Decision No. 126/2000/QD-BNN-VP On the issuance of the Regulation on the operation of the Project Management Board supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development

DECISION OF THE MINISTER

MINISTRY OF AGRICULTURE AND RURAL DEVELOPMENT

Regarding the issuance of the Regulation on the Operation of the Project Management Board Supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development

THE MINISTER OF AGRICULTURE AND RURAL DEVELOPMENT

Pursuant to Decree No. 73-CP dated November 1, 1995 of the Government stipulating the functions, tasks, authorities, and organizational structure of the Ministry of Agriculture and Rural Development;
Pursuant to Decision No. 5714/2000/QĐ-TCCB dated December 7, 2000 of the Minister of Agriculture and Rural Development regarding the establishment of the Project Management Board Supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development;
Pursuant to the project document "Supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development," code number VIE 98/O04/B/01/99 signed between the Ministry of Agriculture and Rural Development and the United Nations Development Programme in Vietnam;
Considering the proposal of the Director of the Ministry's Office, the Department Head of the Cadre and Civil Servant Affairs Department,

DECISION:

Article 1- Issued together with this decision is the Regulation on the Operation of the Project Management Board "Supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development."

Article 2- This regulation shall take effect from the date of signing the decision to issue it.

Article 3- The Director of the Ministry's Office, the Project Director, heads of relevant agencies, members of the Project Management Board shall implement this decision.

REGULATIONS ACTIVITIES

OF THE PROJECT MANAGEMENT BOARD SUPPORTING THE ADMINISTRATIVE REFORM PROGRAM AT THE MINISTRY OF AGRICULTURE AND RURAL DEVELOPMENT
(Issued pursuant to Decision No.: 126/2000-QĐ/BNN-VP dated December 8, 2000 of the Minister of Agriculture and Rural Development)

PART I
The Project Owner is the Ministry of Planning and Investment, People's Committees of Hoa Binh, Son La, Lao Cai, Yen Bai, Phu Tho, and Bac Giang provinces. To implement the project and coordinate activities within the Project, the Project Owners establish the Project Management Board.

Article 1- The Project Management Board Supporting the Administrative Reform Program at the Ministry of Agriculture and Rural Development (hereinafter referred to as the Project Management Board) was established to support international experts, domestic experts, the High-Level Task Force..., in implementing the activities of the project to achieve the goals and results stated in the project document.

Article 2- The Project Management Board is located at the Ministry of Agriculture and Rural Development's Office, under the direction of the Ministry's leadership, and directly managed by the Director of the Ministry's Office, who also serves as the National Project Director. Members of the Project Management Board include civil servants from the Ministry's Office, the Cadre and Civil Servant Affairs Department, the International Cooperation Department, and the Agricultural Policy and Rural Development Department appointed and relieved of duty by the Minister of Agriculture and Rural Development; other assisting staff selected and decided upon by the Project Director based on recruitment regulations of the United Nations Development Programme.

Article 3- Members of the Project Management Board work on a full-time basis or concurrently as determined by the Project Director. The obligations and benefits of members when participating in project activities will be implemented according to current government regulations or those of the United Nations Development Programme.

Article 4- The Project Management Board operates under the principle of democratic centralism in common activities; a chief executive system in specific management; members are assigned clear and specific tasks and closely cooperate with each other in implementing the project.

PART II

RESPONSIBILITIES OF MEMBERS OF THE PROJECT MANAGEMENT BOARD

Article 5- National Project Director:

a- Is responsible for overall project management, organizing implementation, and closely supervising the implementation of the project; is accountable to the Minister of Agriculture and Rural Development, the Government, and the United Nations Development Programme for the proper and effective use of project resources.

b- Ensures the full mobilization of government contributions to the project as committed.

c- Is responsible for recruiting experts and project officers. General management, ensuring the organizational structure of the Project Management Board's operations, supervising the activities of the Project Coordinator (facilitator) in daily management.

d- Manages the financial operation of the project, deciding and being responsible for project expenditures, ensuring expenditures are for their intended purpose, consistent with the project budget, and serving the best interests of project activities and outcomes.

