PROJECT MANAGEMENT AND IMPLEMENTATION GUIDELINES
Judicial Initiatives Promotion Fund (EU JIFF)
 
(Used for all partners)
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Applicable from June 2023

TABLE OF CONTENTS
List of abbreviations 3
1.      General introduction and management principles 4
2.      Regulations on monitoring, evaluation and learning (MEL) 10
3.      Regulations on communication and image management 12
4.      Regulations on tumor research and field surveys 20
5.      Regulations and principles in implementation Output 2: legal advice, legal support and defense representation 22
6.      Financial 23
7. Detailed financial guidance for partners 25
Appendix 1: Sample field visit report 41
Appendix 2: Quarterly report sample 43
Appendix 3: Project completion report 45
Appendix 4: Example of a Change Story 47
Appendix 5: Financial plan sample 49
Appendix 6: Financial report form 51
Appendix 7: Sample general financial report 53
Appendix 8: Interviewee consent form 54
Appendix 9: Sample survey activity design 55
Appendix 10: Structure of survey and research report products 58
Appendix 11: some samples of judicial support documents 60
Appendix 12: Instructions on recruitment processes and consulting fees applicable to projects implemented by Oxfam 63
Appendix 13: Funding request 66
Appendix 14: Check candidate/consultant information 67
Appendix 15: Sample Code of Conduct for Oxfam's unofficial employees 68

 

 
 

List of acronyms

 
Financial                                   statements Financial reports
General                         financial statements General financial statements
Project Management Board Project Management Board                         
ID card             Citizen identification card
CQTH                           The agency or organization implementing the project
CV                                Curriculum Vitae
EU JULE Project Project                        "Strengthening Law and Justice in Vietnam"
FIFO                             First in, First out method (First in, last out method)
EU                                European Union
EUR                             Euro (Euro)
HH-DV                          Common goods and services
IT                                  Information Technology (Information Technology)
Financial                                   Planning Plan
KM                               Kilometers
MOU                             Memorandum of Understanding
Official Development Assistance ( ODA )                                  
PAGODA                      Authorization Agreement - Project component supports a number of agencies and ministries such as the Ministry of Justice, Ministry of Public Security, Supreme People's Court, Supreme People's Procuracy, Vietnam Bar Federation, Vietnam Lawyers Association and a number of other relevant ministries, branches, agencies and localities
JIFF Foundation                        Justice Initiatives Facilitation Fund
TCHC                            Social organization
PIT                               personal income tax
TOR                              Terms of Reference
People 's Committee People's Committee                                 
UNC                             Mandatory expenditure
UPS                             Uninterruptible Power Supply
VAT                              Value added tax
VD                               Example
VND                             Vietnam Dong
VPP                             Stationery
 
 

 

1.            Introduction to general management and management principles

1. overview

The Judicial Initiative Promotion Fund (JIFF Fund) is one of two components of the Program "Strengthening Law and Justice in Vietnam," referred to as "EU JULE Program" implemented on the basis of the Agreement Finance No. DCI-ASIE/2014/037-404 was signed between the Government of Vietnam and the European Union on December 2, 2015 and concretized in Decision No. 2218/QD-BTP dated August 18, 2015. 2018 by the Minister of Justice. The EU JULE program has 2 main components, including:

• Component of Justice Initiatives Promotion Fund ( JIFF Fund): Focuses on supporting organizations that are legally established and operate in accordance with Vietnamese law, have appropriate experience and recognized activities . in the field of law to carry out activities supporting access to justice for Vietnamese citizens. This component includes two main areas: Providing funding to organizations through Justice Initiatives and organizing seminars, training, coaching and exchanging experiences to improve the capacity of organizations. sponsoring organization.
• PAGODA component: Focuses on supporting a number of agencies and ministries such as the Ministry of Justice, Ministry of Public Security, Supreme People's Court, Supreme People's Procuracy, Vietnam Bar Federation, Vietnam Bar Association Nam and a number of other relevant ministries, branches, agencies and localities .

The JIFF Fund is managed and operated by Oxfam in Vietnam and PAGODA is managed and operated by the United Nations in Vietnam.

1. EU JULE goal

• Overall goal: Strengthen the rule of law through a more reliable and accessible justice system.
• Specific objective : Increase access to justice for disadvantaged groups, especially women, children, ethnic minorities and the poor.
  1. Key results of EU JULE

Key results that contribute to the implementation of the specific objectives of the EU JULE Program include:

• Result 1 : Increase people's awareness and understanding of rights and how to exercise rights in accordance with the provisions of Vietnamese law ;
• Outcome 2 : Increased access to legal advice, legal support and defense representation for civil and criminal cases ;
• Output 3 : Complete the legal framework and guiding documents on enhancing the ability to exercise rights and access to justice, in accordance with the 2013 Constitution and international treaties to which Vietnam is a member ;
• Output 4 : Strengthen integrity and transparency in the judiciary.

As one of the two components of the EU JULE Program, the JIFF Fund contributes to both the overall goals, specific goals and the 4 results mentioned above of EU JULE. JIFF's specific activities to contribute to the main results of EU JULE include:
(a) Raising legal awareness for vulnerable groups such as women, children, ethnic minorities and the poor (under main result 1) ;
(b) Carry out legal consultancy activities, legal support and defense representation for disadvantaged groups, especially women, children, ethnic minorities and the poor (under the main result 2);
(c) Participate in policy development related to strengthening capacity to exercise rights and access to justice on the basis of research and evaluation (under main result 3);
(d) Information and reports on corruption and violations of law in the judicial sector (under main result 4);
e) Support judicial practice organizations to develop and implement projects to enhance integrity and transparency in the judicial sector (under key result 4).
Initiatives requesting funding from the JIFF Fund must contribute to at least 1 of the 4 EU JULE outcomes. Each call for proposals for funding will focus on one or several priority topics in the justice sector based on practical needs and approved by the Program Steering Committee.

1. Implementation area

Initiatives within the framework of the JIFF Fund must be implemented in 1 or more of the 6 provinces including Hoa Binh, Hanoi, Nghe An, Quang Binh, Ho Chi Minh City and Dong Thap. Expanding operations in other provinces can only be done when approved by the EU JULE Program Steering Committee.

1. Management principles

General principles for JIFF Fund management include:

• Comply with Project Documents, provisions of Vietnamese law and provisions of this Guide;
• Be open, transparent, effective and promote accountability of implementing agencies, organizations and relevant state management agencies;
• Prevent corruption, loss, and waste in capital management and use. Prevent and handle these acts according to the provisions of law and management regulations of EU donors and Oxfam in Vietnam.
  1. Implementation organization

The JIFF Fund is managed and operated by Oxfam in Vietnam with the aim of supporting qualified organizations to carry out a number of specific activities identified in the 4 results above. Specifically, the JIFF Fund will carry out main activities including:

1. Administrative management of grants to eligible organizations;
2. Technical support and monitoring of grants to ensure strict financial and operational management;
3. Provide appropriate support to eligible organizations with an appropriate scope of activities; to ensure diversity and full participation of grantee organizations in carrying out approved activities;
4. Act as secretary of the Sponsorship Review Board;
5. Identify capacity issues and provide technical assistance to strengthen grant implementation capacity for recipient organizations;
6. Coordinate with the Ministry of Justice to promote and strengthen the connection between organizations receiving funding through the JIFF Fund and state institutions.

To effectively carry out the above activities, the JIFF Foundation Secretariat was established including the following positions:

• Leader ;
• Research and Management , Monitoring , Evaluation and Learning (MEL) Expert ;
• Experts in capacity development for partners ;
• Program Management Officer ;
• Program Officer;
• Finance Officer ; _
• Communications and Program Officer ;
• Program Assistant C.

The above officials and experts will accompany the receiving organizations throughout the process from initial information sharing to project implementation and completion. Partners receiving funding from the JIFF Foundation need to communicate regularly by email and/or phone with the Secretariat's project managers when predicting or encountering problems during project implementation. Specific activities of partners are developed and approved each year. Partners who want to adjust activities compared to the approved plan to ensure effective project implementation need to discuss and receive consent and approval in writing/or via email from the Secretariat. before making these changes.

1. Subjects and Initiatives receive funding from the JIFF Foundation

JIFF funding recipients: Organizations receiving funding from The JIFF Fund must meet the following conditions:

1. Are organizations that are legally established and operate according to Vietnamese law, have appropriate experience and activities recognized in the field of law to carry out activities supporting access to justice for Vietnamese citizen ;
2. Are organizations licensed to operate in localities that propose to implement the Initiative, selected by the Funding Review Board and approved by the Steering Committee ;
3. Grant packages can be granted to a single organization or a group of cooperative organizations at the provincial or regional level. In the case of an organizational group If you submit an initiative to apply for funding, you must demonstrate communication and consultation between members and must have a representative member organization with full legal status. named in the Initiative. The organization in that name will take full responsibility in the sponsorship contract .

Initiatives receiving funding from the JIFF Foundation: Initiatives receiving funding from the JIFF Foundation must be proposed by qualified organizations (the grant recipients) and must ensure that they meet the following requirements:

• Beneficiary groups: All JIFF Fund Initiatives should ensure benefits for vulnerable groups. Priority groups include: (a) women, (b) children under 18 years old, (c) ethnic minorities, and/or (d) poor (or near-poor) people. In addition, JIFF also encourages Initiatives to support other beneficiary groups such as people with disabilities, migrant workers, informal workers, etc.
• Location: All Initiatives must be implemented in one or more provinces of the 6 key provinces of JIFF, including: Hoa Binh, Hanoi, Nghe An, Quang Binh, Ho Chi Minh City and Dong Thap.
• Implementation time: Initiatives can be designed to be implemented within 12 months. However, the total funding will not exceed the ceiling prescribed by the JIFF Fund. Organizations that have successfully implemented the Initiative in the previous call can continue to submit proposals to expand the Initiative or submit new Initiatives for subsequent calls.
• Initiative budget: All Initiatives must be developed with a minimum budget of 50,000 Euro and a maximum of 75,000 Euro. The budget must be prepared in Vietnam Dong and converted to Euro at the time of signing the contract to implement the Initiative.

Criteria for evaluating Initiatives
The evaluation criteria for funded Initiatives will be compiled into groups as in the steps below, accordingly, the evaluation and funding selection process will be carried out in step-by-step order. Grant proposals that do not meet the requirements of the previous step will not be included in the evaluation in the following steps.
 
 

Status _	Steps for selecting initiatives	Evaluation criteria	Responsibility for implementation and results
first	Evaluate the eligibility (eligibility) of the Initiatives	The organization submitting the Initiative is licensed to operate in the province where the Initiative will be implemented (based on the Operation License issued by the competent authority or according to the provisions of law). The organization submitting the Initiative is legally established and operating in accordance with Vietnamese law (has a license or operating registration issued by a competent Vietnamese agency). The organization submitting the Initiative must have relevant experience and recognized activities in the legal field for at least 36 months up to the date of submission of the proposal. The organization submitting the Initiative must commit not to violate Vietnamese law during its operation. The content of the Initiative must be consistent with the goals and priority topics of the funding call. The main activities of the Initiative must be carried out in one or more key provinces of EU JULE JIFF, in accordance with the socio-economic situation at the place of implementation. The Initiative budget must be within the project's stipulated budget (EUR 50,000-75,000). An initiative of a group of Organizations (with many parties participating in implementation) must have evidence of consultation between the parties and consensus of the parties on the content of the Initiative.	The JIFF Foundation Secretariat helps the Funding Review Board carry out the evaluation according to this criterion and reports in detail to the Funding Review Board so that the Funding Review Board can decide on the Initiatives selected at this evaluation step. . Initiatives that do not meet one of these criteria will be disqualified.
2	Evaluate the quality of Initiatives	Suitability: The content of the Initiative must be consistent with the Party's policies and the State's laws. The content of the Initiative is consistent with the organization's previous experience. The initiative was implemented at the right time and was feasible. Validity: The initiative has clear goals. Activities are designed logically to achieve set goals. Efficiency: The initiative has optimal results corresponding to the funding source. The Initiative's financial items are reasonably estimated and ensure harmony between components (direct costs for beneficiaries and indirect management costs). Budget expenditures for implementing the Initiative are audited in accordance with Vietnamese law and ensure publicity and transparency. Impact: The initiative has a large number of beneficiaries. The initiative has implications for policy improvement and policy implementation at the national and local levels. The initiative has lessons learned and/or publications that can be shared widely. Sustainability: Ability to sustain results after the Initiative ends. Linkage of the Initiative with the activities of other stakeholders (especially the activities of state management agencies) in the justice system.	Conducted by the Funding Review Board . Proposals are evaluated on 5 criteria, based on a scale of 1-50 (maximum 10 points for each criterion).
3	Evaluate the priority of satisfactory Initiatives	Content The initiative focuses on issues related to women, children and/or ethnic minorities. The proposal is creative. Organizations with social goals and missions or experience in implementing activities supporting access to justice.	Conducted by the Funding Review Board. Initiatives that meet one or more of these criteria will be awarded 4 points.
4	Select Sponsored Initiatives	Select up to 20 funded Proposals in each funding round. The selection of initiatives should take into account the relative balance between key results. Selected Initiatives will be checked to ensure budget compliance with EU and Oxfam norms.	The Initiatives with the highest scores in each region will be selected. The remaining Initiatives will be selected based on total points until funding for the call is exhausted.

1. JIFF Judicial Initiative and Work Plan Approval Process

1. Every year, the JIFF Fund Secretariat (Oxfam in Vietnam) develops draft operational plans and content of funding calls, coordinates with the Project Management Board of the Ministry of Justice, and submits them to the Project Steering Committee for approval. Browser.
2. The JIFF Foundation Secretariat operates and implements approved activities and conducts public invitations to receive proposals for funding initiatives from interested units.
3. Secretariat collects bid documents and sends them to the Funding Review Board for review and selection; At the same time, make a list to send to the Project Management Board of the Ministry of Justice for monitoring.
4. The Funding Review Board evaluates and selects bids based on the Funding Review Criteria approved by the Steering Committee, prepares a list of organizations eligible for selection, and sends it to the JIFF Fund Secretariat. to submit to the Steering Committee for consideration and approval.
5. The Steering Committee reviews and approves the list of organizations eligible to win the bid.
6. The JIFF Fund Secretariat announces the winning bid results and organizes the implementation of projects approved to receive funding.
   1. Evaluate partner capacity and analyze risks before funding

Before the partner implementing the Initiative receives funding, the JIFF Foundation Secretariat will conduct a capacity assessment and risk analysis to better understand the partner, thereby developing a plan to strengthen the partner's capacity. Collaborate and prevent risks during the implementation of the Initiative. To ensure the effectiveness of evaluation activities, the Secretariat and partners need to carry out the following preparatory work:

• The Secretariat will appoint project managers and financial officers to work with partner organizations. The Secretariat's project staff will contact in advance and schedule a meeting with the partner organization to arrange staff to work.
• Partners need to arrange enough participants to participate in this meeting, including at least 1 leader of the organization, 1 coordinator/program manager and/or 1 financial officer.
• Partners need to send documents to the Secretariat's project management staff at least 2 days before the meeting. Documents (if any) include: Charter of operations, organizational structure, processes, policies on recruitment, human resource management, program/project development and management, purchasing and management processes. asset management, regulations on spending and financial management and documents proving projects that the organization has implemented in at least the last 3 years.

