Functions
To advise and assist the Rectors in formulating and supervising the implementation of annual programs and work plans; to manage and carry out administrative affairs, clerical work, and archives; synthesis and statistics; legal affairs; procurement and bidding; protocol, reception, and event organization; the printing and issuance of diploma and certificate templates; office management and logistical services of the University.
Tasks
1. Annual working plans, programs, developing strategies
a) To collect the information, develop, supervise and speed up the relevant units with the implementation of the annual working plans and programs of the University; to assist the Rectorate in monitoring and urging the implementation of the working plans and programs and guiding units to coordinate in implementation;
b) To participate in developing short-term, middle-term and long-term plans and strategies for the University.
2. Administrative, clerical, and archival affairs
a) To manage and organize the performance of administrative, clerical, and archival work in accordance with the law on archives and the University’s regulations on clerical work; to receive and check the format and presentation techniques of documents; to control dossiers and records of units prior to submission to the Rectors for signature and approval;
b) To manage the University’s seal and the personal signature stamps of the University leaders; to affix seals on documents and papers in compliance with prescribed administrative procedures and formalities;
c) To carry out procedures for the issuance of letters of introduction and travel orders for staff and employees;
d) To certify copies in accordance with the law and University regulations; to sign documents under the Rector’s authorization; To certify and issue copies of documents, diplomas, certificates, and administrative papers of the University’s staff, lecturers, students, and trainees within the authorized scope and in accordance with applicable laws; to sign documents on behalf of the Rectors as authorized.
e) To prepare documents and provide secretariat services for meetings chaired by the Rectors; to record minutes, draft conclusions, and prepare meeting notices for circulation to relevant internal and external units;
f) To prepare weekly and monthly work schedules for the Rectors; to coordinate with relevant units in organizing domestic and international business trips of the Rectors;
g) To advise and assist the Rectors in directing and inspecting archival work and guiding units in implementing archival regulations;
h) Submit for approval the list of office supplies to be purchased, and distribute them to the Rectorate and affiliated units. Act as the focal point for printing documents, communication materials, exam papers, and draft papers; purchase cultural publications to serve festive occasions, visits, and congratulatory events as directed by the Rectors.
i) To manage and operate the Library
j) To develop a common database for the entire University.
3. Synthesis and statistics
a) To take the lead in preparing consolidated reports of the University to be submitted to ministries, agencies, and equivalent bodies;
b) To take the lead and coordinate with relevant units in conducting periodic and ad hoc statistics and consolidations of data for reporting purposes.
4. Legal work
a) To assume the prime responsibility for, and coordinate in commenting on draft regulations under the promulgation scope of the Rector Board; and the drafts of the legal documents and other documents sent by agencies and units for comments;
b) To monitor, examine and organize the implementation of legal documents, documents of management, direction and administration of the Rectors.
5. Procurement and Bidding
a) To organize and implement the process of selecting contractors for the supply of goods, services, asset repairs, and investment projects serving the University’s teaching, research, and development activities, ensuring transparency, fair competition, and efficiency.
b) To monitor, inspect, and coordinate the resolution of issues arising during the implementation of bidding packages so as to ensure compliance with legal regulations and contractual obligations.
c) To prepare and submit periodic and ad hoc reports on the implementation of procurement and bidding activities to the Rectors and competent authorities.
6. Protocol, reception, and event organization
a) To organize the University’s protocol, ceremonial, and reception activities; to take the lead and coordinate with relevant units in organizing the university council, review and summary conferences, new year gatherings, staff and employee conferences, commemorations, and major events of the University as assigned by the Rectors;
b) To advise and assist the Rectors in ensuring professional and effective protocol services for the University’s events and programs;
c) To manage and allocate the use of the University’s meeting rooms.
7. Blank diplomas, certificates printing and issuance
a) To design the draft diploma sample and send the sample to the Ministry of Education and Training and Vietnam Academy of Science and Technology, Hanoi police for reporting; to publish the sample diplomas on the University’s website;
b) To develop the regulations on preservation, use and issuance of blank diplomas and certificates in accordance with regulations;
c) To organize the printing of blank diploma; to store, preserve and secure the blank diplomas;
d) To develop the dossiers on management of printing, issuance, revocation and cancellation of blank diplomas.
8. Office management and logistical services
a) To manage the University’s land, premises, and facilities; to take the lead in repair and capital construction works of the University;
b) To manage and allocate vehicles to ensure transportation and business travel for the leadership, staff, faculty, and employees in accordance with University and legal regulations;
c) To manage and implement security and order work;
d) To manage and implement environmental sanitation work;
e) To manage and operate the University’s electricity, water, fire prevention and fighting, and camera surveillance systems.
9. To act as a contact point to receive, guide and answer according to the unit‘s competence or transfer to the Rector Board and other units to guide and answer questions and complaints of individuals and collectives
10. To perform other duties as assigned by the Rectors.
