Grants:Simple/Applications/Wikimedia South Africa/2020/staffingplan

This page describes the staffing plan for 2020 of Wikimedia South Africa(WMZA). This staffing plan is created to clarify and better execute the first hiring process of Wikimedia South Africa.

Wikimedia ZA intends to hire a single contractor for the 2020 grant year. The primary purpose is to provide administrative assistance to the chapter. The secondary purpose is to support South African language outreach efforts in support of the chapter's language objectives.

Period of contract: 480 hours over a three to four month period. September 2020 - June 2021.

Although this is not the first time that WMZA has hired a full time employee the chapter would like to experiment with hiring a full time staff member in the future. This is being done to test the readiness of the chapter to take on a full time employee or hire contractors

Requirements

The job will require someone with the following skills:

A high level of computer literacy.
Openness and proven ability to learn new technical tasks.
Ideally based in or near Cape Town, South Africa.
Proven track record of reliability.
Ability to speak multiple South African languages with fluency in English.
A systematic approach to record keeping and project implementation.

Ideally with prior job experience running similar NGO projects in South Africa and Wikipedia editing experience.

Scope of work

The scope of work for the WMZA administration assistant is to increase chapter impact by providing necessary administrative support to the chapter so that volunteers can be freed up to focus on chapter projects. It is envisioned that no more then two days work at week will be necessary to action the tasks required in this role. This role is best suited for a sole proprietorship similar to the book keeping company currently used by WMZA to handle chapter finances.

As mentioned above there are three tasks for the contractor to focus on in the following order of importance:

Proportion of total work	Responsibility	Description
30%	Communications	This entails communicating chapter events and publications with the public & chapter members on all social media channels, email, and chapter website. Communication with the general public and community members in particular of chapter events and reports is a noted challenge for the chapter currently and is a critical area for future improvement.
20%	Community Support	This includes managing and actioning certain chapter community support projects such as the scholarship program and the Wikipedia book shelf. Which projects will be highlighted on a project by project basis in grant applications.
5%	Membership	Adding, removing and keeping the chapter membership roster up-to-date. This includes following up with chapter members to ensure that they make their annaul membership payment (a donation of any amount to the chapter).
10%	Collating Projects	Keeping track of all project activities being implemented by chapter volunteers this also includes ensuring that these volunteers write project reports on these events.
15%	Impact Updating	Collecting statistics and keeping the chapter project dashboard updated so as to better track our impact.
10%	Report Support	Support the chapter point person in charge of writing up grant impact reports and applications by providing critical information.
10%	Bureaucratic Organisation	This task involves working with the book keeper to ensure that the chapter is up-to-date with all registration requirements with all official organisations. This includes ensuring that our CIPC registration is paid, our board of directors and office address is up-to-date, securing PBO status, and assist with securing all the necessary documentation from board members.

Communications

The WMZA board has noted that communication is one of the largest challenges facing the chapter. Chapter events, activities, reports and communications are not shared one all media formats meaning that not all members are kept adequately informed of chapter activities. Relying on volunteers to issue communications on all social media channels in a consistent and timely manner is not possible due to the nature of volunteering. This has reduced the impact of chapter projects and had a negative impact on community development. Chapter members and the public are often not aware of how many projects get done by the chapter every year. Having a dedicated communications point person will alleviate this issue.

Tasks

Write and publish a monthly update on chapter activities

Update the community and chapter members of all important chapter activities.
Notify the public and community of upcoming events.
To be published on all WMZA media channels simultaneously (Facebook, email, website, Twitter, Instagram)

Keep the public and community informed of the impact of those events.
Assist with event & project story telling by keeping track of key impact metrics and recording qualitative impact assessments (eg, conducting interviews)

Record this on YouTube

Help find community volunteers for project events by putting out the call to action to community members.
Collect and keep track of project participants that express an interest in joining WMZA or future events or people and organisations who wish to learn more.

Membership

Currently the chapter has a difficult time keeping the chapter membership roster up-to-date due to the exclusive reliance on volunteers and confusion over who is responsible for this activity. Like communication there are no volunteers within WMZA who are interested in managing this task or who can be held accountable for it. Appointing someone to implement this will resolve this problem.

Tasks

Keep the membership roster up-to-date.
Follow up with members to renew their memberships and pay annual membership fees (a donation of any amount).
Manage the donations coming into the chapter account.
Add new members to the chapter and send them a welcome pack.

Community Support

There are certain projects that the WMZA chapter would like to run that are not well suited to being implemented by chapter volunteers. This is largely due to the time consuming logistical nature of the tasks. The most important of these is the implementation of the scholarship awarded by the chapter to attend Wikimania. Although there will be no Wikimania this year this is a task that will be handled by the administrator when it is reinstated after COVID-19. For 2020/21 the one activity here that will be done is the Wikipedia book shelf project that will allow chapter members to access reference material to support the editing of Wikipedia.

Tasks

Implementation of WMZA scholarships
Implementation and management of the Wikipedia book shelf project
Coordinating meetings and reminding people
Distributing minutes and reminders of follow up items
Organization and preparation of templates to be made available to volunteers as their need is anticipated

Collating Projects

Keeping track of around 20 projects a year implemented by multiple volunteers spread across South Africa can be a difficult task. It makes sense to centralize this task in one person who can say what is being done where both to assist with report writing but also to streamline communications.

Tasks

Keep track of which projects are being done by whom, when, and what impact they have had.

Impact Updating

Currently the creation and maintenance of project dashboards has been done by one chapter volunteer. Although the use of the dashboard is straight forward and simple other volunteers have expressed an unease with submitting their own projects on the dashboard thereby increasing the burden on the person managing the dashboard. This also increases the chance that not all projects are captured in the dashboard. A relatively simple and quick task that is also necessary for measuring and keeping track of chapter activities.

Tasks

Update the projects dashboard with impact metrics.
Create project dashboards when needed.

Report Support

Supporting chapter volunteers with the writing of grant applications and reports is a small but important activity as the administrator will have easy and full access to all metrics so as to provide information for this task. This role also includes following up with chapter members who are managing projects to write up impact reports about their respective projects. This will also greatly assist in the writing of end-of-year reports and has synergies with the administrator's communications responsibilities. As it provides impact reports and stories to share with the public about chapter activities.

Tasks

Keep track of report ready information & stories for end of year and half year reports and grants.
Ensure that project lead volunteers write post-project reports.

Bureaucratic Organization

The chapter could do with keeping itself up to date with certain bureaucratic tasks. The biggest challenge is collecting the right documentation in a timely manner from key chapter board members. Give the nature of official documentation in South Africa and the fact that chapter members are spread widely across the country this task has proven difficult for the chapter to keep up with in the past with only volunteers to implement them.

Tasks

Work with the book keeper to ensure that the chapter is up-to-date with all registration requirements with all official organizations.
Ensure CIPC registration and update status.
Update chapter our board member details.
Assist with securing PBO status.
Assist with securing all the necessary documentation from board members.

Deliverables by contract end

Secure WMZA board approval that outlined tasks have been done to the satisfaction of the board

Funding

Below figures are for one sole proprietor working 8 hours a day for 2 days a week.

Position	Unit	Number of units (hours)	Total
Administration service	R90.00	768	R69,120

Total			R69,120