Regulation on organization and execution of Vietnam Tree Seed Project

OECfSfON No. 02/2002/QD-BNN OF JANUARY 7, 2002 PROMULGATING THE REGULATION ON ORGANIZATION AND EXECUTION OF VIETNAM TREE SEED PROJECT THE MINISTER OF AGRICULTURE AND RURAL DEVELOPMENT Pursuant to the Government's Decroe No. 13/CP of November·/, 1995 defining the functions. !asks, powers and organizational apparatw, of tlw Ministry of Agriculture and f-?ura/ Development; Pursuant lo tho project's documents siunorl bot1veen the Socinlist F?cpu/J/ic of Vietnam anrl tho Government of the O,mish Kingdom, P111sw.1nf to tlw Minis!ry of Ag1ic11J/1m.,• u;1(1 l?i//a) Dovo/opmeot's Decision No.30'11/QD/[JNN-- TCCD or Auyust 10, ·t 999 on t//n c:s/a/J/ishnwnt of/ho l'rojocl Admi11istu.Jiion l!C.ki!J H11suant lu tho Mmi~;/ry of Ayricu/twc rind nur.d UAVc/opmont :; fJe(;i.<;/1){/ No. !J 1f:,9/()D//3NN- I cu; of (".ldohor 29 /()/.11 f)/l Ilic csta/Jlishmc11i' nl 1/H· m,-l//d(Jon1oni ho,','l ci oi Vif'lnurn lt"uo Seed I 'w11:1.t, / i U1r· r11, 'f.!(J.'>1/s ui ii ,u uirec/01 oi // 11,, 1'lt:F i111hl/i1 ,1., ;;,-1(1 ,u,;r.sumwl i >cno1/i11on/ uni/ tr111 munnqcr of Vie/1k!in !jf!/1 :·:u•l.!i'rupoc/, Df-J:/DES: /\rtic:!e ·/.- lu prnrnul~Jate lo£wH101· with thi'.-; !Jecisiun tl1fi l{cqulution on Dr\JcH1iz.Dlion and execution CJf Vietnam Tree ~,{,'(,li Project. /l rtido 2, -- This Dnci .sio n takes effect 1 ti days , 1 fte r its signinn, all the earlier provi::;ioni, contrary to this Requlatio11 ,m] l1e,·eby unnulled. Article J ... Tho directors of tile Ministry's Office and Organization and Personnel Department, the rna, 1ager of Vietnarn Tree Seed Project, the head:; ot the relevant agencies and members participatin9 in the project shall have to implement this Decision. For the Minister of Agrfr:ulture and Rural Development Vice Minister NGUYEN VAN DANG REGULATION ON ORGANIZATION AND EXECUTION OF VIETNAM TREE SEED PRO.JECT (Promulgated togethor with Decision No. 0 2120021 QO/BNN-TCCB of January 7, 2002 of the Minister of /l.griculture and F?ural Devofopment) Ch,1pter I GENEf{AL PROVISIONS 1'.t tide 1. - Tnis l:.Z(,gu l<1tion r-'11 is, rifJf ,c; 9e1wi;11 p1ir1dplc,; ;ind cifHir:ific provi~;iori,•:; un the orcp:i nilatior 1 ;ir1d ,~;,;cculiw1 of Vlrj11~1111 f1-r1c '.·,cr:d f'roJt,c(, whid1 :; , 1 , ;c11 r1 por 11)nl of the I 111.k1cl1111u I :·1,,, : ,;.:,cd I 'f'O\J I ill 1;, i 1; 11, lcr I 11y ti ic c ;11vo:·rn11c11I c;f the I 1w1i'.i 1, !<in!)•ii l!'I ( th rougl1 lh n Dan i~,h I nt,1rna tinnal Develop 111r i111 /iqcncy-- PAh!IDA), approved by the Govcnu11c11t of nw ~~ucir,list Hepublic of Vietnam in the Scptcrnl)(:r 18, 190H fl0cision No.116/CP-OI IQT .. :incl 111,mifo:'ded in the Septf1mber 24, 1998 A~J reerrn,11l :Ji(Jli(Jd by rnprosontatives of the government,; of the two cow1tries. Article 2.- All activities of and relationsllips between the Pr<w~ctAdn1inistration Board, the Project Management Board and the project execution sections at forest seed enterprises under the Company must strictly comply with the Project A!=J reement, the current provisions of Vietnamese laws and tilis Regulation. Chapter II ORGANIZATION OF THE PROJECT Article 3.