During the assessment process, the Secretariat used Oxfam's Project Risk Management Approach (PRISMA) to focus on assessing partner capacity and identifying risks associated with the project. local context.
All of these assessment activities are intended to help both sides better understand their capabilities, management systems and potential risks, thereby serving as a basis for the Secretariat to design support and enhancement activities. capacity for partners, ensuring effective and sustainable project implementation.
 

2.     Monitoring, evaluation and learning (MEL) regulations

To ensure quality and efficiency of the entire JIFF Foundation, the Secretariat has built a comprehensive, simple and easy-to-use monitoring, evaluation and learning (MEL) system. The system will apply Oxfam's standard monitoring and evaluation practices and will be coordinated by a monitoring and evaluation expert from the JIFF Secretariat. Oxfam staff will accompany grantee partners so they can self-monitor their activities from collecting, analyzing and summarizing data, and reporting periodically as required by the JFF Fund. The system also allows the Secretariat and partners to share and learn from results with stakeholders and ensure the application of lessons learned for future activities. The monitoring and evaluation system will ensure that all funding packages for units contribute to the project's goals and results (not just activities and outputs).
Monitoring, evaluation and learning of the JIFF Foundation and its Initiatives are carried out according to the following methods and methods:

Planning	Building a program framework : A logical framework that explains the results, indicators, and targets that the JIFF Foundation wishes to achieve. This document will be finalized, and updated annually, in consultation with the EU, partners and recipient organizations. This document is managed by the JIFF Foundation Secretariat. Annual work plans : List outputs and activities for each year. Partners implementing the Initiatives will also develop their own annual work plans.
Monitor activities/output	Monitoring system : The monitoring system is designed to be simple and integrated using IT, to help organizations access from many different interfaces such as MS Excel or on paper, depending on user skills. organization's computer and networking systems. The JIFF Secretariat will organize training and instructions on how to use the system for partners (see attached instruction document). Field visits/periodic monitoring : Periodic exchange meetings/field visits are conducted by the JIFF Fund Secretariat in coordination with the Project Management Board of the Ministry of Justice to update and monitor results. achieved as well as challenges and solutions for each project. Site visits to each project will be conducted at least once a year. In addition, the Project Steering Committee and the Ministry of Home Affairs can also make unscheduled visits to some projects, if necessary (See sample field visit report in Appendix 1). Quarterly progress report : Presents the results achieved at the set output and activity levels during the quarter. (see quarterly report sample in Appendix 2).
Monitor results	Metric tracking : Impact and outcome indicators in the Project Logical Framework will be monitored with an appropriate frequency of 3 months – annually. End of project report : Presents the results achieved at the target level, the impact set for the year/project and the evidence collected from qualitative monitoring tools on change in the project. people's access to justice services, on the organizational capacity of partners, and the attitudes, behaviors, and functions of state officials such as case studies, group discussions, interviews, and filming . This monitoring information is an important database for independent assessments and project learning evaluation activities (see sample project completion report and change story sample in Appendix 3 & 4).
Evaluate	Mid-term and final independent evaluation : The EU will coordinate with the Ministry of Justice Project Management Board and the JIFF Fund Secretariat to conduct mid-term and final independent evaluation of the entire JULE program in November 2022 and March 2024. The assessment will use quantitative and qualitative monitoring data compiled by grantees and the Secretariat. Funding recipients and the Secretariat will contribute ideas and provide information for the project evaluation process.
Share experiences and learn	Learning sharing activities : Sharing and learning between funded units and other social organizations at the provincial level and participating in national forums on topics related to judicial activities. Thematic research : Thematic research is conducted to provide information for the development of annual plans and the content of calls for proposals to receive funding from the JIFF Foundation. Annual learning sharing event : The Secretariat will organize an annual learning sharing event to evaluate the level of goal achievement, project impact, draw lessons learned, and provide recommendations. Recommend improvements in project strategy and operations.

 

 

3.     Regulations on communication and image management

 3.1. Communications for Sponsored Initiatives
Communication is a mandatory requirement of the JIFF Foundation in particular and EU-funded projects in general. The purpose of communication is to improve the effectiveness and significance of the project and enhance the image of sponsors and stakeholders. Communication activities must be considered part of the Initiative implementation plan. When carrying out communication activities, keep in mind the following points:

• Developing action plans and implementing communication activities must closely follow the implementation of the Initiative's activities.
• Carefully study the EU donor's Communication Guidelines to understand each requirement such as: brand regulations, communication methods, reporting processes .
• Clearly identify communication objects: for example, communication for Sponsors; communication for project activities; related parties .
• activities and forms ensure the following elements: realistic, appropriate to the capacity and knowledge of the target audience, appropriate to the number of people being communicated to, measurable, specific, and resourceful. force, time.

In communicating to raise awareness for people to participate in the Law and Rights Initiative, the following requirements should be noted:

• Accurate, complete, clear, easy to understand, practical;
• Suitable for each subject, level, age, gender, tradition, culture, national identity, religion;
• Do not affect gender equality, honor, dignity, and reputation of domestic violence victims and other family and community members.

 
The JIFF Foundation Secretariat Communications Officer will support partner organizations in building and enhancing their communications capacity to achieve the Initiative's results. Accordingly, the Secretariat will organize communication training, support the development of communication plans and provide technical support during implementation if necessary.
 
3.2. Regulations on logo use
Internal and external communication products of Initiatives receiving funding from the JIFF Foundation must display at least four logos, including: Global Gateway logo, EU flag logo, EU JULE logo, Oxfam logo.
 

1. European Union (EU)

1. Global Gateway (GG) logo

 

White/light background: use original logo
 
 

                                                            Dark background/photo/video: use white logo
 

• Always make sure the GG logo appears prominent, easy to read, does not blend into the background color, and does not shrink or change the ratio.
• The GG logo always appears first and most prominently in every media product

 
 
 

2. EU flag logo:

 
 
White/light background: use original logo
 

Black background/video/photo: white border around the flag, white text
 

• Must have the words Funded by the European Union or Funded by the European Union (written in full)
• Font: Arial ; Do not use italics, underlines or other effects
• Absolutely DO NOT stretch or change the flag's proportions
• In printing, the smallest acceptable size for a flag is 1cm high
• For small sizes, horizontal logos should be used

Specific regulations on using EU images and logos can be found here: http://ec.europa.eu/europeaid/work/visibility/index_en.htm  
 

3. GG + EU logo

 
 
 
 
 
 
 
 
 
 

• The GG and EU logos must always appear together on all media products
  • If the logo is arranged horizontally, the EU logo appears at the back
  • If the logo is arranged vertically, the EU logo appears below
• The vertical length of the flag is always equal to the vertical length of the word "Global Gateway"

 
 

2. Logo of the project "Strengthening law and justice in Vietnam" (EU JULE)

 

On a white/light background: Use original logo
 
 
                                   
On dark background/video/photo/multicolor: Use white logo
 
Use white logo 
                                               
 
                                    When printing in black and white, use a black or white logo
 
Prioritize green and horizontal logos. Use vertical logos when there is not much space, or aesthetically appropriate depending on the situation. Green logo color code: #00aeef. C100 M0 Y0 K0.
 

3. Oxfam organization in Vietnam

The organization's name is: Oxfam or Oxfam in Vietnam (Oxfam in Vietnam).
DO NOT use Oxfam Vietnam; DO NOT use “ OXFAM”
 
 
 

                                    On white/light background: use original logo
 
 
                                   
On dark/colorful backgrounds/photos/videos: use white logo
 
 
 
 
 
                                    When printing in black and white: use black or white logo
 

4. How to arrange logos

 
In all media products:

• four logos need to appear at the same time as the partner organization's logo
• The logos are arranged in a straight line and have similar sizes
• Do not balance the proportions of the logos according to the top and bottom edges, but balance them for harmony and uniformity

 
For example:
 

Or
 
 
 

Name of conference or event
 
Logos can be downloaded from the following source: https://bit.ly/2P0e7EH
 
 
3.3. Sample paragraphs to remember
a. Introducing the JIFF Foundation
“The project […] is funded by the Justice Innovation Fund (JIFF Foundation). The JIFF Fund, managed by Oxfam in Vietnam, is one of two components of the project "Strengthening Law and Justice in Vietnam" (EU JULE) funded by the European Union and the Ministry of Justice is the agency. owner.”
b. About Oxfam:
Use in press releases, TORs, presentations, videos, speeches, other communication tools on social networks, websites, reports, research . Placed right after the introduction to the JIFF Foundation.
“Oxfam is an international alliance, a global movement for a world of equality, free of poverty and injustice. Oxfam International includes 21 member Oxfam organizations working in 87 countries. Oxfam's vision is towards a just and sustainable world. A world where people and the Earth are at the center of the economy. Where women and girls do not face violence and discrimination. Where the climate crisis is under control. And where the governance system has the participation of people and responsible leaders.
Oxfam in Vietnam believes that poverty, injustice and inequality will be reduced when there is interaction between active citizens, responsible governments and the private sector. This is also the foundation for Vietnam's development. Oxfam in Vietnam aims to advocate for a shift from a growth-based development model to a Humane Economy development model, putting people and the Earth above profits.”
 
3.4. Regulations on images (photos, videos)
When taking photos or video reports, the following factors should be kept in mind:

• Dignity : represents a person with a positive and inspiring spirit, limiting negative or pessimistic perspectives. Do not blur or cover the face of the person in the photo.
• Context : Images need to show the context of characters and people in specific situations.
• Equality : Images must not show any form of gender discrimination or discrimination. Prioritize the depiction of women in leadership positions.
• Practicality : Prioritize authentic/everyday moments, limit arrangements.
• Interaction : The character is doing meaningful activities, making eye contact, telling a story, etc
• Image source : Specify image source and caption if any. How to cite source: Full name / Organization (eg: Nguyen Trinh Lan / Oxfam)

 
 
 
 
 
 
 
 
 
 
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

3.5. Responsibility for media products
The European Union and Oxfam in Vietnam are not responsible for the quality or content of media products produced by sponsored partners. Therefore, each product needs to clearly state the following disclaimer:
 
“ This document has been compiled with the financial support of the European Union. The content in this document is the responsibility of [project name/partner], and does not necessarily reflect the views of the European Union and Oxfam in Vietnam.”
 
or
 
“[This film/video/audio recording] was produced with the financial support of the European Union. The content in this film/video/audio is the responsibility of [            project name/partner], and does not necessarily reflect the views of the European Union and Oxfam in Vietnam.”
------------
“This document/video/film was produced with the financial support of the European Union. Its contents are the sole responsibility of [project/partner's name], and do not necessarily reflect the views of the European Union or Oxfam in Vietnam.”
 
 
 
 
 
3.6. Writing style in media products
a. Spell
The language used in reports and media publications is Vietnamese and/or British English, for example 'programme' instead of 'program' and 'organisation' with the letter s, instead of the letter z.
 
b. How to use numbers

• The numbers 'one' to 'nine' are written as letters.
• 10 to 999,999 as digits.

For example: “A crowd turns into a million people.” (not 1 million or 1 million or 1,000,000).

• 'Percent' is written as text, not as a %.
• Money is always written in numbers, not words (except where quoted). Dollar is American currency, so there is no need to write the full $US, unless we use another denomination (for example, $HK or $NZ). Other currencies should be written as dollar equivalents, or at least note the dollar equivalent in brackets.

 
 c. Intonation

• Be simple. If a lot of explanation is needed, break the information down into main ideas and short paragraphs. Avoid jargon (technical words, slang) or complicated terms.
• Don't use exclamation points because it will look too crazy. Avoid using clichés, such as “time will tell” or “read between the lines.”
• We talk about doing, not thinking. Make sure every communication product concludes with a call to action. For example: A future without poverty, we can do it.

 
3.7. Regulations when collecting information
a. Rule:

• Respect the original content, use the author's language as much as possible
• Avoid portraying the character as a victim
• Consider the risks authors may face when sharing information/images with us
• Only publish information/images with the author's consent (Consent)
• Respect the author's feedback/request after publishing information/images
• Avoid giving too much detail about the character's whereabouts (should only say District, Province). With children, do not reveal your identity

b. Informant's consent:

• Only with the consent of the character can we use images, quotes, stories, or any part of that character's narrative.
• If the character is a child, consent from both parents or guardians is required
• Consent can be in writing (consent form) or verbally recorded/recorded:

            “I agree to allow Oxfam to use and share my story and photos.”

• It is necessary to leave contact information so that the character can withdraw consent at any time, and we will have to remove the posted information/images.
• It is necessary to provide sufficient information to the characters about the project, the context, and the reason why they are being interviewed and recorded.

 
 
 
 
 
 
c. Consent form Download form here
 

Pages 1 & 2 : The interviewer/cameraman/photographer needs to read and explain these contents to the informant .
Page 3: Fill in the information and send it to the interviewee/photographer/recorder
Once completed, the Consent Form needs to be scanned and sent to the Comms team: lan.nguyentrinh@oxfam.org
 
3.8. Regulations on Joint Communication Activities between the Secretariat and partners
a.     Generic products
All media products jointly developed by the Secretariat and partner(s) need to be signed and approved by both parties and ensure full compliance with the provisions of Vietnamese law. Signing and approval procedures follow the procedures of Oxfam Organization in Vietnam.
 
b.      Products are the main responsibility of the partner
Products that partners build and are responsible for do not need to be signed or approved by the Secretariat. However, the program/project officer is responsible for ensuring that the content and image of the product does not conflict with the values and goals of the project, the standards of the EU sponsor and Oxfam. To ensure the quality of media products, partner program/project staff need to communicate with the Secretariat's communications department to receive technical assistance.
 
3.9. Working with the press
To be successful in influencing, an important factor is that the issues of the Initiatives are of interest to the press. Collaborating with the press is a good way to enhance the organization's image and communicate the project's message to create a greater impact. The project implementation partner's relationship with the press should be open and with a positive attitude. Information must be true and accurate.
 
