Decision No. 40/2001/QĐ-BKHCNMT on the issuance of the Regulation on Managing International Relations Activities of the Ministry of Science, Technology and Environment.

 

Pursuant to …;

Regarding the issuance of the Regulation on Managing International Relations Activities of the Ministry of Science, Technology and Environment.

MINISTER OF THE MINISTRY OF SCIENCE AND TECHNOLOGY AND ENVIRONMENT

Pursuant to Decree No. 22/CP dated May 22, 1993 of the Government on the tasks, powers, and organizational structure of the Ministry of Science, Technology and Environment;

Pursuant to Decision No. 215/1999/QĐ-BKHCNMT dated February 22, 1999 of the Minister of Science, Technology and Environment on the issuance of the Working Regulations of the Ministry of Science, Technology and Environment;

Pursuant to Decision No. 549/QĐ-TCCB dated October 8, 1993 of the Minister of Science, Technology and Environment on the issuance of the Charter on Organization and Operation of the Department of International Relations;

Considering the proposal of the Head of the Department of International Relations, the Director of the Ministry's Office, the Heads of the Departments of Organizational and Scientific Personnel and Legal Affairs,

Pursuant to …;

Article 1. Issued together with this Decision is the "Regulation on Managing International Relations Activities of the Ministry of Science, Technology and Environment".

Article 2. This Decision shall take effect fifteen days from the date of signature. All previous regulations contrary to this Decision are hereby abolished.

Article 3. The Heads of the Department of International Relations, the Director of the Ministry's Office, the Heads of the Departments of Organizational and Scientific Personnel and Legal Affairs, and the Heads of subordinate units under the Ministry are responsible for implementing this Decision./.

 

REGULATIONS

MANAGEMENT OF INTERNATIONAL RELATIONS ACTIVITIES OF THE MINISTRY OF SCIENCE, TECHNOLOGY AND ENVIRONMENT
(Issued together with Decision No. 40/2001/QĐ-BKHCNMT dated July 12, 2001 of the Minister of Science, Technology and Environment)

Chapter 1
GENERAL PROVISIONS

Article 1:

Article 1. This Regulation stipulates the management of international relations activities of the Ministry of Science, Technology and Environment.

Article 2. This Regulation shall be uniformly applied in all units of the Ministry of Science, Technology and Environment (hereinafter referred to as the Ministry).

Article 2:All international relations activities, transactions, and receptions of the Ministry of Science, Technology and Environment with foreign organizations and individuals, including overseas Vietnamese or Vietnamese citizens working for foreign organizations (hereinafter referred to as foreign guests), must comply with the following principles:

Point 1. Ensuring centralized and unified leadership of the Ministry through the Department of International Relations, combined with the delegation of authority to handle tasks by subordinate units of the Ministry. The Heads of units are responsible before the Leadership of the Ministry for organizing and implementing international relations within their assigned responsibilities.

Point 2. Ensuring the principles and regulations of State foreign affairs. Strictly prohibiting the abuse of international relations for personal gain.

Point 3. Adhering to the principles of maintaining confidentiality and national security as prescribed by laws on protecting state secrets.

Chapter 2
TRANSACTION WITH FOREIGN GUESTS

PART I: DIRECT CONTACT RELATIONS

Article 3:

Clause 1. The Heads of units of the Ministry are permitted to organize meetings with foreign guests within the scope of their unit's work. However, prior to the meeting, they must notify the Department of International Relations for coordination.

Clause 2. Meetings with content involving the exchange of policies and directions for international cooperation require the Department of International Relations to seek guidance from the Leadership of the Ministry before organizing the meeting.

Article 4: When meeting with foreign guests, the following requirements must be met:

Point 1. All meetings with foreign guests at the Ministry's office can only be held in reception rooms and must comply with the internal rules of the office. The staff member responsible for organizing the meeting or designated by the Leadership of the Ministry to participate in the meeting must arrive five minutes early, dressed appropriately and in accordance with diplomatic protocol. Units must maintain a logbook to record the full content of meetings with foreign guests.

