Part 1

By Jeffrey Cooper,2014-05-17 10:20
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Part 1

Administrative Guidelines (2003)

    This Administrative Guidelines were built on the basis of comments and

    suggestions of ActionAid International Vietnam (AAV)’s staff. The document

    provides detailed Administrative guides for AAV staff and partners in working


In addition, these Administrative Guidelines are strictly based on HROD and

    Finance Policies that set by AAV.

The guidelines will be revised and updated in case of any necessary


     stThe document is effective immediately from 1 May 2005 and all AAV staff

    and partners must follow while working for AAV.

On behalf of Administrative team, we would like to thank you very much for

    your valuable suggestions and co-operation in preparing and conducting the

    Administrative Guidelines.

With the best regards.


Administrative Guidelines (2003)

    Part 1. Time regulations

HROD policy of ActionAid Vietnam clearly determines

    working time for all staff, in which staff is

    requested to strictly follow time regulations.

Staff’s responsibilities in case coming to office

    late, on sick leave, on annual leave, or in lieu.

    ? Ask line manager for permission.

    ? Inform admin function

    ? Record the exact on-leave days in Holiday

    Card in HR office.

Staff’s responsibilities when working at weekends

    and on holidays.

    ? register with Admin Department and record

    in “Visitor logbook/Working at weekends”

    so that Admin staff may inform Office

    Building Management Board accordingly

Staff’s responsibilities when applying flexible

    working time

    ? ask line manager for permission

    ? inform all office about your flexible

    working time

Part 2. Using telephones/fax in the office

2.1. Introduction

    a. Telephones

AAV requests staff to keep phone calls as short as

    possible in order to cut down on expense (all

    personal calls should be no longer than absolutely

    necessary). Inter-provincial and international calls

    are extremely expensive. Everyone making such a call

    must complete in the Telephone Logbooks that are put

    next to the telephone set. Admin Assistant will

    check these against denominated bills monthly.


Administrative Guidelines (2003)

Personal calls will be charged to the concerning

    individual by Accountant accordingly.

    b. Fax

    Any staff that needs to fax out has to write fax

    number, receiving place, requested time and leave it

    on the Fax Out tray in Admin area. After faxing,

    Admin staff has duty to seal “faxed out”, with the

    date on and put the original version to the

    pigeonhole of the requested person.

Fax machine is used for sending and receiving fax

    only but not for taking any phone calls.

2.2. Responsibilities

    a. For all staff:

    ? Use telephones and fax effectively (save

    cost services such as 171, 177, 178)

    ? List out all personal calls into

    Telephone Logbook.

    ? Reimburse personal phone calls and faxes

    in cash to Finance Dept.

    ? Send Admin Department telephone/fax list

    of all partners.

    ? Keep invoices and details of phone calls

    for settling with office when going for

    business in provinces or abroad.

    ? Ask Admin Function to arrange

    international phone calls.

    ? Programme Support Officer at CD office

    will make phone calls for CD (especially

    international phone calls)

    b. Admin staff:

    ? Arrange all international phone calls when

    requested and record in Telephone


    ? Fax out documents when requested

    ? Sort out all personal phone calls and send

    to Finance Department.

    ? Remind individuals when making phone calls

    too long (over 15 minutes /1 call)

    c. Finance staff:

    ? Deduct personal phone calls as informed by

    Admin Department


Administrative Guidelines (2003)

    ? Fax telegraphic transfer to the bank

Part 3. Using vehicle regulations

3.1. General guidelines

AAV vehicles are mainly used for project activities

    of ActionAid Vietnam.

Regarding to cars

For convenience in maintaining and repairing as well

    as saving money, we try to buy cars of the same


ActionAid Vietnam does not encourage buying

    expensive and luxurious cars. Cars should be

    suitable with climate characteristics of area as

    well as topographic features especially in remote

    and mountainous areas. Safety must be given priority

    and expense need to be put under consideration

    within confirmed budget. We can also buy cars in tax

    free shops in Vietnam.

AAV purchases vehicle insurance once at the

    beginning of every year. Vehicle users and

    passengers are insured when using AAV vehicles.

Car technical maintenance is proposed by drivers and

    vehicle maintenance service suppliers with approval

    from Head of Finance and Admin.

Driver and the passenger next to him have to fasten

    the seat belts. Important telephone numbers such as

    those of police station, insurance company,

    ambulance service and AAV office, AAV staff and

    project areas must be available in cars for

    emergency cases. Insurance contract and other

    concerned papers must be in cars, too.

Using public cars

AAV staff and partners must use public cars in case

    AAV’s cars are busy for field work. AAV encourages


Administrative Guidelines (2003)

staff and partners to use public transportation for

    convenience and saving money. (Noi Bai taxi: Tel No

    8.865 615/8 866 088/9 272 013)

Using public cars for field trip must be approved by

    budget holder.

Using cars for personal purposes

    Any staff who wants to hire AAV’s car for personal

    purpose has to ask for permission from Country

    Director and get agreement from Driver. That staff

    must pay all expenses on road tolls as well as

    determined rate in HROD policy (1,600VND/km). After

    the trip office car must be handed over without any

    changes or repairing.

    Buying petrol/diesel

ActionAid encourages the driver to have monthly plan

    for buying petrol/diesel and at some prestige petrol

    stations. Financial bills of petrol/diesel must be


    3.2. Responsibility

For drivers

    ? Remind all people in the car to fasten the

    seat belt.

    ? Park the car at right and safe place.

    ? Have driving license issued by Government

    of Vietnam.

    ? Drink beer/alcohol and smoking while

    driving is not permitted.

