Department’s Office Division

The officials and employees of the Office of Bac Ninh Department of Foreign Affairs

The Department’s Office is responsible for advising the Director to carry out the work of aggregating and coordinating the Department's activities according to approved programs and plans. Besides, the Office is in charge of various fields such as the work of organization and personnel, administrative reform, emulation - commendation and discipline, IT application, accounting – finance, administration, filing clerk – archives, diplomatic protocols, building official culture, implementation of regulation for democracy at grassroots level, public relations and other tasks assigned by the Director.

a) List of officials and employees of the Office

b) Rights and Responsibilities

- To make a short-term and medium-term plans for the Department and keep track the other divisions of carrying out these plans and programs.

- To inform, transfer the steering documents and ideas from higher levels to the divisions and officials, employees of the Department; To assist the Board of Directors (BOD) in supervising and urging the implementation of these documents and ideas.

- To synthesize and advise the scheduled and unscheduled reports on the implementation of the Department's duties according to regulations;

- To be the focal point for coordinating with relevant departments to assist the Department’s leaders in developing working relations with agencies and units inside and outside the province;

- To advise on the management of organization and personnel plan, arrangement, promotion, appointment, dismissal, removal, rotation. To be in charge of training, salary payment, retirement, job severance, dismissal and the other policies for officials and employees under administrative level; To manage the records of officials; To guide the implementation of the regulations on functions, tasks and personnel and training of non-business unit under the Department;

- To advise on administrative reform, maintain the activities and handle administrative procedures of the Department under the modern "one-stop shop" mechanism; To be the ISO Standing Steering Committee of the Department; To advise, monitor, inspect the application of the quality management system ISO 9001:2008 of the Department;

- To build the plans and implement information application in the Department's activities; to be in charge of administrating and updating content on the Department's website;

- To monitor and urge the implementation of rules, regulations of the Department; To maintain the administrative discipline according to the Department's working regulations;

- To assist the Director in monitoring, proposing, synthesizing, reporting and evaluating the emulation, commendation and discipline work in accordance with regulations. To perform the tasks of the Standing Committee of the Emulation and Commendation Council of the Department;

- To advise on the use and management of state budget for the operation of the Department with proper purposes, thrift and efficiency according to the State's current regulations;

- To organize the management of the information and communication system within the Department, coordinate the specialized divisions to provide timely information for the Department's activities;

- To advise and carry out the purchase, maintenance and repair of equipment, stationery, capital construction to ensure the material equipment and working conditions for the Department;

- To manage in/out documents of the Department and check the document format and the document issuance process after being approved by the Department's leaders in accordance with state regulations. To monitor and inspect the observance of regulations on protection of State secrets in the Department; To archive records and documents in accordance with the State regulations; To manage and use seals according to regulations;

- To coordinate with the International Cooperation Division and the Consular Affairs and Overseas Vietnamese to issue the Department's Foreign Affairs Bulletin;

- To advise on state management of diplomatic protocols; To preside reception for the delegation of the provincial leaders visiting and working abroad; receive foreign delegations visiting and working with provincial leaders or local transit officials;

- To guide and inspect the implementation of regulations on external rituals in reception of foreign guests by agencies and units in the province;

- To advise on the implementation of the movement of building cultural life for people, the culture in governmental offices; movement of protecting the homeland; crime prevention;

- To advise on the implementation of public relations work according to the objectives and contents of the authorized agencies;

- To advise on the implementation of the Regulation on democracy in the Department according to regulations;

- To carry out the service of cleaning for a clear working environment at the office; Department protection; To guide, monitor and inspect the implementation of regulations on fire fighting and explosion prevention;

- To coordinate in advising on the deployment the work of the militia and self-defense force;

- To perform other tasks assigned by the Director.