Department Office

I. Position and Functions
1. Position
The Department Office is designated as a functional unit operating directly under Dong Nai Department of Science and Technology (DOST). Its mandate includes the management and utilization of civil servants and laborers within the Office to fulfill assigned duties.
2. Core Functions
The primary function of the Department Office is to serve as a consultative body advising the Director of the Department in executing management tasks across the following critical domains:
• Administration, synthesis, and governance.
• Organizational structure and personnel management.
• Administrative reform and legal affairs.
• Civil service matters.
• Emulation, commendation, and discipline
• Training and professional development for civil servants, public employees, and laborers.
• Ensuring the implementation of policies and entitlements for all personnel within the agency.
• Implementing international cooperation in science and technology (S&T) as stipulated by regulations.
• Guiding and inspecting the operations of associations and non-governmental organizations active in the S&T sector.
• Executing duties concerning citizen reception, the resolution of complaints and denunciations, and prevention and combat of corruption in accordance with legal provisions.
II. Duties and Powers
The Department Office performs a wide array of duties categorized by administrative function:
1. Organizational Structure, Staffing, and Personnel Management
The Office is responsible for advising on and implementing regulations governing personnel management within the DOST:
• Advising on the drafting of Regulations detailing the functions, duties, powers, and organizational structure, as well as the Working Regulations of the Department.
• Advising on and proceeding with the procedures for the establishment, dissolution, and merger of affiliated and subordinate organizations.
• Chairing the drafting of specific regulations concerning the functions, duties, powers, organizational structure, inter-unit relationships, and coordination mechanisms for affiliated and subordinate organizations.
• Monitoring and urging the implementation of the agency’s internal rules, regulations, and operational procedures.
• Chairing the guidance given to affiliated and subordinate organizations on formulating annual proposals for job positions, the structure of civil servant ranks, and the structure of public employees by professional title.
• Drafting regulations related to staffing, salary regimes, policies, and various entitlement regimes for civil servants, public employees, and laborers.
• Advising on the drafting of regulations concerning title standards for the Heads and Deputy Heads of affiliated organizations.
• Proposing the implementation of cadre planning for management leadership positions within the DOST, as well as the rotation and positional change of civil servants and public employees.
• Chairing the coordination with relevant units in the recruitment of civil servants and public employees, according to the decentralization mandates of the Provincial People's Committee (PPC).
• Advising on the signing of contracts and guiding the implementation of the contract regime for certain types of work in state administrative agencies and public non-business units.
• Advising on the implementation of training and professional development to ensure the competency standards of the workforce are met.
• Coordinating and advising on the assignment of personnel to participate in inter-agency coordination organizations.
• Managing the dossiers and records of civil servants, public employees, and laborers.
• Receiving and studying proposals from personnel for submission to the Department Leadership for consideration and resolution.
• Implementing periodic and extraordinary reporting concerning organizational structure, staffing, and personnel management.
2. Emulation and Commendation
• Serving as the Standing Agency for the Emulation and Commendation Council.
• Advising the Department Leadership on developing and executing emulation and commendation plans/programs within the DOST, including launching specialized, extraordinary, and annual emulation movements.
• Advising on organizing meetings and conducting reviews and evaluations for specialized, extraordinary, and annual emulation campaigns.
• Guiding organizations and individuals in completing applications for commendation at various levels, compliant with the Law on Emulation and Commendation.
• Coordinating with divisions to consult on and recommend commendation for units under the sector's management.
• Implementing periodic and extraordinary reporting concerning emulation and commendation.
3. Administrative Reform (AR)
• Advising on the direction, administration, and coordination with specialized divisions and subordinate units to organize and implement Administrative Reform (AR), reform of administrative procedures, and the control of administrative procedures within the DOST.
• Deploying administrative procedures, internal processes for resolving administrative procedures, internal processes for resolving administrative procedures between state agencies, and end-to-end online public services.
• Receiving administrative procedure dossiers compliant with the process announced by the PPC Chairman and the operation regulations of the one-stop/inter-linked mechanism at the DOST.
• Receiving applications and returning results for public administrative services.
• Implementing periodic and extraordinary reporting concerning administrative reform.
