INTRODUCTION


Following the policy of the Government of Vietnam to build some universities international level under Resolution No. 14/2005/NQ-CP on 02/11/2005 innovation and comprehensive basic education Vietnamese the period 2006 - 2020 and Decision No. 145/2006/QD-TTg dated 20/06/2006 of the Prime Minister on policy and major orientations for the university to build world-class in Vietnam. 

The project "Building Vietnam-Germany University"  loans from the World Bank after nearly two years of effort with the cooperation of the two governments, Socialist Republic of Vietnam and the Federal Republic Germany (Hesse direct), two Ministry of Education and Training of Vietnam and Ministry of Science and Art of Hesse State, Germany as well as technical support, research construction of the project consultants Germany . The project has been the competent authority and approval of Vietnam's negotiations with the World Bank (World Bank). 

The project "Building Vietnam-Germany University"  is a new construction project by the University of international standard, synchronous facilities, equipment and international standards on the land area of 50 ha in the district Ben Cat, Binh Duong Province.


PROJECT DESCRIPTION


Name of projectThe project to build Vietnam-Germany University
Project AgencyMinistry of Education and Training
Agency project ownerMinistry of Education and Training
Project Implementing AgencyManagement project to build Vietnam-Germany University of the Ministry of Education and Training (PMU) and Project Management Unit Vietnamese German University (VMU)
Contact address of the PMU25 Ta Quang Buu Street, Hai Ba Trung, Hanoi, Vietnam
Tel: 84-4-39388623 / Fax: 84-4-39378049
Contact the VMULinh Trung Ward, Thu Duc Dist. Ho Chi Minh City, Vietnam
Tel: 84-8-3725 1901 / Fax: 84-8-3725 1903
Type of projectODA 
Total project capital

$ 200.6 million, of which:
  • ODA (preferential loans for International Development Association IDA): SDR 119.4 million (approximately $ 180.4 million)
  • Counterpart funds from the state budget: $ 20,200,000
Project implementation time From 2010 to 2017


COMPONENTS OF THE PROJECT


The Part 1: Building the policy framework and the school administration

Build a model of university activities with organizational capacity, management and operation of advanced, modern and highly effective on the fields of school management, financial management and sustainable financial mechanisms sustainable, quality management, human resources management, strategic planning and student services.


Component 2: Development of training and scientific research

Develop policies, regulations, procedures and capabilities of academic programs and the work of the school, including: Strategic teaching training programs and scientific research and high technology level of international laboratory equipment, teaching, library and online data sources. vvtheo international standards. Build the relationship, closely linked with industry in research and application of new technologies.


Component 3: Building the campus infrastructure and

Building new facilities, modern design standards of the European universities, in accordance with the conditions of Vietnam consists of 5 areas: science parks; the academic training; sports services ; housing for students; housing for faculty members and infrastructure, landscaping and trees; Capacity for maintenance parts and maintenance of campus facilities management of the school.


Component 4: Manage, monitor and evaluate projects

Support to implement effective projects, disbursement and delivery of projects for use on schedule, content includes: Management and Coordination Project; Monitoring and evaluation project.


OBJECTIVES OF THE PROJECT


Long-term objectives

Construction is VGU research university autonomy in management, finance and quality in higher education system in Vietnam and became a university, a center for training, scientific research leading technology in Vietnam, reaching the regional and international levels. To the period under 2025 - 2030, the school strives to be ranked among the top 200 universities in the world.


The specific objectives
  • Set up and pilot a new model of governance policy framework, financial and quality assurance of university autonomy and high self-responsibility, thus contributing to the formation of a national financial institutions applied research universities under the new model;
  • Provide high-quality human resources to meet the needs of different sectors and areas in society, providing teaching staff for the quality of higher education facilities, as well as talent incubators meet the requirements of national industrialization and modernization of the country;
  • Set up and developed in the framework of a university as a center for research and teaching excellence, creating a dynamic combination between research and teaching through the relationship between universities and the industry in the areas of Science and Technology;
  • To build modern facilities for training and research to meet the international standard scale 12,000 students.


MAIN RESULTS OF THE PROJECT


  • Building facilities and the new campus of the modern university;
  • Building regulations on organization and operation, mechanisms and fiscal policies, and operating the new model, development-oriented research;
  • Faculty, staff of the school management training, training and fully equipped with the capacity and conditions to meet the requirements of the DHXS;
  • Graduates with higher skills and qualifications meet the requirements of human resources for industrialization and modernization of the country;
  • The results and experience gained from the project will contribute to forming a new management mechanism for the higher education system in Vietnam.

