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This document describes the (formal) roles and responsibilities of each team defined in WISE’s organisational structure. The purpose of creating and sharing these descriptions is for everyone in the WISE Family to be clear about the functions of each team, how each team’s work affects you and each other, and how these functions contribute to achieving WISE’s overall mission. It will enable you to better understand your own roles and responsibilities within WISE and the teams that you are a part of. You may also identify new roles to take on!


The WISE Family comprises teams organised around its type of function: Management, Programs, Fundraising, Communications, and Learning. In addition, the governing boards in Indonesia, Cambodia, and Singapore work to ensure governance and accountability, while the Core Team shapes WISE's strategy.



Types of roles

The roles that WISE team members can take up are characterised by commitment and remuneration. In general, WISE is very flexible with how team members want to engage with WISE, as long as the goals of the role, project or task are met.

RoleHoursPeriodRemunerationNotes

Staff

Full-time, part-timeContracts are generally offered for one year, but can vary depending on the circumstancesYes: Monthly salary

Consultant

Ad-hoc, one-offDepends on the assignmentYes, usually, depending on whether the assignment is fundedFor team members who contribute specialised expertise on a project or assignment 

Intern

Full-time, part-timeUsually a few months, but can be longerNo, unless the role is funded. We are open to helping with living expenses if circumstances require.Intended for students or young professionals to gain work experience

Volunteer

Regular, ad-hoc, one-offDepends on the role, project, or task. The period of involvement is more open-ended compared to other roles.No

Definitions

Full time: About 40 hours per week

Part time: Less than 32 hours per week

Regular: Contribute at least a few hours per month over the long term (at least six months)

Ad-hoc: Carry out ad-hoc tasks here and there, but remains active over the long term (at least six months)

One-off: Carries out a project or task, and does not intend to continue being involved with WISE after


Teams

    Admin

    Ensure the efficient organisation and flow of information among WISE teams in order to achieve WISE’s mission and strategy.

      Expand detailed roles and responsibilities

    Enable the administration of day-to-day activities

    • Develop, implement and monitor systems and procedures to facilitate appropriate, regular, transparent and supportive workflow and communication externally and internally. This includes but is not limited to keeping track of access to and usage of tools, software and products for:
      • Cloud computing
      • Project, task and process management 
      • Productivity, collaboration and communication
      • Content management
    • Work with other teams to ensure that documents and documentation are organised, accessible, and consistent
    • Regularly review and improve systems and procedures

    HR

    Empower WISE’s team members to perform effectively and happily by developing and maintaining relevant and appropriate HR systems, policies, and procedures.

      Expand detailed roles and responsibilities

    Develop and implement systems and procedures for:

    • Recruitment, onboarding, and exit;
    • Performance management and improvement, together with the Knowledge Team;
    • Team member feedback, together with the Organisational Development Team.

    Develop and implement policies to:

    • Ensure the fair treatment of team members, including:
      • Salaries;
      • Benefits, including insurance;
      • Working hours;
      • Discrimination and harassment.
    • Ensure the health and safety of team members during their work
    • Ensure that team members act in line with WISE’s values, including:
      • Code of conduct

    Maintain up-to-date documentation of systems, procedures, policies, team roles and responsibilities, as well as contracts.

    Finance

    Ensure sound financial management through established processes, controls and safeguards in order to protect WISE’s fiscal integrity.

      Expand detailed roles and responsibilities

    • Establish, enforce and review policies, procedures and templates to oversee and track finances, documenting them in the Finance Manual.
    • Work with all teams to plan, monitor, report on and revise the budget on a quarterly basis, especially the Programs and Fundraising Teams.
    • Process transactions and maintain accounting records in line with established policies, procedures and templates.

    Ensure that WISE complies to applicable laws as well as ensure WISE’s legal rights in countries of operations (Indonesia, Cambodia, and Singapore).

      Expand detailed roles and responsibilities

    Document, monitor, and disseminate applicable laws and practices in Indonesia, Cambodia, and Singapore, including but not limited to:

    • Non-profits
    • Manpower and employment
    • Taxes
    • Fundraising
    • Etc.

    Draw up legal documents and templates together with relevant teams for WISE to use and adapt as necessary, such as:

    • Articles of association
    • Employment contracts
    • Service agreements
    • Memoranda of understanding

    Support other teams in drafting, negotiating and finalising legal documents.

