CHAPTER II

ARTICLE 4: Functions and responsibilities of the Administrative Bureau:

1. Functions:

Assisting the Minister - Chairman of the NCPFP in management and monitoring all the activities of the Committee, ensuring sufficiency of logistics and finance for all these activities.

2.1. Keeping tracks and synthesizing all Population and Family Planning activities from central to grassroots levels, drafting periodical and incidental reports pursuant to Instructions of the Party and the State.

2.2. Setting up rules, regulations and the working relationship among units, regime of files and documents, keeping annual, periodical and monthly working plans, and enforcing the implementation of these regulations and statutes once approved.

2.3. Arranging weekly working schedule, writing minutes of meeting headed by Chairman and Standing Vice-Chairman and supervising the implementation of other units.

2.4. Ensuring facilities and working conditions for the Standing office of the NCPFP.

2.5. Managing the supplies, maintenance and use of materials, properties and equipment of the office (Including those of projects). Organizing accounts and financing (Implementing financial procedures upon units grade II).

2.6. Collecting opinions and recommendations from lower levels, other branches and individuals on issues related to population and family planning programme and submitting them to Committee's leaders for consideration.

2.7. Organizing services such as transport arrangements, guests reception (International and Vietnamese guests), protocol work, conferences chaired by the Committee or by other departments.

2.8. Coordinating with other units in the Committee to ensure security and safety of the office, to take care of spiritual and material life of cadres in the Standing office of the NCPFP.

2.9. Managing basic constructions, repairs and upgrading of the buildings of the Standing office, managing printing and publishing work to serve the Committee's activities.

2.10. Coordinating with other Departments in the Committee to make standards of emulating and awarding within the population system and in the Standing office.

ARTICLE 5: Functions and responsibilities of Policy-Finance-Planning Department.

Assisting the Minister - Chairman of the NCPFP to design population and family planning strategy; setting up goal-oriented programmes, making plans and concrete policies to implement population and family planning programmes

2.1. Being responsible for making goal-oriented programme as well as plans to push up the cause of population and family planning (including plans of activities, of finance, of external and internal resources mobilization), guiding other branches, lower levels and social organizations to implement those plans when approved.

2.2. Collecting and processing periodical reports on the implementation nationwide of population and family planning plans.

2.3. Managing financial and accounting activities, implementing financial accounting procedures grade I, coordinating with other offices, departments and units in the NCPFP to build standards and ... of budget allocations on population and family planning.

2.4. Guiding, supervising the use of budget for population and family planning, monitoring financial resources, facilities and equipment invested in population and family planning programmes.

2.5. Making plans and directing budget invested in basic construction of material basis for population and family planning activities.

2.6. Organizing professional training for cadres who are specialized in planning statistics accounting, policy making and basic construction within the population system; Taking part in assigning chief accountants of units in the NCPFP.

2.7. Chairing the drafting of laws, legislative acts, policies, regulations on Population and Family Planning for the NCPFP to promulgate or submit to the State to promulgate. Coordinating with other branches, mass organizations and social organizations in the process of making laws, States laws, policies and statutes related to the implementation of objectives of population and family planning programme.

2.8. Coordinating with Departments and Units in the NCPFP to guide and supervise population units at lower levels to concretize and monitor the implementation of policies and regulations on population and family planning.

2.9. Initiating researches in planning, statistics, finance and policies for the services of population and family planning. Taking part in giving critic comments, testing and putting into use of those researches.

2.10. Taking part in setting up, appraising, following up and evaluating foreign aided projects and programme in planning-financing-policy in the field of population and family planning. Executing project implementation (if being assigned).

ARTICLE 6: Functions, Responsibilities of the Family Planning Service Coordinating Department.

1. Functions:

Assisting the Minister-Chairman of the NCPFP to set up strategies and guidelines policies on family planning services; making plans, coordinating and managing family planning services.

2.1. Coordinating with other units and offices concerned to set up goal-oriented programme and plans for family planning service supply. Guiding population and family planning system to manage and provide non-clinical services of family planning.

2.2. Coordinating with other offices concerned to set up standards, technical qualification for each kind of planning services.

2.3. Coordinating with other Departments and Units within the NCPFP to standardize and train professional workers on coordination of family planning service programme.

2.4. Initiating researches on Family Planning Services. Taking part in giving critic comments, testing, putting into applicable plans and guiding the use of these researches.

2.5. Coordinating with other Departments and Units within the NCPFP to supervise and evaluate the effectiveness of family planning service programme.

2.6. Taking part in building, appraising, following up, evaluating foreign aid projects and Programme in the field of family planning services. Executing projects (if assigned).

ARTICLE 7: Functions and Responsibilities of Information Education Communication Department.

1. Functions:

Assisting the Minister-Chairman of the NCPFP to make communication policies and strategy in the field of population and family planning. Making plans for mobilizing, coordinating branches, associations and social organizations to mobilize and encourage all people to support and implement population and family planning programme.

2.1. Formulating legislative documents and regulation of the organizational mechanism, the functions and responsibilities of the CPFP from central to grassroots level in accordance with the decree No. 42 by the Prime Minister.

2.2. Giving consultation to local authorities in the selection of the Chairperson and Standing Vice-Chairperson for the NCPFP at the level of provinces and cities.

2.3. Undertaking the execution of policies and regimes concerning staff 's promotion in rank and salary, managing and presenting the staff at the Standing Office of the NCPFP.

