Admin Meeting Minutes on 20/05/2021

 Participants - LZ / RZ / AN / TH


Main points of the meeting. 
  1. Meeting discussions were held under the topics of Admin / HR / Legal overall theme progress. 
  2. Recruitment progress
  3. Staff Reporting 
Point 1 - Discuss about the Admin theme review progress.  Dr mentioned,
  • There is no clarity on who's responsible for the themes and tasks. 
  • There is a lack of supervision and reporting. 
  • Proper Audit has not been done for each theme. 
  • The shortcomings have not been listed for the themes. 
  • For each team member what is the responsibility to carry forward and to respond. 
  • FS is doing her best and RZ / AN / TH needs to support her. 
Point 2 - Next steps for recruitment.
  • What is the progress on recruitment? RZ explained there are few two candidates who have applied through WhatsApp. She said she'll call them and check. 
  • Dr mentioned there is a person applied for Accounts assistant. Dr said he'll call him for an interview today itself. 
  • TH said UA has contacted Mr. Hettiarachchi and He will send a list of candidates to follow. Dr advised if Mr. Hettiarachchi not responding he will call the head of SLIATE to get it done. 
Point 3 - Staff daily reporting through emails. 
  • Emails are sent just to please Dr. The tasks are lost in email chains. 
  • There is no proper follow up by the supervisors / not responding on time. 
  • Lack of clarity between the staff members on who's doing what. 
  • The Trello boards are not maintained and the tasks are not SMART. 
Follow up Work 
  • Do a proper audit on Admin / HR / Legal
  • Identify shortcomings of work allocation. 
  • Contact the head of departments to reach possible candidates for vacancies. 
  • Dr suggested that without sending daily plans and reporting, all the staff members need to go forward with updating their work on the trello boards.

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