To promote Project communication, project implementing organizations can establish relationships with journalists with appropriate expertise, recognized by law, focusing on the main activities of the Project. Brief information for the press needs to be carefully prepared with quality, effective, timely content, ensuring compliance with the project content.
 
3.10. Media crisis
What is crisis communication? 
Communication crises are events that occur beyond an organization's control when there is unfavorable information in the media (including social networks and word of mouth) about the organization or projects, activities the organization is undertaking. This disadvantage threatens the effectiveness and image of the project and reduces the reputation of the project implementing organization, Oxfam in Vietnam, the EU sponsor and the Ministry of Justice. A communication crisis is undesirable, but if it occurs, there needs to be a timely and accurate solution. Media crisis handling is the project implementation unit's efforts to communicate to the public and stakeholders when a media crisis occurs to help minimize negative harm to the organization's reputation. project implementation, by JIFF Foundation and sponsors.

What to do when a crisis occurs?
When you perceive a threat that negatively impacts the reputation and image of the JIFF Foundation, the implementing unit and the sponsor, take the steps in the following order:
·         Immediately notify the JIFF Secretariat.
·         Do not participate in interviews without discussion and consent of the JIFF Secretariat. If approached by the press, please direct the contact to the JIFF Secretariat.
·         In case of being authorized to respond to the press, the unit implementing the Initiative needs to ensure a clear understanding of the journalist's question. If possible, the project implementation unit should ask journalists to submit questions in advance and inform the journalist that the organization will respond to those questions later.
·         The JIFF Secretariat will approve the content and select a spokesperson to respond to the press in case of a media crisis.
 
JIFF Foundation's communication channels  
The JIFF Fund Secretariat will post invitations to submit funding proposals, share official information of JIFF and partners via email and on Oxfam's media channels in Vietnam and related information channels. for relevant content. Oxfam's information channels include:
 
Website: https://vietnam.oxfam.org/
YouTube: http://www.youtube.com/user/oxfaminvietnam   
Flickr: https://www.flickr.com/photos/oxfaminvietnam/sets/ 
Facebook: https://www.facebook.com/oxfaminvietnam
 
Mass media such as newspapers, radio, and TV will be selected for appropriate activities and information.

 

4.     Regulations on tumor research and field surveys

4.1.         Principles in the ethics of research and fieldwork
Six ethical principles when conducting research and surveys include :

1. Maximize benefits to individuals and society while minimizing associated risks and harms ;
2. Respect the rights and dignity of individuals and groups;
3. In any event, participation should be voluntary and properly justified;
4. Conduct with integrity and transparency;
5. Clearly and specifically define obligations and accountabilities;
6. Maintaining the independence of research and surveys; When conflicts of interest are unavoidable, they need to be clarified;

4.2.         Regulations on surveys and research
a . research design

• The decision to conduct research and research design should maximize benefits for participants and be balanced with the interests of the person/organization conducting the research. The benefits must always outweigh the potential risks to the participant.
• The party conducting the research should explain to research participants the purpose and methods used in the research, and how the information collected will be used.
• Research participants have the right to agree or disagree to participate without any influence, and to withdraw from the research at any time.
• When designing, research methods, tools (e.g. field observations, surveys/interview questions , focus group discussions , document reviews and reports ) and training courses enable local researchers to be appropriate and sensitive to the socio -cultural context and promote gender equity.

b . Implement research surveys

• Comply with research ethics when contacting and working with survey subjects, especially principles 01, 02, 03 and 05;
• Clearly define survey and research objectives, conduct a literature review, and build an appropriate analytical framework and research methods. The Initiatives refer to the survey design summary in Appendix 9 when planning the survey.
• The consent of research participants is always required (see Appendix 8 for the survey consent form). Particular caution should be exercised when seeking consent from groups that are particularly vulnerable in terms of social or psychological status.

• If research involves children , research Members need consent from the child 's parent or guardian , preferably in writing . Research information and questions need to be appropriate to the characteristics of participating children (age, cognitive level, language, culture, gender, risk of psychological trauma).

• Ensure preposition analysis during planning and reporting of results;
• There is consent from the surveyed subjects (see Appendix 8 for the survey consent form);
• Respect the confidentiality of research and survey data, in that personally identifiable information is used only by the research team and is not publicly released;
• Encourage expert participation and criticism during the survey and research process.
• After the research ends, participants can contact the organization/individual conducting the research to ask about the research results .

c. Survey and research report products

• The style is scientific, coherent, and has evidence (using standard citation methods, see information in Appendix 10);
• Plagiarism in all forms is strictly prohibited, including plagiarism from other texts and self-plagiarism;
• Apply regulations on images, logo use, and disclaimer in Part 3 regulations for survey and research products;
• Clearly identify the author, copyright and publishing rights for products of the survey and research process;
• Refer to Appendix 10 for suggested templates for survey and research report products.

 

5.     Regulations and principles in implementation Output 2: legal advice, legal support and defense representation

5.1. Regulations on legal advice, legal support and defense representation
 

• Legal advice, legal support and defense representation need to be provided for each specific subject and case related to conflicts, disputes, difficulties in accessing public services, and legal procedures. The state's policy is within the theme of the JIFF Fund's invitation and the specific fields and subjects of the initiative.

 

• It is necessary to build a record management system and save all records for those receiving support , such as records of consulting cases, records of representation (authorization) to resolve disputes outside of litigation, etc.

 
A consulting case file includes the following documents:

• Application for legal aid/legal aid signed or fingerprinted by the subject;
• Documents and evidence related to the legal aid case (if any);
• The legal aid application form clearly states the request for consultation and the contents advised to the subject (oral consultation) or written response to the subject.

 
Refer to Appendix 11 legal support application form.
 
5.2. Principles in legal consulting
 

• Obey the law. When advising customers, absolutely do not suggest or advise customers to violate or disrespect the law.
• Avoid conflicts of interest. Do not advise two clients whose interests contradict each other.
• Keep customer information confidential. Responsible for keeping all customer information confidential until the customer authorizes disclosure or waives that confidentiality.
• Be objective in providing solutions for customers to decide and choose for themselves; Do not impose or intentionally lead.
• Proper manners, attitudes and behavior towards customers.

 

 

6.     Financial management regulations and principles

sixty one. Principles of financial management

Principles of disclosure

• Disclose project information to all relevant parties.
• Encourage and create opportunities for people and stakeholders to participate in the selection and decision-making process related to financial management and spending.

Principle of responsibility

• Clear division of responsibilities: the responsibilities and powers of the parties and those involved in project financial management must be clearly specified in writing, accompanied by an agreement between the parties.
• Establish a cross-checking mechanism: Separate the roles of decision maker, treasurer and accountant.
• Responsible for the quality of activities and financial documents carried out by your organization.

Principles of autonomy and cooperation

• Grantee partners should develop, maintain and comply with their own financial management and control systems.
• The Secretariat's project staff and finance staff will provide guidance and training to partners as needed.
• In case the partner does not have a suitable financial system and procedures, the Secretariat will support and introduce a number of appropriate financial regulations and guidelines for the partner to refer to and build into their own policies. only me.

Principles of using capital economically, effectively and for the right purpose

• The project's financial report must be consistent with the project's progress report.
• There must be a prior agreement between the parties involved on changing the purpose of capital use, accompanied by a specific explanation of the cause of the change.
• All arising transactions must be recorded in books and fully shown on financial reports.
• Financial documents must show the true nature of expenses and payments according to actual occurrence.
• All transactions must be reported in VND (except for transactions conducted outside Vietnam (eg training, seminars...etc) which can be expressed in US Dollars/EUR or foreign currency local).
• Carry out regular or unexpected capital inspection and supervision.

The JIFF Fund Secretariat, Oxfam in Vietnam, the European Union Delegation to Vietnam and the Ministry of Justice have the right to stop spending activities in case partners do not properly and fully implement the responsibilities stated in the contract, the provisions of this Guide and the financial management regulations of Vietnamese law.

6 .2. Of spending limits

The implementation and use of spending norms are applied consistently from the beginning of implementation to the end of the project and uniformly applied to the entire partner organization.
Partners will use financial regulations and partner policies when implementing the project. In case the partner's regulations, procedures, and financial policies do not exist, or exist but are not complete, and spending norms are higher than the EU norms, the EU norms will be the ceiling and maximum level for reference. Please consider and consider using.
Periodically or unexpectedly, the JIFF - Oxfam Fund Secretariat, EU sponsors, or independent auditors will check and sample some project costs. If violated, those costs will be paid.

6 .3. Fraud and corruption

Fraud is defined as “the intentional distortion of financial statements or other records by persons internal or external to an organization to conceal the misappropriation of assets for personal gain. personal benefit.”
Corruption is defined as “the abuse of assigned positions and powers for personal gain.”
Fraud and corruption are a problem for any organization in any country. JIFF Foundation and Oxfam will not tolerate any manifestations/behaviors of dishonesty, related to fraud and corruption.
All members of the JIFF Foundation Secretariat from team leaders, staff, volunteers and partners are required to share this commitment to eliminate fraud and corruption.
Anyone who has any suspicion that fraud has occurred should immediately speak to someone they trust and speak to a Secretariat finance officer about the suspicion, or email the following address: whistleblowing .vietnam@oxfam.org
Fighting fraud is also fighting against misunderstandings and errors. One of the key points to prevent fraud is the principle of division of tasks. This means that no one person has control over the entire procurement, project management, and financial management process.
The staff of partners receiving funding from the JIFF Foundation can combat fraud by following these procedures:

• Ensure that all transactions and payments are carefully recorded and approved.
• Maintain documentation as evidence, explaining decisions made (for example, why this supplier was chosen rather than another).
• Notice any potential conflicts of interest.
• Coordinate with the JIFF/Oxfam Foundation Secretariat and the EU in any investigation.

This not only helps prevent manifestations of fraud in a transparent, clear, and fair manner, but also helps protect employees from false or malicious accusations.
Officials in project management and finance roles need to conduct additional checks and strengthen awareness to combat fraud, with specific suggestions as follows:

• Check that any transactions or payments they sign are within their jurisdiction.
• Check that transactions or payments are within the approved budget and are not different from the budget estimates.
• Check if the quantity and value are reasonable.
• Carry out unexpected/unannounced internal checks.

6 . 4 . Avoid conflicts of interest

All officials of the partner organization participating in the process of purchasing and bidding for goods and services for the organization must not have any relationship with organizations or individuals participating in the process of purchasing goods or services . service . If an officer has any connection with the above organizations or individuals for any reason, he or she will not be allowed to participate in the process of bidding and selecting goods and services. In other words, in cases where a conflict of interest may arise, the project implementation officer and project manager will be replaced to ensure competition and fairness for all parties. Unless otherwise agreed by the EU Sponsor, the JIFF/Oxfam Fund Secretariat, all staff of the partner organization must not provide any information or support to participating organizations or individuals. Bidding to provide goods and services for the Program. All organizations and individuals participating in bidding need to see that they receive the same fair treatment.
Any conflict of interest that arises during the implementation of the contract, the partner must notify the JIFF/Oxfam Fund Secretariat in writing without delay. In case of such conflicts, the JIFF/Oxfam Fund Secretariat, the EC and partners will immediately resolve such conflicts.
 

7 . Detailed financial guidance for partners

Partner organizations need to respect the regulations of Oxfam/EU donors when implementing projects/initiatives receiving funding from the JIFF Fund. The Secretariat/ Oxfam recommends that partner organizations apply their own regulations when implementing projects and activities within the framework of funding from the JIFF Fund.
For transparent project management and implementation, in case the partner does not have internal regulations, or the organization's internal regulations do not meet Oxfam's requirements (as agreed in the risk management plan - PRISMA , or in specific work plans for each organization), this guidance needs to be applied for implementation. At the same time, it is necessary to ensure that the application of this guidance does not conflict with other ongoing projects of the organization.

7 .1. Reasonable and valid costs

Criteria for eligible expenses:

• Is the actual cost incurred that meets the sponsor's requirements . ( See more specific information below);
• A cost that is truly necessary for the project, can be determined, verified and explained.
• Costs incurred are directly related to project activities during project implementation. (Cost commitments related to project activities such as: signing contracts and orders during the project implementation period, but the delivery and receipt time is in the future, beyond the completion stage. project completion, this requirement is not met);

Expenses must be settled before submitting the final report. However, in some cases, costs can be paid after the end of the project such as audit costs, project evaluation costs (because of the nature of those costs that will arise after the end of the activity). project activities) but they need to be listed in the final report and clearly state the content, amount, and expected payment date.

• Costs that have been approved in the project budget, and are necessary in project implementation: In principle, only costs that have been approved in the initial project budget are valid. However, in case of necessity, adding or removing new/old budget lines is also valid in case the proposed budget change is approved. Be cautious and limit modifications to the personnel budget initially approved for the project. In case changes are required, the lead agency should discuss with the Secretariat / Oxfam or / and the EU for approval before implementation;
• Identifiable and verifiable costs,
• Costs must be recorded and kept in the organization's accounting records, with actual documents attached, and must comply with reasonable accounting standards and practices of the project implementation organization (if the organization partner approved by Oxfam to use that organization's regulations to carry out the project's financial activities) and Vietnamese accounting guidelines .

 
Content of reasonable and valid expenses:

§  Costs paid to personnel to implement the project include social security costs and other costs (costs according to the organization's human resources policy and can be proven by documents and regulations). organization's personnel), and the salary costs for personnel implementing this project must not exceed or differ from the salary costs of other employees with similar positions in the organization.

(Documents proving costs paid to project personnel such as: employee name, full-time or part-time, payroll, transfer documents, labor contract, timesheet. Note : It is not possible to divide salaries equally based on the number of projects to justify direct costs, as such calculation would not represent the actual costs incurred.

 For example, a project coordinator who works 20% of the contract needs to demonstrate through timesheets that he actually worked those hours or days on the project. Working time and related costs are closely related. However, this salary payment will not be accepted when the coordinator's working time is divided equally among projects (for example, 5 projects), based on the assumption that the coordinator's working time which is the same for all 5 projects. Because that assumption does not reflect the reality that arises.

§  Travel and per diem expenses for project implementation are in accordance with the financial regulations of the project implementation partner and do not exceed EU regulations.

§  Costs for purchasing machinery, equipment, and stationery to serve project activities (approved in project documents) comply with the procurement process. As for the costs of purchasing machinery and equipment, it is necessary to transfer them to the beneficiaries/project implementation partners when the project ends.

§  Depreciation, asset rental, electricity and water costs...etc

§  Costs of services, goods procurement, and construction for the purpose of project implementation comply with Oxfam's procurement process if the organization's procurement process is not agreed to be applied by Oxfam.

§  Other direct costs to serve the project such as auditing, document translation, production of communication materials, transfer fees... etc.