2.4. Bearing full responsibility for planning human resources development. Getting involved in developing training programmes and methods for the whole population system.

2.5. Making proposal to Leader of the NCPFP in selection of cadres to be nominated for overseas training: study-tour, seminars... and going through internal formalities related to these training.

2.6. Initiating researches on organizational and managerial systems. Getting involved in giving critic comments, testing, approving and applying these researches.

2.7. Collaborating with other department in supervising and evaluating the effectiveness of the organizational system and training programmes.

2.8. Organizing the interior security protection for the organization under the guidance of higher levels.

ARTICLE 9: Functions and Responsibilities of the International Relations Department.

1. Functions:

Assisting the Minister-Chairman of the NCPFP in monitoring, coordinating international cooperation activities to maximize international assistance to the population and family planning programme, managing and evaluating the effectiveness in using the international assistance given to the population programme.

2. Responsibilities:

2.1. Basing on the full understanding of policies and strategic objectives of the Population and Family Planning Programme as well as policies, regulations and procedures of donor countries and international organizations concerning foreign aids and loans provided to the Programme, explore possibilities and propose to the NCPFP for consideration relevant policies and contents of cooperation with these donors and organizations.

2.2. Collaborating with other departments and units of the NCPFP, with member institutions in guiding local authorities to prepare cooperation Programmes and projects to receive international aids and loans.

2.3. Collaborating with other departments, the Administrative Bureau, and member institutions of the NCPFP in preparing contents, and working Programmes for meetings, negotiations a rid seminars between the NCPFP and international delegations. Organizing and participating in these activities.

2.4. Undertaking full responsibility in preparing and drafting documents and procedures on execution of cooperation projects, in making regulations on international relations and those of utilization of international aids. Preparing reports on the international cooperation for distributing among concerned institutions. Drafting official letters, diplomatic notes, agreements, memorandums of understanding... for the approval of Minister-Chairman of the NCPFP before signing with international parties. Organizing translation of documents and interpretation during meetings, negotiations between the NCPFP and foreign parties.

2.5. Collaborating with other departments and member institutions of the NCPFP and other lines Ministries and branches to follow up, manage, supervise and evaluate the Programmes and projects internationally sponsored to ensure an effective use of these aids, contributing to the achievement of strategic objectives set forth in the national programme on population and family planning.

2.6. Collaborating with the Administrative Bureau to perform the protocol procedure, to clear formalities related to incoming and outgoing missions. Cooperating with the Personnel and Training Department in proposing appropriate and relevant candidates for overseas training.

2.7. Collaborating with the Centre for Population Studies and Information in translating, summarizing and disseminating foreign documents on researches in the field of population and family planning.

2.8. Filing in order all dossiers, documents, original records sent to the NCPFP from foreign parties and other business letter, written, instructions and decrees promulgated in connection with international cooperation in the field of population and family planning.

ARTICLE 10: Functions and Responsibilities of the Inspection Department

1. Functions:

Assisting the Minister-Chairman of the NCPFP in carrying out the State functions on inspection, supervision, evaluation in the execution of the population and family planning programme.

2.1. Organizing inspection activities vis-a-vis institutions, individuals of the organization in practicing policies, laws and obligations related to the Population and Family Planning Programme. Submitting issues which need to be resolved to the Minister-Chairman of the NCPFP and other relevant institutions for consideration.

2.2. Handling claims in accordance with lawful regulations. Providing expertise and guidance to the people's inspection organization.

2.3. Submitting proposal on inspection regulations in the field of Population and Family Planning to the Minister-Chairman of the NCPFP for approval. Providing guidance and instructions on inspection in the field of population and family planning to the institutions at all levels within authority.

2.4. Collaborating with other departments and units in the NCPFP in planning supervision and evaluation and in formulating their respective regulations. Acting as a focused point in supervising and evaluating the implementation of the Programme in accordance with legal documents as stipulated and approved by the State and by the Minister-Chairman of the NCPFP.

ARTICLE 11: Functions and Responsibilities of the Centre for Population Studies and Information.

1. Functions:

Carrying out research activities, collecting and processing population and family planning information and documentation. Assisting the Minister-Chairman of the NCPFP in organizing and coordinating research activities as well as information and documentation in the field of population and family planning performed by other institutions at its request.

2. Responsibilities:

2.1. Working out development approaches, research Programmes, long term and short-term plans for scientific research, information and documentation activities in the field of Population and Family Planning which are carried out by the Centre or by other institutions at its request.

2.2. Implementing research projects, particularly operational research in the field of population and family planning.

2.3. Selecting relevant research partners, implementing the appraisal of research proposals and supervising research schedules and verifying the results of researches implemented by institutions outside the NCPFP at the request of the NCPFP.

2.4. Developing a Management Information System specialized in management and monitoring the programme of population and family planning throughout the country.

2.5. Collecting, processing, analysing, disseminating and handling archives of publication on Population and Family Planning Information and Documentation both domestic and international. Joining the Asia-Pacific Population Information Network (POPIN) as a member.

2.6. Establishing cooperation and exchanges of relationship with other research and information institutions and centres at home and abroad in doing research, training staff and performing information and documentation job in the field of population and family planning.

2.7. Executing the implementation of projects sponsored by international organizations or country donors within the framework of international research programmes of cooperation in the field of population and family planning.

2.8 Operating and managing library specialized in population and family planning.

2.9. Acting as standing member of Scientific Research Council of the NCPFP.