Payment  Once  Twice  When?  How: Cash, Cheque, Bank Transfer  Where to pay?  Who collects?  Overdue payments?  Sharing?
  13. 13. Workshop
  14. 14. Process  Participants will be divided into three (3) groups  A set of questions will be presented. Each group is given twenty (20) minutes to discuss and come up with group answers to the questions.  Each selected group presenter is given five (5) minutes to share to the plenary the results of their group discussion.
  15. 15. Issue Resources Needed Resources Available Implementable Course of Action Conducting Meetings 1. What types of meetings should you conduct? 2. Who should call for meetings? Who should follow up the invites? Who should facilitate the meetings? 3. Do you need a quorum for every meeting conducted? When is a quorum necessary? 4. When do you conduct meetings? How often do you conduct meetings? 5. Where should you conduct meetings? 6. Should you serve food and drinks during meetings? When should you serve food and drinks? 7. What is the cheapest and most convenient way of conducting meetings?
  16. 16. Issue Resources Needed Resources Available Proposed Course of Action Communicating With Members 1. Do you communicate with all of your members? 2. What types of information should you communicate to your members? To your officers? To everybody? 3. How do you communicate with your members? 4. Who is in charge of communicating to the members? 5. How often should you communicate with members? 6. Among the methods of communicating with members, what is the cheapest? What is the most convenient? What is the most effective? What is the most sustainable?
  17. 17. Issue Resources Needed Resources Available Implementable Course of Action Maintaining the Membership Database and all Relevant Documents 1. What types of membership database do you currently maintain? Who maintains the respective databases? Who is accountable for maintaining an updated database? 2. How often should you update the databases? 3. Who keeps the membership forms, the acknowledgment receipts and all other relevant documents and communication of the party? Where are they kept? 4. Who updates the files of the party? Where are they kept? Are there physical file storages or are they stored online?
  18. 18. Issue Resources Needed Resources Available Implementable Course of Action Collecting the Membership Dues, Remittances 1. When should you collect membership dues? How often should you collect membership dues? 2. Who collects the membership dues? Who helps collect the membership dues? 3. Who maintains the Wave database? Who is accountable for maintaining an updated Wave database? 4. How often should you update the database? 5. When should the share to the region be remitted? When should the national share be remitted? How often do you transfer money to the region? To the national? 6. Who keeps the money? Where is the money collected kept? Is in a savings bank account? Is it in storage?
  19. 19. Issue Resources Needed Resources Available Implementable Course of Action Disbursements, Recordkeeping and Auditing 1. Who is in charge of the daily disbursements of the party? 2. Who keeps all the financial records of the party? Where are they kept? Are there physical file storages or are they stored online? 3. Who audits the finances of the party? How often should these be audited? 4. Who should oversee and supervise the financial management of the party?
  20. 20. Thank You

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