    Support other teams in interpreting terms and concepts used in legal documents, and advise the teams on appropriate solutions to minimise legal risk.

    Community Development

    Identify, develop, and implement community development projects in Indonesia and Cambodia.

      Expand detailed roles and responsibilities

    Identify community development project opportunities in Indonesia and Cambodia:

    • Develop and implement a platform for team members to propose projects
    • Network with potential local partners, with the communications teams

    Develop community development projects through:

    • Background and desk-based research, as well as needs assessments, with the Research Team
    • Community planning workshops

    Implement community development projects.

    Ensure regular reflection, monitoring, evaluation and learning, with the Programs Quality Team.

    Develop capacity to implement community development projects:

    • Raise and manage funds to carry out activities, with the Grants and Donations Teams
    • Develop systems and procedures to guide team members through a process of identifying, developing, and implementing community development projects that are in line with WISE’s mission and values
    • Provide training and mentoring to team members who are developing and implementing community development projects, with the Knowledge Team
    • Provide training to local partners, with the Capacity Building Team

    Behaviour Change

    • Identify, develop, and run behaviour change training and tools that enables others to design more effective behaviour change interventions, through the Behaviour Change Lab
    • Identify, develop, and implement behaviour change projects directly

      Expand detailed roles and responsibilities

    Identify opportunities for behaviour change training and tools in Indonesia, Cambodia, and Singapore, as well as throughout Southeast Asia:

    • Desk-based research on behaviour change theories, concepts, and tools
    • Participate in learning opportunities
    • Reach out and engage with potential partners, with the communications teams

    Develop behaviour change training and tools through:

    • Concept notes, curricula, specifications, and training materials
    • Prototypes and pilots 

    Promote behaviour change training and tools, with the communications teams.

    Run behaviour change training, including recruiting and training facilitators.

    Ensure regular reflection, monitoring, evaluation and learning, with the Programs Quality Team.

    Identify behaviour change project opportunities in Indonesia, Cambodia, and Singapore:

    • Develop and implement a platform for team members to propose projects
    • Network with potential local partners, with the communications teams

    Develop behaviour change projects through:

    • Background and desk-based research, as well as needs assessments, with the Research Team
    • Community planning workshops

    Implement behaviour change projects.

    Ensure regular reflection, monitoring, evaluation and learning, with the Programs Learning Team.

    Develop capacity to implement behaviour change activities:

    • Raise and manage funds to carry out activities, with the Grants and Donations Teams
    • Develop systems and procedures to guide team members through a process of identifying, developing, and implementing behaviour change projects that are in line with WISE’s mission and values
    • Provide training and mentoring to team members who are developing and implementing behaviour change projects, with the Knowledge Team
    • Provide training to local partners, with the Capacity Building Team

    Capacity Building

    Identify, develop, and run training in Indonesia, Cambodia, and Singapore, as well as throughout Southeast Asia.

      Expand detailed roles and responsibilities

    Identify training and mentoring opportunities in Indonesia, Cambodia, and Singapore, as well as throughout Southeast Asia:

    • Conduct training needs analyses with partners, with the Partnerships Team
    • Gather suggestions and feedback from past and existing participants
    • Engage potential participants and partners

    Develop training and mentoring projects through:

    • Curricula, lesson plans, and development plans
    • Training materials, facilitator guides, and mentoring guides
    • Pilots

    Promote training and mentoring services, with the communications teams.

    Run training and mentoring, including recruiting and training facilitators and mentors.

    Ensure regular reflection, monitoring, evaluation and learning, with the Programs Quality Team.

    Develop capacity to implement behaviour change activities:

    • Raise and manage funds to carry out activities, with the Grants and Donations Teams
    • Develop systems and procedures to guide team members through a process of identifying, developing, and running training and mentoring projects that are in line with WISE’s mission and values
    • Provide training and mentoring to team members who are developing and running training and mentoring projects, with the Knowledge Team

    Research

    To be completed

      Expand detailed roles and responsibilities

    To be completed

    Grants

    Secure and manage grants for general funds, core costs, programs, projects, and other activities.

      Expand detailed roles and responsibilities

    Identify and develop grant opportunities in Indonesia, Cambodia, and Singapore, as well as Southeast Asia:

    • Develop and maintain a database of grants and funders to monitor grant opportunities.
    • Work with respective teams to identify suitable grant opportunities
    • Engage potential funders with the Networks and Partnerships Teams

    Write and submit proposals:

    • Design and maintain general fundraising proposals
    • Maintain a folder of supporting documents e.g. CVs, registration certificates, etc.

