A. Function

The Department of Academic Affairs plays the main role in recruiting, managing training tasks and academic programs in the university, managing students and ensures the training quality of PVU.

B. Responsibilities

General responsibilities

• Research and set the training targets, models and methods;
• Create regulations and procedures in training management in order to ensure training quality;
• Set the methods for the training quality assurance;
• Manage students.

Recruiting

• Build the recruiting plan including the quantity, procedures to meet the University’s target;
• Schedule to select eligible students for the training programs at PVU;
• Build the media plan for recruitment;
• Cooperate with other universities to build recruiting strategies for the University.

Managing training activities

• Build the training plan for the academic year and the detail plans for each semester;
• Build timetables and managing the training plan of teaching faculty, coordinate with faculties and departments to help students with course registration;
• Coordinate the classrooms use;
• Manage the faculties and students’ databases and profile;
• Build regulations and procedures; supervise the implementation of these regulations and procedures;
• Build the program curricula;
• Build the proposal for new graduate and undergraduate programs;
• Plan and cooperate with the Faculties and Library in setting, developing, managing learning material resources to meet PVU students’ and lecturers’ studying and researching demands.

Evaluating students

• Schedule and organize the exams including Midterm tests, Final exams and Graduation thesis defense
• Keep the original version of students’ school records

Awarding & managing diploma, certificate, degree

• Prepare application documents for granting diplomas, certificates, and degrees;
• Print diplomas, certificates, and degrees
• Keep and deliver diplomas, certificates, and degrees to students; issue true copy of students’ certificates.

Providing student services

• Cooperate with other departments and organizations in organizing sports, and cultural activities;
• Create and carry out student assistance programs for students, including scholarships, financial supports and career opportunities after graduating;
• Operating other student support services;
• Manage, use the facilities in PVU dormitory effectively;
• Manage students’ residence in the dormitory in accordance with PVU regulations.

Maintaining Qualityassurance

• Maintain a reference resource of the Education laws of Vietnam and advise PVU leaders on these contents;
• Observe the academic activities and report the observations for improving the training programs;
• Disseminate policies and information on quality assurance relating to all activities of PVU;
• Propose, implement, and monitor the effectiveness of quality policies;
• Monitor the security process related to the administration of major examinations and certification of results;
• Review teaching activities of faculties with regard to the regulations of Vietnamese laws;
• Ensure the validity of the certification process for the issuance of certificates, diplomas and degrees.

Other duties

• Organize the Opening and Graduation Ceremonies;
• Organize the approval process of teaching materials.

Function

The Department of Equipment and Project Management has the function of advising and assisting the Principal in the procurement, management, use and repair of property, facilities and equipment for the University's operations; planning, building, repairing and repairing construction works; security, fire safety in the whole school.

Mission

• Advising the Board of Management on the arrangement, arrangement and use of material facilities and equipment to meet the requirements of the school.

• To manage the exploitation and use effectively and handle the loss or damage to the school's properties.

• Implement procedures and procedures for investment in facilities, equipment (construction, renovation ...) for the school.

• Development of bidding plans and bidding documents for bidding packages by the University.

• Monitoring the implementation of projects, organization of bidding, negotiating contracts with contractors, monitoring progress of implementation of contracts.

• Coordinate with the Planning and Investment Department to make plans on investment in material facilities; repair, construction, procurement of equipment.

• To plan and organize the procurement of equipment, technical supplies, tools and tools ... in time for teaching, study, research and working of cadres and lecturers. , employees, students throughout the school.

• Develop and organize the inspection of the implementation of the regulations on the use of assets and equipment of units, assess the quality and value of use of equipment to make plans to purchase, prevent damage and loss. cool, wasteful.
• Develop a plan to renovate, upgrade and repair the school's CS.

• Proposing plans for design and supervision of construction works, repairing and coordinating the construction supervision of construction works of the school.

• Management of land, offices and houses of the University.

• Annually, coordinate with the Planning and Finance Department to inventory according to the prescribed regime.

• Coordinate with the Planning and Finance Department to plan, evaluate and classify assets, carry out procedures for liquidation of expired assets in accordance with the regulations of the Group and the State.

• To draw up a plan on the management of equipment and / or unused assets of the university and the situation of preservation and use of equipment and supplies of the units.

• Coordinate with other units in the management, coordination, distribution of public houses, lecture halls, classrooms, laboratories; to ensure the efficient use of facilities and to save electricity and water costs; Opening and closing time will not affect the study and activities of the school. To coordinate with the units in inspecting the use of chemicals and laboratory instruments according to the promulgated norms;

• Coordinate with related units in implementing flood prevention, inundation, fire prevention and fighting in the whole school.

