Decision No. 1924/QD-TTCP On the issuance of the Regulation on managing activities at the office of the Government Inspectorate

Pursuant to …;

Regarding the issuance of the Regulation on managing activities at the office of the Government Inspectorate

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GOVERNMENT INSPECTOR GENERAL

Pursuant to Decree No. 83/2012/ND-CP dated October 9, 2012 of the Government stipulating the functions, tasks, powers, and organizational structure of the Government Inspectorate;

Based on the operational regulations of the Government Inspectorate;

Based on the management and usage requirements for the office premises of the Government Inspectorate;

At the proposal of the Director of the Office,

DECISION:

Article 1. This Decision promulgates the Regulation on managing activities at the office of the Government Inspectorate.

Article 2. This Decision shall take effect from the date of signing.

Article 3. The Director of the Office, the Heads of Departments, the Heads of Units, and civil servants, officials, and contractual employees under the Government Inspectorate are responsible for implementing this Decision./.

REGULATIONS

MANAGEMENT OF ACTIVITIES AT THE OFFICE OF THE GOVERNMENT INSPECTORATE
(Issued together with Decision No. 1924/QD-TTCP dated August 22, 2013 of the Chief Inspector General)

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Chapter I.

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Regulation stipulates the management of activities at the office of the Government Inspectorate located at Tran Thai Tong Street, Cau Giay District, Hanoi, including the following contents:

- Regulations on working hours at the office premises;

- Entering and exiting the office and parking vehicles;

- Receiving and hosting guests visiting the office;

- Using meeting rooms and common activity rooms;

- Implementing civilized workplace behavior, maintaining environmental hygiene, and building cleanliness;

- Organizing services for the offices of leaders of the Government Inspectorate, unit leaders, civil servant offices, and meeting rooms;

- Managing and using assets allocated to units, civil servants, officials, contractual employees, and common assets of the office;

- Using air conditioning, electricity, elevators, telephones, faxes, and office equipment;

- Fire prevention, firefighting, and explosion prevention work;

- Order and security within the office.

Article 2. Applicability

Article 1. Civil servants, officials, and contractual employees of the Government Inspectorate work at the office of the Government Inspectorate.

Article 2. Units and individuals related to visits and work at the office of the Government Inspectorate.

Article 3. Purpose and Requirements

Point 1. To uniformly manage activities at the office premises to enhance the efficiency of material resource utilization in serving the political tasks of the Government Inspectorate.

Point 2. To strengthen management to ensure environmental hygiene, safety from fire and explosion, and workplace order and security.

Chapter II.

SPECIFIC PROVISIONS

Article 4. Regulations on working hours at the office premises

Civil servants, officials, and contractual employees must adhere to working hours: From 8 am to 12 pm in the morning; from 1 pm to 5 pm in the afternoon, and may extend their working time until 6 pm.

Civil servants, officials, and contractual employees who work after 6 pm daily or on Saturdays, Sundays, or holidays must obtain approval from unit leadership and register with the Office (through the Administrative Department) specifying the exact time to facilitate entry and exit management and service organization.

In urgent cases requiring work after 6 pm, civil servants, officials, and contractual employees must notify the Office (through the Administrative Department) to arrange for electricity, water, and air conditioning services.

Article 5. Regulations on entering and exiting the office and parking vehicles

Clause 1. Entering and exiting the Government Inspectorate through two gates: Gate No. 1 and Gate No. 2:

Gate No. 1 is only opened when necessary.

Gate No. 2 is open daily.

Clause 2. Management of vehicles entering and exiting the office premises:

Point a) Vehicles transporting Government Inspectorate leaders should park at the entrance hall of the office building and in designated spots on the ground floor according to regulations.

Point b) Civil servants, officials, and contractual employees driving cars, motorcycles, or bicycles must park in designated areas marked with lines; they must not obstruct pedestrian paths or emergency exits.

If civil servants, officials, or contractual employees park their vehicles improperly, they will be handled as follows: For the first violation, security personnel will record and remind them; for the second violation, security personnel will prepare a report and inform the head of the unit where the violator works; for three or more violations in a year, the Office will transfer the handling report to the Organization and Cadres Department (through the Awards and Commendations Section) and the Head of the Unit for processing by the Chief Inspector General and announcement throughout the office.

Point c) Guests visiting the office: Security personnel are responsible for guiding them to park in designated areas.

Article 6. Receiving Guests at the Agency

1. When guests enter the agency gate, security personnel shall check the guest's identification documents to register them in the visitor logbook as prescribed, guide them to the entrance lobby, and indicate the parking area within the agency.