4. Synthesis and Reporting
• Synthesizing, statistically analyzing, and reporting information to support the leadership, direction, and administration of the Department’s Board of Directors.
• Guiding, monitoring, and urging the implementation of annual and long-term programs and plans by functional divisions and subordinate units; ensuring adherence to information and reporting regimes required for the Board of Directors' direction and administration.
5. Legal Affairs
• Advising on the drafting of legal normative documents
• Providing feedback on draft legal normative documents prepared by other units.
• Coordinating with relevant units to periodically review and systematize legal normative documents within the DOST’s management domain.
• Executing the task of inspecting and handling legal normative documents.
• Coordinating with related units to organize the dissemination and education of law for DOST personnel, and guiding/inspecting this work in subordinate units.
• Monitoring the enforcement of law and inspecting legal implementation; reporting results within the DOST's scope of management.
• Advising the Director on assigning organizations or individuals to execute State compensation work as required by law.
• Advising on legal issues and participating in litigation.
• Implementing periodic and extraordinary reporting concerning legal affairs.
6. Documentation, Archiving, and State Secrets Protection
• Documentation Work: Receiving, updating dossiers, incoming/outgoing official correspondence, and meeting invitations for resolution by the Leadership and affiliated organizations. Copying documents, stamping, and issuing them according to the Regulations. Periodically inspecting and reviewing the authority to sign documents, verifying the form and technical presentation of administrative documents, and reporting findings to the Leadership. Managing the use of seals.
• Archiving Work: Guiding the preparation and submission of dossiers and documents for storage. Collecting, systematizing, determining the value of documents, statistical work, preservation, organization of utilization, and digitization of archival documents. Submitting archival documents deemed of permanent value to the Historical Archive. Organizing the destruction of valueless documents based on the Director’s decision.
• State Secrets Protection: Managing, guiding, and inspecting the protection of state secrets within subordinate units. Organizing the implementation of state secret protection within the Department agency in accordance with legal provisions.
7. Administration and Governance
• Organizing administration, protocol, reception, and ceremonial tasks.
• Handling visits, funerals, and welfare matters.
• Chairing or coordinating the preparation, organization, and service for conferences, workshops, training sessions, meetings, guest receptions, official trips by the Leadership, and other general Department activities.
• Managing and utilizing the Department’s assets. Arranging transportation for official duties.
• Organizing and arranging workspaces; procuring, installing, maintaining, and repairing necessary machinery (photocopiers, air conditioners, sound systems, etc.), equipment, utilities (electricity, water, telecommunications), and supplying stationery.
• Organizing the inventory of agency assets.
• Ensuring the cleanliness of Leadership offices and common areas (hallways, meeting rooms, restrooms, etc.) and preparing meeting halls/rooms.
• Implementing security and order protection, environmental hygiene, epidemic prevention, fire/explosion prevention, rescue, and disaster/social vice prevention.
8. Meeting and Work Schedule Management
• Advising the Department Leadership on the work schedule.
• Organizing weekly briefing meetings, as well as monthly, quarterly, and annual review conferences, and other meetings as assigned by the Leadership.
9. Information Dissemination and Monitoring
• Serving as the focal point for providing information to media outlets, organizations, and individuals.
• Executing information and communication tasks as stipulated by law and assigned by the Director.
• Preparing meeting content and issuing notices/minutes for the Board of Directors' meetings.
• Monitoring and urging the implementation of decisions, conclusions, and assigned tasks by functional divisions and subordinate units.
10. External and Internal Relations
• Implementing, monitoring, and urging subordinate organizations to carry out government mass mobilization work and grassroots democracy.
• Executing state management duties concerning youth within the Department's operations.
• Organizing reception and guidance for visitors contacting the DOST for work.
• Implementing internal and external relations as assigned by the Leadership.
• Executing assigned international cooperation tasks in S&T.
• Drafting and submitting the Working Regulations and other internal regulations for issuance by the Board of Directors; monitoring, urging implementation, and reporting results.
11. Final and Miscellaneous Duties
• Executing duties related to citizen reception, resolving complaints and denunciations, and anti-corruption measures.
• Executing treasury duties, ensuring operational procedures related to the control of cash, valuable assets, and valuable papers.
• Performing any other tasks assigned by the Director and stipulated by law.