• To manage and coordinate the use of working facilities, teaching and learning in the University. To manage and assure electricity, water for work and school activities.

• Construction and installation of new equipment.

• Management, repair, maintenance of the house, electrical system, refrigeration, telephone, water supply system, sanitary equipment, equipment of the University.

• Performing the service of the yard, hall, arrangement of equipment (sound, lighting, fan ...).

• Regularly monitor and timely repair and maintenance of damaged or replacement assets to ensure the operation of units throughout the school.

• Perform other duties as assigned by the Principal.

Function

Advising the Rector on the School's financial-accounting-accounting work, making financial decisions of the Rector and organizing the implementation of the financial-accounting work effectively. regulations.

Mission

Planning:

• Focal point for developing regulations and regulations related to the planning work of the University

• Assume the prime responsibility for, and coordinate with concerned units in, formulating and submitting annual and long-term plans for operation of the university

• Guide the implementation, urge and inspect the progress and the level of performance of the actual implementation compared with the assigned tasks of the units to submit the adjustment plan to suit the situation. Specifically

• Focal point for managing all contracts of the University, except for labor contracts.

Finance:

• Make quarterly and annual financial plans as stipulated in the financial regulations approved by the Group.

• Advise on the development of financial management regulations and regulations of the University

• Control and urge the recovery of debts. Performing payment service with customers and staffs.

• Proposing measures to mobilize and use grant capital and funding sources according to regulations

• Fulfill obligations towards the State budget and ensure the interests of the laborers.

• Synthesize costs, analyze financial activities, evaluate economic and financial indicators to provide data for determining the results of activities of the University, and report to the Principal on problems. Financially and promptly to process in order to bring about the best effect.

• Make financial reports, reports, management and other reports related to the financial work in full and timely according to regulations.

Accountant:

• Make accurate and accurate records of all costs incurred (construction investment, training costs, operating expenses and other costs ... of the University) capital structure and capital.

• Guide and supervise the units to strictly comply with the policies, regulations and procedures on finance and accounting of the State, the Group and the University, promptly detecting mistakes in financial planning. main; Report and propose coordinated handling measures to the Rector

• Accurately and honestly record the rotation of assets, supplies and money for the operation of the University.

• Organize the accounting work, making accounting reports of the school as prescribed. - Regularly organize the internal inspection and audit of professional work according to regulations.

• Organize and carry out inventory of assets, supplies, capital and re-valuation of assets and supplies according to the regime of the State and the Group. To work out and propose solutions to the loss, loss, damage, bad debts, damages ... in accordance with the State's policies and regimes.

• Collect tuition fees, coordinate with the concerned units in setting training unit prices, tuition exemption and reduction levels, scholarship policies and financial supports for students.

• Receipt, issuance and preservation of cash and certificates, exhibits are valued as money.

• Carry out financial transaction procedures with the bank where the account is opened.

• Issue and transfer accounting documents as prescribed.

• Preservation and archival of accounting documents in accordance with regulations.

Privilege:

• Participate with relevant departments of the University on bidding, negotiating contract ...

• Advise and propose to the Principal issues related to the management of financial and accounting economy in order to ensure that all activities of the University are implemented in accordance with regulations, laws and regulations. on financial management of the state and industry.

• Assign and directly direct the accounting, statistics, treasurer, warehouse keepers. Recruitment, appointment, transfer, upgrading, rewarding and disciplining of deputy finance planning staff, financial / accounting staff, accounting, planning, statistics, treasurer The proposal of Chief Accountant / Manager of Financial Planning Department is required.

• It is required that all rooms, units / units of the University provide timely and sufficient documents and data necessary for the audit, internal inspection and auditing activities of the University. the concerned agencies and agencies.

• Participate in building / opinions with the units and functional departments of the University for all jobs in the financial field such as bidding, negotiation and signing contracts, organization of contract implementation , settlement and settlement, management of prices using economic and technical norms, labor issues, salaries, bonuses ...

• Have the right to monitor, inspect and control all economic and financial activities in the whole unit. Accounting reports, statistical reports, economic contracts, documents related to payment vouchers, salary payment, bonus payment, cash collection ... must be signed by Chief Accountant (or authorized person) shall be legally valid.

• When detecting individuals or collectives that commit acts of violating law or violating the financial regulations of their units, the chief accountant shall, depending on each case, have the right to report to the school leaders or superior heads. know to stop and handle. Serious cases should be reported to the law enforcement agency for timely intervention.

Relationship:

• Under the direction of the Principal and the professional direction of the Group.

• Professional relations, coordination with the units, functional departments of the University, the units in and outside the industry.

