OFFICE OF ORGANIZATION AND ADMINISTRATION

OFFICE OF ORGANIZATION AND ADMINISTRATION

1. Functions

The Office of Organization and Administration functions as an advisory and assisting body to the Rector in matters related to personnel organization, administrative management, general affairs, internal political protection, and state management of youth affairs.

1. Duties and Powers
2. Personnel Organization
3. a) Take the lead in advising and submitting to the Rector for approval and issuance, as well as organizing the implementation of strategies for staff development, management personnel planning, and staff training and professional development plans for each period;
4. b) Study and propose plans for establishing the organizational structure, functions, and duties of university units. Organize and improve the management structure in accordance with development requirements and tasks;
5. c) Draft internal documents to concretize legal provisions related to personnel organization, administration, internal political protection, and other assigned areas, for submission to the Rector and competent authorities for approval;
6. d) Organize the annual recruitment of staff in accordance with legal procedures, ensuring transparency and fairness. Assign and arrange personnel according to job positions and unit functions. Handle employment contracts, probation completion, professional ranking, appointment, and termination in line with state regulations;
7. e) Disseminate and ensure the accurate, timely implementation of state policies and regulations regarding officials, employees, and laborers;
8. f) Plan and select staff for training, further study, or work assignments domestically and abroad, complete necessary procedures, and manage their reintegration after completion;
9. g) Conduct annual staff performance evaluation, commendation, and disciplinary reviews for submission to the Rector and competent authorities. Implement annual asset and income declaration and transparency procedures;
10. h) Guide procedures and prepare personnel dossiers for appointments, reappointments, or dismissals of unit leaders under delegated authority;
11. i) Manage the personnel files of all university employees and workers. Maintain information on political background, ethics, and professional competence to advise the university leadership on personnel planning and development;
12. j) Publicize and disseminate all relevant regulations and procedures within the University;
13. k) Prepare periodic reports for competent authorities on organizational and personnel matters. Regularly improve staff management and administrative procedures toward simplification and effectiveness. Maintain a systematic record of all relevant documentation.

2. Administrative and General Affairs
3. a) Receive, classify, and process incoming and outgoing documents and press materials in accordance with legal procedures, ensuring confidentiality. Manage and use the University’s seal according to legal regulations. Issue certified copies (excluding diplomas, certificates, and transcripts) and verify signatures and content of relevant documents. Issue introduction and travel authorization letters for university staff on duty, and confirm travel papers for visiting officials. Manage and archive all university documents and records as prescribed by law;
   b) Coordinate with other units to ensure facilities, working conditions, and documentation for meetings, conferences, workshops, briefings, and official receptions. Manage facilities and procure office supplies and equipment as authorized to serve the needs of the Rector, Vice Rectors, and other units;
4. c) Compile and report monthly, quarterly, and annual university activity summaries and prepare reports required by higher authorities;
5. d) Maintain and monitor staff health records and coordinate annual health checkups. Implement disease prevention and health protection activities. Manage medical supplies and assets of the university’s Health Unit;
6. e) Monitor, guide, and ensure strict implementation of regulations on the management and use of official vehicles issued by the Rector;
7. f) Handle reception and guidance of guests visiting university offices.
8. Internal Political Protection
9. a) Coordinate with the Party Committee’s Internal Political Protection Unit and relevant bodies to implement internal political protection within the University. Monitor and report on staff ideological trends, propose timely solutions to address emerging issues. Assist the Rector in verifying personal records and annual assessments of staff and employees as required;
   b) Coordinate with competent authorities to manage staff studying, researching, or training abroad. Provide relevant personnel information and submit periodic reports to higher authorities on internal political protection.
10. State Management of Youth Affairs
11. a) Take the lead, in coordination with related units, to advise the Rector in issuing medium-term and annual programs and plans for youth affairs; monitor, guide, and supervise their implementation across the University;
12. b) Coordinate with relevant units to provide information and submit regular reports to competent authorities on youth-related activities.
13. Other Duties
14. a) Develop plans for staff development within the Office for submission to the Rector;
15. b) Manage the Office’s staff and workers as authorized by the Rector;
16. c) Implement political, ethical, and lifestyle education programs for employees, and plan professional training and development activities;
17. d) Conduct annual evaluations and commendation reviews for the Office’s staff, and participate in the evaluation of university management personnel;
18. e) Manage facilities, equipment, and assets assigned to the Office in accordance with regulations;
19. f) Perform other tasks related to the Office’s functions as assigned by the Rector.