GUIDELINES ON THE ROLES AND FUNCTIONS OF
ASEANAPOL CONTACT PERSONS
One of the important objectives of the Secretariat is to serve as a communication mechanism to allow Member Countries to establish and to maintain all channels of interaction amongst Member Countries and Dialogue Partners. It also includes the effective implementation of the adopted resolutions of the Conference and any issues at hand regarding ASEANAPOL. In this regard, it is deemed necessary for the appointment of Contact Persons from the respective Member Countries and Dialogue Partners as critical focal points amongst ASEANAPOL Member Countries, Dialogue Partners and the Secretariat.
Para 8 of Article 5 ofASEANAPOL Secretariat’s Terms of Reference (TOR) which states:
“Member Countries and Dialogue Partners shall name one or more officers/civilian staff as their contact persons to the Secretariat and these Contact Persons shall report all implementations of the resolutions derived from the Conference or any issues at hand upon request or at the annual Contact Persons meeting as the case may be.”
3. DEFINITION OF CONTACT PERSON
A person given the authority by the respective Chief of Police of Member Countries or Head of the respective ministry or other relevant agencies/ organisations concerned for Dialogue Partners to provide information and to act as an intermediary between ASEANAPOL Member Countries/Dialogue Partners and ASEANAPOL Secretariat.
4. CRITERIA IN THE SELECTION AND APPOINTMENT OF A CONTACT PERSON
4.1 A senior police officer/ civilian staff working for the respective Police Forces for Member Countries or asenior police officer/ civilian staff working with the relevant ministries/organisations/ agencies of the Dialogue Partners.
4.2 Preferably is a senior police officer not below the rank of Lt. Colonel (or equivalent) or a senior civilian staff with leadership and managerial experience.
4.3 Good communication in English, both written and oral, as the official language for ASEANAPOL is English as well as knowledgeable in Information Technology.
4.4 Able to relay information and reply enquiries promptly.
4.5 Sound understanding of ASEANAPOL related matters of mutual interest.
5. PROCEDURES TO BE A CONTACT PERSON
5.1 Shall be appointed in writing by the respective Chiefs of Police for Member Countries or Head of the respective ministries or other relevant agencies/organisations concerned for Dialogue Partners.
5.2 The tenure of these Contact Persons shall be the prerogative of the respective Chiefs of ASEAN Police, Heads of ministries/ organisations/ agencies.
5.3. Any new replacement shall revert to procedure as at Para 5.1.
6. RESPONSIBILITY OF A CONTACT PERSON
6.1 Shall be the link of information between his/her respective country with other ASEANAPOL Member Countries/Dialogue Partners through all means of communication including email, telephone or facsimile for any issue which needs timely approval by all Chiefs of ASEAN Police by way of circulation.
6.2. Shall acknowledge all correspondences from ASEANAPOL Secretariat and act on it promptly.
6.3 Shall be the link with the person in charge of each mandated areas of crimes subjects/issues discussed at the ASEANAPOL Conference i.e. Illicit Drugs Trafficking, Terrorism, Arms Smuggling, Human Trafficking, Maritime Fraud, Wildlife Crime, Commercial Crime, Bank Offences and Credit Card Fraud,Cyber Crime, Fraudulent Travel Documents, Transnational Fraud, Progress on Electronic ASEANAPOL Database System (e-ADS), Mutual Assistance in Criminal Matters, and Exchange of Personnel and Training Programmes amongst ASEAN Police Forces and any other matters stipulated in the Joint Communique.
6.4 Shall be the person representing the respective Member Countries/ Dialogue Partners at the annual ASEANAPOL Contact Persons Meeting (ACPM).
6.5 Shall report on the progress of implementation of all adopted resolutions promulgated and issued during previous ASEANAPOL Conferences and shall send updated reports to ASEANAPOL Secretariat, two months prior to the annual ASEANAPOL Conference.
6.6 To be at liberty to cooperate, exchange ideas/opinions with other Member Countries/ Dialogue Partners and ASEANAPOL Secretariat and to a certain extent be able to obtain and convey decisionson behalf of the respective Member Countries/ Dialogue Partners.
7. APPROVAL OF THE GUIDELINES
These Guidelines are to be approved by consensus by ASEANAPOL Chiefs of Police by way of circulation as provided for at Para 7 of Article 5 of the ASEANAPOL Secretariat Terms of Reference (TOR).
8. ENTRY INTO FORCE
These Guidelines shall enter into force upon approval by all ASEANAPOL Chiefs of Police.