Introduction

• The Department of Science and Technology was established right after PetroVietnam University (PVU) came into operation in 2010. Through many years of operation and development, the Department has made important steps forward, contributing to the process of building and developing the University in the field of domestic and international cooperation and scientific research.

• The Department has been developing and implementing many effective cooperation agreements with important national and international partners. The cooperation agreements have been implemented in detail, in depth with many specific activities in the development of human resources for Vietnam Oil & Gas Group (PVN) and the country, especially in strengthening management resources, training, and scientific research.

• The Department has strongly attracted, managed, and effectively used the international support from UOP Honeywell, KOGAS - Korea, Schlumberger, Intergraph Group, JX Nippon Oil & Gas Consulting Services (Mekong), Idemitsu Kosan – Japan, etc. and especially from the Viet Nam Oil and Gas Group. Many projects have massive gray matter and financial investment. These supports have contributed to improve staff’s management capacity and their professional qualification in, as well as facilities for training and scientific research. The achievements of  the university have contributed to the fulfillment of the policy of educating talents for development, and simultaneously ensure to continue attracting investments and implement the signed agreements, gradually pursuing the strategies devised by the university. 

• The Department has successfully organized many national and international conferences and seminars, creating favorable academic exchange programs between managers, lecturers, and students of the university with domestic and international experts in various technical fields, especially oil exploration,, and exploitation and processing. Moreover, the scope and quality of conferences and seminars are increased, attracting the attendance and active participation of most managers, lecturers, and students of the university and other universities nationwide and worldwide.

• The Department has successfully found more and more exchange programs, internships, partial scholarships or full scholarship grants from universities with significant academic and research achievements in the United States, Canada, Australia, Italy, UK, Korea, and Japan. These achievements have been giving managers, lecturers and students of PVU many opportunities to receive scholarships, exchange internships and exchange programs in the modern international work environment[a1]  to integrate into the flow of human resources development and scientific research of the world

Function

External Relations and Science-Technology  Department functions as an advisor and counselor department supervising and managing scientific research  and technology transfer activities and international and domestic relation activities of PVU

Misson

External Affairs

• Propose the making of regulations related to the external affairs of the university;

• Receive information from the outside to the university and  pass it on to relevant functional departments;

• Formulate and submit to the Rector for deciding and organizing the implementation of policies, contents, short-term and long-term plans on external relations; advising Rector on the selection of partners, identifying the direction, form, content and specific policies and measures to develop and enhance the effectiveness of the university's external relations activities;

• Actively look for, build and maintain relationships with external partners (individuals and organizations) who are capable and prestigious in the field of training and scientific research to introduce them to faculties, and propose the establishment of cooperative relationships to the Rector; supervise and  encourage the implementation of signed cooperative agreements. Report and proactively propose appropriate and effective measures to strengthen cooperation between the university and its partners;

• Coordinate with other departments/faculties in the university to build and manage international cooperation projects; hold signing ceremonies of cooperation agreements; appoint staff to monitor the implementation of and carry out periodical assessment of external cooperation activities;

• Be in charge of procedures related to the preparation for the delegation of leaders and staff members of PVU to work abroad and welcome foreign delegations to visit and work at PVU;

• Contact with partners to send staff to their training and practice courses; carry out relevant external procedures for PVU teaching staff to study abroad; follow and evaluate the work results and report them to the Rector;

• Be in charge of seeking, building, maintaining and fostering relationships with localities, communities, enterprises, and alumni; actively strengthen these relationships which are beneficial to the development of the University;

Management of scientific research activities

• Propose the development of regulations related to the management of scientific research activities of PVU;

• Advise the Rector on the plan, direction of scientific research activities of PVU; coordinate with departments to formulate and implement short-term and long-term programs and plans on scientific research and technology transfer;

• Be in charge of drafting the regulations on management of scientific research and technology transfer;

• Follow, inspect and supervise the use of funds allocated for scientific and technological activities;

• Plan, direct, and guide the proposals; register, evaluate, select, implement, follow the progress and manage the science and technology projects;

• Coordinate with relevant departments and individuals inside and outside the university to carry out registrations and bidding for the implementation of scientific and technological research projects, and technology transfer;

• Link and collaborate on scientific research and / or technology application between the university and business establishments and other organizations;

• Manage and guide the implementation of scientific research activities of lecturers and students; organize the evaluation, selection and commend individual researchers and research groups to the Rector to reward them for their outstanding execution ;

• Organize the evaluation and accept the results of scientific research topics according to PVU regulations;

• Manage products, results, keep records of science and technology subjects; be responsible for management, registration of intellectual property rights, utility solutions and commercialization of research results of staff and students;