Point 2. Staff members designated to meet guests (including those outside the Ministry hosted by other agencies or informal meetings outside regular hours) if the content relates to the Ministry's international cooperation work must report to the Leadership of the Ministry (through the Department of International Relations).

Point 3. For meetings of foreign guests with the Leadership of the Ministry:

- Relevant units are responsible for preparing the content according to the guidance of the Leadership of the Ministry, sending staff to attend the meeting, and recording the full content of the meeting.

- The Department of International Relations is responsible for organizing and recording the minutes of meetings with the Leadership of the Ministry, summarizing and reporting monthly to the Leadership of the Ministry on the content of meetings with foreign guests.

Article 5:

Point 1. For meetings with content related to professional matters, if necessary, the unit hosting the meeting should assign staff with language proficiency to serve as interpreters.

Point 2. The Department of International Relations is responsible for arranging interpreters to serve meetings and transactions with foreign guests of the Leadership of the Ministry and for units that do not have staff with sufficient interpreting skills.

PART II: INTERNATIONAL TRANSACTION RELATIONSHIP THROUGH DOCUMENTS; TRANSFER AND MANAGEMENT OF DOCUMENTS AND FILES ON INTERNATIONAL RELATIONS

Article 6: The International Relations Department is responsible for collecting and processing incoming and outgoing documents related to international cooperation and transactions of the Ministry.

1. When receiving foreign correspondence, the relevant unit shall propose opinions to be submitted to the Ministry's leadership through the International Relations Department. The International Relations Department shall review and finalize external issues to be submitted to the Ministry's leadership through the Ministry's Office.

2. For outgoing foreign correspondence: If the content pertains to the specialized field of a particular unit, that unit shall draft the document and sign or submit it to the Ministry's leadership for approval. The International Relations Department shall check the format of the correspondence, organize translations for units unable to do so themselves, and arrange for its dispatch.

3. Outgoing foreign correspondence must be presented on paper with a specified header, bearing the signature of an authorized officer and the seal of the Ministry of Science and Technology and Environment. The header paper shall be uniformly managed by the International Relations Department. Outgoing correspondence must be presented in one of two formats: Note Verbale or Letter, as directed by the International Relations Department.

4. Providing information and data to foreign parties must comply with laws regarding the protection of state secrets. Important information and data must be submitted to the Ministry's leadership for approval, including those required to be provided by Vietnam as a member of international organizations or in bilateral government relations. Information and data related to the implementation of cooperative programs and projects involving the Ministry must be reviewed and approved by the Ministry's leadership and copies sent to the International Relations Department by the project management board or the main unit.

Chapter 3
MANAGEMENT OF FOREIGN DELEGATIONS COMING TO WORK (INCOMING DELEGATIONS) AND DEPARTING FOR WORK ABROAD (OUTGOING DELEGATIONS)

Article 7: At the beginning of each quarter, based on the Ministry’s policies and directions, the International Relations Department is responsible for guiding units to develop plans for next year's incoming and outgoing delegations and compiling the situation to build international cooperation plans for each unit.

For outgoing delegations from units within the Ministry to conduct training surveys, for the system of science, technology, and environment management agencies, the Organization and Scientific Personnel Department shall take the lead in coordinating with the International Relations Department and the Financial and Accounting Department, then transfer the plan to the Ministry's Office for consolidation and submission to the Ministry's leadership for approval.

Article 8: Inviting incoming delegations and sending outgoing delegations must be submitted to the Ministry's leadership (through the International Relations Department) for examination and approval. The main unit's report to the Ministry's leadership must include:

1. For incoming delegations: Purpose, content, program, working time, number and positions of guests, source of funding, and other related details.

2. For outgoing delegations: Outline, content, program, working time, location and organizations to visit, source of funding, and other necessary related issues.

