Administrative and Financial Management

of a Political Party

Cristita Marie GianganProject Manager

KAS

Outline of the PresentationManagement, definedNature of the Political Party OrganizationShifting perspectivesAspects of managing the local political party

– Administrative management – Financial management

Workshop

I am now a member of the party?

Now, what?

The responsibility and control for an organizationEffectiveness and efficiency as guiding principles

(Public) Management, defined

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

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

Organizational Chart

Establish clear roles and responsibilitiesChain of command

Political Party and SectorsEstablish relationships with the sectors that the party deems

importantSector associations as cooperation mechanisms

Administrative FunctionsMaintaining the membership database and

all relevant documentsCalling meetingsCommunicating with membersImplementing the local strategic plan

Data Collection, Updating and MaintenanceForms, Templates and other Relevant Documents

– Participants List– Minutes of the meeting

Database– Excel– Membership Logbook

Responsibility– WHO?

Calling for Meetings

Types of meetings Formal and Informal Assemblies Enrichment sessions Caucuses

Venues for meetings Public areas Private residences

Invites and follow ups

Communicating with Members

Modes of communication Information to be communicated Responsibility to communicate

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?

Workshop

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.

Issue Resources Needed

Resources Available

Implementable Course of

Action

Conducting Meetings1. 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?

Issue Resources Needed

Resources Available

Proposed Course of Action

Communicating With Members1. 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?

Issue Resources Needed

Resources Available

Implementable Course of

Action

Maintaining the Membership Database and all Relevant Documents1. 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?

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?

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?

Thank You