Joint Circular No. 35-NV/TC stipulates the rules for recruiting staff for government offices.

CIRCULAR

DECREE NO. 35-NV/TC OF AUGUST 19, 1949 ISSUED BY THE MINISTRY OF INTERNAL AFFAIRS AND THE MINISTRY OF FINANCE REGULATING THE RECRUITMENT OF STAFF FOR GOVERNMENT OFFICES

THE MINISTER OF THE MINISTRY OF HOME AFFAIRS

THE MINISTER OF FINANCE

RESPECTFULLY SUBMITTED TO THE MINISTERS

THE CHAIRMEN OF THE RESISTANCE ADMINISTRATIVE COMMITTEES OF THE ZONES 1, 3, 4, AND 10

THE CHAIRMAN OF THE RESISTANCE ADMINISTRATIVE COMMITTEE OF HANOI CITY

THE ISSUE OF STAFF IS A CRUCIAL MATTER AS IT IMPACTS:

1. WORK

2. PUBLIC FUNDS

THERE MAY BE PLANS AND PROGRAMMES, BUT IF THERE ARE NO STAFF TO IMPLEMENT THEM, THEY WILL NOT BE REALIZED.

EVEN WITH STAFF, IF THEY ARE NOT USED APPROPRIATELY, WORK WILL NOT PROGRESS AND PUBLIC FUNDS WILL BE WASTED.

THEREFORE, OUR DEPARTMENTS RESPECTFULLY REQUEST THAT THE RESPECTED (MINISTRIES, BOARDS) PAY SPECIAL ATTENTION TO THE FOLLOWING POINTS:

1. RATIONALIZATION OF ORGANIZATION: THE ORGANIZATION SHOULD BE SIMPLE AND SUITABLE FOR THE TASK AT HAND, WITHOUT ANY SUPERFLUOUS DEPARTMENT OR ANY MISSING DEPARTMENT;

2. RATIONALIZATION OF STAFF USE: STAFF SHOULD BE USED APPROPRIATELY, WITHOUT ANY SUPERFLUOUS STAFF OR ANY SHORTAGE.

3. MONITORING THE ACTIVITIES OF SUBORDINATE ORGANIZATIONS AND ESTABLISHING THE MINIMUM NUMBER OF STAFF REQUIRED FOR EACH ORGANIZATION WHEN PREPARING THE BUDGET, BASED ON TWO PRINCIPLES:

a/ THERE MUST BE WORK BEFORE THERE CAN BE STAFF

b/ ECONOMY OF PUBLIC FUNDS.

IF THERE ARE NO FINANCIAL OBSTACLES, THE MINISTRY OF FINANCE WILL INCLUDE THE NUMBER OF STAFF AND THE NECESSARY EXPENSES IN THE BUDGET.

THIS NUMBER OF STAFF WILL BE REVIEWED ANNUALLY, EXCEPT IN SPECIAL CASES: ESTABLISHING NEW ORGANIZATIONS OR EXPANDING EXISTING ONES.

THE ORGANIZATIONS WILL BASE THEIR ACTIONS ON:

- THAT NUMBER

- THE PROJECTED EXPENSES IN THE BUDGET

TO RECRUIT STAFF.

HOWEVER, THE NUMBER OF STAFF LISTED IN THE 1949 BUDGET IS STILL INCOMPLETE AND NOT ACCURATE, SO WE RESPECTFULLY REQUEST THE RESPECTED (MINISTRIES, BOARDS) TO QUICKLY DETERMINE THE MINIMUM NUMBER OF STAFF REQUIRED AND TO PREPARE A LIST ACCORDING TO MODEL 1 ATTACHED HERE, MAKING THREE COPIES (TWO COPIES TO BE SENT TO THE MINISTRY OF FINANCE AND ONE COPY TO THE MINISTRY OF INTERNAL AFFAIRS). THE NUMBER OF STAFF LISTED ON THIS FORM, AFTER AGREEMENT FROM THE MINISTRY OF FINANCE, WILL BE USED AS THE BASIS FOR RECRUITMENT.