• Coordinate with faculties, departments and centers to find funding sources to strengthen the facilities for research and technology transfer;

• Advise Rector on the rewards and incentives for science and technology activities;

• Coordinate with departments to introduce and promote the results of scientific and technological activities of the university and excellent scientific and technological works of students on the mass media; disseminate scientific information inside and outside the university;

• Consult and organize activities related to scientific research technology development and application as well as  the transference of scientific and technological achievements to research institutions, manufacturing bases, enterprises and units in need;

• Organize seminars / conferences on  scientific research and technology transfer activities at the university; be in charge of organizing and participating in national and international scientific conferences and seminars;

• Coordinate with departments and organizations and the Administration Department to manage and update the curriculum vitae of PVU staff.

Function

The Organization and Administration Department is responsible for advising and assisting the Rector on the organization of personnel, labor, salary, emulation, reward and discipline for staffs; general administrative work of the University.

Mission

Organization of Personnel, Salary Labor and Policy Regime

• Studying, consulting, developing and arranging organizational structure of the school;

• To propose the establishment, merger, dissolution, division of units of the University; Organizing the implementation of the approved projects;

• Proposing the development of regulations and regulations related to the organization of personnel;

• Labor planning; propose to arrange, transfer and recruit labor; monitor and supervise the organization of management and use of labor in the University;

• Researching, proposing the appointment of leaders of units of the University, developing staff suitable for development requirements of the University;

• Research and coordinate with the functional units to develop, adjust, supplement and promulgate the rules and regulations of the school suitable for each stage of development;

• Organizing the implementation of policies and regimes for employees: professional training and fostering; recruitment exams, rank promotion; To raise wage grades, difficult allowances, social insurance regimes and human accident insurance; the work of emulation, commendation and discipline;

• Permanent Council: recruitment, salary, rank promotion, staff discipline, emulation and reward;

• Managing and updating personnel records, coordinating staff reviews and evaluations annually; update the list of staff transferred and retired annual;

•  Carrying out the procedures: establishing the Advisory Council / Working Group, sending the staffs to study, work in and outside the country in accordance with the regulations of the School, the Group and the State;

• Calculate and pay salaries as well as income for staff and staff outside the University are invited to lecture; payment of social insurance, health insurance for employees' insurance.

General Administration

• Propose the development of regulations and regulations related to general administrative work;

• Synthesis of working programs; make statistics and reports; schedule weekly work; transcripts of school management meetings and records of school-level meetings; information, monitoring progress of the units in the school; Prepare the necessary conditions for school leaders to go to work;

• Assist the Principal to manage the working relationship between units throughout the University according to the functions and duties prescribed; Prepare reports and speeches of the Principal as required;

• Coordinate with relevant units to organize annual staff meetings and congresses and conferences of the University;

• Organizing the reception, reception of the school, meetings / conferences / seminars assigned by the Organization and Administration Department;

• Performing the synthesis - administration - archives; receive and classify documents to and from; To assist the Management Board in handling administrative documents promptly and promptly; manage seals and signatures according to regulations; business cards, letters of recommendation, certificates and employee certifications; make a copy of the documents issued by the College and the documents of the higher level as stipulated by the Principal;

• Coordinating the use of meeting rooms in the School; drinking water and sanitation boardroom meetings, some boardrooms; coordinated drinking water for other meeting rooms;

• Manage and coordinate the use of cars for the work of the University;

• The focal point is responsible for procurement, management of assets and equipment for regular activities of the University and its units;

• The focal point is responsible for procurement, management of tools, materials, stationery for regular activities of the University and units of the University;

• To coordinate the liquidation and disposal of equipment, supplies and / or properties which are damaged or not used, to ensure their efficient use;

• Carry out legal work to ensure that the school operates in accordance with the law; representing the School to work with legal, litigation, investigation, complaints and denunciation;

• Pay for regular school expenses; organization of meals for employees;

• Carry out the task of cleaning the school's affairs.

Communication, public relations and building brand identity

• Proposing the development of regulations and regulations related to communication, public relation and brand identification;

• Planning, broadcasting and broadcasting programs for the University;

• Designing, gathering information for media publications, verifying communication materials and distributing visual communication products for the University;

• Relate to the media, provide information to the press according to the authority and regulations of the University; monitor and recommend measures to deal with press information for the university leaders;

• Arrange media interviews, prepare relevant materials for interviewed leaders;

• Assume the prime responsibility for, coordinate with units in the school to organize events of the School to attract the public, create and develop images of the University;

• Lead the construction of brand identity for the University;

• Being the focal point, organizing the translation from Vietnamese into English the information posted on the school website.