đ- Is responsible for developing and unifying the project activity plan with the United Nations Development Programme, the Ministry of Planning and Investment, and other government agencies.

e- Prepares, approves, and represents the project management agency at meetings of project participants.

g- In addition to attending meetings and seminars, at the request of the Project Coordinator, the Project Director arranges at least two working sessions with the Project Management Board weekly to address issues arising in project management.

Article 6- Project Coordinator (Facilitator):

a- Assists the Project Director in managing daily operations and is responsible for managing daily activities in accordance with the project document and national project management regulations.

b- Prepares, negotiates, and unifies agreements with implementing agencies. Prepares and updates the activity plan to be submitted to the Project Director and reported to the United Nations Development Programme.

c- Works regularly with the Chief Technical Advisor to exchange and unify content and work programs, supporting the Chief Technical Advisor in meetings with departments, agencies, and local governments.

d- Is primarily responsible for managing project resources, ensuring material conditions for project activities. Is responsible for managing project assets, equipment, and office facilities.

đ- Has the responsibility to assist international experts, domestic experts, and project officers in their work.

e- Manages, assigns tasks, and monitors the activities of individual and collective specialists of the Project Management Board Office and members who are collaborators.

g- Prepares annual reports, final project reports, and other reports as required by the Project Director and the Minister. Coordinates with the United Nations Development Programme to organize tripartite meetings, inspection teams, and project evaluations.

Article 7- Full-time and concurrent members.

1- Full-time civil servants of the Ministry's Office:

a- Work full-time at the Project Management Board, responsible for performing project tasks related to the Ministry's Office and other specific tasks assigned by the Project Director.

b- Serve as a direct partner to domestic and international experts related to Objective 1 (strengthening institutional capacity) and Objective 3 (Information Exchange Strategy). Responsible for drafting and issuing the Quarterly Newsletter.

c- Assist experts and the Project Management Board in reviewing draft reports and documents related to Objectives 1 and 3 before submitting them to the High-Level Task Force.

d- Attend project meetings and travel domestically as required.

đ- Serve as the focal point for organizing project activities at the Ministry's Office.

2- Full-time civil servant of the Cadre and Civil Servant Organization Department.

a- Work full-time under the responsibility of managing tasks related to the Cadre and Civil Servant Organization Department within the project and other specific tasks assigned by the Project Director.

b- Represent the Cadre and Civil Servant Organization Department in participating in project activities according to the department’s functions at the Project Management Board.

c- Serve as a direct partner to domestic and international experts related to Objective 2 (organizational development and human resource development).

d- Assist experts and the Project Management Board in reviewing draft reports and documents related to Objective 2 before submitting them to the High-Level Task Force.

đ- Attend project meetings and travel domestically as required.

e- Serve as the focal point to support the Project Management Board in organizing meetings with the Cadre and Civil Servant Organization Department.

3- Part-time civil servant of the International Cooperation Department:

a- Work part-time at the Project Management Board, responsible for managing tasks related to the International Cooperation Department within the project and other specific tasks assigned by the Project Director.

b- Represent the International Cooperation Department in participating in project management activities according to the functions assigned by the Ministry.

c- Participate in assessing language training needs for staff from various departments, bureaus, and the Project Management Board.

d- Support the Project Management Board in addressing issues related to foreign experts.

đ- Serve as the focal point to support the Project Management Board in organizing meetings with the International Cooperation Department.

e- Attend project meetings and travel domestically as required.

4- Part-time civil servant of the Agricultural Policy and Rural Development Department:

a- Work part-time at the Project Management Board, responsible for managing tasks related to the Agricultural Policy and Rural Development Department within the project and other specific tasks assigned by the Project Director.

b- Participate in assessing training needs to enhance policy-making capabilities for staff from various departments, bureaus, and localities.

c- Serve as the main partner to domestic and international experts related to agricultural policies and rural development.

d- Serve as the focal point to support the Project Management Board in organizing meetings with the Agricultural Policy and Rural Development Department.

đ- Support the Project Management Board in reviewing documents and reports related to policies before submitting them to the High-Level Task Force.

e- Attend project meetings and travel domestically as required.

