General Secretary - ICPF DKI JAKARTA

This Standard Operating Procedure (SOP) for the General Secretary of the Indonesian Crime Prevention Institute (LCKI) Jakarta Region defines the strategic role of coordinating all administrative, institutional, and cross-divisional communication aspects in a professional manner.

🎯 I. PURPOSE

To establish work guidelines for the General Secretary in carrying out administrative, communication, and organizational coordination functions to achieve the vision and mission of LCKI in the Jakarta region professionally, strategically, and accountably.

💼 II. MAIN DUTIES

1. Draft, distribute, and archive official organizational letters.
2. Record and distribute minutes of board meetings.
3. Manage organizational document archives (physical and digital).
4. Prepare organizational activity schedules and ensure implementation.
5. Manage the database of members and partners.
6. Prepare activity reports and annual reports.
7. Act as the administrative liaison between the Regional Chairman, board members, and external parties.

📋 III. WORK PROCEDURES

1. Administration & Correspondence

• All outgoing letters must be numbered, signed by the Regional Chairman & General Secretary, and archived.
• Incoming letters must be recorded in the agenda book and followed up according to disposition.

2. Meetings & Minutes

• Meeting agendas must be prepared at least 3 days before implementation.
• Minutes of meetings must be distributed no later than 2 days after the meeting.
• Meeting archives must be stored in a centralized digital system.

3. Board Coordination

• Act as the official liaison between divisions.
• Communicate meeting decisions both in written and oral form.
• Provide administrative support to the Regional Chairman and Treasurer.

4. Documentation & Archiving

• Manage official organizational documents (statutes/bylaws, decrees, MoUs, activity reports).
• Develop a document digitalization system (QR codes, cloud storage).
• Ensure the security and confidentiality of organizational archives.

5. Reporting

• Prepare quarterly activity reports.
• Prepare annual reports to be ratified in plenary meetings.
• Submit administrative reports to the LCKI Central Board.

📌 IV. RESPONSIBILITIES

• Ensure organizational administrative order.
• Safeguard the confidentiality of organizational documents.
• Serve as the person responsible for administrative discipline in every activity.
• Provide technical support for organizational modernization.
• Serve as a role model in work ethics, accuracy, and professionalism.

📎 V. SUPPORTING DOCUMENTS

• Official organizational letter formats.
• Minutes of board meetings.
• Activity and annual reports.
• MoUs and cooperation letters.
• Performance evaluation formats for board members.