Functions and tasks of the PMU

PMU’s main functions

-  Assist MoET to implement sub-component 3.1 (development of campus and infrastructure) and activities of component 4 (project management);

PMU’s main tasks

-  Prepare plans;

-  Implement the project’s activities;

-  Implement procurement activities and management of contracts;

-  Manage finance, assets and disbursement;

-  Implement administrative duties; being responsible for coordination and accountability;

-  Monitor, evaluate and report on the project’s implementation;

-  Implement other tasks as authorized by MoET.

Detailed information about functions, tasks, and responsibilities of PMU are specified in the PMU’s organizational and operational regulation which is issued according to Decision No. 2128 of the Ministry of Education and Training dated May 27, 2010.

1. Duties, responsibilities of PMU’s Management Board and other sections

3.1. Management Board

The Management Board includes Director and Vice Directors who are responsible for:

-  Instructing all PMU’s activities, assuming responsibility to the Minister of Education and Training for the implementation of Sub-component 3.1 and related activities of Component 4;

-  Recruiting staff for PMU in accordance with required qualifications to ensure transparency;

-  Establishing and operating PMU’s office; issuing working regulations, financial management and internal expenditure regulations;

-  Instructing PMU’s sections to prepare work plans, procurement plans, financial and disbursement plans, annual budget plans; submitting plans to MoET for approval;

-  Assigning duties and coordinating activities of PMU’s sections, defining collaboration mechanism among sections;

-  Checking and monitoring the activities of PMU in accordance with the   organizational and operational regulations approved by MoET;

-  Approving periodical and urgent reports for submission to the donor and National Steering Committee for Excellent Universities; preparing other reports when required by MoET;

-  Addressing problems during the operation of the PMU within its authorization.

3.2. Procurement Department

The Procurement Section includes 05 staff: Procurement Assistant, 01 International Procurement Specialist; 03 National Procurement Specialists; and some of short-term consultants (depending on working requirements).

Duties:

-  Chair and cooperate with relevant sections to prepare annual procurement plans to submit to PMU leaders;

-  Implement packages in accordance with the procurement plan approved by MoET and Vietnam and WB’s procurement procedures;

-  Chair and cooperate with relevant sections to develop TORs, Request for Proposals, procurement documents;

-  Chair and cooperate with relevant sections to prepare cost estimations for procurement packages;

-  Chair the organization of tender evaluation, participate in the bid evaluation, select consultants as assigned by PMU leaders and as decided by Client;

-  Carry out procedures to get NOL from the World Bank and approval from MoET for procurement related documents;

-  Chair and cooperate with Finance Section to draft contracts, organize the negotiation and signing of contracts with selected consultants;

-  Hand over the contracted consultant to related sections for their coordination and supervision; collaborate with those sections to manage signed contracts; and revise contracts (if required);

-  Collaborate with Finance Section to make payments for consultants in accordance with signed contracts;

-  Cooperate with Monitoring and Evaluation Specialist to prepare periodical and urgent reports to send to donors, Client and Government’s ODA management agencies;

-  Prepare procurement reports and send them to higher-level management agencies.

3.3. Civil Engineering Department

The Civil Engineering Section includes 05 staff (01 Civil Engineering Assistant and 04 Civil Engineers). One works at PMU office in Hanoi and the remaining 3 staff work at PMU office in the South.

Duties:

-  Chair and cooperate with relevant sections to prepare annual work plans (for civil engineers and equipments) to submit to PMU leaders;

-  Support Procurement Section to prepare annual procurement plans; developing and commenting on TORs, REOIs, RFPs, draft contracts, ect. in the area of civil engineering and equipments;

-  Cooperate with relevant sections to prepare cost estimations for packages in terms of civil engineering and equipments;

-  Participate in the bid evaluation, select consultants as assigned by PMU leaders and as decided by Client;

-  Follow procedures for approval or construction license in accordance with Construction Law and Government’s regulations;

-  Receive the handover of consultants/contractors and contracts from the Procurement Section to coordinate, check, monitor work done by consultants/contractors in the area of civil engineering and equipments;

-  Organize the acceptance of deliverables, confirmation of time schedule, quantity and quality of work done according to signed contracts between PMU and consultants/contractors;

-  Collaborate with Finance Section to make payments for consultants in accordance with signed contracts;

-  Chair and cooperate with relevant sections to hand over construction items and equipments for VGU according to existing regulations;

-  Cooperate with Monitoring and Evaluation Specialist to develop periodical and urgent reports and send them to donors, Client and Government’s ODA management agencies;

-  Prepare civil engineering reports and send them to higher-level management agencies.

3.4. Finance-Accounting Section

The Finance-Accounting Section includes 05 people: 01 Chief Account and 03 Accountants, 01 Cashier; some short-term consultants and contracted staff (depending on work requirements at each stage).