The full-time and part-time civil servants mentioned above work on secondment at the Project Management Board as contributions from the Government of Vietnam. Salaries and other allowances are paid by their original units. Allowances for working at the Project Management Board are implemented according to current regulations. Travel allowances when dispatched for project-related travel are provided like other members of the Project Management Board.

5- Project Director's Assistant:

a- Responsible for assisting the Project Director in maintaining working relationships with various departments, agencies within the Ministry, other ministries, and localities.

b- Supervise the operations of the Project Management Board Office in the absence of the Project Director.

c- Assist the Project Director in planning work schedules, implementing plans, drafting sub-contracts, procurement, and managing equipment.

d- Assist the Director and Project Director in preparing meeting agendas and organizing meetings of the Steering Committee, Task Force, tripartite meetings, evaluation teams...

đ- Submit and issue documents, manage office supplies.

e- Assist the Project Director in coordinating activities among all sections of the Project Management Board and the schedules of domestic and foreign experts.

g- Perform other tasks as required by the Director and Project Director.

6- Driver:

a- Responsible for safely driving vehicles to serve project activities. Maintain and preserve vehicles, ready to serve the project's operational needs.

b- Strictly adhere to vehicle management regulations, accurately record all types of documents and ledgers as required by the United Nations Development Programme.

c- Assist in performing other tasks of the Project Management Board as requested by the Director and Project Director.

7- Janitor:

a- Ensure that the Project Management Board offices are always clean and tidy, properly maintain office equipment and facilities.

b- Prepare drinking water and logistical support for meetings, seminars, and purchase necessary items for meetings and seminars.

8- Security Guard:

a- Closely coordinate with the security department of the Ministry to ensure the security and safety of the office, protecting the project's equipment and assets within the Ministry of Agriculture and Rural Development premises.

b- Implement necessary procedures with relevant departments of the Ministry and law enforcement agencies in case of asset loss.

Article 8Responsibilities of staff recruited by the project:

1- Administrative Secretary (Administrative Secretary):

a- Assist the Project Director in drafting weekly work schedules for the Project Management Board, help implement the weekly schedule after approval by the Project Director.

b- Handle administrative procedures related to personnel recruitment, entry and exit formalities, sub-contracts, training, seminars, meetings of the Steering Committee, Task Force, Project Management Board...

c- Draft letters and memoranda on the project's general activities.

d- Organize and implement document and file storage for the project to support general work and assist experts.

đ- Assist the Project Director in managing office equipment usage, receiving incoming correspondence and information, and reporting to the Project Director.

e- Perform interpreting and translating when necessary and carry out other tasks as required by the Project Director, Project Manager, and Chief Technical Advisor.

g- Carry out the cashier duties of the Management Board.

2- Translating and Interpreting:

a- Assist the Project Director and Chief Technical Advisor in meetings, training sessions, daily work relations, and translating.

b- Conduct interpreting from English to Vietnamese and vice versa.

c- Undertake translating as requested and ensure timely completion.

d- Support full-time and part-time staff with interpreting and translating.

đ- Prepare reports as required.

e- Supervise English language training courses as assigned.

g- Carry out other tasks as required by the Project Director, Project Manager, and Chief Technical Advisor.

3- Project Accounting:

a- Prepare and safeguard quarterly and annual budget estimates from government sources and the United Nations Development Programme (UNDP), process procedures for advance payments, and ensure sufficient financial resources for project activities.

b- Execute expenditures from project budget sources; review and settle project expenditure vouchers according to government and UNDP regulations. Prepare quarterly financial reports (including both funding sources and Vietnam's counterpart funds) to be submitted to the UNDP, the Office of the Ministry, the Financial and Accounting Department, and the Ministry of Finance.

c- Process budget adjustment procedures for the project as needed.

d- Assist the Project Manager in conducting financial procedures for equipment procurement, conduct inventory checks, and monitor the operational status of project equipment.

đ- Maintain accounting records and prepare all conditions to be ready for audits or financial inspections when required.

e- Manage the Management Board's telephone switchboard, oversee long-distance and international calls.

g- Carry out other tasks as required by the Project Director and Project Manager.

