Decision No. 02/2002/QD-BNN On the issuance of the Regulation on the organization and implementation of the Project "Building Capacity for the Seed Industry Sector"

DECISION

Regarding the issuance of the Regulation on the organization and implementation of the Project

implement the Project "Building Capacity for the Seed Industry Sector".

 

THE MINISTER OF AGRICULTURE AND RURAL DEVELOPMENT

Pursuant to Decree No. 101/ dated October 20, 2015 of Article 1 of the Government's Decision dated November 1, 1995 stipulates the functions, tasks, powers, and organizational structure of the Ministry. Upon consideration of the proposal of the Director of the Ministry’s Office,

Based on the project documentation signed between the Socialist Republic of Vietnam and the Government of the Kingdom of Denmark;

Pursuant to Decision No. 3041/QĐ-BNN-TCCB dated August 10, 1999 of the Ministry of Agriculture and Rural Development regarding the establishment of the Steering Committee for the Project; Pursuant to Decision No. 5169/QĐ-BNN-TCCB dated October 29, 2001 of the Ministry of Agriculture and Rural Development regarding the establishment of the Management Board for the "Building Capacity for the Seed Industry Sector" Project;

Considering the proposal of the Director of the Department of Organization and Cadres and the Project Director of the "Building Capacity for the Seed Industry Sector" Project, Issuing this Decision the Regulation on the organization and implementation of the "Building Capacity for the Seed Industry Sector" Project.

This Decision shall take effect fifteen days from the date of signing, all previous regulations contrary to this Regulation shall be abolished.

 

DECISION:

Article 1. The Heads of the Ministry’s Office, the Director of the Department of Organization and Cadres, the Project Director of the "Building Capacity for the Seed Industry Sector" Project, the Heads of related agencies, and the members participating in the Project are responsible for implementing this Decision./.

Article 2. Organization and Implementation of the "Building Capacity for the Seed Industry Sector" Project

Article 3. (issued pursuant to Decision No. 02/2002/QĐ-BNN-TCCB dated January 7, 2002 of the Ministry of Agriculture and Rural Development).

REGULATIONS

This Regulation sets out general principles and detailed provisions regarding the organization and implementation of the "Building Capacity for the Seed Industry Sector" Project, which is part of the Program "Support for Building Organizational Capacity of the National Seed Industry Sector in the Indochina Region" funded by the Government of the Kingdom of Denmark (through DANIDA - Danish International Development Agency) and approved by the Government of the Socialist Republic of Vietnam at Decision No. 1116/CP-QHQT dated September 18, 1998 and signed by representatives of both governments in the Agreement dated September 24, 1998.

All activities and relationships between the Project Steering Committee, the Project Management Board, and the project implementation units at seed industry enterprises under the Company must strictly comply with the Project Agreement, current Vietnamese laws, and the provisions of this Regulation.Ministry of Science and Technology ORGANIZATION OF THE PROJECT

 

Chapter I

GENERAL PROVISIONS

Article 1.The organizational structure of the Project includes:

Article 2.Project Steering Committee;

 

Chapter II

Project Management Board;

Article 3.Project Implementation Units.

A. PROJECT STEERING COMMITTEE

The Project Steering Committee: The Chairperson of the Project Steering Committee is a leader of the Forest Development Department, and the members of the Steering Committee include:

Representatives: Department of International Cooperation, Department of Finance and Accounting, Department of Planning and Master Planning, Department of Agriculture and Rural Development (Ministry of Planning and Investment), Department of Foreign Financial Affairs (Ministry of Finance), and the General Director of the Central Seed Industry Company who is also the Project Director, and the Head of the Technical Department of the Central Seed Industry Company who is the Project Coordinator.

 

2. Functions and Tasks of the Project Steering Committee:

1. Composition:

a) Directing and implementing the project according to the approved content.

b) Developing plans for the entire period, annually, and submitting them to the Minister of Agriculture and Rural Development for approval.

c) Organizing monitoring, directing, and coordinating activities to ensure that the project achieves its objectives in accordance with current national regulations and the Agreement signed between the two governments.

d) Guiding and inspecting units implementing the project and the Project Management Board during the process of developing and implementing annual plans.

đ) Focusing mainly on issues related to national strategy and policy in the field of seed industry development, maintaining and strengthening close cooperation relations among agencies and members within the project as well as other relevant organizations.

e) Resolving and overcoming difficulties during the implementation of the project.

g) Cooperating with the sponsor to make necessary adjustments to the project to ensure its effective operation.

Specific tasks of the members of the Project Steering Committee:

a) One leader of the Forest Development Department (Chairperson): Responsible for directing and guiding the establishment and implementation of activities of the production and supply network, building conservation models for genetic resources in key forest areas, so that the project can effectively serve the new planting program of five million hectares of forests.

b) Department of International Cooperation: Responsible for directing and guiding foreign procedures.

3. c) Department of Planning and Master Planning: Responsible for directing overall planning balance, particularly the preparation of the plan for allocating counterpart funds from Vietnam.

d) Department of Finance and Accounting: Responsible for directing, guiding, and supervising the implementation of financial management regulations and accounting, auditing of the project.

