HANOI UNIVERSITY OF HOME AFFAIRS FACULTY OF OFFICE ADMINISTRATION
GRADUATION THESIS
IMPROVING THE EFFICIENCY OF OFFICE ADMINISTRATION AT THE OFFICE OF THE PEOPLE'S COUNCIL - PEOPLE'S COMMITTEE OF LOC BINH DISTRICT, LANG SON PROVINCE
Graduation thesis: OFFICE MANAGEMENT Supervisor: MSc. NGUYEN DANG VIET Student: NONG THI DUC
Student code, course, class: 1205QTVA013, 2012-2016, QTVP 12A
HANOI - 2016
INDEX
LIST OF ABBREVIATIONS
INTRODUCTION 1
1. Reasons for choosing topic 1
2. History of research on problem 2
3. Research objectives: 3
4. Research task 3
5. Research object and scope 4
6. Research hypothesis 4
7. Research methods 4
8. Expected structure of topic 4
CHAPTER 1. THEORETICAL BASIS FOR IMPROVING THE EFFICIENCY OF OFFICE MANAGEMENT 5
1.1. Theoretical basis of office management 5
1.1.1. Concept of office administration 5
1.1.2. Contents of office administration 5
1.1.3. The role of office administration 6
1.1.4. Factors affecting office management 7
1.2. The need and requirement to improve efficiency in office administration 8
1.2.1. Concept of efficiency and effectiveness in office management 8
1.2.2. The importance of improving the efficiency of office management 9
CHAPTER 2. CURRENT STATUS OF OFFICE ADMINISTRATION WORK AT THE OFFICE OF THE PEOPLE'S COUNCIL AND PEOPLE'S COMMITTEE OF LOC BINH DISTRICT 10
2.1. Organization and operation of the Office of the People's Council and People's Committee of Loc Binh district 10
2.1.1. History of formation 10
2.1.2. Functions, tasks and powers 11
2.1.3. Organizational structure 12
2.2. Current status of organizational structure of the Office of People's Council and People's Committee of Loc Binh district 13
2.2.1. Position, function, task 13
2.2.1.1. Location, function 13
2.2.1.2. Task 15
2.2.2. Organizational structure of Office 17
2.2.3. Human resource organization 18
2.3. Current status of office organization and management 199
2.3.1. Organizing staff and synthesis work 19
2.3.2. Information management organization 21
2.3.3. Organization of construction, program, work plan 22
2.3.4. Organizing the development and implementation of regulations, rules and regulations 25
2.3.5. Organizing and managing document and archive work for agencies 26
2.3.5.1. Organization and staffing of specialized clerical and archival staff 26
2.3.5.2. Develop regulations, rules, and guidelines on documents and archives 27
2.3.5.3. Organizing training and professional training on documents and archives 28
2.3.5.4. Inspection and evaluation of document and archive work 28
2.3.6. Organizing the implementation of document and archive operations 29
2.3.6.1. Document work 29
2.3.6.1.1. Drafting and promulgation of documents 29
2.3.6.1.2. Document management 31
2.3.6.1.3. Prepare and submit records to the agency archive 32
2.3.6.1.4. Management and use of agency and unit seals 32
2.3.6.2. Archives 33
2.3.6.2.1. Document collection and supplement work 33
2.3.6.2.2. Preservation and organization of use of archival documents 35
2.3.7. Organizing conferences and meetings 36
2.3.8. Organizing business trips for leaders 39
2.3.9.Administrative reform work 39
2.3.10. Foreign affairs 41
2.3.11. Citizen reception work 42
2.3.12. Administrative work and logistics services 43
2.3.13. Emulation, reward and discipline work 44
2.3.14. Organization of reception work 45
2.3.15. Organizing scientific working room 46
CHAPTER 3: SOLUTIONS TO IMPROVE THE EFFICIENCY OF OFFICE ADMINISTRATION AT THE OFFICE OF THE PEOPLE'S COUNCIL AND PEOPLE'S COMMITTEE OF LOC BINH DISTRICT 49
3.1. Comments and assessments on the current status of office administration at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province 49
3.1.1. General comments 49
3.1.2. Advantages 49
3.1.3. Disadvantages 51
3.1.4. Cause 52
3.2. Solutions 53
3.2.1. Raising leaders' awareness of office management 53
3.2.2. Perfecting the organizational model of the Office of the People's Council and People's Committee of Loc Binh district 54
3.2.3. Completing the legal basis 55
3.2.4. Solutions for office operations 56
3.2.5. Increase investment in equipment 57
3.2.6. Application of information technology and ISO in document work 58
CONCLUSION 60
LIST OF REFERENCES APPENDIX
LIST OF ABBREVIATIONS
Acronym
Original meaning | |
National Assembly Delegate | Member of Parliament |
People's Committee | People's Committee |
People's Council | People's Council |
Vietnam Fatherland Front | Vietnam Fatherland Front Committee |
ISO TCCL | ISO quality standards |
ISO TCVN | ISO Vietnam Standards |
ANTQ | Homeland security |
CAND | People's Police |
CVP | Chief of Office |
PCVP | Deputy Chief of Office |
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Office 2013 Basic Part 2 - 1
INTRODUCTION
Nowadays, offices are no longer known for their familiar images, but are now known for their modern equipment, open spaces, and layouts that suit the needs and working methods. Regardless of the form, when an office is established, the administrator always cares about the quality and efficiency of the system, processes, and working style to maximize the functions and tasks of the office.