7 .2. Invalid costs

§  Debts and fees that generate interest.

§  Provision for loss and risks for financial obligations arising in the future. For example, provisions for devaluation of inventory, provisions for losses on exchange rate differences.

§  Costs are covered by another source. For example, a cost that has been paid in project A, continues to be paid in project B.

§  Cost of buying land and house.

§  The equipment is worth over 50 million VND.

§  Loss costs due to exchange rate differences.

§  Credit to third parties except in certain special cases approved by the sponsor for the purpose of the project.

§  VAT expenses (except in cases where the partner organization proves that it has made many efforts but is still unable to refund VAT, and has received an official response from the competent authority - this case needs to be considered and decided by the EU sponsor for each specific case).

§  Salary and allowance costs for state officials, unless specifically stated in the special conditions of the contract and only to the extent related to operating costs that state agency officials will not done if there is no project.

§  Expenses cannot be proven or explained.

§  Other types of unreasonable and valid costs are as in the EU donor's financial guidelines, article 14.9.

seventy three. Project financial reports

- Reporting period: Report quarterly every 3 months.
- Report form: Same as the form provided by the JIFF Foundation.
Project financial reports need to ensure that they meet the following requirements:

• Project financial reports need to be as detailed as the project's approved budget.
• Financial reports need to be consistent and consistent with the partner organization's accounting records and books such as ledgers, account books, transactions... etc.
• The language of the financial report is the project's contracting language (English).
• The currency in the financial statements is EUR. Use the FIFO method to convert from VND to EUR when making reports.
• Financial documents (invoices, purchase requests, quotes, contracts etc.), as a general rule, do not need to be translated into English. However, in case there is a request from the Secretariat or an EU sponsor, some key parts of those documents need to be translated into English to serve inspection and supervision.
• Original invoices, copies, sales contracts, service contracts, etc. DO NOT need to be submitted with the financial report (except for some exceptions such as audit reports, project evaluation reports, etc.). projects and media publications). In some special cases, when requested, the partner organization needs to provide copies of some invoices and documents to verify the validity of expenses.
• Variations exceeding 10% between budget and reported costs (if any), require explanation in the financial statements. Small variations of less than 10% of the budget do not necessarily require justification, but the partner organization submitting the financial report must be able to justify such costs upon request.
• For the final report of the project, in addition to the cost report of the last year of project implementation, the partner needs to present aggregate costs during the entire project implementation process.
• Data in the financial report will be disbursed when the costs incurred in the financial report are unreasonable, valid, incorrect or falsified costs. Oxfam does not accept incorrect expenditures, expenditures that are not economical and do not serve the purpose of the project. Partner organizations are required to immediately return to Oxfam all money due to incorrect spending or improper purposes.

Note: Any outstanding amount above EUR 500 when submitting the final report must be clearly listed in the List of pending payments in the final financial report. This list of pending payments should be provided with the following details: Supplier name, payment content, amount, expected payment date, additional documents (invoice number, contract number). VND) and the reason why payment has not been made.

7 .4. Instructions for payment, cash management and bank deposits

Cash payment requirements

• Minimize cash payments . All payments must be made by check or bank transfer if over 3 million VND. This requirement applies to all types of Program payments, regardless of whether they are spent from office cash funds or spent locally (during staff business trips).
• In exceptional cases, the supplier does not have a bank account or makes emergency payments (such as train tickets, urgent airline tickets, information technology equipment), cash payment is accepted. However, payment needs to be approved in advance by the organization's director.
• In remote areas where bank transactions are limited and partners wishing to use/transact in cash need to notify the Secretariat for approval before doing so.
• Service providers need to clearly state discounts (if any) on the invoice.
• Advance requests must be verified and checked by finance officers before being submitted for approval.
• To pay cash to beneficiaries, it is necessary to prepare a pre-printed statement of the amount (norm), reason for payment, budget code of the activity, name of the activity, time and date of the activity. The beneficiary's information needs full name, home address, phone number/ID card/citizen identification card and signature.

 
 
Cash management requirements

• Cash limit at the fund at all times: In order to prevent risks in cash management, partners need to establish a maximum cash limit to be maintained at the agency fund. The maximum level for cash on hand for an organization receiving funding from the JIFF Fund is VND 35,000,000.
• Cash inventory at the fund must be done at least once a month at the end of the month. The treasury record must be signed and confirmed by the accountant; approved by an authorized person in the organization and kept in the accounting department.
• Unscheduled cash inventory should be performed at least every 3 months by a competent person. The unexpected inventory record must be signed for confirmation and kept at the accounting department.
• Reconciliation of the balance in the cash book with the cash balance in the fund must be done monthly at the end of the month; if there is a difference, it must be clearly explained. The reconciliation record must be signed by the preparer and approved by an authorized person.
• Limit advances for cash activities. In case of force majeure, cash must be advanced to the staff performing the activity, the maximum advance amount must not exceed 35,000,000 VND. The advance refund period after the end of the activity is 7 days.

Requirements for bank deposit management

• The payment authorization order needs to be approved by at least 2 signatures of authorized persons and ensure compliance with mandatory banking procedures.
• The account statement (hard copy) must be obtained at the end of the month and stored in the organization's accounting records.
• Deposit reconciliations must be conducted monthly and must be approved by authorized personnel.
• Financial staff of the Secretariat /Oxfam will periodically check documents/bank deposit data.

7 .5. Transfer funds

Below are the types of documents required to attach with the payment request when making a payment transfer.

• Transfer money to project implementation partners from Oxfam:

1. Partner's financial report (for the previous transfer - applies to the 2nd transfer onwards). Note: the disbursement rate needs to be at least 75% compared to the previous transfer.
2. Detailed budget estimates/Financial plans for the next period.
3. Official letter requesting funding from partners (see instructions, Appendix 13).

• Transfer money from partners to consultants when hiring a consultant (details on page 28)

If paid once

1. Consulting contract (Original)
2. Terms of reference (TOR) approved by the project director
3. Minutes of consultant selection clearly stating the consultant recruitment process and consultant selection criteria
4. Profile of the consultant, qualifications, work experience related to the consulting request
5. Payment request form, financial invoice if it is a company, timesheet of the consultant if it is an individual consultant
6. accreditative
7. Consultant's report, confirmation of completed work
8. Report/product certified by officer in charge

If paid in multiple installments

1. Payment demand letter
2. Copy of consulting contract for previous payment or original contract for final payment or contract liquidation (if any)
3. TOR approved (only needed for first transfer)
4. Consultant's profile (CV is only needed for the first money transfer)
5. Minutes of consultant selection
6. A copy showing completed work (confirmed by the employee in charge)
7. Report/product certified by officer in charge
8. Copies of previous payments are available

Note:

• It is mandatory to have all pages of the contract adjacent to each other.
• It is necessary to print the consultant's report/product and have a signature certifying the quality and completion of the product from the officer in charge. In case the report/product is too long, just print the first 2 pages of the report and have it certified by the officer in charge.

Payment norms for consultants who are officials of organizations will be based on the items/references listed in Appendix 12. Project implementation partners should strictly follow the classification of experts with corresponding maximum payment level.
Some instructions on payment documents for other suppliers (eg: Information technology equipment, document printing, etc.). Note that costs need to be associated with each specific activity. Therefore, on payment documents, it is necessary to clearly write the activity code and budget code. When finalizing costs, it is necessary to write clearly the approved budget, the actual budget and explain the reason for overspending, or overspending, if any.

1. Payment demand letter
2. Original contract
3. Liquidation
4. Finance bill
5. Product handover minutes
6. Quotations and general analysis of quotations (see section 6.6 - Procurement norms)
7. Procurement request form (see details in section 6.6 - Procurement norms)
8. Printed products need to be attached with payment documents. In case the documents are too many and too thick, it is necessary to attach the first and last pages of the document, and also need to save a soft copy to support payment, review and inspection later. Multi-page documents distributed to beneficiaries/delegates attending meetings and seminars must have a signature confirming receipt of the document.

Workshop, training or event
The workshop will be organized based on appropriate cost norms and procedures according to procurement norms in section 6.2. To ensure the savings and effectiveness of the Program, organizations are encouraged to organize training and seminars at hotels at the highest level of 3 stars or equivalent. However, for important events (for example, national or international events with a large number of delegates) that 3-star hotels cannot accommodate, organizations need to obtain support. Approval from the Secretariat/EU before organizing the event at a hotel over 3 stars.

1. Payment demand letter
2. Signed service contract agreement (hotel, car rental company, etc.)
3. Detailed budget estimates
4. Quote and synthesize quotes to select suppliers for activities
5. List of attendees, with specific contact information (name, address, phone number, ID card number (if any) with participant signatures for each session. For example: morning and afternoon of each conference day
6. Calculation sheet and signature to receive support for per diem expenses and travel expenses (if any) for conference participants eligible to receive support. This spreadsheet and signature to receive money also needs to ensure that there is specific contact information of the recipient of the subsidy (name, address, phone number, ID card number if any).
7. Car rental costs if any: quote, quote selection, contract, financial invoice, contract liquidation, payment transfer, vehicle log with confirmation from user and driver
8. Accommodation payment costs: in addition to the necessary documents (as above), a list signed by participants, clearly stating arrival and departure times, and confirmed by the hotel is required.
9. Confirmation of services used with confirmation from the hotel and project (contract liquidation). Hotel financial invoice. Note, do not pay any additional expenses other than the room fee such as extra meals, laundry, telephone, or other services.
10. Invoices related to stationery clearly state the quantity and unit price of each type of stationery serving project activities. Note that the number of VPP purchases needs to be consistent with the number of delegates attending as planned, without over-buying. In case you have not used it all, you can bring it over to use for future seminars and trainings. The specific quantity brought over will be clearly stated in the payment document.
11. The document photocopy invoice must clearly state the type of photocopy document, how many pages, and the specific amount. Attendees must register their names and sign to receive the activity's document receipt list.
12. Summary table of approved budget estimates and actual expenditures, with detailed and specific explanations for differences.
13. Approved workshop agenda, plan and meeting minutes (if any) etc

Note :

• Finalize costs based on actual number of attendees.
• In principle, meals are provided during seminars, conferences, and trainings. The amount of per diem support funding for those meals will be deducted accordingly.
• To avoid having to sign multiple times with different lists, the Conference Delegates List can incorporate additional payment information such as travel support, per diem allowances, and receipt of conference documents. Thao/ VPP etc.
• Note, in case of renting a hall in a commune or village. In addition to the receipt at the workshop location, confirmation from the People's Committee of the commune or village is required.
• In case of organizing outsourced cooking in a village or commune, it is necessary to have: (i) a list of dishes (menu), (ii) a receipt for the total amount with confirmation from the cook and the staff performing the activity (receipt). This receipt requires detailed information from the cook), (iii) number of students/lunch delegates attending the activity.
• It is necessary to refer to the Regulations on hotel ratings of the Vietnam National Administration of Tourism and the reasonableness of prices when considering the star level of hotels.

 Project supervision costs
In case the partner agency has project supervision activities, the documents (at least) required to pay project supervision costs are as follows:

• Travel papers
• Plan to work with local partners
• Supervision report

Payment of travel expenses: Car rental contract (if any) has approved the selection of a suitable garage, public transport tickets, financial invoice, boarding pass/train, travel support cost norms specific and reasonable.

7.6. Regulations on shopping

Principles applicable to procurement regulations include:

• The regulations apply when performing all activities of purchasing goods and services, including outsourcing consulting services.
• Project implementation partners are allowed to use their own procurement and bidding regulations in case those regulations are stricter than Oxfam's regulations. The partner's procurement regulations must be prepared according to international procurement practices. In case a partner does not have its own procurement regulations, the partner can use Oxfam's procurement regulations to purchase goods and services.
• Ordinary goods and services (referred to as HH-DV) are goods and services that are frequently used during project implementation such as stationery (paper, pens, briefcases, ink). .vv); Cheap, perishable items (valued <200,000 VND and have a useful life of less than 1 year; office equipment and tools (desks, chairs, cabinets, laptops, safes, UPS, computers, printers, etc.) photos, etc. and other services such as printing, transportation rental, machinery and equipment rental - conference halls, etc.) and consulting services for outsourced personnel.
• Depending on the procurement limit, project implementation partners need to select service providers by obtaining quotes, or publicly posting job postings on appropriate mass media. Note that among the recruitment channels, there must be at least one channel outside the project implementation organization.

The norms and procurement requirements and documents below apply to partners that do not have their own regulations or that the partner's own regulations are incomplete, unclear and not accepted by Oxfam.
 

Transaction value (million VND)	Purchase request form	Quotes requested	Contact person	Minimum documents with payment	Approver
Up to 2 million VND	Have	Are not	Administrative staff or staff/ logistics or IT	Payment request _ _ Invoice/receipt Minutes of handover of goods and services	Project director/or authorized person approves
Over 2 million - 5 million VND	Have	first	Administrative staff or staff/ logistics or IT	1. Request payment with reason for supplier selection Invoice/receipt Minutes of handover of goods and services
Over 5 million – 13 million VND	Have	2	In charge of administration/logistics or IT	Payment request Proposal/Procurement proposal approved Quotes and analysis of quote options Contract, contract liquidation, UNC Bill Minutes of delivery of goods or confirmation of completed services
Over 13 million – 25 million VND	Have	3	In charge of administration/logistics or IT	Payment request Proposal/Procurement proposal approved Quotes and analysis of quote options Contract, contract liquidation, UNC Bill Minutes of delivery of goods or confirmation of completed services
Over 25 million - 200 million	Have	At least 4 quotes	In charge of administration/logistics or IT	As above
> 2 00 million VND	Have	Bidding (national or international level depending on requirements)	In charge of administration/logistics or IT	As above + invitation to bid/summary of bidding package/record of evaluation of bidding results

 
 
Depending on the value of the item or service, partners must present varying levels of documentation showing that they have tried to get the best price and quality. If the required number of quotes is not obtained, there must be a record stating the reason why (for example, lack of supplier for that item...). It is necessary to note an explanation in the supplier selection documents if the selected quote is not the cheapest quote (eg: other factors such as quality, delivery date, after-sales service can be considered. .. if it is considered more important than price).
Price negotiations need to be documented and organizations need to record this negotiation (it can be recorded on the quote or shown in the quote analysis). This helps recognize the organization's efforts in negotiating prices to improve savings and efficiency in using donor capital.
Quotes and supplier selection notes should be archived for future reference. Donor audits or by the Secretariat/Oxfam will request access to these documents to determine efficiency and savings in the expenditure of funding. When purchasing an item from an individual, the name, address and price provided by that individual must also be stored as above.
 
