a) Organizational Structure and Human Resource Management
– Advise on the development of organizational structure, including the establishment, restructuring, separation, merger, renaming, and dissolution of internal units.
– Develop and update the Institute’s regulations on organizational structure and operations; define the functions and responsibilities of each department/unit.
– Implement planning for leadership and management positions under the Institute’s authority; coordinate appointment and reappointment procedures for managerial staff.
b) Recruitment, Employment, HR Administration, Training, and Welfare
– Develop job plans aligned with specific institutional phases; oversee the deployment and HR management of staff and employees.
– Advise procedures related to recruitment, employment contracts, probation, internal transfer or reassignment, resignations and termination, unpaid leave, annual leave, secondments, retirement, contract extensions, and staff downsizing or restructuring.
– Plan and coordinate staff training and development programs; evaluate and submit applications to the University of Danang for approval of domestic and overseas training for employees, in line with regulations.
– Propose professional title promotions and adjustments for approval by competent authorities.
– Manage salary increases, allowances, and other employment benefits and policies in accordance with current regulations.
– Serve as the primary liaison for the University of Danang’s HR management system (hrm.udn.vn).
c) Staff Evaluation, Workplace Democracy, Awards, Discipline, and Internal Security
– Ensure the implementation of democracy across the Institute.
– Organize performance evaluation and classification of departments and individual employees.
– Coordinate emulation movements and manage recognition, rewards, and disciplinary procedures.
– Oversee the process of asset and income declaration as required by law.
– Implement internal political security and national defense-related tasks at the Institute.
d) Administration, Clerical Work, Archiving, and State Confidentiality
– Prepare periodic and ad-hoc reports as requested by the University of Danang.
– Manage incoming and outgoing correspondence, ensuring secure circulation of documents (including classified materials); oversee recordkeeping and compliance with regulations on document security and archiving.
– Handle the Institute’s official seal usage in accordance with state regulations.
– Authenticate copies of official documents as permitted.
– Issue and certify official letters, travel authorizations, and work confirmations for staff.
– Maintain order and security on the Institute’s premises.
e) Facilities and Property Management
– Maintain centralized oversight of all Institute assets, including campus grounds, buildings, classrooms, offices, equipment, and other materials; provide recommendations for the efficient allocation and use of physical resources.
– Coordinate with the University of Danang on monitoring and reporting asset usage; manage Institute transportation logistics.
– Oversee procurement, investment, repair, maintenance, and upgrade of infrastructure, fire safety systems, and work equipment; procure office supplies and materials as assigned.
– Conduct periodic and ad-hoc asset inventories in line with upper-level requirements.
– Ensure logistical support and facility readiness for meetings, workshops, and events.
– Maintain physical safety, environmental hygiene, and landscape; manage fire prevention, rescue and disaster response operations (e.g., storms, floods, epidemics).
f) Administrative Coordination and General Affairs
– Develop weekly operational schedules, coordinate agendas, record minutes, and draft conclusions for internal meetings and briefings; track implementation progress of plans and directives from the Institute and University leadership.
– Assist in drafting, revising, and localizing internal administrative documents and policies.
– Support the Institute’s leadership in formulating institutional regulations, workplace rules, and internal protocols.
– Oversee reception, protocol, public relations, and internal affairs activities.
g) Inspection and Legal Affairs
– Develop annual plans for inspection and internal audits.
– Manage citizen reception and handle complaints, denunciations, and petitions within legal authority.
– Lead the implementation of anti-corruption measures within the education sector, in accordance with laws and guidance from higher authorities.
– Facilitate the dissemination and enforcement of Party and State policies as mandated by competent bodies.
– Coordinate the annual internal legal document review and drafting plan of the Institute.
– Design and conduct legal awareness and education programs for staff and students on University and Institute regulations.
– Provide feedback on draft legal documents submitted by government agencies for consultation; advise on policy recommendations and amendments relevant to the Institute’s functions.
h) Other Duties
– Carry out additional tasks assigned by the Institute’s leadership in accordance with the Office’s functions and responsibilities.