    Work with respective teams to review, revise, and submit proposals.

    Ensure grant compliance:

    • Identify compliance requirements for successful grants, with the Legal Team if necessary
    • Monitor progress towards compliance
    • Submit progress, financial, and other reports in a timely manner
    • Develop systems and procedures that help team members achieve grant compliance

    Engage existing funders:

    • Ensure timely communication with funders on grant activities
    • Update funders on WISE's work
    • Acknowledge funders on WISE's communications channels, with the Public Engagement Team
    • Develop systems and procedures that help team members engage funders, with the Partnerships Team

    Donations

    Secure and manage individual donations for general funds, core costs, programs, projects, and other activities.

      Expand detailed roles and responsibilities

    Develop and implement platforms to motivate and collect public donations:

    • Fundraising pages on the website and other platforms, with the Media Engagement Team
    • Calls to action on WISE's communications channels, with the Public Engagement Team
    • Outreach activities (e.g. talks), with the Networks Team
    • Strategic partnerships (e.g. company fundraising), with the Partnerships Team
    • Payment platforms (e.g. Stripe), with the Finance Team

    Strategy, design, and run donation campaigns:

    • Leverage global and local events (e.g. World Toilet Day), with the Public Engagement Team
    • Work with respective teams to run campaigns for specific programs, projects, or initiatives, with the Public Engagement Team

    Engage existing and potential donors

    • Thank and regularly update organisations and individuals who have donated
    • Acknowledge donors who WISE's communications channels, with the Public Engagement Team
    • Respond to donation and donor enquiries in a timely manner
    • Develop and maintain a donor database to track donor information

    Ensure the integrity of donation activities

    • Develop and enforce donation policies to ensure transparency, accountability, and quality, in line with applicable laws and practices
    • Document and monitor fundraising laws and practices in Singapore, Indonesia, and Cambodia, with the Legal Team

    Consulting

    Secure and execute consulting assignments in Indonesia and Cambodia, as well as Southeast Asia.

      Expand detailed roles and responsibilities

    Identify consulting opportunities in Indonesia and Cambodia, and Southeast Asia:

    • Identify and monitor sources of calls for proposals
    • Engage potential clients and partners
    • Promote consulting services through online communications channels, with the Public Engagement Team

    Develop and submit consulting proposals:

    • Form consulting teams
    • Draft proposals and CVs
    • Develop repository of samples, references, and testimonials

    Execute consulting assignments.

    Ensure professionalism of consultants:

    • Develop and enforce policies on code of conduct, compensation and insurance, expenses and claims, etc. with the HR team
    • Develop templates for agreement on scope of consulting services, timesheets, etc.

    Develop capacity to offer consulting services:

    • Develop and enforce systems and policies to recruit and manage consultants
    • Provide training and mentoring to consultants, with the Knowledge Team
    • Recruit associates to strengthen and expand WISE’s capacity, with the HR team

    Branding

    Ensure that WISE’s brand identity reflects our mission and values.

      Expand detailed roles and responsibilities

    Define and communicate WISE’s brand identity:

    • Maintain the design of the logo, name card, and email signature
    • Maintain the design of WISE's communications channels with the Media Engagement Team
    • Design templates for regularly used documents such as proposals and reports, presentations, letterhards, etc.
    • Design collateral such as the annual report, organisational profile, etc.

    Support others teams to communicate WISE’s brand identity: 

    • Develop and update a brand style guide
    • Review their design of WISE’s visual communications

    Public Engagement

    Meaningfully engage external WISE supporters through online communication channels.

      Expand detailed roles and responsibilities

    Manage online communication channels

    Generate, create, and publish content on WISE’s online communication channels

    • Maintain the content planning documentation and systems to manage and plan content
    • Identify content ideas with other teams
    • Create and publish content in line with content creation guidelines

    Support other teams to generate, create and publish content

    • Develop and implement systems and procedures to guide teams through the content creation process
    • Develop and disseminate guidelines on creating content
    • Review and edit content before publishing

    Ensure that content reflects WISE’s mission and values:

    • Develop and implement content creation guidelines
    • Develop and enforce policies for video, photography, consent, etc.