Norms and requirements for consultant selection apply to partners that do not have their own regulations, or partners that need to apply Oxfam's regulations.

Transaction value (million VND)	Quotation requirements/job posting process	Contact person	Documents accompanying payment	Approver
Up to 5 million	Propose/explain consultant selection	Project officer/project assistant	1.Job request/reference approved/agreed 2. Consultant's profile/CV 3 . Reasons for choosing consulting 4. The consultant's products are approved/agreed by the person with authority/responsibility for approval. 5. Consulting timesheet 6. Sign regulations on behavioral standards - appendix 10 7. Payment request/request, UNC/receipt	Project director/or authorized person approves
From over 5 to 25 million	Check prices directly and have at least 2 consulting documents.	Project officer/project assistant	1. Consultant recruitment request, job request/reference board approved 2. CVs of consultants 3. Consultant recommendations and analysis of consultant selection 4. Contract and contract liquidation 5. Payment request, UNC, financial invoice (if a company), and timesheet (if an individual consultant) 6.Consultant's products and assessment of the quality of the consultant's work/products by the person with authority/responsibility for approval. 7. Sign regulations on behavioral standards - appendix 10	Project director or authorized person approves
Over 25 million to 200 million	-) Post the job for 2 weeks on the project implementation agency's website, ngoresource center website, or Linkin in the newspaper, or email. -) Need at least 3 consulting documents. -) In case the first time you apply for a job, there are not enough 3 applications submitted. Additional 2nd job posting. After 2 job postings, there are no candidates, or the candidates are not qualified. The partner Project Management Board prepares an explanation for selecting consultants. -) In all cases, with consulting contracts worth over 50 million VND. The Project Management Board sent an email to Oxfam to discuss before proceeding with the next steps. Oxfam staff response time is within 3 working days from the date of receiving information from the partner Project Management Board.	Project officer/ project assistant/ financial officer	1. The consultation request in the Terms of Reference (TOR) is approved 2. Consultant recommendations and analysis of consultant selection 3. CVs of consultants 4. Contract and contract liquidation 5. Payment requests, financial invoices, and timesheets 6. Consulting products and evaluating the quality of the consultant's work 7. Sign regulations on behavioral standards - appendix 17
> 2 00 million VND	Bidding (national or international level depending on requirements)	Project officer/ project assistant/ financial officer	As above + invitation to bid/summary of bidding package/record of evaluation of bidding results

 
In case of hiring a consultant, the implementing partner prepares the Terms of Reference (including objectives, requirements and content of the work) to ensure clear management of work quality. In some cases, implementing partners may consult with the JIFF Foundation Secretariat about the TOR before posting a job.
Before signing the contract, the partner Project Management Board needs to check the candidate/consultant information (check reference) through discussion with the organization/agency where the consultant has worked as a consultant to ensure the quality of work and consultation. Ethical ways of consulting. The candidate information check form is attached in Appendix 14.
In case the amount for the consulting work package is over 30 million VND, after receiving the documents, the consultant selection committee can interview consultants to find a suitable consulting group/individual to carry out the project. show work. The results of this consultant selection need to be discussed with Oxfam program staff before signing the contract.
In all cases, records of procurement of goods and services need to be stored as a basis for payment and settlement with the Secretariat / Oxfam and EU donors.
Officials working at state management agencies, when participating in project activities, are part of the Vietnamese government's contribution to the project. Therefore, their consulting fees paid into the project are not valid and reasonable expenses. In some mandatory cases, without the participation of those officers, the activity cannot take place. Therefore, the Project Management Board is required to hire salaried staff from the state budget to carry out activities. In addition to posting jobs according to the recruitment process above, the Project Management Board needs to ensure that there is a confirmation of participation from the agency. in charge of that state official.
Note: For the cost of renting hotel rooms for officials on short-term business trips with few people, there is no need to follow the procurement process, but must comply with the organization's spending norms for accommodation costs. / or according to EU/ Oxfam norms if the organization does not have its own spending norms. However, if the cost of renting a hotel room is included in the hotel rental package to hold a conference, it is necessary to comply with the procurement regulations for the entire package.
Financial processes and financial documents apply to partners who combine implementation activities with co-implementing units:
Case 1: Oxfam's partner unit does not need to complete consulting recruitment procedures:

• Applicable to partner units that combine implementation of activities with co-implementing units. Specifically: In the approved project proposal, clearly state the roles, tasks, and necessity of the project co-implementing units (sub-grantees) and evaluate in detail the effectiveness, competitiveness, and suitability of the project. Compatible with units with similar functions. The selection of a co-implementation unit must ensure the principles of equality, competition, transparency, non-discrimination, and no conflict of interests. Based on the above results, during the implementation of the activity, Oxfam's partner units will not need to post jobs according to the procurement process. In case the Oxfam partner unit does not meet the above criteria or cannot demonstrate the application of the above principles, the costs incurred will not be considered reasonable and valid.
• Applicable costs and documents: depending on the design of the project, costs and documents for the expenses of the co-implementing unit include but are not limited to:

+ Memorandum of understanding (between two organizations implementing the project. The agreement clearly states the needs, functions, tasks of each party, time, and support budget (if any).
+ Personnel costs and wages: documents are job assignment contracts that clearly show fees, implementation time, and specific work content. The fee can be determined on the basis of the organization's labor contract divided by the number of working days in the month, multiplied by the number of days/time spent working on the project and/or does not exceed EU spending norms. and ensure the total working time does not exceed 100% in a month and there is no overlap in the performance of tasks .
+ Invoices and other financial documents: Valid financial invoices and sets of documents proving actual expenses incurred.
 
Note: 1) Name on invoice: is the name of the organization performing the activity
 
Case 2: Oxfam's partner unit needs to carry out consulting recruitment procedures and comply with the procurement process in Article 7.6 in the following cases:

• Applicable in cases where Oxfam's partner unit names the project co-implementing unit (sub-grantees) in the approved project proposal, but does not clearly state specific roles, functions, tasks, or prefer objectivity such as equality, competition, non-discrimination, no conflict of interests, based on a transparent process in the process of selecting implementing units.
• Or, The partner unit with Oxfam names the project co-implementing unit (sub-grantees) in the project proposal and approved project budget, but does not clearly state information about roles, functions, tasks, etc. in selection process.
• Or, the partner unit with Oxfam mentioned the project co-implementing unit (sub-grantee) in the budget but was not mentioned/identified in the project proposal.

7.7. Use the organization's staff as project implementation consultants

Partners refer to instructions for hiring external experts or internal members of the organization in Appendix 12 of this guide.
Members participating in project activities (for example, regular meetings, training and learning exchange events) are considered voluntary activities, so they are not compensated for consulting.
Note: In case an organization regularly uses staff within its organization to perform consulting/logistics work, the organization needs to develop a short list of staff who regularly work, explain the reasons and sent to the Secretariat for consideration. After this list has been approved, the organization can directly sign contracts with officials to perform the required work. In cases of hiring consultants, experts - people with professional experience that are not available on the market and are difficult to recruit - without going through job postings, the norms in Appendix 12, section 3.4: Guidance - support staff will apply. . Partners can see more details in the guidance and support staff section in the EU Costnorm 2022 regulations, the most updated version.
In addition to the above cases, organizations need to absolutely comply with the consulting hiring process as prescribed. Oxfam has the right to pay all costs related to non-compliance with the consultant hiring process without further discussion.

7.8. Business travel expenses

Per diem expenses are paid for participating in training, seminars, conferences, and monitoring trips that require an overnight stay in an area other than the place of residence to carry out activities according to the signed sponsorship contract.
These are the maximum norms applied during project implementation. Organizations with their own regulations will apply their own norms but must not exceed these norms or EU norms and apply consistently. For partner organizations that do not have separate per diem norms, this norm applies. This principle will be applied to other types of project norms such as room norms, travel norms, etc.
Per diem includes:
Daily allowance to support meals in the form of a compact package based on working time from departure date to return date including travel time. Note, travel time and timing must be arranged in the most reasonable and economical way possible. Business travel must be approved by the Director of the unit or program manager receiving the grant before implementation. Business travelers need to fill out travel documents and estimate expenses (per diem, vehicle expenses and other expenses).
The travel document is used during a business trip and requires the signature and stamp of the organization or hotel/guest house where you work or stay.
When the business trip is completed, the business traveler must submit a request for finalization of business expenses and finalization of the advance payment for the business trip.
The travel document form and request for settlement of business expenses are filled in with detailed information about dates and times of departure and arrival as well as places of departure and arrival.
Documents required for business travel payment
Per diem expenses, accommodation expenses and travel expenses are paid on the basis of approval of the following documents:

• Work order / Travel document with confirmation of departure and destination.
• Agenda or business trip report.
• Request finalization of working costs . _ _
• List of per diem fees.
• Accommodation invoice clearly states the number of days, amount, and room number. Invoices and documents for travel expenses, airline ticket stubs, train tickets, and taxis. Vehicle log with identification of passenger and driver (applicable to car rental cases for business trips).
• Travel emergency list ( for cases of using personal vehicles) .
• Other documents, if any, support payment.

#	Place to work	Breakfast	Lunch	Dinner	total
first	District, town, commune	USD3	USD8	USD8	USD19
2	Other cities/provinces	USD3	USD8	USD8	USD19
3	Inner city districts. Hanoi and Ho Chi Minh, Hai Phong, Can Tho & Da Nang	USD3	USD9	USD9	USD21

This is the reference maximum per diem norm for partner organizations that do not have per diem norms.

• Per diem fees are only applied to overnight business trips or day trips to other provinces .
• Per diem includes drinks when on business trips .
• Breakfast is only paid when traveling on business before 8am and is not included in the hotel room rental.
• Lunch is only paid when going on a business trip before 12 noon or arriving after 1 pm or when seminars and meetings do not hold lunch .
• a business trip, dinner is paid in case you return home after 6 p.m.
• Laundry fees are paid if the business trip is for 5 nights or more.

Room rental costs
Accommodation costs during the working period are paid based on the number of nights spent in areas other than the place of residence. Maximum room cost norms are applied according to the table below:
Room norms

#	Place to work	Norms (USD/person/room)
first	Inner city districts. Hanoi and City. Ho Chi Minh, Hai Phong, Can Tho and Da Nang	USD45
2	Other cities/provinces	USD35
3	District, town, commune	USD27

This is the reference maximum room rate for partner organizations that do not have a room rate.
The following principles should be followed:

• Accommodation should be arranged at the same hotel where the event is held to create favorable conditions for participating delegates. In some exceptional cases (if the explanation is reasonable), accommodation for delegates can be arranged at another hotel, provided that the hotel is closest to the event venue;
• The room cost norms mentioned above are the maximum norms for one room per person. In case of sharing a room, the actual cost for a double room may be higher than the norm mentioned above but not more than 30% of the norm for a single room;
• Request a Financial Invoice When paying for used rooms , the financial invoice must clearly state the number of vacation days and the amount of each room type ;
• Encourage the use of shared rooms to save costs;
• In case of a large group, confirmation from the hotel and the participants' use of the bedroom is an important document that must be attached when making payment.

Note: All norms for per diem and room rental costs are calculated in US dollars (USD), but will be converted into equivalent Vietnamese Dong at the time of actual occurrence (applicable). Exchange rate according to Oxfam's Inforeuro exchange rate channel: https://commission.europa.eu/funding-tenders/procedures-guidelines-tenders/information-contractors-and-beneficiaries/exchange-rate-inforeuro_en )
Travel expenses
Travel expenses are paid for participants participating in project activities that require long-distance travel, such as traveling from district to province or from one city to another, etc. Travel costs of any activity are accounted for in the correct budget line of that activity.
Travel expenses include payments in the following cases:

1. Travel from office to airport, train/bus station and vice versa

(ii) Round-trip airfare, train/bus ticket to the requested work place and return
(iii) Rent transportation during the business trip: from hotel/guesthouse to workplace and from airport, train station/bus to hotel/guesthouse and vice versa
(iv) Travel costs for beneficiaries to attend project activities
Individuals can request an advance payment before going on business trips. Advance requests must be approved prior to travel.
Travel expenses require a valid invoice or the price listed on the public transportation ticket.
Airplane/train/bus tickets, boarding passes and receipts are required for payment.
The following principles apply to travel expenses:

• For traveling by plane, road, or waterway, it is necessary to use economy class transportation. Financial invoices are required for expenses of 200,000 VND or more; and ticket receipts for expenses less than 200,000 VND. Ticket stubs and clear travel schedules are required when making payment.
• The travel cost support norm will apply with the condition that the total number of kilometers traveled is 5km/one way or more, for cases of moving from one village to another, from village to commune center, from commune to district. , from district to province, from one province to another and vice versa. If partner officials and beneficiaries go to work every day at the agency where the workshop is held, or the village or commune where the workshop is held, they will NOT receive travel expense support.
• In case of using personal vehicles or passenger motorbikes (motorbike taxis) for project purposes, the standard payment per kilometer is 2,000 - 3,000 - 4,000 VND/km depending on the scale. internal regulations of each partner agency. Travel by personal vehicle and motorbike taxi along with travel allowances need to be approved before the trip, travel distance needs to be calculated according to the shortest route and most suitable vehicle type.
• Encourage taking public transportation, or renting a shared car to travel if the travel distance is over 30km/one way or more and more than 3 officials/beneficiaries need to travel.
• When using/renting public transportation such as buses, trains, costs will be paid based on the actual invoice.
• When a unit's vehicle/vehicle is mobilized for use, that unit's fuel and oil norms will be applied as the basis for payment along with a valid fuel invoice.
• In case the training or seminar takes place for many days, the Project only supports travel expenses for 1 trip and return (2 ways).
• The list of standard distances from/to provinces, districts, and communes issued by the State (refer to the link www.vietbando.com.vn ) is applied to calculate the number of kilometers for paying school travel expenses. Use personal vehicle or motorbike taxi.

 

7.9. Asset Management

Assets procured from JIFF Foundation grants are considered program assets, not those of the individual or organization. These assets must be used for program purposes. The partner organization needs to open a book to track assets and manage assets according to accounting practices. Purchased assets need to be numbered for tracking and the EU sponsor logo placed on the account.
 