- The project's organizational structure The organization of Vietnam Tree Seed Project is composed of The Project Administration Board The Project Management Board The projedexecution sections: A. The Project Administration Board ·1. Composition: The Project Administration Board is composed of its l 1ead being one leader of the Fores try Development Department and lts members being represe1itat\ves of the International Cooperation Department. the Finance•-Accounting Department. the Plan 8:nd Pl~mning Department, the Agricultme and l~mnl Dfweloprncnt Department (tt1e Ministry of Pkmni11~J cJncl Investment) and the External Finance Deprntr11cmt (the Finance Ministry); the director of the Ce11l1t.1I F"on1st Seed Company being the projecf mannycr ;111c/ the ho,,id of the technical division of the Ccnlr;.cil f"'orcd Sc( :d Co1 r1p;u1</ !)(~ing tlie project coordi11,1ln1 ?. Functions and tasks of LIH) 11rojnGt Atlmi11istrntio11 Board al lo ditY:ct and d1)ploy the cixccuticm of tlii-1 p1011:1:, ,.1cc1mlin(1 to t!w alrnady ::1pprov,1d c:onk:11!:-; Ii/ To wurk riut whol(c,.-tc-1111 and ai111118I µlnm; of :idi(tr 1, ,-1 nd s( 1 Im iit th( irn to the Minis !er· o t /\r,ric( 11/urc , HI d I { 1n ::1 I I )1 J vein pmn 1,t to I approva I. ,;,' To rn,,111tor, direct ,md c,lmdinr1te tlw projed1, adivitie'., so that l11e project bears fruits, in strict compliance with the State's cutTf'!nt stipulation~ Dnd the Aqrcerne11t alrec.idy concluded between tlie two qovc:mrnentfi. d/ To guido and inspect the project-executing unit:, anci theProject Management Board in the cmffse of 1~laborating cmd deployin~J the annual plans. el To concentrate efforts mainly on matters r·elatecJ to the Staki'~; i,trategies and policies in the field of forest seed development, malntaining and consolidating the close cooperative relations among the age.ncies and project members as well as other relevant organizations. f/ To handle and overcome difficulties in the course of executing the project g/ To coordinate wlth the donor in making necessary adjustments lo the projectso as to ensure Jts efficient operation. 3. Specific tasks of members ofthe Project Administration Board a/ One leader of the Forestry [)evelopment Department (the head of the board): shall take responsibility for directing and guiding the establishment of the seed supply and production network and deploying its activitles, and building genre source preservation models in the key forestry are<1s so that the project may practically serve the program on planting b rnillion hectares of forest. b/ The International Cooperation Department: shall take responsibility for directing and guiding the external procedures. c/ The f:ilan and Planning Department: shall take responsibility fr1r djredlng the balancin9 of the general plan, especially the elal.rnration of the plan on allocation of Vid11c1n1'~, reciprocal capital. d/ Th c r · inaner." and Al :co 1.111 ti nn De p.-Htmen t: '.,h u 11 t:-1ke n,sponi,;ihdity for dirr)cting, g11idinq and m1pervii,inq ti ,r, iinpk•1nf:11V1lin11 of the regulations 01 i fi1unciai ! nc111.1r1n1nu11t ,:111d (l!Ui'll 1il.;,1tion of accountinq nnd auditin~J of \hu projcd (111 Ii .l/\1 ( :1\/i 11!" fJ/ Thi, J\q ricu ltu r c ::ind I< 111·;-1 I Dnvc lo pr, 1 c, n l r)cpmtmr"nt (the Minislt"y of F'lunninq and lnv(;:;trm:r 1t), the C:xternal Finance Dcp,J I tme11t (the I i r i;u1 c1 1 Ministry) shall take responsibility to1· guirlinn :-ind super·vising th0, project l:xecutio11 organi1:; 1lion 4. Workinn regime of the Project Admi11ihtn.1 tion Board a/ Regular· meetings: The rne m bers of the Project Ad min isln:ltion Board shall meet twice a year (in January and