2. Upon entering the lobby, the receptionist shall guide the guests and notify the relevant unit, civil servant, officer, or contractual employee with whom the guests have business.

3. Assigning tasks for organizing the reception and farewell of guests:

a) For domestic guests:

Guests who are Party and State leaders holding positions such as General Secretary, President, Vice President, Chairman, Vice Chairman of the National Assembly, Prime Minister, Deputy Prime Minister, members of the Politburo, and Secretariat of the Central Committee of the Party shall be received at the entrance lobby by the leadership of the Government Inspectorate and the Office, and escorted to the ceremonial room (or office). When the guests depart, those who received them shall see them off to the entrance lobby.

Guests who are Ministers, Deputy Ministers, Secretaries, Deputy Secretaries, Chairmen, and Vice Chairmen of provinces and centrally-administered cities and equivalent positions shall be received at the entrance lobby by the Office leadership, escorted to the guest room (or office). When the guests depart, those who received them shall see them off to the entrance lobby.

Guests not falling into the above categories coming to meet the leadership of the Government Inspectorate shall, prior to their arrival, have their list and time of arrival communicated by the secretary of the Government Inspectorate leadership to the reception department. Upon arrival, the reception department shall guide and escort the guests to the meeting room or reception room of the Government Inspectorate leadership. When the guests depart, the secretary shall see them off to the entrance lobby.

Guests attending meetings and seminars chaired by the Government Inspectorate leadership, units tasked with preparing the content of the meeting or seminar shall assign civil servants and officers to coordinate with the reception staff to receive guests at the entrance lobby and escort them to the meeting room. When the guests depart, the civil servants and officers who received them shall see them off to the entrance lobby.

Guests attending meetings, seminars, or working with units or civil servants and officers: Units shall assign civil servants and officers to coordinate with the reception staff to receive guests at the entrance lobby and escort them to the meeting room (or office). When the guests depart, the civil servants and officers who received them shall see them off to the entrance lobby.

b) For foreign guests:

Diplomatic guests (ambassadors of countries, diplomatic delegations visiting), the International Cooperation Department leadership shall receive guests at the entrance lobby and escort them to the guest room. When the guests depart, the civil servants and officers who received them shall see them off to the entrance lobby.

Foreign guests coming to work or attend meetings hosted by the Government Inspectorate leadership or chaired by units under the Government Inspectorate shall be received at the entrance lobby by the International Cooperation Department reception or assigned civil servants and officers from the relevant unit, and escorted to the meeting room or guest room. When the guests depart, the civil servants and officers who received them shall see them off to the entrance lobby.

c) Coordination relations in organizing the reception of guests:

When there is a plan to receive Party and State leaders holding positions such as General Secretary, President, Vice President, Chairman, Vice Chairman of the National Assembly, Prime Minister, Deputy Prime Minister, members of the Politburo, and Secretariat of the Central Committee of the Party, the Government Inspectorate Office must arrange security, priority elevators, and services.

When there is a schedule to receive foreign diplomatic guests, the International Cooperation Department shall immediately inform the Office of the reception plan approved by the Government Inspectorate leadership. The Office shall coordinate with the International Cooperation Department to prepare services and receptions that comply with diplomatic protocols and international practices.

When there is a schedule to receive guests or hold meetings, the unit authorized to receive guests or chair the meeting shall report to the Office to arrange the reception room and prepare services according to the requirements of each reception or meeting; security personnel shall be responsible for guiding vehicles in and out, and the reception staff shall guide the guests.

When unexpected visits or work by Party and State leaders occur without prior notice, security personnel and reception staff must promptly notify the Government Inspectorate leadership, Office leadership, and related units to organize the reception of guests.

Article 7. Provisions on the use of meeting rooms or reception rooms

1. Units requiring the use of meeting rooms or reception rooms must register for meeting rooms or reception rooms with the Office to organize services. The unit responsible for preparing the content of the meeting or reception shall be responsible for registering the meeting room or reception room according to the registration form at Appendix No. 01 issued together with this regulation.

For regular meetings or receptions (meetings during working hours): Registration must be sent to the Office at least four hours before the working time when the unit plans to organize the meeting.

For meetings and receptions outside working hours or if tables and chairs need to be set up, decorations, microphones, and other conditions are required, registration must be sent to the Office at least eight hours before the time the unit plans to organize the meeting or reception (calculated based on working hours).

2. The Office will arrange meeting rooms and notify the specific schedule of the arranged meeting rooms back to the registering unit within one hour from the time of receiving the registration information or registration form. If it is past working hours, the Office will notify the unit at the beginning of the next working day. Units may only send invitations after confirming the arrangement of workrooms, meeting rooms, and reception rooms; simultaneously sending the reception department the schedule, number, composition, and type of guests attending.