7.10. Tax regulations

Personal income tax (PIT)
Coordinating organizations must comply with all tax regulations of Vietnamese law.
Personal income tax arises from the income of employees and consultants working for project activities. All payments of 2,000,000 VND or more must have personal income tax deducted.
All salaries, benefits and consulting fees must include taxes and duties payable in accordance with Vietnamese laws and regulations. The partner organization is responsible for automatically deducting any tax payable from the salaries and consulting fees of employees and consultants, and remitting it to the tax authorities in accordance with relevant laws and regulations.
Salaries and allowances will be paid directly to the contract recipient and may not be used for any organizational purposes. The Secretariat will periodically check personal income tax payment receipts and annual personal income tax settlement tables to ensure organizations comply with personal income tax regulations.
Value Added Tax (VAT)
According to the EU sponsor, domestically purchased goods and services serving projects under the JIFF program are ODA projects and are exempt from VAT. VAT paid on these goods and services will be refunded according to the procedures established by the Ministry of Finance. Partners are required to make tax refunds with the Ministry of Finance, General Department of Taxation or relevant authorities. The EU sponsor will not pay VAT-related amounts and considers this an unreasonable and valid cost of the project.
Therefore, when making financial reports, accountants of partner organizations account VAT costs in a separate line from project costs to track and separate payment sources. These VAT costs will not be settled in the report and the partner organization will pay this tax itself.
 

7.11. Process for transferring money from the Secretariat/ Oxfam to organizations

Disbursement to partner organizations will be made based on project implementation progress and actual project spending needs as well as the contract signed between the Secretariat / Oxfam and project implementation partners. . Partners need to send the following soft copy to Oxfam:

• Financial reports for the newly implemented period
• Progress reports
• Financial plan for the next stage
• Official letter requesting funding

Once the money transfer procedure has been completed from Oxfam, the Secretariat staff will send a money transfer notice to the partner organization so that the partner organization can confirm the actual amount received and send it back to Oxfam.
Money is transferred to the partner's registered account when signing the contract.

7.12. Internal audit and independent audit

The JIFF - Oxfam Fund Secretariat reserves the right to inspect and audit documents and financial reports of project implementation partners. At the same time, the JIFF Fund Secretariat has hired an independent auditing/accounting company to support the accounting work of project implementation partners. The Secretariat requests project implementation organizations to coordinate closely with the finance department of the JIFF - Oxfam Fund Secretariat and independent auditing/accounting companies during project implementation.

7.13. Archiving of records and accounting documents

Partner organizations store records and accounting documents for at least 10 years from the end of the project. Accounting books and documents need to ensure compliance with the financial accounting regulations of the Vietnamese state.

7.14. Financial plan and report templates:

Financial planning (KHTC)
The financial plan is considered a document requesting money transfer and is a basis for Oxfam to make money transfers. The financial plan is prepared every 6 months, which provides a detailed cost estimate for each budget line for the next period, estimates the remaining unused funds of this period and the amount of the budget. remaining unused and the amount of funding proposed to be transferred to the next stage. For details, see Appendix 5 .
Financial statements (BTC)
This report aims to summarize the actual spending situation during a fiscal year for each budget line compared to the accumulated funding amount up to the reporting period. The reporting period must be clearly stated. For details, see Appendix 6.
General financial statements (FINANCIAL STATEMENTS)
This report aims to provide general information on the situation of receiving and using capital resources. For details, see Appendix 7.
 

Appendix 1: Sample field visit report

 

 
 
 
 
 
 
 
 

WORK MINUTES
(During the monitoring trip on the progress of project implementation "project name" between ( name of partner ) - project owner and JIFF - Oxfam Monitoring Team) Today, day ……………month …………year …..
At Office ………………., address ………………………… and on-site at ……………..
 

1. Participants:
   • JIFF – Oxfam delegation:   

• Partner:

 

2. Work content of the supervision trip: ( state the content and detailed work schedule )

 

3. Findings during the monitoring trip:

About technique and expertise:

• Project implementation progress: ( level of completion of planned goals, indicators, outputs and activities):

1. Activity 1:
2. Activity 2:

Achieved index:

• Indicator 1: Number of people whose awareness has been raised
• Index 2: number of people receiving legal advice, legal support and defense representation

+ Number of people receiving legal advice and initial legal support (men and women):
+ Number of disputes resolved or mediated (outside of litigation)
+ The number of cases representing vulnerable people in court is equal

• Indicator 3: Number of changes in laws and regulations

 

• Main output products : (related to research, training, communication, legal advice records, policy comments, legal documents, etc.)

 

• Quality of implementation of project activities : (effectiveness, subjects, methods, coordination with relevant parties (lawyers/government/local service providers))
• Advantages, difficulties and solutions during project implementation : (state the advantages, difficulties, challenges and solutions, necessary professional and project management support)

About financial management:

• Accounting books:

• ...

• Project spending:

• ...

• Rationality and validity of documents:

• …..

• Other problems:

• .

4. Conclusion of the JIFF - Oxfam monitoring team:

About technique and expertise:
Note the results related to:

• Media products can contribute to the JIFF Foundation
• Contribute initiatives/lessons learned to activities connecting organizations in JIFF
• Contribute to general policy advocacy activities within JIFF
• Need for professional support from the JIFF Foundation Secretariat

 
About financial management:

5. Recommendations of the JIFF - Oxfam delegation:

• Technical issues:
• About financial management:

 

6. Partner comments:

 
This minutes is made into 02 copies, each party keeps one copy.
…………………, date …. year …….

On behalf of the JIFF Foundation
……………………………………. Jiff program management	……………………….      JIFF Fund Accounting
On behalf of [unit name]
……………………………….. Director [unit name]	……………………………………. Accounting [unit name]

 

 

Appendix 2: Quarterly report sample

 
 
 
 
 
 

Sponsored partners need to complete quarterly progress reports with the following basic contents:
 

Name of the initiative
Implementation partner
Agency
Start day
End date

 

The goals and main activities of the Initiative have been approved by the Steering Committee (using the same goals and words in the approved proposal)
Implementation status of the Initiative as of the reporting period (List in detail the main activities carried out during the quarter)
According to the approved quarterly plan		According to actual implementation up to the reporting date
Progress achieved compared to the whole project plan
Level of achievement of project-wide indicators:		Plan		Achieved (cumulative number)	% compared to plan (accumulated number)
Index 1. Raising people's awareness
Index 2. PL consulting, PL support and repair representative
Indicator 3. Changes in laws and regulations
Indicator 4. Research reports and articles
List the main completed products[1]
Product's name	Attach files		Notes (if any)

 

Evaluate the level of completion compared to the set goals
Detail goal	Self assessment

 

Financial management
Total approved budget	Total cost spent	Disbursement rate (%)

 

Evaluate the benefits the initiative brings to the project's beneficiary groups

 

Main difficulties and challenges in the process of implementing the Initiative
Difficulties and challenges [2]:	Solution?

 

Suggestions and recommendations for relevant parties (if any)

 
Appendix 1:
Please attach at least 01 change story and photos of project activities (no more than 10 photos, capacity <2Mb/photo) (if any)
 
 

 

Appendix 3: Project completion report

 

 
 
 
 
 
 

Partners need to complete the project completion report within 2 months before the end of the project.
The final transfer will only be made when the partner completes the project end report and sends it to Oxfam.
 

Name of the initiative
Implementation partner
Agency
Start day
End date

 

The goals of the Initiative have been approved by the Steering Committee (using exactly the same goals and wording in the approved proposal)
Status of implementing the Initiative until May 31, 2024 (List in detail the main activities carried out during the entire Project implementation process)
According to the approved plan (June 15, 2023 - May 31, 2024)		According to actual implementation until May 31, 2024
Progress achieved compared to the whole project plan		…….%
Level of achievement of indicators:		Plan	Reached	% compared to KH
Index 1. Raising people's awareness
Index 2. PL consulting, PL support and repair representative
Indicator 3. Changes in laws and regulations
Indicator 4. Research reports and articles
Other indicators (if any)
List the main products made[3]
Product's name	Attach files		Notes (if any)
……..
…………
Evaluate the level of completion compared to the set goals
Detail goal		Self assessment
Financial management
Total approved budget	Total cost spent		Disbursement rate (%)
Evaluate the benefits the Initiative brings to the project's beneficiary groups (people, local officials, collaborators)
Evaluate the sustainability of the Initiative (ability to maintain results after the end of the project)

 

Main difficulties and challenges in the process of implementing the Initiative
Difficulties and challenges [4]:	How was it resolved?

 

Lessons learned during the implementation of the Initiative

 

Evaluate the responsibilities of competent agencies, organizations, and individuals in the process of implementing the initiative (Assess management responsibilities and compliance with regulations of Decree 56/2020/ND-CP and relevant legal provisions during the implementation of the initiative): - JIFF Foundation Secretariat (role in managing the implementation of the initiative) - Management boards of 12 organizations receiving funding - Competent state agencies in the process of implementing administrative procedures

Suggestions and recommendations for relevant parties

  
  
 
 
   

 
 
 
 
 
 
 
 

Organization Name
Rahnuma
Country
Pakistan
Narrator information
Female; Married; Has 2 children; be a housewife; 21 years old
What major changes have you noticed in your personal and family life related to the information about the Family Planning project a few years ago?
 

	Answer
first	That project helped me become more confident when discussing issues related to family planning. I am in a better position to explain how consecutive births can pose serious dangers to mother and child.
2	Now, my husband has been convinced and agreed to apply family planning methods to maintain the gap between births.
3	My mother-in-law, although still reluctant, has also begun to realize the importance of family planning for the health of the newborn.
4	Our misconceptions about the harmful effects of using family planning services have been eliminated.

We've already talked about some of the changes (refer to the list above). In your opinion, which change is the MOST important? 
Why did you choose this change? In other words, why is it most important to you?
In our society, the Husband (Man) has the right to decide how many children to have and the woman cannot participate in this decision. So, unless and until the husband remains unconvinced and applies these methods, I (as a woman) cannot decide anything. Even when I was aware of the benefits of spacing births, I still couldn't make a decision.
 
How did this change happen?
Try to describe the change process in the form of a story.

How did this change happen? | Preamble	I got married at the age of 17 due to pressure from my family. My father is a worker and has a very low income. He wanted to marry me off to have one less mouth to feed. After getting married, I was very shy and couldn't express my emotions in front of my husband and his family. My mother-in-law wants to have a grandson as soon as possible and my husband also shares her opinion. Eleven months after getting married, I gave birth to a baby boy but encountered some problems. A local woman delivered my baby (a Charlatan). But gradually, I started to recover and they returned to normal life. I am very happy and my husband's family also feels happy. Three months later my husband told his mother (my mother-in-law) to ask for another child to increase the family size (because having many sons is considered a matter of pride in this area). I was very surprised but couldn't do anything because I couldn't express my emotions in front of my husband. I didn't want to make him angry so I kept quiet. Just a year later, I gave birth to a baby girl. But this time I was very tired and had many problems. The baby was very weak and underweight. This time I gave birth at a nearby medical facility because the Quack told my mother that the case was quite complicated and that person could not do it. This time, I thought I would space out the birth, but found it quite difficult to talk to my husband and mother-in-law. The Family Planning Association of Pakistan-Rahnuma conducted training sessions to raise awareness among young married girls in the locality to help them see the benefits of adopting this method of planning. family planning. A female health worker in this area we are very familiar with organized these training sessions. She conveyed the information in the local language "Saraiki" so it was easy for us to understand. She also informed us that there is nothing wrong with applying these methods. And she says using family planning methods is good for the health of both mother and baby. She instructed that we need to discuss these issues with our husbands in confidence. She gives us a way to convey the message to the husband; She said that the primary concern of husbands is the health of their newborn baby, so we can point out to them that continuous childbirth can cause many problems and lead to the death of the baby.
How did this change happen? | Turning point	The female health officer first started the discussion by analyzing media values and women's dilemmas, she invited a male doctor from the concerned Basic Health Unit (BHU) and My husband also participated in this training session. Doctors dialogue with husbands and inform them of the benefits of applying family planning methods. He also said that this method is good for both mother and child. He told them to discuss this matter with their wives and make a joint decision. The doctor was also supported by the local Imam Masgid (Local Masgid) to persuade young husbands to adopt this family planning method. He emphasized that the health of mother and baby should be the primary concern. The doctor also advised the husband to seek advice from medical facilities near home, and to accompany his wife when meeting medical staff. My husband saw my poor health condition during my last childbirth and he supported the spacing of births. But under his mother's pressure, he couldn't do that. At first, my husband and I both reluctantly discussed it, but a few days later, I brought up this topic and suggested spacing the births with my husband. My husband, in his heart, still supported me, but before that he found it difficult to discuss comfortably with me. We both agreed to avoid giving birth for a while and he even advised me to discuss it with my mother-in-law. Finally, I talked to her and, at first, she was very angry with the decision. She gave the example that most women here and their ancestors did not apply this method when I told her that doctors and health officials told us about the harmful effects on children. . I also asked the female medical officer to convince my mother-in-law. Gradually, she was convinced, especially when she knew my husband had the same opinion.
How did this change happen? | End	We went to the clinic near our home and asked for some advice. We learned about short-term and long-term family planning such as the use of condoms, birth control pills and IUDs. My husband and I decided to use short-term methods such as birth control pills and condoms. We have now been successfully preventing pregnancy for 2 years. I have better conditions to take care of my two children. I am healthy and do all the housework well. I also help my husband with his work in my free time. He was very happy that I took good care of my child. However, my mother-in-law is still a bit dissatisfied with this decision but I hope she will understand. When my second child is strong, we will plan to have another child, and it will be by mutual agreement.

