ICPF DKI JAKARTA
Secretary I – ICPF DKI Jakarta
Secretary I
ID No. : LCKI-JK-20251112-0003
This Standard Operating Procedure (SOP) for Secretary I of the Indonesian Crime Prevention Institute (LCKI) Jakarta Region is designed to ensure smooth administration, communication, and documentation of the institution in a professional and accountable manner.
🎯 I. PURPOSE
To guarantee the orderly and efficient execution of secretarial duties, supporting smooth operations as well as internal and external communication of the institution.
💼 II. MAIN DUTIES
- Draft and manage the institution’s official correspondence.
- Store important document archives (deeds, permits, reports, minutes).
- Prepare schedules for organizational activities and board meetings.
- Record minutes of meetings and prepare activity reports.
- Act as a liaison between the Chairman, Treasurer, and Program Division.
- Prepare monthly and annual administrative reports.
- Manage external communication with partners, government, and the community.
📋 III. WORK PROCEDURES
- Correspondence Administration
- Draft outgoing letters according to the institution’s official format.
- Record incoming letters and distribute them to relevant parties.
- Store letter archives in both digital and physical folders.
- Document Archiving
- Store legal documents (foundation deed, building permits, operational licenses).
- Organize archives of activities, reports, and meeting minutes.
- Safeguard the confidentiality and security of documents.
- Meetings and Minutes
- Prepare meeting invitations and arrange schedules.
- Record attendance lists and meeting minutes.
- Distribute meeting results to board members and relevant partners.
- Activity Reports
- Prepare monthly and annual activity reports.
- Archive activity documentation (photos, attendance lists, reports).
- Coordinate with the Treasurer for financial reports related to activities.
📌 IV. RESPONSIBILITIES
- Ensure accuracy and precision of information in documents.
- Guarantee smooth internal and external communication.
- Uphold ethics and integrity in performing duties.
- Report any administrative obstacles to the Chairman of LCKI.
📎 V. SUPPORTING DOCUMENTS
- Official letter formats.
- Agenda book for incoming/outgoing correspondence.
- Meeting minutes templates.
- Monthly activity reports.
- Digital and physical archives of institutional documents.
Berikut adalah contoh Standar Operasional Prosedur (SOP) Sekretaris 1 untuk Lembaga Cegah Kejahatan Indonesia (LCKI) Wilayah Provinsi DKI Jakarta. SOP ini dirancang untuk memastikan kelancaran administrasi, komunikasi, dan dokumentasi lembaga secara profesional dan akuntabel:
📘 SOP SEKRETARIS 1
Lembaga Cegah Kejahatan Indonesia (LCKI)
Wilayah Provinsi DKI Jakarta
🎯 I. TUJUAN
Menjamin pelaksanaan tugas kesekretariatan secara tertib, efisien, dan mendukung kelancaran operasional serta komunikasi internal dan eksternal lembaga.
🧑💼 II. TUGAS POKOK
1. Menyusun dan mengelola surat-menyurat resmi lembaga
2. Menyimpan arsip dokumen penting (akta, izin, laporan, notulen)
3. Menyusun jadwal kegiatan dan rapat pengurus
4. Membuat notulen rapat dan laporan kegiatan
5. Menjadi penghubung antara Ketua, Bendahara, dan Divisi Program
6. Menyusun laporan administrasi bulanan dan tahunan
7. Mengelola komunikasi eksternal dengan mitra, pemerintah, dan masyarakat
📋 III. PROSEDUR KERJA
1. Administrasi Surat-Menyurat
– Menyusun surat keluar sesuai format resmi lembaga
– Mencatat surat masuk dan mendistribusikannya ke pihak terkait
– Menyimpan arsip surat dalam folder digital dan fisik
2. Pengarsipan Dokumen
– Menyimpan dokumen legal (akta yayasan, IMB, izin operasional)
– Menata arsip kegiatan, laporan, dan notulen rapat
– Menjaga kerahasiaan dan keamanan dokumen
3. Rapat dan Notulen
– Menyusun undangan rapat dan mengatur jadwal
– Membuat daftar hadir dan notulen rapat
– Menyampaikan hasil rapat kepada pengurus dan mitra terkait
4. Laporan Kegiatan
– Menyusun laporan kegiatan bulanan dan tahunan
– Mengarsipkan dokumentasi kegiatan (foto, daftar hadir, laporan)
– Berkoordinasi dengan Bendahara untuk laporan keuangan kegiatan
📌 IV. TANGGUNG JAWAB
– Menjaga akurasi dan ketepatan informasi dalam dokumen
– Menjamin kelancaran komunikasi internal dan eksternal
– Menjaga etika dan integritas dalam pelaksanaan tugas
– Melaporkan setiap kendala administrasi kepada Ketua LCKI
📎 V. DOKUMEN PENDUKUNG
– Format surat resmi
– Buku agenda surat masuk/keluar
– Template notulen rapat
– Laporan kegiatan bulanan
– Arsip digital dan fisik dokumen lembaga