CHAPTER III

WORKING REGIME

Article 9- Reporting Meetings, Conferences, Workshops:

a- The Project Management Board holds regular monthly meetings chaired by the Project Director to review the implementation progress, approve major contents of the following month's work, and the meeting is chaired by the Project Director.

b- Every Friday afternoon, the Project Management Board Office holds a briefing meeting chaired by the Project Director or delegated to the Project Manager to review the week's work progress, approve the next week's work program, and discuss measures to implement the weekly schedule. The Administrative Secretary is responsible for recording the minutes of these briefings.

c- Team and Sub-team meetings are held at least once a month, as decided by the Project Director, who is responsible for organizing and assisting in completing meeting documents as assigned. The person chairing the meeting assigns the record-keeping.

d- The Project Steering Committee meets regularly every six months. The Project Manager is responsible for preparing the agenda to be presented to the Project Director, and other staff assist in organizing the meeting. The Project Manager records the minutes and drafts the report on the Steering Committee meeting results.

đ- Other working sessions of the Chief Technical Advisor and domestic and foreign experts with Departments and Bureaus under the Ministry and other agencies are included in the weekly work schedule, and the Project Manager assigns specific assistance responsibilities to Management Board members.

e- The organization of conferences, workshops, and training sessions is planned and assigned by the Project Management Board Office and the Chief Technical Advisor, to be approved by the Project Director. Thereafter, the Project Manager assigns specific responsibilities to each member directly implementing the work.

Article 10- Procedure and Formalities for Issuing Documents (Outgoing Documents):

Outgoing documents include all reports, materials, memoranda, and working letters sent externally via different means such as fax, postal service, email, etc.

a- Drafting Documents: According to the assignment of the Project Director or Project Manager, Management Board members are responsible for drafting documents (in Vietnamese, English, or both languages as required) within the specified time frame. The drafter must sign off at the end of the document or write their name in the lower left corner of the draft, then submit it to the Project Manager for review and confirmation before presenting it to the Project Director. The drafter and Project Manager are jointly responsible before the signatory under current national laws, especially for English-language documents.

b- Signing Documents: The Project Director is the sole signer of all documents. All documents must be reviewed and approved by the Project Manager before being submitted to the Project Director for signature.

For some routine transactional documents and internal working letters, the Project Director may delegate signing authority to the Project Manager, but the content must be approved by the Project Director. In the absence of the Project Director and urgent work requirements, the Project Manager signs and reports back to the Project Director in accordance with the National Project Management Handbook and the Ministry of Agriculture and Rural Development's regulations.

c- Issuing Documents: The Deputy Project Manager is responsible for submitting documents for signature and issuing them to the addresses listed in the "To" section of the document. All documents must be retained in the office file at the Project Management Board Office before issuance. Official transactional documents related to management and project progress must be sent to the International Cooperation Department as stipulated by the Ministry.

Article 11 - Provision of information classified as state secrets within the banking sector to foreign organizations and individuals. Procedure for Processing Incoming Documents and Information

a- Incoming documents and information include all written, telephonic, email, fax, and oral communications received by the Project Management Board.

b- All incoming written information must be recorded in the administrative secretary's logbook and reported to the Project Manager for classification, preliminary processing, and reporting to the Project Director for resolution.

c- After the Project Director or Project Manager has provided comments on handling, the Administrative Secretary transfers the document to the person responsible for resolving the matter for implementation. Once the work is resolved, the Administrative Secretary must file the incoming document into the corresponding pairs of files.

d- All information received via telephone or oral communication related to project tasks, if not within the responsibility of the recipient to resolve, must be promptly reported to the Project Manager and Project Director for consideration and resolution. All formal information, statements, and transactions between the project and external agencies are the responsibility of the Project Director, who may delegate authority to the Project Manager or other members in certain cases.

Article 12- Archiving, Copying Documents, and Confidentiality Regime

a- The Administrative Secretary is responsible for archiving all project-related documents and records concerning common activities.

b- The Accountant is responsible for storing all accounting and financial documents of the project.

c- Members of the Management Board may copy documents from stored files for work purposes but must inform the Administrative Secretary and return the documents to the file immediately after copying.

d- Members of the Project Management Board must strictly adhere to confidentiality regulations regarding documents and information as stipulated by the State and the Ministry. Providing information or documents to experts or sending documents abroad requires reporting to the Project Manager for approval from the Project Director. Meetings with international experts must be conducted in accordance with current regulations.