đ) Department of Agriculture and Rural Development (Ministry of Planning and Investment), Department of Foreign Financial Affairs (Ministry of Finance): Responsible for guiding and supervising the organization and implementation of the project.

4. Working System of the Project Steering Committee.

a) Regular Meetings: Members of the Project Steering Committee hold regular meetings twice a year (in January and July).

Meeting Content: Reviewing and evaluating the results of six months of activities, examining and approving the six-month plan ahead. Proposing policies, resolving difficulties and bottlenecks of the project. Advising the Ministry of Agriculture and Rural Development and DANIDA on major issues requiring resolution.

b) Special Meetings:

Special and extraordinary meetings will be organized based on specific project work requirements and upon the request of the Chairperson of the Project Steering Committee. Extraordinary meetings may be convened with all members or some committee members to promptly address matters.

In addition to the members of the Project Steering Committee, when necessary, the Project Steering Committee may invite representatives of relevant Departments, Institutes, Boards, and sectors of the Ministry of Agriculture and Rural Development and representatives of state agencies to attend meetings.

The Project Steering Committee operates on a part-time basis and will dissolve itself upon completion of its mission.

B. PROJECT MANAGEMENT BOARD.

Any extraordinary meetings shall be convened based on specific requirements of the project's work and at the proposal of the Chairman of the Project Management Board. Extraordinary meetings may summon all members or some members of the Project Management Board to promptly address matters.

In addition to the members of the Project Management Board, when deemed necessary, the Project Management Board may invite representatives from relevant Departments, Bureaus, Institutes, Commissions under the Ministry of Agriculture and Rural Development and representatives from state agencies to attend meetings.

The Project Management Board operates on a part-time basis and dissolves itself upon completion of its tasks.

 

B. PROJECT MANAGEMENT BOARD.

The Project Management Board for the "Building Capacity of the Seed Industry Sector" project, also known as the "Project Office," with the English trading name of Vietnam TreeSeed Project. The Project Management Board has its headquarters at the Central Seed Forest Company, maintains an account at the ANZ Bank - Hanoi, operates independently, and uses the seal of the Central Seed Forest Company.

1. Composition.

The Project Management Board consists of: Project Director, Project Coordinator, Project Accountant, Secretary and Administrative Staff, and other project staff. The Project Director is responsible to the Head of the Project Steering Committee for all activities of the project.

2. Functions and tasks of the Project Management Board:

a)The Project Management Board serves as the point of contact for project implementation units, with the ongoing responsibility to manage and direct organizational operations and implement the objectives and contents of the project.

b)Handle all matters related to internal and external activities of the project (activity planning, annual budget planning, capital allocation, equipment and material procurement distribution) to ensure compliance with commitments between the two governments and plans approved by the Project Steering Committee and the Ministry of Agriculture and Rural Development.

c)Develop, implement, and manage a comprehensive plan and seed tree network.

d)Develop activities related to seed source investigation and forest seed production in regions and nationally.

3. Specific tasks of Project Management Board members.

Project Director:

a)Represent the Ministry of Agriculture and Rural Development to manage and coordinate project activities.

b)Submit relevant guidance documents to competent authorities for issuance.

c)Develop and direct the implementation of the project's activity plan according to current regulations.

d)Organize meetings of the Project Steering Committee.

đ)Establish and set working conditions for the Project Office.

e)Supervise technical and financial management in project activities.

g)Organize the establishment of monitoring systems.

i)Ensure coordination of project activities with other domestic and international programs.

k)Prepare progress reports and annual reports.

Project Coordinator:

Assist the Project Director in areas related to project implementation and management, closely collaborate with project advisors, and be responsible for the following areas:

a)Manage, coordinate, and organize project activities.

b)Develop and evaluate training needs, plans, and outcomes of the project.

c)Organize and supervise training courses, specialized seminars, and field trips.

d)Develop activity plans, organize, monitor their implementation, and submit annual plan adjustments for approval.

đ)Collaborate and cooperate with organizations in activities related to the project.

e)Guide, promote, and inspect the implementation of the project plan at affiliated enterprises.

g)Compile progress reports and annual reports.

Secretary and Administrative Staff:

a)Serve as secretary of the Project Management Board, prepare and organize planned project meetings.

b)Assist the Project Coordinator in organizing domestic training sessions and seminars according to the project plan.

c)Collect new state-issued documents related to the project.

d)Record meeting minutes, draft documents, and archive project correspondence.

Project Accountant:

a)Be accountable to the Project Director for the use of state counterpart funds.

b)Develop annual financial plans for project activities.

c)Settle accounts annually and upon completion of the project.

d)Prepare financial reports in accordance with state and DANIDA regulations.

đ)Implement project accounting work according to current regulations. Directly responsible for managing and using project funding sources.

Other Project Staff:

Carry out daily tasks assigned by the Project Director and Project Coordinator.

4. Meeting System of the Project Management Board:

a)Hold regular meetings on the first week of each month.

b)Meeting Content: Review and assess the results of monthly activities and approve the next month's plan.

c)Discuss and propose issues related to the project.