TO UNIFY THE RECRUITMENT OF STAFF AND MAKE IT EASIER TO TRACK, THE ORGANIZATIONS WILL FOLLOW THE PROCEDURE BELOW:

RECRUITMENT DOCUMENTS: PREVIOUSLY, THE RECRUITMENT OF STAFF IN ORGANIZATIONS WAS NOT CONSISTENT, WITH SOME MAKING DECISIONS, RESOLUTIONS, OR APPLICATIONS FOR RECRUITMENT, WHILE OTHERS MADE ORDERS FOR TEMPORARY STAFF RECRUITMENT.

FROM NOW ON, ALL ORGANIZATIONS WILL UNIFORMLY APPLY THE APPLICATION FOR RECRUITMENT ACCORDING TO MODEL 2 ATTACHED HERE, EVERY TIME THEY NEED TO RECRUIT STAFF, INCLUDING TEMPORARY STAFF AS FOLLOWS:

- TEMPORARY CIVIL SERVANTS OF VARIOUS RANKS;

- COMMUNICATION OFFICERS, TRANSPORTATION OFFICERS;

- WORKERS.

THE APPLICATION FOR RECRUITMENT WILL CONTAIN NECESSARY INFORMATION ABOUT EACH STAFF MEMBER, TO FACILITATE SUPERVISION BY SUPERIOR AUTHORITIES. ORGANIZATIONS MAY ALSO RECORD INFORMATION ABOUT THE NUMBER OF STAFF AND EXPENSES IN THE UPPER CORNER OF THE APPLICATION FOR RECRUITMENT, ACCORDING TO CIRCULAR JOINT DECREE NO. 3241-OC/PC OF DECEMBER 5, 1948, WHICH MUST BE SUBMITTED EVERY TIME ADDITIONAL STAFF ARE RECRUITED. THIS WAY, A SEPARATE REPORT ON STAFF AND BUDGET SITUATION CAN BE AVOIDED.

ORGANIZATIONS NEED TO COLLECT DOCUMENTS TO ESTABLISH PERSONNEL FILES FOR EACH STAFF MEMBER, ESPECIALLY:

- EXTRACTS FROM BIRTH CERTIFICATES, MARRIAGE CERTIFICATES, BIRTH CERTIFICATES OF CHILDREN, OR TEMPORARY HONORABLE STATEMENTS IN CASE OF LOSS OF DOCUMENTS DUE TO WAR.

- COPIES OF CERTIFICATES OR EXTRACTS FROM SCHOOL RECORDS AUTHENTICATED BY THE RESISTANCE ADMINISTRATIVE COMMITTEE FROM THE PROVINCE LEVEL UPWARDS OR BY THE PROVINCE CHIEF, CERTIFICATES OF QUALIFICATIONS ISSUED BY THE NATIONAL EDUCATION MINISTRY, OR CERTIFICATES OF PROFESSIONAL CAPABILITY, IN CASE OF LOSS OF DOCUMENTS DUE TO WAR, TEMPORARY HONORABLE STATEMENTS CAN BE USED AS SUBSTITUTES.

- THE PERSONNEL STATEMENT AS PER CIRCULARS NO. 81, 82-NV/CT OF MAY 14 AND 21, 1947 OF THE MINISTRY OF INTERNAL AFFAIRS.

WHEN A STAFF MEMBER SUBMITS A COPY OF A CERTIFICATE OR A TEMPORARY HONORABLE STATEMENT, IT SHOULD BE CLEARLY NOTED IN THE APPLICATION FOR RECRUITMENT: HAS BASIC PRIMARY EDUCATION, COMPLETED HIGH SCHOOL AT... SESSION... ETC., TO DISTINGUISH BETWEEN THOSE WHO HAVE ACTUAL CERTIFICATES AND THOSE WHO CLAIM TO HAVE ATTENDED CERTAIN LEVELS OF EDUCATION.

FOR THOSE APPOINTED TO POSITIONS AT THE PROVINCE CHIEF LEVEL OR HIGHER, ORGANIZATIONS, IN ADDITION TO THE APPLICATION FOR RECRUITMENT, MUST PREPARE A PROPOSAL FOR APPROVAL BY THE MINISTRY IN CHARGE TO OFFICIALLY APPOINT THE APPLICANT TO THE POSITION.