PART IV

FINANCIAL AND ASSET MANAGEMENT OF THE PROJECT

2. Individuals tasked with coming into contact with state secrets in any form must strictly adhere to legal provisions on protecting state secrets. General principles:

The management and utilization of project financial resources must comply with government regulations on counterpart fund management, aid management, and follow the principles outlined in the National Project Management Handbook on budget management. The Project Director is responsible for deciding and managing the expenditure of project funds for their intended purpose, while the Accountant and Project Manager are accountable to the Project Director for direct management of these funds.

1. Destruction of materials containing state secrets classified as Top Secret or Confidential that are no longer in use shall be decided by the Governor of the State Bank. Counterpart Fund Management System:

a- Based on the annual work plan and the Government's commitments on counterpart funds, the Project Management Board prepares the annual counterpart fund plan, works with relevant departments to unify it, and submits it to the Ministry Leadership for decision-making on the counterpart fund plan for project activities.

b- After receiving the counterpart fund plan from the Ministry of Finance and the Ministry of Agriculture and Rural Development, all expenditures must align with the intended purpose and budgetary classification. The Accountant and Project Manager prepare monthly expenditure forecasts for approval by the Project Director. The Financial Accounting Department under the Ministry's Office oversees the management and expenditure of the project's counterpart funds.

Article 15- Management System for Project-Supported Funds:

a- Regarding the procurement of non-consumable equipment (used for three years or more, valued at over $500):

- Based on the project documentation and procurement needs that align with the quarterly financial plan, the Project Manager prepares a report to the Project Director for approval on the list of equipment to be procured. After approval by the Project Director, the Assistant Project Manager prepares technical specifications and requests quotations from suppliers.

- The Assistant Project Manager handles and processes matters related to equipment procurement.

- For procurement amounts exceeding $1,000, a Procurement Advisory Committee meeting is organized to evaluate quotations and select the best supplier. The committee consists of the Project Manager, Assistant Project Manager, Accountant, and a technical consultant (if necessary).

- Following the Procurement Advisory Committee meeting, the Project Manager is responsible for submitting the results for approval by the Project Director. The Assistant Project Manager prepares and sends the purchase order to the selected supplier, confirmed by the Project Manager and approved by the Project Director, and proceeds with procurement procedures, acceptance, and inspection.

- The Accountant is responsible for inspecting, accepting, and processing payment procedures, tracking, inventory checks, etc., in accordance with the provisions in the National Project Management Handbook.

b- Regarding the procurement of consumable equipment, office supplies, repairs...

- Members of the Management Board register procurement and repair needs for equipment and office supplies with the Assistant Project Manager to compile monthly and quarterly requirements. The Assistant Project Manager and Accountant prepare estimates to include in the quarterly financial plan.

- For each procurement or repair item, the Assistant Project Manager and Accountant seek at least three suppliers to request quotations, compare, select, and report to the Project Manager for approval through the Project Director.

- For managing and using the budget for other project activities, regulations in the National Project Management Handbook must be followed to ensure transparency and adherence to plans. The Accountant prepares estimates, obtains confirmation from the Project Manager, and submits them for approval by the Project Director.

c- Regarding expenditure tracking: The Accountant ensures the establishment of accounting books as required. All invoices and expenditure documents from the Advance Payment Fund or directly paid by the United Nations Development Programme before submission to the UNDP Office must be retained for audit purposes when requested.

d- Financial Reporting: Quarterly and annually, the Accountant is responsible for preparing financial reports for confirmation by the Project Manager and approval by the Project Director, to be sent to the Ministry, UNDP, the Ministry of Finance, and relevant agencies.

Article 16- Asset Management and Utilization System:

a-General Principles:

- Assets must be well-preserved and used for the intended project purposes. Members are responsible for protecting the assets they use; if loss or damage occurs due to personal negligence, compensation for losses is required.