 
 
 

Appendix 5: Financial plan sample[5]

Initiative Name:
Organizing planning:
Planning phase:

Content	Approved budget (VND) (entire project)				Synthesize project costs to the financial planning stage	Financial plan for the next 6 months
	Type	Unit	Unit price	Total		Unit	Unit price	Total
		a	b	c = a*b		d	b	e = d*b
1. Salary (Total salary includes social insurance, health insurance and other costs related to personnel)
1.1. Project officer: 70% (example)
1.2. Accounting officer: 25%
1.3. Project management: 25%
Total salary budget				-			-	-
2. Travel
Total travel budget				-
3. Equipment and supplies
Total equipment budget
4. Office expenses
4.1 Office rental costs
4.2 Administrative costs, stationery, etc.
4.3 Costs of electricity, water, telephone...
Total office expense budget
5. Other costs and services
5.1 Bank fees
5.2 Audit costs
Total budget for other expenses and services
6. Project activities
6.1 Activities under objective 1 of the project
6.2 Activities under goal 2 of the project
6.3 Activities under goal 3 of the project
Total budget of activities				-				-
7. Total direct budget (1-6)				-				-
8. Indirect costs (maximum 7% of direct costs)
9. Total valid budget (7+8)
10. Value Added Tax (VAT)
11. Total project budget for the entire project (9 +10)				-

 
 

Appendix 6: Financial report template

Initiative Name:
Reporting organization:
Reporting period:
 

Content	Approved budget (VND) - Entire project				Approved budget - Year 1 (applies to projects with a term of more than 1 year)			Cost - Year 1
	Type	Unit	Unit price	Total	Unit	Unit price	Total	Unit	Unit price	Total	Exist
		a	b	c = a*b	d	b	e = d*b	d	b	e = d*b
1. Salary (Total salary includes social insurance, health insurance and other costs related to personnel)											-
1.1. Project officer: 70% (example)											-
1.2. Accounting officer: 25%											-
1.3. Project management: 25%											-
											-
Total salary budget				-		-	-		-	-	-
2. Travel											-
											-
Total travel budget				-							-
3. Equipment and supplies											-
											-
Total equipment budget											-
4. Office expenses											-
4.1 Office rental costs											-
4.2 Administrative costs, stationery, etc.											-
4.3 Costs of electricity, water, telephone...											-
											-
Total office expense budget											-
5. Other costs and services											-
5.1 Bank fees											-
4.2 Audit costs											-
											-
Total budget for other expenses and services											-
6. Project activities											-
6.1 Activities under objective 1 of the project											-
											-
6.2 Activities under goal 2 of the project											-
											-
6.3 Activities under goal 3 of the project											-
											-
Total budget of activities				-			-			-	-
7. Total direct budget (1-6)				-			-			-	-
8. Indirect costs (maximum 7% of direct costs)											-
9. Total valid budget (7+8)											-
10. Value Added Tax (VAT)											-
11. Total project budget for the entire project (9 +10)				-							-

 

Appendix 7: Sample general financial report

 

Status	Explain	Balance at the beginning of the period	Number arising during the period	Ending balance
first	2	3	4	5 = 3 + 4
I	COLLECT
511	Receive money from Oxfam	-	-	-
511	Bank interest	-	-	-
511	VAT refund	-	-	-
	TOTAL REVENUE	-	-	-
II	Spend
66222	Expenses excluding VAT	-	-	-
66221	VAT Expenditure	-	-	-
	TOTAL EXPENDITURE	-	-	-
	Closing balance
III	Exist			-
	Asset	-		-
111	Cash	-		-
112	Money at the bank	-		-
141	Unpaid advance	-		-
138	Other receivables	-		-

 
 

Appendix 8 : Interviewee consent form

 
 
 
 
 
 
 
 

Consent to participate in the interview can be confirmed verbally or in writing (with signature) depending on the level of sensitivity and use of materials, ensuring principles No. 01 , 02, 03 and 05 of the research ethics. Below are two consent forms for respondents 18 years of age and older and under 18 years of age.

1. For surveyed people aged 18 and over

+ [General introduction to the survey, survey purpose]
+ This interview is completely voluntary, you can request to stop at any time without any consequences. The selection of survey participants was [random/purposive]. All information provided by you will be kept private, confidential, anonymous, and will only be used for the above research purposes, and will not be used for any other purpose.
Do you agree to participate in this survey: Yes o; Are noto

2. For surveyed people under 18 years old

The interview requires permission from a parent or guardian (collectively referred to as guardian); Therefore, it is necessary to design a consent form with opinions from guardians and interviewees as follows:
Consent from guardian
+ [General introduction to the survey, survey purpose]
+ We plan to interview the child/grandchild whose guardian you are. This interview is completely voluntary, you and your siblings can request to stop at any time without any consequences. The selection of survey participants was [random/purposive]. All information provided by you/your child will be kept confidential, anonymous, and will only be used for the above research purposes, and will not be used for any other purpose.
Do you agree to let your child/child participate in this survey: Yes o; Are noto
Consensus from those surveyed
+ [Recall the general introduction of the survey and survey purposes]
+ This interview is completely voluntary, you can request to stop at any time without any consequences. The fact that you were chosen for an interview was [random/intentional]. All information provided by you/your child will be kept private, confidential, anonymous, and will only be used for the above research purposes, and will not be used for any other purpose.
Do you agree to participate in this survey: Yes o; Are noto
 

Appendix 9 : Sample survey activity design

 

 
 
 
 
 
 
 

1. Name of project: ……….. …………………………………………………………………………………………………… … ……
2. Purpose of the survey: …………………………………………………………………………………………………… ……...… ………
3. Analytical framework and approach: ………………………………………………………………………………….
4. Expected survey method: [quantitative, qualitative, ethnographic ]….
   1. Investigation and quantitative survey of samples: [Record Yes/No] …………

		Characteristics/Number of samples
	Survey area		[Reason for choosing location]
	Number of participating samples
	Survey participants	[ Main survey individual/group ]
	Distribution of survey samples by area
	[Table 1]	[Estimated quantity by area]	[Reason for allocation]
	[Area 2]
	Expectations about the number of samples according to each group of survey participants
	Can be separated by male/female, adult/child; Kinh/ethnic minorities	[Estimated quantity/proportion based on total survey sample]
	How to select survey participants	[Non-probability: convenience sampling/quota allocation/purposive/snowball] [Probability: simple random/systematic/stratified/cluster random sampling (probability by size ratio)] [Combining probability and non-probability]
	Interview method	[Gather interview participants in one place/household creation survey]… [ Distribute questionnaires/Enumerators ask and fill out questionnaires/use google form/monkey survey/use paper questionnaire]…

1. Qualitative interviews and surveys: [Record Yes/No] ………………………….

• Interview subject:…………………………………………………………………………………………………………
• Estimated quantity for each object:…………………………………………………………
• Interview method: [semi-structured questionnaire, group/individual interview...]

5. Expected content of the survey questionnaire: …..
6. Implementation plan framework

		Expected activity
		[Related activities from planning/selecting areas and survey methods/developing questionnaires/testing questionnaires (if any)/investigation plans in each area/data entry/analysis data]

Instructions for filling out Section 3 and Section 4 information
 
 
 
 
 
 
 
Section 3: Develop survey approach
Need to answer the question: What analytical framework does the survey and research use to achieve the purpose of the survey and research?


Some popular analytical frameworks and approaches related to Wave 4 topics include:

• Rights-based access (RBA);
• Knowledge, Attitude and Behavior (KAP) analysis framework,
• 3A Accessibility Framework (Accessibility; Adequacy; and Affordability);
• Political Economy Analysis (PEA) Framework;
• Gender analysis framework…

 
Form 4. Develop survey plan

• The words [in italics] are suggestions for filling out information. When filling in information, remove the [italics] suggestion part.
• Expected survey method: is it quantitative, qualitative or a combination of both, sociological investigation or has ethnographic elements?
• If you fill in "no" in sections 4.1 and 4.2, there is no need to add detailed information in the section
• Specific instructions for filling out the Table in section 4.1 are as follows:

• Status 1: List the areas expected to be surveyed, give reasons for choosing the areas in the "explanation" column
• Status 2: Fill in the expected number of survey samples
• Status 3: List the main groups participating in the survey, for example children/women/men, ethnic minorities...
• Status 4:
  • Details of the expected number of participating groups according to areas (the more specific the better, maybe areas at the level of village, commune/ward, district/city); If the expected quantity for each area has not been determined, fill in "NA";
  • You can state the reason for allocating such quantity (in the "explanation" column).
• Status 5:
  • Disaggregate the survey sample into various demographic/sociological characteristics
  • Estimated number of participating groups according to each demographic/sociological characteristic (gender, children/men/women, Kinh/other ethnicities, urban/rural...) to know the expected outcome. Survey expectations about the survey sample, if the quantity has not been determined, fill in "NA" or do not need to be listed.
  • The reason for the expected sample distribution can be entered in the “explanation” column.
• Status 6, 7: Short description of how to select interview participants and interview methods (some useful suggestions as in [italics] )

In Status 6, the method of selecting survey participants includes three main types:
1/ Non-probability sampling: four main forms

• Convenience: sampling based on the convenience or ease of access of participants
• Quota allocation: is the allocation of the number of units to be investigated to each unit divided according to the subjective experience of the researcher.
• Purposeful: Select a group of participants based on representative criteria (ethnic people, children...).
• Snowball: select a group of first respondents selected by random sampling method, but later respondents are introduced by the first group; Often used when investigating sensitive issues (LGBT, HIV...).

2/ Probability sampling: four main forms

• Simple random sample: sampling method in which every sampling unit is selected into the research sample with equal probability and independent of the selection of other sampling units (such as drawing, lottery, etc.) )
• Systematic random: randomly selects a group of sampling units separated by a sampling distance in the population
• Stratified random sampling: Participants are divided into many classes with homogeneous characteristics (age, gender...), single/systematic random selection for each class.
• Cluster/probability proportionate to size sampling (cluster/probability proportionate to size): sampling through many stages, randomly selecting many clusters/areas proportional to the size of each cluster, continuing to cluster selected in step First into many small clusters/areas and choose according to the size ratio of each cluster.

3/ Combine probability and non-probability: Combine many different types of sampling during the investigation process

• For example, the area selects a cluster sample, then selects survey participants for each area according to quota allocation; Purposively selected areas, selecting participants in each area according to stratification.

 

Appendix 10 : Structure of survey and research report products

 
 
 
[Information Cover page – separate page]
[EU logo with the words “ Funded by the European Union” on the side below - EU JULE logo – Oxfam logo - Organization logo]
 
 

 
 
 
 
 
 
 
 
 
 

REPORT NAME
Location, Date, May
 
 
[Copyright page - separate page]
This [survey] report is an activity of the [initiative name] Initiative, within the framework of the Judicial Innovation Promotion Fund (EU JULE JIFF) . EU JULE JIFF is one of two components of the project "Strengthening Law and Justice in Vietnam" (EU JULE) funded by the European Union (EU) . The project aims to contribute to strengthening the rule of law in Vietnam through a more reliable and accessible Justice system.
Researchers :

• [list research component, position and place of work, email, phone number]

Disclaimer
The opinions, analyzes and recommendations in this document are those of the author and do not necessarily reflect the official views of the European Union and Oxfam in Vietnam.
 
Suggested guide [if any]
[Name of research group] (2020). [report name] . In the [initiative name] initiative , [name of the organization implementing the initiative]
 
[Publishing copyright statement]
Although this report is copyrighted, it may be used without permission for educational, research and policy purposes, not for profit. Please clearly state the source when quoting. For reproduction in any case, use in other publications, or translation into other languages, permission from [initiative organization] and the JIFF Foundation Secretariat is required.
 
Acknowledgments [separate page ]
 
Table of contents [separate page]
 
List of Tables, Figures, and Boxes [separate page ]
List of Pictures
List of Tables
Box Category
 
List of abbreviations [separate page ]
 
Summary [separate page ]
 
Heading 1 [separate page]
Sub-section 1.1
Sub-section 1.1.1.
Paragraph 1: justified, no indentation.
Paragraph 2: indent the first line (first line 1cm), justified.
Some notes on this structure:
These are the basic elements in the JIFF Fund Secretariat report proposing implementation initiatives; In addition, initiatives can add images and frames on the cover page; However, the JIFF Fund Management and Implementation Guidelines must be followed ;
Fonts can be optional (Times New Roman, Arial, Calibri...) , but must be consistent throughout the article, including figures and tables; Avoid using red and underlined words ; Encourage the use of bold and/or italic fonts for emphasis or use in headings . Use green text color for website links and email addresses;
You should use the headings and captions system in Word when making product titles, supporting the creation of Table of Contents and List of Tables, Figures and Boxes ;
Citations can be used according to standard citation methods ( see some standard citation methods here (sample compiled by Hue University));
Figures and Tables can be placed above or below the figure, but need to be consistent, and sources are encouraged ;
Figure 1.
[Picture here]
Source: Survey results
Table 1.
[Table here]
Source: Authors' calculations from Ministry of Finance data (2019)
Section title 1.2
Section 2 [separate page]
 
List of references [separate page – if any ]
Refer to some standard citation methods here (sample compiled by Hue University - Appendix III. Instructions on how to cite and list references for Hue University-level science and technology topics)
 
Appendix [separate page – if any]
 

Appendix 11: some samples of legal support documents

  
 
Form No. 01: Request form
 
SOCIALIST REPUBLIC OF VIETNAM
Independence - Freedom - Happiness
 
PROPOSAL
Free legal support
 
Dear: …………………………………………………………………
 
I am (state full name in capital letters)…………………………………………
Male / Female:…………………………………….Other:……………………..
Date of birth:…./…../……………….Ethnicity:……………………………….
ID card number (or Citizen identification card)……………………………………
Date and place of issue:…………….
Registered place of permanent residence:…………………………………………
Current residence:………………………………………………………………
…………………………………………………………………………….
Request for legal help: (specify, you can specifically request the name of the person helping):
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………………………………..
Commit to providing complete and accurate information about the case, complying with the consulting unit's rules.
 
                                                               …………, day month Year…….
                                                                                       Proponent
                                                                                       (Sign, write full name)
 
Attached documents:
…………………………
………………………….
…………………………..
 
 
 
 
 

 
Model number 02
 

[Name of managing agency] [Name of HTPL agency]

SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness   .........., day ..... month ..... year 200.....

APPOINTMENT CARD
 
After receiving the request for legal assistance dated ..... month ..... year 200..... of Mr./Mrs. .....[Legal support or representative/ guardianship of the person receiving legal aid], residing at: ......................................... ..................
[Agency implementing legal enforcement] finds that it cannot be resolved immediately, please make an appointment with Mr./Mrs...... [Legal support or representative/guardian for the person receiving legal enforcement] to [agency implementing legal enforcement] meet Mr/Mrs.... [person providing legal aid] at .....h, on .....month .....year 200..... at .... ..... for legal help. When you come, you need to bring the following documents:
first................................................. ................................................................ ..........................
2................................................. ................................................................ ..........................
3................................................... ................................................................ ..........................
4................................................... ................................................................ ..........................
5................................................... ................................................................ ..........................
RECIEVER
(Sign, clearly state full name and title)
 
 
 
 
 
 
 
 

 
 
 
 
Model number 03

[Name of managing agency] [Name of HTPL agency]

SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness   .........., day .....month.....year 200.....

LEGAL AID IMPLEMENTATION FORM
 
Full name of person providing legal support: ………………………............
Full name of person receiving legal assistance, or representative/guardian: …………… …………............................ ................................................................ ............
Address: ………………………………………………..........................
Fields of law receiving legal support: ………………………………………....
I. CONTENTS OF LEGAL ADVICE REQUEST (write a summary of the main content)
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
 
II. LEGAL ADVICE CONTENT
................................................................ ................................................…… …………..
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
................................................................ ................................................................ ..........................
Execution time: ............................................. .................................................
 

HTPL RECEIVED PERSON (Sign, write full name)

HTPL IMPLEMENTER (Sign, clearly state full name, title, and stamp of the implementing organization)

 
 
 
 
 
 
 

 

Appendix 1 2: Instructions on recruitment processes and consulting fees applicable to projects implemented by Oxfam

 
 

 
 
 
 
 
 
 
 
 
 

1. Introduction:

The following guide is intended for:
 

• Help partners distinguish the difference between the concepts of consultants, support staff and project staff and the process of selecting and recruiting these subjects.