3. In cases where all meeting rooms have been fully arranged, the Office will immediately inform the registering unit to adjust the meeting time.

4. In cases where registered and arranged meetings or receptions are postponed or canceled, the registering unit must notify the Office at least two working hours before the scheduled meeting time.

Article 8. Provisions on civilized office conduct and environmental hygiene, building hygiene

1. Civil servants, officials, and contractual employees working at the Government Inspectorate shall implement:

- Wearing attire as prescribed;

- Moving around the office in designated areas without speaking loudly, arguing, or engaging in other behaviors that disrupt order in offices, meeting rooms, and public areas;

- Strictly adhering to rules when attending meetings, participating in meetings according to the specified composition, arriving on time, not using mobile phones during meetings unless necessary for work management purposes, in which case the phone must be on silent mode and calls made outside the meeting room, with responsibility for protecting equipment in the meeting room;

- Neatly arranging office items, not moving or installing additional equipment in the office without the consent of the Office;

- Maintaining cleanliness at their workplace and public areas, performing cleaning of assigned equipment and organizing weekly thorough cleaning and neat arrangement of the office on Fridays;

- Not cooking, boiling medicine, or burning incense in the office; not pouring tea, coffee on the floor, corridors, or walls;

- Strictly complying with the prohibition on smoking as stipulated in Clause 2, Article 11, Law on Prevention and Control of Harmful Effects of Tobacco;

- Not spitting, defacing walls, littering, discarding cigarette butts, or cigarette filters on the floor or public areas;

- Not bringing harmful chemicals into the office;

- Not picking flowers, breaking branches, or pulling out plants within the office premises.

2. Responsibilities of units under the Government Inspectorate:

Maintaining cleanliness in their own working areas, including: unit offices, meeting rooms, reception rooms, and adjacent corridors and lobbies;

Unit heads are responsible for regularly inspecting, urging, and reminding civil servants, officials, and contractual employees of their units to comply with regulations on civilized office conduct and environmental hygiene; participating in supervising the cleaning service staff in their working areas.

3. Responsibilities of the Office:

Organizing daily cleaning work in the working areas of the Government Inspectorate leaders, unit leaders, all common meeting rooms of the agency, and performing daily sweeping and garbage collection in the offices of cadres and civil servants;

Managing, inspecting, and supervising the laborers of cleaning service units to clean the entire agency premises, gardens, walkways, ground floors, lobbies, balconies, elevators, staircases, and restrooms; transporting daily waste;

Inspecting and urging compliance with regulations on civilized office conduct.

4. Handling violations related to civilized office conduct and environmental hygiene, building hygiene

Civil servants, officials, and contractual employees who violate the provisions of Clause 1, Article 8 will be handled as follows: For the first violation, the Office will record and remind them; for the second violation, the Office will prepare a report and notify the unit head; for the third violation, the Office will transfer the violation handling report to the Cadre and Civil Servant Organization Department and the unit head for review and handling by the Government Inspectorate leadership.

Units whose areas are not kept clean, if repeatedly notified and reminded, and many people violate the above regulations, will have their annual competition points reduced.

Units, civil servants, officials, and contractual employees causing damage to agency property will be required to compensate according to current laws.

Article 9. Provisions on organizing service for the offices of the Government Inspectorate's leaders

Service staff must regularly clean the offices and equipment within the offices, prepare necessary materials to serve the Government Inspectorate's leaders when receiving guests according to the requirements of the Office's leadership, and immediately clean up after the reception ends.

Weekly, on days off, a thorough cleaning of the offices of the Government Inspectorate's leaders must be organized. Service staff must perform their confidentiality work well, and may not arbitrarily use the equipment and documents in the offices of the Government Inspectorate's leaders.

When equipment in the office is damaged, the service staff must immediately report to the Office's leadership (through the Administrative Department) to promptly address the issue.

Article 10. Provisions on organizing service for the offices of the leaders of the Departments, Bureaus, units, and civil servants

1. For the offices of unit leaders, service staff must daily clean the offices and equipment within the offices.

2. For the offices of civil servants, officials, and contractual workers: service staff must daily during working hours clean, sweep the floor, and collect garbage in the offices. Civil servants, officials, and contractual workers working in the offices must daily clean their desks, chairs, cabinets, and provided equipment; weekly they must conduct a thorough cleaning of the offices.