Any agency or business has an office (or administrative office). Agencies have many different departments and each department, each division has office work, so it also needs office management. Every department needs to schedule work, manage information, manage records, plan meetings, conferences, and business trips for leaders. It is also necessary to arrange a scientific and aesthetic workplace. All of these office tasks are performed according to modern standards through the eyes of the administrator.
1. Reason for choosing the topic
In the period of promoting Industrialization - Modernization of the country, it is required to have a strong enough administration, to solve quickly, ensure accuracy and efficiency in many aspects of economic and social life. Especially in the current period of State administrative reform, in which office administration also plays an important role in constantly improving, promoting efficiency and quality in management and operation of each agency and unit.
Office is an indispensable part of the organizational structure of state agencies. Currently, office work is a key task of many agencies and units to preserve and provide complete and timely quality information for the management process.
The establishment of an office is an objective practical requirement of the administrative work of an agency or organization. Therefore, strengthening the organization and
Improving the efficiency of office work must be given special attention. Therefore, improving office work is extremely necessary and needs to be further improved to meet the requirements of the administration in the new development stage of the country.
In fact, office management in some agencies and organizations still has an incorrect perception of the role, functions and tasks of the office, and does not pay due attention to taking care of building the organization, training and fostering office staff, directing work and creating conditions for the office to promote its advisory role to help the leaders of the agency and organization run the work. Moreover, many officials and civil servants do not have a good grasp of office administration, so they are confused and unscientific in performing their functions and tasks. Understanding, mastering and effectively applying office administration will help agencies and organizations ensure continuity, stability, focus and modernity in their public service activities.
In reality, the existence of office work is an objective factor. The office has the function of advising, synthesizing, and assisting in the logistics management of each agency and organization. Building a strong office is a very important factor to help agencies and organizations innovate leadership methods and working styles, improve the quality and effectiveness of leadership work. Therefore, strengthening the organization and reforming office activities of agencies and organizations needs special attention.
Therefore, I chose the topic: "Improving the effectiveness of office administration at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province" to see the importance of office administration in current state administrative agencies.
2. History of research on the problem:
- Domestic research situation:
Currently, research topics on Office are not a new field, there are many authors researching this issue such as:
- Thesis: "Some solutions to contribute to improving the operational efficiency of the People's Council and People's Committee Office of Dam Ha district" by student Le Thi Nga, class QT1001P.
- Internship report: "Improving the efficiency of Office work at the People's Committee of Tan Lap commune, Luc Yen district, Yen Bai province" by student Hoang Quoc Ngoc, class DHLTQTVP1-K1.
- Internship report: "Solutions to improve administrative efficiency at the People's Committee Office of Ngu Hung Commune by student Nguyen Thanh Huong - Hanoi University of Home Affairs.
- Internship report: "Administrative work of the Office of Vinh Tuong District People's Committee" by Student Nguyen Thi Huong - Hanoi University of Home Affairs.
The topics have studied in general terms about the office in the activities of state administrative agencies. However, there has not been any topic that has studied in detail and completely about office management at the Office of the People's Council and People's Committee of Loc Binh district. Therefore, I chose the topic: "Improving the effectiveness of office management at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province".
3. Research objectives:
- Based on systematizing some basic theoretical issues and evaluating the current status of office administration at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province, the thesis proposes solutions to improve the effectiveness of office administration at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province.
4. Research tasks
- Systematize some basic theoretical issues on office management as a basis for studying the current situation and evaluating the results of office management work at the office;
- Survey and evaluate the current situation in implementing office administration work at the Office of the People's Council and People's Committee of Loc Binh district, Lang Son province;