July) Contents of meetings: To review and 0valuate the resu Its of activities of the first half of the year, and consider and approve the plan for the second half of the year. To set forth unde1takings, remove difficulties and obstacles of the project. To propose to the Ministry of Agriculture ·and Rural Development and DANIDA majorissues which must be settled. b/ Extraordinary meetings: ~ The extraordinary and irregular meetings shall be orgc1nized according to specific requirements of the project and at the request of the head of the Project Administration Board. An irregular meeting may be convened with the participation of all or a number of members of the Project Administration Board in order to settle matters in time, ln addition to its members, when necessary, the ProjectAdministratibn Board may invite represen tatives of the relevant departments, institutes and sections of the Ministry of Agriculture and Rural Development, the concerned branches and State agencies to attend the meetings. The Project Administration Board shall work on a part--time basis and dissolve t~utomatica!ly upon the completion of its tasks. 8, The Project Management" Board The management board of t11e p mject on "bu i Id in g organizational capability of the treE! sr,ed service" m the "project office" for short, has its En91ish transaction name of Vietnam Tree Seed /Jn)ject. lire rimjoct Manc1gement l·io,mJ b ba:,ud at the Ce11t1,1I l'orei;t Seed Company, may op('in i\i; account at the 1-li:moi /~N7 Flank, cond1.1ct i11dnpr,n,Jr,!111 t'.oi;t ao:<i11nti11u a111I use tl1(0 se.:;I of tl1n Crir II 1 :i I ! ·ore~;! ~.,;cicd Co1np,.111y 1. Cnrnposition: ri11i 1-'rcij(ict Management fJoard i,; cmnpm;cd of I\ 1c projl;ict't:; rri,:111agc r, coordinator, uccn u ntan t, ,:c(::,,r;i:r und administrator, and other nfl"irns The prnJcct managm shall be an~werable to tile head of the F'nJject Administration F3oard for all tl1e project's activities. 2. Functions and tasks of the Project Manage•• mcnt Board a/ The Project Management Board shall act as the main body in liasing with the project execution sections, be tasked to regulmly administer tlw organization and deployment of the materialization of the project's objectives and contents. b/ To handle alljobs related to the project's internal and external activities.(elaborate tl1e annual plans of action and budget plans, allocate capital, distribute procured equipment and supplies) so as to ensure the strict compliance with the commitments between the tw"o governments and the plans already consented by the Project Administration Board and approved by the Ministry of Agricuiture and Rural Development. cl To work out the general plan, formulate and manage the network of forest tree seeds. di To develop activities related to the investigation and survey of seed sources and production of regional and national forest tree seeds. 3. Specific tasks of members of the Project Management Board Tile project manager: a/ To represent the Min is try of Ag ricu I lure and H ural Development in managing and coordi11ating the project's activities. b/ To subrni! to the competent agencies for pi-om11I qation relevant guiding documents. c/ ro work out and direct the implementation of \hf" project's plans of action 8ccordi11~J lo current m~(.1l,-1tioni, d/ To c \I [Jan izr: mei,' ti nn s of the I i roj f)Ci /VI In i ni ':, t1·a ti o 11 !