    Develop capacity to create content and manage communications channels:

    • Recruit volunteers to the Media Engagement Team, with the HR Team

    Networks

    Develop relationships with supporters through platforms/forums, presentations, events, and other outreach activities.

      Expand detailed roles and responsibilities

    Identify and participate in networking opportunities.

    Support respective teams in participating in networking opportunities to promote their activities by designing collateral for them to use (e.g. slides, posters, brochures).

    Develop and maintain a relationship management database, with the Partnerships Team.

    Partnerships

    Establish, build, and coordinate relationships with partners.

      Expand detailed roles and responsibilities

    Identify potential potential partners:

    • Research organisations that align with WISE's mission and values
    • Identify potential partners from WISE's existing networks, with the Networks Team

    Work with respective teams to develop strategic relationships with identified leads:

    • Conceptualise strategic aims
    • Contact and communicate with identified leads
    • Formalise relationships through memoranda of understanding (MOUs) or partnership agreements, with the Legal Team
    • Monitor progress towards objectives described in MOUs/agreements, and follow up as needed

    Engage partners:

    • Ensure partners are acknowledged on WISE's website and collateral
    • Publicise partners on WISE's communications channels, with the Public Engagement Team
    • Respond to partners in a timely manner, with respective teams
    • Manage disputes where and as necessary

    Develop capacity to manage relationships with leads and supporters:

    • Develop and maintain a relationship management database to track partner information and activities, with the Networks Team
    • Train team members to use the database

    Volunteers

    Facilitate meaningful and effective engagement with and between volunteers, interns, and staff.

      Expand detailed roles and responsibilities

    Facilitate platforms for volunteers to engage with WISE and each other.

    Recognise volunteers' contributions through:

    • The Faces of WISE profiles on WISE's communications channels, with the Public Engagement Team
    • Issue volunteer certificates, with the HR Team

    Develop capacity to engage volunteers:

    • Create and maintain a Volunteer Management Handbook
    • Maintain volunteer information, with the HR Team
    • Gather feedback from volunteers to improve volunteer engagement

    Knowledge

    Increase the knowledge and skills of team members to contribute to WISE's mission and activities.

      Expand detailed roles and responsibilities

    Identify competencies that team members need and want to improve:

    • Develop competency frameworks for each team and role
    • Design an internal training curriculum

    Develop and implement internal initiatives to develop identified competencies:

    • Personal development plans, especially for staff and interns
    • Internal training modules
    • Online sharing sessions, with the Volunteers Team
    • WISE Resource Centre
    • Sharing of external learning opportunities e.g. courses, webinars, etc.
    • Sharing of resources e.g. websites, articles

    Provide financial and non-financial support for team members to participate in external learning opportunities 

    Programs Quality

    Support the programs teams in improving the quality of their projects through mechanisms for reflection, monitoring, and evaluation.

      Expand detailed roles and responsibilities

    Design and implement to gather reflection from team members, feedback from stakeholders, and data on project processes and outcomes, with the programs teams:

    • Design mechanisms for gathering feedback and reflection during the project planning phase, including ensuring that project proposals include monitoring and evaluation plans
    • Regularly monitor the progress of projects
    • Evaluate projects at appropriate timeframes
    • Conduct independent evaluation of projects

    Ensure that WISE acts on lessons learned:

    • Compile and share lessons learned in a common database
    • Monitor the progress of follow-up actions
    • Collect and disseminate best practices to respective teams

    Develop capacity to gather reflection, feedback, and data:

    • Develop and enforce systems and policies to gather reflection, feedback, and data, and to act on lessons learned
    • Provide training and mentoring to team members who are monitoring and evaluating projects, with the Knowledge Team

    Organisational Effectiveness

    Increase WISE’s organisational capacity to achieve our mission and strategies.

      Expand detailed roles and responsibilities

    Assess WISE’s organisational capacity:

    • Design capacity assessments
    • Design and implement feedback mechanisms
    • Gather and analyse data and feedback
    • Make recommendations to respective teams to improve organisational capacity

    Ensure the implementation of recommendations:

    • Monitor the progress of follow-up actions
    • Support respective teams to implement recommendations

    Develop capacity to assess organisational capacity:

    • Design and implement an organisational capacity framework suitable to WISE
    • Provide training and mentoring to team members who are assessing organisational capacities, with the Knowledge Team

    Interested in joining a team?

    Apply to join the WISE family here.

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