5. Reporting system:

a)The Project Office compiles progress reports on project activities to report to the Ministry of Agriculture and Rural Development, the Project Steering Committee, and relevant state agencies, as well as the Chief Advisor of the project.

b)Report contents include: Report on the results of the last six months of the previous year and the next year's plan, report on the results of the first six months of the year and preparation of the next six months' plan.

c)Affiliated units must submit reports to the Project Office ten days before the specified deadline for processing and compiling a general report.

d)Financial reports and final settlement reports are separately stipulated in the financial management regulation of the project.

 

4. Liquid bull semen   PROJECT IMPLEMENTATION UNITS AT SEED FOREST ENTERPRISES

Project implementation units at Seed Forest Enterprises under the Central Seed Forest Company (responsible by the Enterprise Directors) consist of:

Seed source staff;

Seed technology staff;

Staff for popularizing and transferring seed forestry techniques;

The above staff are proposed by the Seed Forest Enterprise Director and approved and decided by the Central Seed Forest Company Director兼任项目主任。

The project implementation units at Seed Forest Enterprises under the Central Seed Forest Company have the following tasks:

a)Use project funds allocated by the Project Management Board according to the plan for their intended purpose and effectively, organize the development and implementation of plans within the project area.

b)Continuously ensure necessary conditions for working with project staff as well as DANIDA experts and domestic and foreign experts related to local work.

c)Regularly compile and report on project implementation, and propose and recommend issues related to the project to the Project Management Board to ensure effective project operation.

d)Popularize, transfer techniques, and provide materials in the seed forestry sector of the project within the enterprise's operational area.

đ) Assist the Project Director in all areas related to the project within their operational area. Serve as a liaison between the project, producers, suppliers, and users of seeds.

e) Prepare materials and data, implement popularization and technology transfer activities for project participants.

g) Develop and enforce the annual plan of the unit.

i) Prepare progress reports, annual reports, and financial statements of the facility.

k) Closely coordinate with the project coordinator to organize seminars and training courses within the operational area.

 

Chapter III

EXPERTS AND STAFF OF THE PROJECT

Article 4.General tasks of experts and staff.

All experts and staff of the project, including both Vietnamese and foreign nationals, shall have the following responsibilities:

a) Complete assigned tasks with high quality and on time, as stipulated in the work assignment in the contract or as otherwise assigned.

b) Report truthfully and comprehensively on assigned tasks.

c) Maintain working relationships with colleagues and relevant agencies. Experts and staff of the project may only conduct transactions with domestic and foreign entities as designated by the Project Management Board leadership.

d) Adhere to Vietnamese laws and policies, regulations of the Ministry of Agriculture and Rural Development, and project rules, particularly concerning information and documentation to protect assets.

đ) Continuously study, practice, enhance professional expertise, vocational skills, foreign languages, and work capabilities through project activities.

e) Pay all taxes and obligations as prescribed in full and on time.

 

Chapter IV

FINANCE AND ASSETS

Article 5.UNREIMBURSED GRANT FUNDS FROM THE DANISH GOVERNMENT:

Implement according to the regulations and procedures of the Danish Government for foreign investment and support projects agreed upon with the Vietnamese Government.

Article 6.VIETNAMESE MATCHING FUNDS:

a) Costs for project activities: Establishing and managing seed networks, supplementing capital for seed technology research, planting and caring for peripheral conservation models of prioritized, valuable, and rare native tree species.

b) Salaries and allowances for dedicated and part-time staff involved in project management and implementation.

c) Project management costs shall be implemented in accordance with state regulations and DANIDA guidelines.

Article 7. Quarterly and annually, the Project Director must submit final financial reports to the Project Steering Committee, relevant Departments under the Ministry, related Ministries, and the sponsor as prescribed.

Article 8.PROJECT ASSETS:

a) All assets, equipment, means, and common facilities purchased from project funds by the Project Management Board are under the management and use of the project throughout its operational period. No one has the right to transfer, give away, donate, sell these assets or use them for personal purposes.

b) The procurement of equipment and assets shall be carried out according to the regulations and procedures of the Danish Government and the current financial management principles and regulations of the Vietnamese Government.

c) The Project Management Board is responsible for drafting and issuing asset management regulations, vehicle usage, telephone, electricity, and water usage of the project, and organizing good utilization, maintenance, repair, and upkeep.

d) Upon completion of the project, all assets and asset records must be fully handed over in accordance with state regulations.

 

Chapter V

RELATIONSHIP BETWEEN THE PROJECT MANAGEMENT BOARD AND RELATED AGENCIES FUNCTIONAL DEPARTMENTS

Article 9.Relevant Departments, Bureaus, and agencies with assigned functions shall closely coordinate with the Project Management Board and participating units to provide comprehensive guidance on state regulations related to the project, monitor and support the project's implementation to achieve good results.

Article 10.During the implementation of this Regulation, if it is deemed necessary to supplement or amend it to suit actual conditions, the Project Management Board shall seek opinions from the Project Steering Committee and propose to the Cadre and Staff Department for consideration by the Minister./.