 

• Consult and better understand EU/UN regulations in the use of consultants, support staff... to ensure consistency, compliance, harmony, transparency and accountability of the parties. involved in implementing donor regulations

 

2. Scope of application:

 
This guidance applies to all Oxfam partner agencies and organizations
 
This guide takes effect from the date of signing
 

3. Content:

 

1. For projects receiving funding from the EU:

 

1. Case 1 : The partner and Oxfam co-implement the "co-applicant" project and are named in the program/project proposal approved by the EU, the regulations on using consultants and support staff will apply according to EU regulations - "UN-EU Guidance Document on local costs in development cooperation with Vietnam - 2022 update". Detailed information is presented in section 3.2 in the Appendix below.

 

1.  Case 2: Oxfam directly signs a contract with the sponsor and implements the project through partners:

 
+ Partner organizations need to publicly post jobs to select consultants, interpreters - translators, and guidance and support officers. Officials from partner organizations can also apply and if they meet the requirements and are selected, the partner organization needs to make an Explanation and get it approved by Oxfam.
 
+ In case partner organizations decide to use their own staff (not staff currently implementing the project) to perform consulting services without going through recruitment, the quota for EU guidance and support officer. For details, see section 3.4 Appendix II – D : Guidance and support staff .
 

2. For other projects not funded by the EU:

 

1. In case other sponsors have their own regulations, the sponsor's regulations will apply to each specific program/project.

 

1. In case other sponsors do not have their own regulations, the same as Article 1.2 above will apply.

 
 
According to UN-EU regulations in the guidance document on local costs in development cooperation with Vietnam in 2022).
 

1. Explanation of words:

 

• Consultant: An individual who is contracted through a selection process to complete a specific job within a certain period of time according to the agreed Terms of Reference (TOR).

 

• Guidance - support officer: An officer assigned with the responsibility of preparing and (or) providing formal comments on the original document, and (or) guiding, organizing and (or) providing technical input or knowledge... for training activities and seminars of the project.

 

• Project officer: Is an individual (working at the positions listed in "Appendix I of the UN - EU Guidance Document on local costs in development cooperation with Vietnam in 2022", signing a contract directly with the project implementing agency or organization ( CQTH ) through the selection process to provide services to the project implementation agency according to the Terms of Reference for the job.

 

• Public job posting: is a job posting that ensures there is at least 1 job posting channel outside the organization

 
 

1. Service delivery personnel - Guiding principles.

 
 

1. Consultants, Sessions - Translators, Guides - Support Officers must be recruited from outside the CQTH to support the CQTH in performing a specific job within a certain period of time according to the Operation Plan. has been approved. In case the selected service provider is officially working for an agency or organization, they must have a work permit for the project from a representative of this agency or organization.

 

2. In case the domestic labor market cannot provide personnel with specialized expertise as required by project work as in point 3.2(a) above of this guidance board. It is possible to recruit people from the CQTH's payroll as project service providers with the following conditions:

 
+ The selected person must have the required specialized expertise and meet the qualification requirements as prescribed in the TOR;
+ Have a permit to work at the project site from a representative of the CQTH;
+Be approved by the sponsor;
 

3. Personnel providing services are compensated according to the following conditions and regulations:

 
+ Consultants are remunerated according to an agreement (for example, daily or monthly) according to the norms specified in Appendix II-A or a fixed remuneration determined through competitive bidding .
+Interpreters or translators are remunerated according to the norms specified in Appendix II-B (for interpretation fees) and Appendix II-C (for translation fee norms).
+ Guidance - support staff - are paid according to the norms specified in Appendix II-D.
 

4. The remuneration fee for Consultants and Interpreters who are translators, depending on each specific case, can also be determined through a competitive bidding process.

            Note:
+ In all cases, partner agencies need to publicly post jobs to select consultants, interpreters - translators, and guidance and support officers. Partner officials can also apply and if they meet the requirements and are selected, the partner agencies need to complete a Statement of Explanation and get approval from Oxfam/EU.
 
+ Project staff are not allowed to apply to be consultants or instructors for the project they participate in. Special cases require discussion and approval by Oxfam/EU
 
3.3  II – A: Domestic consultants - Level of domestic consultants

Type	Scope of work	Minimum education and work experience in the appropriate field	Salary in US Dollars and payment in Vietnamese Dong
			Maximum by day	Maximum per month
VNM 1	Perform tasks under the supervision of another individual	Have a college diploma and 3-5 years of full-time experience in a relevant field	72	1,080
VNM 2	or management tasks	Have a college diploma and 4-6 years of full-time experience in a relevant field	117	1,751
VNM 3	Build, organize and manage tasks/direct a team of consultants/supervise a team of specialist or multi-disciplinary consultants	Possess a relevant Master's degree and 5-10 years of full-time experience in a relevant field	192	2,881
VNM 4	Lead a team assigned to build, implement, monitor and develop national development programs and/or strategies and policies.	Possess a relevant Master's degree and 10-15+ years of full-time experience in a relevant field	270	4,043

Note:
The main principle to decide the appropriate consulting fee is first based on the nature of the job or scope of work and then based on the requirements for education and work experience in the appropriate field. . Consulting fees are NOT determined simply based on the level of education and work experience a consultant has.
Selection conditions for subjects belonging to VNM 1 and VNM 2 require a university diploma. In the case of a candidate with a PhD or Master's degree, the required experience in the appropriate field will be reduced by 2 years.
These norms can be applied to international consultants when there is agreement between relevant parties.
 

1. Appendix II – D: Guidance and support staff

 
Daily rate - (unit: Vietnam Dong)

Performing complex tasks requires in-depth technical knowledge, working independently, analytical and problem-solving skills, and good communication skills.	9 6 0.000
Perform complex tasks that require technical knowledge, independent work, and analytical skills.	750,000
Administrative and logistical support	3 2 0.000

 
                  Note: Guidance and support staff from outside the project implementation agency are only mobilized when their contribution to the project does not exceed 5 consecutive working days.
The number of staff supporting the organization of training and seminars is no more than 2 people.
 
 

Appendix 13: Request for funding

 
 
 

 
 
 
 
 
 
 

Name and address of Sponsoring Unit : ...
 
Sponsorship recipient code: ...
Title of Sponsorship Contract: ...
Some contracts: ...
 
Second funding proposal: ...
Proposal for funding for the period: ...
 
 
Time and place:
 
Submitted to:                JIFF Foundation
Oxfam in Vietnam
22 Le Dai Hanh, Hai Ba Trung, Hanoi
 
 
Dear JIFF Foundation Secretariat, Oxfam organization in Vietnam
 
For the purpose of implementing the above funding contract, we request the Fund to provide advance funding.
 
The amount of funding requested is ………………
 
Please refer to the following attached documents:
 

1. Partner's financial statement (of previous money transfer)
2. Detailed budget estimates/Financial plans for the next period-    

 
The above advance payment should be transferred to the bank account below:
 
Account name: …………….
Account number: ……………………..
Bank: …………………………
Branch: …………………………
Branch address: ………………….
 
 
Sincerely thank you!
 

 

Appendix 14: Check candidate/consultant information

 

 
 
 
 
 
 
 
 

Name of partner organization:
 
Check candidate/consultant information
Organization …. are considering signing a consulting contract with Mr./Mrs. ……. (referenced person) and you... have given us your information for reference before recruitment. This information will be used in our decision making process.
 
Please complete the questions below and expand on topics as appropriate. Then, please return the completed form to ….., position….., at email address:
 
Consultant's name:                   
Nominee :        
Reference contact information :
(Name):
(Position):
(Company):
(Address):
(Phone number):
(Email address):
 

GENERAL INFORMATION

When was the last time you signed a contract with the referenced person?

How many times have you collaborated with the referenced person?

Professional/technical capabilities

How do you evaluate the reference person's professional abilities and knowledge of research methodology (quantitative and qualitative)?

individual

Does the referenced person have behavioral problems such as sexual harassment, abuse AND coercion, dishonesty AND lack of FINANCIAL transparency?

Other questions

Do you re-employ the referenced person? If not, please state the reason

Do you have any other comments?

 
Signed by reference:
 

Appendix 1 5: Sample Code of Conduct for Oxfam's unofficial employees

 

 

Oxfam Code of Conduct for Non-Official Employees
We need to ensure all partners working with Oxfam behave in accordance with the organization's beliefs, values and purposes.
 
The purpose of this Code of Conduct is to provide guidance on the important issues you need to understand and the standards to which we expect you to behave in certain circumstances.
 
The Code applies to all partners working with Oxfam, regardless of location, and by agreeing to a contract/agreement with Oxfam, you are committing to fulfill your obligations and amend Conduct during the performance of assigned/contracted tasks in accordance with the requirements of this Code.
 
This Code is designed to guide and protect you notwithstanding any breach that may result in termination of our contract/agreement with you/your organization, and in a Some cases can even lead to criminal prosecution.
 
We understand the significant legal and cultural differences between countries, however Oxfam is an international non-governmental organization (INGO) so the Code of Conduct is based on standards international and United Nations standards. The Code reflects Oxfam's mission and fundamental values, and seeks to ensure that those working with Oxfam avoid using unequal power relationships to serve their own interests.
 
The Code complies with relevant international human rights law and the national law in which the Oxfam contract/assignment is carried out, and must be interpreted in a manner consistent with these laws.
 
Code of Conduct: Standards and Values
I will:
 

1. Uphold Oxfam's integrity and reputation by ensuring that my work conduct is fully consistent with Oxfam's values and standards.

 
I will strive to maintain and enhance public trust in Oxfam by taking responsibility for my actions at work (and for personal actions that directly relate to or affect my work at Oxfam) and ensure that I exercise appropriate control over my authority in my work at Oxfam.
 
While I comply with the requirements of the Code of Conduct, I will also be flexible and respectful of customs and practices.

and local culture, even if the norms and values in that cultural context differ from the Code of Conduct. If needed, I will seek (and will receive) support and advice from Oxfam.
 
I will not consume alcoholic beverages while performing activities/services under the contract/agreement with Oxfam, or use or possess prohibited substances at Oxfam facilities, vehicles or places. Residency provided by Oxfam.
 

2. Respect and treat everyone properly, and resist all forms of harassment, discrimination, intimidation or exploitation.

 
When working for Oxfam, I hold the authority and reputation of Oxfam in relationships with partners and the communities the organization serves. When performing activities/services for Oxfam, I understand it is important not to abuse my position of power/unequal power relationships in any way.
 
Realizing my role in the mission to fight injustice and poverty at Oxfam, I respect the rights of everyone, including the rights of children, and I will contribute to building a working environment characterized by mutual respect, integrity, dignity and non-discrimination.
 
I ensure that my relationships and conduct during (or in connection with) the performance of activities/services under the contract/agreement with Oxfam are not exploitative, abusive or corrupt in any way. any form.
 
In compliance with international standards, I will not have sexual relations with children (defined as under 18 years of age) or with Oxfam beneficiaries (in exchange for assistance or for any other reason). ), understand the inherently unequal power relationships, and how practices can compromise the integrity and reputation of Oxfam's work.
 
I also will not exchange money, offer employment, employment, goods or services for sexual purposes or sexual favors, nor any other form of humiliating or degrading behavior. or exploitation in the course of a contract/agreement with Oxfam, I understand these standards are intended to combat sexual exploitation and abuse.
 
I will make every effort to report such behavior or bad actions of others through documented (secure) reporting systems.
 

3. Fulfill your obligations to avoid conflicts of interest with Oxfam's work.

 
I will declare all financial interests, personal interests, family (or closely related people) about

Official work may affect the work I do for Oxfam (e.g. contracts for goods/services, employment or promotion within Oxfam, partner organizations, beneficiary groups).
 
I will notify Oxfam of any (intention to seek) appointment as a prospective candidate or other official role for any political party or public body to clarify whether any conflicts may arise. Is there any conflict or perceived conflict with the activities I carry out for Oxfam?
 
Even if it is culturally normal to give and receive gifts, I will refuse monetary or inappropriate gifts offered by the government, beneficiaries, donors, suppliers, and other individuals. offered to give it to me because I made a contract/agreement with Oxfam.
 
Where it is culturally normal to give and receive gifts, I will ensure that the gift is within the limits judged reasonable and in accordance with procurement policies, and I will report on the gift. This gift is for Oxfam.
 
I guarantee not to provide activities/services under contract/agreement with Oxfam in order to receive any services or gain benefits from another party.
 
I will avoid all forms of corruption and will not offer, promise, give or accept any bribes.
 

4. Be responsible for using the information, equipment, money and resources I have access to as a result of the contract/agreement with Oxfam.

 
I will exercise caution when handling sensitive or confidential information during the performance of a contract/agreement with Oxfam.
 
I will seek permission if necessary before making any external contact in Oxfam's name and will take precautions to avoid any unintended adverse consequences for me or Oxfam.
 
I will be responsible to the extent reasonable for all Oxfam money and assets (e.g. vehicles, office equipment, accommodation provided by Oxfam, computers including internet use, email and intranet).
 

5. Protect the health, safety, security and welfare of all Oxfam staff, volunteers and contractors.

 
I will carry out and act on Oxfam's appropriate risk assessment.
 
I will comply with Oxfam's national security management guidance and proactively inform Oxfam of any necessary changes to this guidance.
 
I will conduct myself in a manner that avoids any unnecessary risk to the safety, health and welfare of myself and others, including partner organizations and beneficiaries.
 

6. Promote human rights, protect the environment and oppose criminal or unethical activities.

 
I will ensure that my conduct is consistent with the human rights framework that Oxfam applies.
 
I will do my best during the implementation of the contract/agreement with Oxfam to protect the natural environment and work in a sustainable way.
 
I will help prevent any form of criminal or unethical activity.
 
I will inform Oxfam of any relevant criminal convictions or charges that I had before entering into a contract/agreement with Oxfam in which Oxfam may be legally involved.
 
I will notify Oxfam if I face any criminal charges during the performance of my contract/agreement with Oxfam, which may interfere with my ability to carry out my duties, in accordance with the law. nation.
 
I have carefully read and understand the Oxfam Code of Conduct for Non-Official Employees and agree to comply with its requirements and commit to maintaining the standards of conduct necessary to support Oxfam's goals, values and mission.
 
 
Full name…………………………………………….
 
 
Signature………………………………………… Date………………………………………………

 

Oxfam Novib Code of Conduct for Non-Employees
Process owner: Board of Directors
Approval: Board of Directors
Approval date: March 2018.
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