The International Relations Department is responsible for sending invitations and exchange letters at least 20 days before welcoming the incoming delegation or organizing the outgoing delegation.

Article 9:

1. Within five days after the end of the work session with the incoming delegation and ten days after the return of the outgoing delegation, the main unit or the head of the delegation must submit a written report to the Ministry's leadership through the Organization and Scientific Personnel Department (to be copied to the International Relations Department) on the results of the work session and financial settlement through the Financial and Accounting Department.

2. Quarterly and annually, units must send reports evaluating the situation of incoming and outgoing delegations during their period to the International Relations Department for synthesis and reporting to the Ministry's leadership.

Article 10: Specific tasks of related units in organizing incoming and outgoing delegations.

The International Relations Department:

- Lead in preparing for ministerial-level delegations;

- Serve as the point of contact for handling external procedures with domestic and foreign agencies and organizations serving incoming and outgoing delegations such as drafting and sending invitations, related documents; requesting visas, passports, entry-exit permits;

- Serve as the central point for compiling documents;

- Arrange and assign interpreters to serve incoming and outgoing delegations if requested by the main units.

The Organization and Scientific Personnel Department:

- Serve as the point of contact for submitting personnel decisions for outgoing delegations to the Ministry's leadership and sending them to the International Relations Department at least five days before departure;

- Lead in building and implementing plans for outgoing training survey delegations from units within the Ministry, particularly for the system of science, technology, and environment management agencies.

The Ministry's Office:

- Ensure material resources, means of transportation, and funds for delegations according to the approved plan and budget, gifts, and souvenirs;

- Approve and settle domestic currency expenditures according to regulations;

- Provide logistical support during the work sessions of incoming delegations;

- Organize airport and border reception and accommodation arrangements for incoming delegations; organize receptions and departures for outgoing delegations led by Ministry leaders.

The Financial and Accounting Department:

- Develop, compile budgets, and allocate funds, implement procedures for disbursing state budget funds for the Ministry's outgoing delegations and units within the Ministry;

- Compile quarterly and annual financial reports on the implementation of the Ministry's and units' outgoing delegations.

Units assigned by the Ministry to lead the work:

- Prepare content, materials, and work programs (including seminars and talks) and submit to the Ministry's leadership (through the International Relations Department); notify relevant units in Vietnam (within or outside the Ministry) to participate and cooperate;

- Organize receptions and departures for incoming delegations led by the main unit;

- Dispatch staff and interpreters (if needed) to work with incoming delegations;

- Draft reports on the results of the work session as prescribed.

Units within the Ministry that have been delegated authority over certain aspects of international cooperation are responsible for handling financial procedures, passports, visas, entry-exit permits, and purchasing air tickets for their own outgoing delegations according to the delegation.

In cases where another agency invites and organizes common procedures for the entire delegation, individuals selected to join the delegation must contact that agency to handle necessary procedures.

Article 11: Officers dispatched to study and work abroad must comply with the laws of the Socialist Republic of Vietnam and the host country, fully implement current regulations of the State and the Ministry when going abroad. When interacting with foreign organizations and individuals, they must adhere to principles of external relations as well as maintain state secrets as stipulated in Article 2 of this Regulation.

Chapter 4
MANAGEMENT OF INTERNATIONAL COOPERATION PROGRAMS AND PROJECTS OF THE MINISTRY OF SCIENCE AND TECHNOLOGY AND ENVIRONMENT

Article 12: International cooperation programs and projects of the Ministry of Science and Technology and Environment are cooperative activities and technical assistance agreed upon and signed between the Government, the Ministry of Science and Technology and Environment, and units under the Ministry of Science and Technology and Environment, and foreign individuals or organizations, where the direct beneficiaries of these activities are the Ministry of Science and Technology and Environment or units under the Ministry of Science and Technology and Environment.