RECRUITMENT PROCEDURES: WITHIN THE LIMITS OF THE NUMBER OF PEOPLE AND THE AMOUNT OF FUNDS ALLOCATED IN THE BUDGET OR IN THE LIST MODEL 1 AGREED BY THE MINISTRY OF FINANCE AS DESCRIBED ABOVE, THE RECRUITMENT PROCEDURES WILL BE CONDUCTED AS FOLLOWS:

WORKERS, COMMUNICATION OFFICERS, TRANSPORTATION OFFICERS

ORGANIZATIONS AT THE PROVINCE LEVEL AND ABOVE WILL ISSUE APPLICATIONS FOR RECRUITMENT DIRECTLY, BUT LOCAL SPECIALIZED ORGANIZATIONS MUST OBTAIN PRIOR AGREEMENT FROM THE EQUIVALENT RESISTANCE ADMINISTRATIVE COMMITTEE.

2. TEMPORARY CIVIL SERVANTS

a/ FOR THE TWO RANKS OF CLERK AND ASSISTANT, ORGANIZATIONS AT THE ZONE LEVEL AND ABOVE WILL ISSUE APPLICATIONS FOR RECRUITMENT DIRECTLY, BUT LOCAL SPECIALIZED ORGANIZATIONS MUST OBTAIN PRIOR AGREEMENT FROM THE ZONE RESISTANCE ADMINISTRATIVE COMMITTEE.

b/ FOR RANKS FROM ASSOCIATE OFFICER OR PROVINCE CHIEF AND HIGHER, THE APPLICATION FOR RECRUITMENT MUST BE APPROVED BY THE MINISTRY IN CHARGE.

THE MINISTRIES (FOR SPECIALIZED ORGANIZATIONS), THE ZONE RESISTANCE ADMINISTRATIVE COMMITTEES, AND THE HANOI CITY RESISTANCE ADMINISTRATIVE COMMITTEE (FOR ADMINISTRATIVE ORGANIZATIONS) WILL DIRECTLY OVERSEE THE RECRUITMENT OF STAFF BY SUBORDINATE ORGANIZATIONS AND WILL SUBMIT A LIST OF STAFF RECRUITED (MODEL 3) AND COPIES OF THE APPLICATIONS FOR RECRUITMENT (MODEL 2) TO THE MINISTRY OF FINANCE AND THE MINISTRY OF INTERNAL AFFAIRS EVERY THREE MONTHS.

IF THERE ARE IRREGULARITIES, THE MINISTRY OF FINANCE AND THE MINISTRY OF INTERNAL AFFAIRS WILL REPORT TO THE MINISTRIES AND THE ZONE RESISTANCE ADMINISTRATIVE COMMITTEES TO ADJUST.

UNTIL THE REVISION OF THE BUDGET AND THE NECESSARY STAFF LISTS ACCORDING TO MODEL 1 ARE READY, TO AVOID INTERRUPTIONS, ORGANIZATIONS CAN RECRUIT STAFF TO REPLACE THOSE WHO HAVE RETIRED OR BEEN DISCHARGED AND PAY THEM IMMEDIATELY. OF COURSE, A COPY OF THE APPLICATION FOR RECRUITMENT WILL BE SENT TO THE MINISTRY OF FINANCE AND THE MINISTRY OF INTERNAL AFFAIRS LATER.

THE ABOVE PROCEDURES APPLY ONLY TO THE RECRUITMENT OF TEMPORARY STAFF WITHIN THE SET LIMITS, AND FOR FUTURE CASES, REGARDLESS OF THE RANK OR ORGANIZATION, ANY RECRUITMENT MUST BE APPROVED BY THE MINISTRY IN CHARGE AFTER CONSULTATION WITH THE MINISTRY OF FINANCE AND THE MINISTRY OF INTERNAL AFFAIRS:

1/ RECRUITING MORE THAN THE SET NUMBER OF STAFF,

2/ SPECIAL SALARY CONDITIONS,

3/ APPOINTMENT TO PERMANENT POSTS.

MARCH 19, 1949