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

1. Administrative and
Financial Management
of a Political Party
Cristita Marie Giangan
Project Manager
KAS

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. I am now a member of the
party?
Now, what?

4.  The responsibility and control for an organization
 Effectiveness and efficiency as guiding principles
(Public) Management, defined

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. 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. 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. Administrative Functions
 Maintaining the membership database and
all relevant documents
 Calling meetings
 Communicating with members
 Implementing the local strategic plan

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. 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. Communicating with Members
 Modes of communication
 Information to be communicated
 Responsibility to communicate

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. Workshop

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. 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. 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. 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. 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. 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. Thank You