Article 13: The Department of International Relations is the focal point of the Ministry for coordinating with domestic and foreign agencies and organizations in building, coordinating, and managing international cooperation programs and projects according to State and Ministry regulations. The project management board or the leading unit responsible for implementing the program or project must organize the implementation of cooperative activities according to the plan approved by the Ministry's leadership and be subject to supervision by relevant functional units (Department of Organization and Scientific Personnel, Department of Finance and Accounting, Department of International Relations).

Article 14: Based on the policy for developing international cooperation relations of the Ministry, the Department of International Relations is responsible for guiding units in drafting cooperation proposals; preparing financial plans and seeking sponsors; compiling and drafting annual plans for approval by the Ministry. The establishment of international cooperation programs and projects must ensure the following principles:

- Practicality, serving the specialized tasks of the Ministry and its units.

- Effectiveness, economy, and maximizing foreign sponsorship.

After the proposal is approved by the Ministry's leadership, the Department of International Relations will lead together with units within the Ministry to work with relevant domestic and foreign agencies to draft project documentation for approval by the competent authority of both sides.

Article 15: The establishment of a project management board, working group, or designation of the leading unit shall be proposed by the Department of International Relations in coordination with related units for approval by the Ministry's leadership (through the Department of Organization and Scientific Personnel).

The project management board, working group, or leading unit is responsible for:

- Drafting specific regulations on organizational management, financial management, accounting, and cost standards of the project for approval by the Ministry;

- Drafting the activity plan for approval by the Ministry's leadership (through the Department of International Relations) and organizing the implementation of the approved plan;

- Managing assets and equipment during the project's operational period;

- Implementing regular reporting every six months and annually to the Department of International Relations for consolidation and recommendation to the Ministry's leadership;

- Adhering to the State's and Ministry's foreign relations regulations.

Any changes or adjustments to the project's activity plan within a month, quarter, or year (especially changes in content, operating area, experts, incoming and outgoing delegations), as well as expanding or extending the cooperation program or project, must be submitted for approval by the Ministry's leadership (through the Department of International Relations).

Article 16: Transactions involving agreements on international cooperation with joint venture or unit collaboration nature must be reported to the Ministry's leadership according to current regulations. Management of business activities with foreign entities follows general State regulations.

- Responsible for drafting and promulgating specific regulations applicable to their own units based on the General Regulations on International Relations of the Ministry of Science and Technology and Environment.

- Compiling periodic international relations reports every six months and annually for submission to the Ministry's leadership (through the Department of International Relations).

Chapter 5
GRADING IN DEALINGS WITH FOREIGN CUSTOMERS FOR SUBORDINATE UNITS

Article 17: Units of the Ministry that have been delegated authority over certain issues related to international relations may independently decide and engage in transactions with foreign individuals and organizations regarding matters directly related to their regular professional activities such as professional exchanges, implementing agreements and policies already established, teaching experience, scientific research, customer relations in service business operations, market penetration studies...

Organizing outbound delegations for unit heads and drafting, implementing cooperation programs and projects shall be carried out in accordance with the provisions of Chapters III and IV of this Regulation.

Article 18: Heads of subordinate units of the Ministry are responsible for and have the following authorities:

- Directly directing and being accountable to the Ministry's leadership for international relations within their assigned scope. The unit's international relations department (international cooperation department or equivalent unit) serves as the focal point assisting the unit head in organizing and implementing the unit's international relations.

- Having the authority to sign and send transaction documents for information exchange in professional fields, content of teaching programs, scientific research approved by the Ministry's leadership, and information about customers not included in the list of state and industry secrets.

Chapter 6
IMPLEMENTATION

Article 19:The Department of International Relations is tasked with leading and coordinating with the Department of Organization and Scientific Personnel, the Ministry Office, and the Legal Affairs Department to guide, inspect, and monitor the implementation of this Regulation. During implementation, if there are any difficulties, units should promptly report to the Ministry (through the Department of International Relations) for the Ministry's leadership to consider and decide.