{O,ml. t/ fo :-;11p1,,1 vi~;<: tcclrnical ~md 1mnrwi: ii '1 :::" i'.F.: rnent in the pmject\; activilie:, fJ/-To organize the estnblisl1m1:nt 01 l111: :·1nJ1:1l<" :' :q i,ystrm1 h/ To erisure the coordin;::itio11 of the! rro1nct':, activitle3 with other n;:Jtioi-1,,I ,111d i11lr.'1n:..1tior1al pmgrains i/ To draw up t!w performance r-c:potlr, ::md Wll\lfrll reports. Tile project coordinator: To assist tl1e project rnanag(➔ r in the fields 1·e1,.itcJd to the organization of project execution 2111d management, closely coordinate with the projer,t consultants and have the responsibility: a/ To manage, coordinate and ornanize the performance of the project's activities. bl To estimate and evaluate the projects' training requirements, plans and results. c/ To organize and supervise training courses, symposiums, field visits and surveys. di To elaborate plans of action, orfJanize and oversee the implementation thereof, and submit adjustments to the annual plans for approval. e/ To contact and cooperate with diffornnt organizations in the project0related activities. fl To guide, urge and inspect the implementation of the pro1ect's plans at the attached enterprises g/ To sum up the performance reports and anmml 1·eports. ; SHcrctary and administrator: a/ To be the secretary of the P r·uJ c:ct M ,J n21u c r n c II t Hoel Id, prepare and organize rnec)tin~is a 11·8 ady planned under the project b/ ·fo help the project coordinator rnw.mize trai11i11q co111 ,,es ~ind :,e1nin;;1rs i11 t11c, country ,:iccord inr.J tn 1 IH-i pmj,)ct't, µIan,.; c:/ ·11) fJcdhc! I ii r.-' fHOJcd--rcbkd 11(,W lr!(J'~'l:':t:'1!, i~,:,u,,d by the, tJh1lc: dr ,c111r1,' 11h , ;: :d <111 :hiV" , , lfi< ;i; ii tfr;r,utches , tf IJu: jlrl)Ji)(:L Tile projct:t <1ccounta nt: u/ lc'J l:l(: :11·1swe:1·ablc lo IIH., prowct mrnt.-1qci for th t·: 11 ::e of the '.:, ta tf ,; :, reci p mr;al ca pita I. b/ Tu Wr)l"k out dllllU,11 finand.:11 plc1ns for the project's activities. c.l To conduct the setllermmt and final settlement uf tlw fXOJcct item~; annually and upon the completion of the project d/ To makt:) financial statements according to tile :31,)te's and DANIDA's regulations. cl To organize the performance of the proJect':; m:counting work according to cur-rent regulations To take personal responsibility for the management ami use of tt1e project's funding sources. Other officers of the project To perform the project's routine work as assigned by the project manager and coordinator. 4. The Project Management Board's meeting regime a/ To organize regular meetings in the first week of each month. b/ The meeting's contents: To review the month's activities and evaluate the results thereof, and adopt a plan for the subsequent month. c/ To discuss and propose ii,sucs related to. the pruj~ict. 5. The reporting regime .-11 !"he project office shall Slmt up rf,ports on the" i111pll;1ncntation tern po and opc!ration 1·esulb of the p10J(.:cl for further rcpmting to the: Ministry of /-\!) 1 iru 11 u I e an cl f~ urn I f1tW8lop rno11t, lhl' Prnjecl Ad1-r1inistmtion ffoard and th0 rclr.N;,nt C·;t::itc :1gencies '.Ji; wclf as the project'', r,hiet cmt',ultnnt 11/ Ille 1epurb:, contc:nls ~.h;.111 C1Nc1· Thl1 ,!xecu!io11 11':,ui\• ; uf the bsl (i 1r1onth:; uf Hw 1111-:v1uw; yc:ar and , I 1<: rk111 fur the ,c;1.1ht,r,qlll':nt yt,a1, Hn, ,;p:.'1 ,1tion 1\,s ulli; ii( ll 1( 0 lir~-t G month:'.; of tile YCiH i ind th;, plml for ti Ii,