Registration Guidelines for International Non-Governmental Organizations in Indonesia

9/4/2009

 

 

I.      General Requirements:

 

Every INGO conducting any activity in Indonesia must fulfill the following criteria:

 

1.    Originated from a country whose Government has diplomatic relation with the Government of the Republic of Indonesia;

2.    Established as a Non Profit Organization in its home country;

3.    Bringing funds acquired from legal sources outside Indonesia; and

4.    Only conducting activities and/or implementing programs that are officially described in one Memorandum of Understanding (If needed, cooperation with other related Ministries or Government institutions is allowed, only if it is described in the said MoU).

 

II.    Every INGO conducting any activity in Indonesia must refrain from:

 

1.    any form of political involvement and/or activities that may instigate local unrest or national instability;

2.    any activity of spreading religious teachings;

3.    any profit-making or commercial activity;

4.    any activity for fund-raising purposes;

 

and must ensure that:

 

5.    Indonesian NGOs involved in its programs or projects implementation are legally registered by the Government (Ministry of Home Affairs) and upon written consent of the Local Government where the programs or projects are implemented;

6.    Indonesian citizens are employed for any possible positions;

7.    Expatriates employed for at least one year are limited up to 3 persons;

8.    Expatriates are employed in compliance with prevailing rules and regulations in Indonesia on visas, limited stay permit and work permit;

9.    Principles of accountability and transparency are implemented in every project, including by ensuring budget proportion of 80% for project beneficiaries and 20% for operational cost;

10.  Project activities and results (accomplishment and difficulties) are reported to the partner Ministry and other concerned Ministries or Government institutions; and

11.  Cooperative access for the Government to any project for the purposes of project monitoring and evaluation.

 

III.   Registration Process:

 

(Refer to Scheme for simple version)

 

1.    INGO submit complete application documents to the Government of the Republic of Indonesia through the Ministry of Foreign Affairs, in this case, the Directorate of Social-Cultural Affairs and International Organization of Developing Countries (see Registration Document Checklist in part IV for required documents).

 

2.    The Ministry of Foreign Affairs shall asses all submitted administrative documents. If deemed necessary, INGO are asked to provide further information and/or correct or more documents.

 

3.    The Ministry of Foreign Affairs shall review the substance of the application, in coordination with related Ministries and/or Government institutions. If the application is deemed unnecessary, or rejected, rejection notice shall be sent to the INGO.

 

4.    If the application documents are deemed satisfactory, the Ministry of Foreign Affairs shall convene a meeting in which representatives of the INGO deliver a comprehensive presentation to explain its objectives, mission and work plans to a Forum of representatives of related Ministries.

 

5.    The Forum shall hold a closed meeting to decide if the concerned INGO is allowed or not to be registered and conduct activities in Indonesia. If consensus decision is not yet reached, discussion shall continue in further meeting(s); and such notice shall be sent to the INGO.

 

6.    The Forum has reached consensus decision:

 

6a) In case of rejection, the Ministry of Foreign Affairs shall send rejection notice to the INGO. INGO should end its activities in Indonesia.

 

6b) In case of approval, a letter informing approval, in which a Ministry or Government institution is appointed as a partner, shall be issued for the INGO as the basis of forming cooperation and an umbrella agreement (MoU) with the Ministry or Government institution.

 

7.    Once the registration request is approved, the Partner Ministry or Government institution shall convene a meeting of representatives of INGO and concerned Ministries (the MoU Meeting) to draft the umbrella agreement (MoU).

 

8.    If it is approved by the State Secretariat and the Ministry of Foreign Affairs, the draft MoU is signed by INGO and the partner Ministry or Government institution and shall be delivered to the State Secretariat. The projects under the MoU are described in Arrangement or Plans of Action.

 

9.    Monitoring and evaluation on the project achievements are conducted annually by the INGO and the Government in cooperation. Annual or other periodical reports shall be delivered to the partner Ministry or Government institution, the State Secretariat, the Ministry of Foreign Affairs, and other concerned institutions. The partner Ministry or Government institution shall review the overall implementation of current MoU.

 

10.  Prior to MoU termination date, INGO should submit application letter of MoU extension to its partner Ministry/Government Institution. Using the result of the project review and the extension request, the partner Ministry or Government institution shall convene the MoU Meeting to discuss an extension or termination.

 

11.  The MoU Meeting shall decide that the MoU is extended, and thus the cooperation cycle no. 9 to 10 repeats. If the meeting decides to terminate the MoU, termination letter shall be sent to the INGO, and project/cooperation completion shall be arranged based on agreed provisions of the MoU.

 

 

IV.  Registration Document Checklist

 

INGO applying for registration should submit the following documents:

 

1.   Application letter expressing its wish to open a representative office in Indonesia, and disclosing documents attached therein;

2.   Letter of Appointment of a Representative designated in Indonesia from INGO’s Headquarter;

3.   Recommendation letter from Embassy of INGO’s home country located in Jakarta (confirming INGO legal establishment, mission and core activities in its home country);

4.   Registration/Legal Establishment Certificate of INGO issued by the Government of INGO home country;

5.   Articles of Association/Articles of Establishment/Bylaws of INGO;

6.   Financial source(s) for recent 3 years and mechanism of the fund disbursement;

7.   Future work plans and work programs in Indonesia;

8.   Organization’s profile and other relevant information describing its nature;

9.   List of previous/ongoing cooperation with the Government institutions in Indonesia, along with copies of any Agreement, or Memorandum of Understanding entered by the Government institutions and INGO in Indonesia, as well as list of local partners in Indonesia (if available).

 

 

Application documents should be addressed to:

 

Director for Social-Cultural Affairs and

International Organization of Developing Countries,

Directorate General of Multilateral Affairs,

Ministry of Foreign Affairs

 

and delivered to:

Directorate of Social-Cultural Affairs and

International Organization of Developing Countries,

Directorate General of Multilateral Affairs,

Ministry of Foreign Affairs

 

Jl. Taman Pejambon No. 6

Gedung Eks Gedung BP7 Lantai 8

Jakarta Pusat 10110

 

Telephone number   (6221) 384 8688

Facsimile number    (6221) 350 7950