Administration
Beyond the roles and responsibilities of leading the project and volunteer team, Think Pacific leaders have a number of administrative responsibilities that are essential to the processes and development of Think Pacific as an organisation.
Resources utilised during your Project
1. Inventories – Project Box / Sports Equipment / 1st Aid Supplies
Inventories will be completed at the Project Briefing, and on the final day of the project prior to departing the village.
Project Box – All items donated to the village.
Sports Equipment – All items listed donate to the village.
1st Aid Supplies – All 1st Aid items must return (including the bag)
NB: The Inventories are completed and submitted during the Leader Debrief.
2. Feedback Forms – TNK / Host Families / Youth & Womens Leaders
Feedback Forms should be distributed to the host families, to the Turaga ni Koro, Women’s Leader and the youth group.
NB: To be collected and submitted at Leader Debrief.
3. Leader’s Feedback Form
Each Leader shall have a Feedback Form to complete, which covers all areas of the project including the Team Dynamic, Village, Project Aims, Workshops, Pacific Skills as well as further comments of General Points. This can be found in your project plan.
NB: To be completed and discussed at Leader Debrief.
4. Volunteer Assessment Sheet
As a Project Leadership unit you offer very valuable insights into the strengths and weaknesses of the volunteer members across different skills and attributes, which can then be reviewed and considered when inviting former volunteers to our recruitment events, and highlighting members for Ambassador roles, and also when reviewing our training programmes and manuals.
We therefore ask you to complete the Volunteer Assessment Form for each volunteer team you may lead, and encourage it to be a considered process across the Leadership unit. Please highlight any volunteers that you would see as potential returning Leaders.
NB: It is important to be as objective as possible when reflecting on the volunteer’s attributes.
5. Expenses
On every project leaders will be given expenses to cover costs for boats/hospital visits/activities etc. An expenses sheet must be completed with all out-going and in-coming payments, with receipts where possible and appropriate, and the expenses sheet should be completed and submitted at the project debrief. It is then submitted with the accounts/expenses receipts, so it is an important administration element.
NB: Any outstanding balance/money should be given at debrief. Discrepancies may need to be covered by the leaders, so it is best to be thorough!
An example expenses spreadsheet would be:
| Date | Item | Money Out | Money In | Running Total |
| 13/01/2017 | Project Expenses 1 | 4000 | 4000 | |
| 14/01/2017 | Digicel – Sim and Credit | 21 | 3979 | |
| 14/01/2017 | Digicel – Phone, Sim and Credit | 80 | 3899 | |
| 14/01/2017 | Digicel – Phone, Sim and Credit | 80 | 3819 | |
| 16/01/2017 | Westpac Fee | 60 | 3759 | |
| 16/01/2017 | Taxi – Suva to Nadi | 100 | 3659 | |
| 17/01/2017 | Taxi – Smugglers Cove to Airport | 15 | 3644 | |
| 17/01/2017 | Taxi – Airport to Smugglers Cove | 15 | 3629 | |
| 17/01/2017 | Cafe Victoria – Leaders Lunch | 78 | 3551 | |
| 17/01/2017 | Kava | 30 | 3521 | |
| 17/01/2017 | Digicel – Phone | 59 | 3462 | |
| 18/01/2017 | Transport – Partners | 180 | 3282 |
Examples of Costs:
- Village Visit – Transport / Sevusevu / Soli (if overnight or including meals) – $400
- Saturday Excursion – $300
- Clan Night – $60/Clan for food items / yaqona etc.
- Pre-Project Expenses (as per Leaders Shopping List in Project Plan)
- Medical Visits (Nearest Nurse or Doctor)
- Fuel for Generator / Power
- Grog
- Fun Day Items
NB: If projected costs exceed budgets stated, contact Project Manager for approvals.
NBB: When expenses reach $1500 (or less) contact your Project Coordinator so that a top up may be provided as required, based on projected project costs.
NBBB: Project Coordinator’s may need to use your expenses during briefings, visits or R&Rs, and shall communicate this directly to the leadership unit when required.
Phones
Each leader is provided with 1 x phone or given expenses to purchase one, with a value of no more than $120 where receipts show costs incurred. All numbers should be put into the phone and saved, and credit shall be provided per project from expenses also.
Communication is key on a project, so it is imperative that phones are charged and with credit, so that leaders may be contacted / make contact. If power is limited, ensure 1 leader’s phone is charged / available at all times.
Volunteers are not to have phones on them during project delivery sessions, but may check them during break, lunchtime and after the project programme – Professionalism! Leaders may have phones on them to vibrate in case of emergency, and be discreet when making calls during project hours.
NB: Always call resorts / bus companies 24 hours before arrival date / pick up to reconfirm timings and numbers!
Communication with Management
Example Whatsapp for a Wednesday Update:
Youth Empowerment:
- Aims and Objectives –
Workshops have been going very well, good youth engagement and sustained involvement on a daily basis. Good variety of activities. Volunteers have been highly professional and have shown improvement based on feedback from the leaders and team. Very supportive and insightful environment.
- Tuesday Activity –
Leadership workshop, Meke practice in the afternoon village free time
- Wednesday Activity –
Mental Health Workshop, family time afternoom
- MEDICAL –
Hospital run today
– Jenny P- sickness and diarrhoea continued after 48hrs of rest and recovery. Is currently being seen at Navosa hospital (will update with results)
– Chris W- Headache/ Fatigue/ Diarrhoea continued after 48 hrs rest and recovery. Is being seen at Navosa hospital (will update with results)
- LEADER TEAM —
All well there. Leaders are appreciating having the support of Francis who has been helping with the team activities.
Leader check ins are being implemented daily with more structure as advised, feels like a strong leader dynamic as we reach the end
- LEADER & VOLUNTEERS DYNAMICS –
Has been a difficult few days for team dynamics. An argument has occurred over dinner invites which left Sophie feeling isolated and Natalia made a food comment which caused offence to Beth and Milly regarding their family. As it spread to the whole team very quickly it was addressed in debrief today, encouring the volunteers to be kind and respectful. We will also address it individually with those who made the comments.
We hope to see some improvements after today’s chat. We all had tea and cake together as a team so that should improve bonding.
- EXPENSE –
Mesa to update
- CONCERNS –
No concerns 😊
- GENERAL FEEDBACK –
✓ All is well with us and the team
Additional
Social Media
If you take photos and/or short videos that you believe may have value for TP’s Social Media Platforms, please share them with your Project Coordinator wherever viable. For guidance please refer to the TP Social Media Guide.
NB: Leaders are not to post project based photos / videos on personal social media platforms until AFTER the Leader debrief has been completed. When posting at that time, we ask you to tag #thinkpacific across all platforms.