    ? Check tube and tyres as well as petrol and

    car status before any trip

    ? Update and sign in Car logbooks after any

    trip. Return car in good condition after


    ? Inform nearest Police Station and

    Insurance Company immediately to get

    timely solution in case of accidents. And

    then inform Office Administrator/ Head of

    Finance and Admin timely for better



Administrative Guidelines (2003)

    ? In case of accidents, driver can never

    promise any payment/compensation for the


    For Office Administrator

    ? Arrange vehicle using effectively

    ? Monthly sign and check car log books.

    ? Check and make payment for petrol or any

    others related to car using.

    ? Monitor periodic and unusual car


For car users

    ? Heads of Departments/ Managers have duty

    to send plan for using car to field trip

    to Admin Department once every month no th monthly later than the 5

    ? All staff need to inform Admin before 9 am

    every working day if they want to use

    AAV’s vehicle within Hanoi

    ? Gather in the office to start the trip

    (even the partners in case going together).

    ? Sign on Taxi Receipt and have Budget holders’ approval

    Part 4. Going on Business

4.1. Introduction

When a staff needs to go out for work or meeting,

    he/she must inform his/her line manager and inform

    Admin. Department or record on Travel Board at Admin


When a staff goes abroad for business, he/she must

    gather at the office at the right time that has been

    negotiated with the driver.

4.2. Responsibilities

For staff going on business abroad:


    Administrative Guidelines (2003)

- Inform Hanoi office staff on his/her approved


    - Inform and collaborate with HROD Department to

    complete procedures with Dipserco to get

    Official Personnel Permission, to get Passport

    back and to buy Traveling Insurance. - Together with Admin Department to get visa

    (he/she has to fill in the form with signature

    on it himself and give Admin Assistant 2 latest

    passport-size photos and invitation letter).

    When required by the Embassy or Consular, that

    staff must apply for his visa in person.

    - Cooperate with Admin Department to arrange time

    for vaccination. (Note: for some countries such

    as Africa, it is required to get vaccination

    for some diseases like diarrhea, etc.) Admin

    Department has the duty to give people

    consultation on place and time to get it. - Ask Admin function to book air ticket/ arrange

    accommodation/ or pick up at the arrival

    country according to the given form at least 1

    week before. (The requirement must be approved

    and agreed by his/her lime manager with account


    - Collect all necessary information for the trip

    such as telephone number/contact address of

    arrival country (even emergency numbers of key

    officers such as Admin officers/Country

    Director/ HROD Manager). Information on weather,

    politics and diseases, etc. must be collected


    - Get Traveling Insurance Certificate from HROD


    - Organize all documents need to be carried for

    sharing at the trip.

    - Get money advance for the trip (if necessary) - Register with IT office for all properties you

    need to carry for your trip.

    After the trip, that staff must:

    - Send passport to Dipserco back within 1 week.

    - Make the trip report and send it to Dipserco

    within 1 week.

    - Clear all expenses related to the trip for

    Finance Department.


Administrative Guidelines (2003)

    - Return counterfoil (both air-ticket and train

    ticket) for Finance Department.

    For staff having domestic trip

    ? Send request to Admin Department at least 1

    week before for arranging air ticket and 2 days

    for arranging train ticket.

    ? Bring along ID or passport (if any).

    ? Ask Admin in Hanoi or in project areas to

    arrange logistics at least 1 week before the

    trip (if necessary).


Administrative Guidelines (2003)

    Part 5. Visa

5.1. Visa for international trip (Please look at

    Part 4)

    5.2. Visa for ActionAid visitors to Vietnam

General Principles

All ActionAid Vietnam visitors must be approved by

    CD and concerning departments where the visitors

    will work. Requirements on logistics and visas must

    be sent to Admin Department at least 2 weeks before.

Admin’s responsibilities

    ? Prepare official visa letter with CD’s approval

    and send it to PACCOM to get visa.

    ? Arrange logistics for visitors (accommodation,

    transportation, etc.)

    ? In case, the visitor gets visa on arrival at

    Vietnam side, Office Administrator will arrange

    pick-up and vital procedures for him at the

    airport (working with Immigration Department of


Responsibilities of Inviting Departments

    ? Send information, request for visa, hotel, and

    pick-up to Admin at least 2 weeks before.

    ? Keep concerning Departments informed about the


    ? Send detailed information about passport and

    working plan of the visitor to Regional Manager,

    Admin Department to get approval from local

    authorities if the visitors plan to have field


5.3. Visa for Vietnamese partners to International



Administrative Guidelines (2003)

Responsibilities of staff working directly with


    ? Send information/plan related to the trip of

    the partners which has been approved by Country

    Director to Admin Dept. for visas at least one

    week before (and 2 weeks for EU).

    ? Estimate budget for the trip.

    ? Get advance from Finance Department.

    ? Give partners guidance on concerning financial

    policy, consultation, and human resource, etc.

Responsibilities of Admin Department

    ? Get visas for partners.

    ? Book air tickets for partners.

    ? Arrange accommodation and logistics for

    partners at Vietnam side.

    ? Support to arrange accommodation and other

    logistics for partners at oversea side if can.

    ? Provide any other necessary information if


Responsibilities of partners

    ? Get passport themselves.

    ? Claim expenses base on AAV financial policy.

    ? Strictly follow AAV’s HROD and financial policy.

    Part 6: Hotel

Vietnamese staff and partners: Encourage

    staff/partners (of the same sex) share room when

    going on business.

For convenience in arranging accommodation and

    settling payment, AAV encourage everyone including

    those from development areas, partners and visitors

    of AAV to stay at the same one Hotel that was

    arranged by Admin. Department.

(The annual survey on service suppliers such as

    hotel in Hanoi will be conducted by Admin.

    Department. The result of survey must be approved by


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