Duties:

-  Chair and cooperate with relevant sections to prepare cost estimations of ODA funds and counterpart funds; prepare cost estimations for activities for PMU operation; prepare annual financial and disbursement plans for PMU leaders’ review;

-  Select, set up and operate financial system according to Government’s financial management regulations; developing internal financial management regulations and expenditures for PMU leaders’ approval;

-  Carry out procedures for withdrawal of ODA fund and counterpart fund from the State budget according to Government and WB’s regulations;

-  Manage accounts and sources of fund  following Government and WB’s regulations, ensuring these sources of fund are used effectively and with right purposes;

-  Develop and comment on TORs, EOIs, RFPs, and prepare cost estimations for procurement packages;

-  Participate in evaluating bidding packages and drafting contracts following specific assignments of PMU’s leaders and decisions of the Client;

-  Cooperating with relevant sections to carry out disbursement procedures for contracts; preparing advancement and payments for consultants/contractors according to the State’s regulations and conditions in the contract;

-  Pay monthly salaries; paying insurance and personal income tax for staff; making payments for the office’s operational costs; paying for workshops/conferences and field trips by staff;

-  Work with the procurement section and relevant sections in accepting, managing and handing over equipments and goods for PMU office, handing over equipments for relevant sections and persons following existing regulations;

-  Work with relevant sections to carry out necessary procedures for handing over completed construction items and purchased equipments for VGU;

-  Chair and work with related sections to carry out asset inventory, prepare PMU’s register of asset management;

-  Purchase materials and tools, stationery, air tickets for PMU’s operation;

-  Cooperate with Monitoring and Evaluation Specialist to prepare urgent and  periodical reports and send them to donors, the Client and Government’s ODA management agencies;

-  Prepare financial & accounting reports, payment reports, etc. and send them to higher level management agencies.

 

3.5. Administration Section

The Administration Section consists of 06 staff: 01 Administrative Staff, 02 Interpreters (1 in the Northern Office and 1 in the South); 02 Drivers (1 in the Northern Office and 1 in the South); 01 Monitoring and Evaluation Specialist and some contracted staff (depending on working requirement at each stage).

Duties:

-  Ensure good working conditions for PMU’s staff, including working offices, electricity and water supply system, communication system, furniture and necessary equipments;

-  Maintain working time following PMU’s working regulations; recording all staff’s timesheets;

-  Receive and send all PMU’s letters and correspondences to right places and in a timely manner;

-  Chair and cooperate with other sections to archive project documents;

-  Be responsible for logistics for workshops/conferences (e.g preparing passport, visa, booking air tickets, hiring cars and meeting halls, booking accommodation, etc.);

-  Be responsible for managing and distributing materials, stationery to PMU’s staff  according to regulated cost norms;

-  Cooperate with the Finance-Accounting Section to do inventory of assets, manage and monitor the use of assets following PMU’s regulations;

-  Coordinate and check the work done by safeguards and cleaners;

-  Act as secretary to PMU’s periodical and internal meetings;

-  Receive guests when they come to work with the PMU;

-   Prepare administrative reports and send to higher management agencies when required;

-  Develop and maintain the project monitoring and evaluation system;

-  Coordinate monitoring and evaluation activities and events; supporting surveys, and researches;

-  Chair and cooperate with professional sections to prepare periodical and urgent reports for sending to donors, the Client and Government’s ODA management agencies;

-   Prepare M&E reports for sending to higher management agencies.

2. Instruction mechanism by PMU’s leaders and cooperation mechanism among professional sections

-  PMU Director manages and coordinates all activities of PMU. He/She takes responsibility to the Minister regarding the project’s implementation progress, results and effectiveness. The Director assigns or authorizes in writing for Vice-Directors who directly manage and organize the implementation of professional tasks;

-  Vice-Directors directly manage and organize the implementation of tasks assigned by Director; reporting to and taking responsibility to Director on the project’s progress, results and quality of work. For tasks relating to many areas, the Vice Director who is mainly responsible for the task will have discussions with the remaining Vice Director who is responsible for the relevant task. If there is any disagreement between the two Vice Directors, the decision will be made by the Director;

-  Heads of sections are responsible for organizing and reminding consultants and staff in their sections to implement specific tasks assigned by Directors and Deputy Directors; reporting to and taking responsibility to Director and Deputy Directors regarding their performance and adherence to regulations;

-  For those consultants and staff who are given tasks by Heads of sections, in case their tasks relate to many other sections, they should actively discuss and cooperate with consultants/staff of the relevant sections. If there is any disagreements among them, the issue should be reported to Heads of sections for further discussions;

-  All suggestions or proposals by individuals or sections are submitted from lower management levels to higher management levels. In case the proposal is not considered by the Head of section, it can be recommended to higher levels.