- The Project Manager shall be responsible for the overall management and effective use of project assets, and if there is any loss or damage, they must prepare a record, investigate the cause, and propose remedial measures. The accountant shall be responsible for managing non-consumable project assets. For project assets assigned to participating agencies for use, those agencies shall have the responsibility to preserve them. The Project Manager shall prepare a handover record and regularly inspect the usage of such assets by participating agencies.

- Annually, the Project Manager and the Accountant shall be responsible for organizing an inventory and assessment of non-consumable project assets on December 31st to prepare a "property inventory" report.

b- Use of telephones, faxes, and network information systems:

- In the spirit of thriftiness, avoid using project telephones, faxes, and networked information systems for personal matters.

- The accountant shall be responsible for managing and recording the use of the main switchboard/individual telephones directly and maintain a log of inter-provincial and international calls and faxes.

- Members of the Management Board shall be responsible for fully documenting inter-provincial, international calls, and faxes in the logbook (international telephone/fax calls require the approval of the Project Manager).

- Access to the internet and networked information systems shall be conducted by the Deputy Project Manager, Administrative Secretary, and accountant according to work requirements. The Administrative Secretary shall be responsible for checking incoming emails on the network at the beginning of each morning and afternoon.

c- Use of automobiles:

- Automobiles shall be used for project activities in accordance with the provisions set forth in the National Project Management Handbook.

- Members of the Project Management Board, domestic and international experts who need to use automobiles must pre-register with the Administrative Secretary one day in advance (except in emergencies). Registration details include destination, purpose, and time of use. The Administrative Secretary shall be responsible for compiling automobile usage requests, reporting daily to the Project Manager for approval and determining priority usage when multiple people request use simultaneously.

- The Administrative Secretary shall maintain a log of vehicle operations, fuel needs, maintenance, and cooperate with the Vehicle Team of the Ministry's Office to manage vehicle usage.

- Drivers shall be responsible for adhering strictly to the registered route and have the right to refuse driving outside the registered route. Drivers must fully document all entries in the vehicle usage logbook.

d- Usage regulations for the project information resource center:

- Books and reference materials at the information resource center serving experts and staff involved in the project shall be managed by the Information-Library Officer, and members of the Management Board shall be responsible for preservation and care.

- Staff and experts wishing to borrow for reading in place, photocopy, or take out of the reading room must obtain permission from the officer in charge of the borrowing log. If there is any loss, compensation shall be required.

đ- Usage regulations for office supplies:

- The Deputy Project Manager shall coordinate with the accountant to establish usage requirements, organize the purchase of office supplies to ensure adequate support for project activities.

- The Deputy Project Manager shall maintain a log of office supply usage by the Management Board Office and experts and staff involved in the project.

Article 17- Other regulations:

Leave Regulations:

- Members taking leave due to illness must promptly inform the Project Manager and report on tasks that need to be completed within the deadline so that the Project Manager can arrange for others to handle them. Sick leave of three days or more requires a doctor's confirmation.

- Members taking leave for personal reasons of one to two days must submit a leave application form (according to the template), report one day in advance to the Project Manager, and arrange to complete tasks according to schedule. When a member takes leave of three days or more, the Project Manager must report to the Project Director for instructions on handling.

b- Arrangement of Workrooms: Members must ensure their workrooms remain neat and tidy, comply with safety and fire prevention regulations. At the end of the working day, they must thoroughly check off electrical equipment and lock doors. Any member failing to comply with these regulations and causing asset loss or damage shall bear individual responsibility.

CHAPTER V
EFFECTIVENESS AND IMPLEMENTATION ORGANIZATION

Article 18- Any other regulations not covered in this regulation shall be implemented according to current Vietnamese laws, provisions in the National Project Management Handbook, job assignment terms, job descriptions, and personnel contracts of each member.

Article 19- All members of the Project Management Board shall strictly adhere to this Regulation. The Project Manager shall assist the Project Director in supervising its implementation, periodically convene meetings to evaluate the situation, and recommend rewards or disciplinary actions according to general reward-disciplinary regulations of the Ministry of Agriculture and Rural Development.

Article 20- This Regulation sets forth general provisions. During implementation, any issues requiring supplementation or amendment shall be compiled by the Project Manager and reported to the Project Director for review, and then reported to the Head of the Management Board for guidance./.