Article 11. Provisions on organizing service for meeting rooms

1. Daily, service staff must carry out cleaning and wiping of tables and chairs in the meeting rooms.

2. Upon receiving a request to use a meeting room, the Administrative Department staff must rearrange tables and chairs, check the equipment and tools serving the meeting room, decorate the meeting room, and prepare other material conditions according to the meeting's requirements. All these tasks must be checked and completed at least one hour before the meeting starts.

3. The unit registering to use the meeting room is responsible for checking the meeting room at least 30 minutes before the meeting starts.

4. During the meeting, service staff and technical staff must be on standby to serve the meeting.

5. After the meeting ends, service staff must clean up, check the equipment, turn off the lights, and close the doors.

Article 12. Provisions on managing and using electricity, water, and air conditioning

1. Responsibilities of the Office:

Managing and organizing the operation of the entire electrical system, water supply, air conditioning, machinery and equipment systems in the building, and lighting systems in offices, meeting rooms, and public areas (ground floor, gardens, walkways, and protective walls...).

The Office (Administrative Department) must daily cut off power sources of the agency on non-working days, and offices must cut off power from 18:00 to 07:00 the next day.

2. Responsibilities of civil servants, officials, and contractual workers:

- Daily and on designated rest days, before leaving, they must check and disconnect all electrical devices and air conditioners in their working area (such as computers, printers, photocopiers...). If there are multiple people working in a room, the last person to leave must turn off the power switch and air conditioner before exiting the room.

- They may not repair existing electrical systems in the room without authorization. Units and individuals may not purchase additional electrical equipment that does not meet replacement and usage standards.

- They may not place documents, papers, flammable items near or on electrical outlets and wiring to prevent electrical fires.

- They may not open windows and hallway glass doors while using air conditioning. If they wish to open them, they must first turn off the air conditioning.

- After using water, they must turn off the taps.

Article 13. Provisions on the management and use of elevators

- Civil servants, public officials, and contractual employees must comply with the usage guidelines for elevators.

- When the elevator is stuck in a state where it cannot automatically open or close its doors, the persons inside must remain calm and press the emergency call button, then wait for technical staff to arrive to handle the door opening process. Do not attempt to force the doors open or break them using any hard objects.

- Elevators shall not be used to transport materials or goods during peak working hours (from 7:30 am to 8:30 am, from 11 am to 2 pm, and from 4:30 pm to 6 pm).

Article 14. Provisions on the management and use of sound systems and office equipment

1. Office equipment (photocopiers, computers, printers, scanners, fax machines, telephones, dehumidifiers, shredders, projectors...) must be used for their intended purposes and shall not be used for personal matters.

2. Information security and network safety must be maintained to prevent virus attacks that could result in data loss. It is strictly prohibited to use floppy disks from other sources to print or copy documents within the agency. Any malfunctioning computer or printer must be immediately reported to the technical staff of the Information Center for inspection and repair.

3. Confidential information must be protected when using fax machines; it is absolutely forbidden to fax documents classified as confidential.

Article 15. Regulations on the management and use of fire prevention and firefighting systems

1. The Office is responsible for managing and operating fire prevention and firefighting equipment; coordinating with relevant agencies to develop fire prevention plans for the agency; organizing guidance for staff and civil servants on the use of firefighting equipment; conducting fire drills throughout the agency; regularly inspecting, maintaining, and servicing fire prevention and firefighting equipment.

2. Civil servants, public officials, and contractual employees must strictly adhere to fire prevention regulations within the agency, fully participating in all training sessions and drills related to fire prevention. Upon discovering a fire incident, they must immediately report to the Office (through the Administrative Department - technical section) or the Security Department to mobilize forces for prompt inspection and handling.

3. In case of an urgent fire incident, the Office will announce over the public address system, and all civil servants, public officials, and contractual employees working in the building must use staircases to evacuate. Civil servants, public officials, and contractual employees listed in the agency's firefighting team must be present at their assigned positions to perform their duties.

Article 16. Provisions on maintenance and repair of equipment

The Office is responsible for developing plans for regular maintenance, upkeep, and repair of equipment assets, ensuring safety, economy, and effectiveness in accordance with current national regulations.

Chapter III.

IMPLEMENTATION

Article 17. Responsibility for Implementation

1. Heads of units under the Government Inspectorate have the responsibility to disseminate and ensure strict implementation of these regulations among all civil servants, public officials, and contractual employees, and to organize their implementation.

2. Civil servants, public officials, and contractual employees who violate these regulations and cause losses to state property must compensate accordingly. Depending on the nature and severity of the violation, administrative penalties or criminal liability may be pursued according to the law.

3. During implementation, if there are any difficulties, units should report to the Office for consolidation and submission to the Chief Inspector General for consideration and decision to amend or supplement these regulations./.