Internship report traco transport joint stock corporation no 1

ACKNOWLEDGEMENT The completion of this internship report would not have been possible without the steadfast support of several people First of all, I would like to express my gratitude to my teacher Mrs Hoang Thi Anh Tho from the core of my heart for her kind support, guidance, constructive, supervision, instructions and advice and for motivating me to this report I am also deeply thankful to Mr Nguyen Viet Thuong, HR Manager of Traco Transport JSC No.1 for his supervision and for providing me with relevant documents to write such a fruitful report I am indebted to each and every one in the company for assisting me in completion of this report The success would have been impossible without their involvement Finally, my acknowledgement goes to the people in my life who supported me throughout this process A special and sincere thanks to my parents and all family members who provided their encouragement in my research TABLE OF CONTENTS TABLE OF CONTENTS i LIST OF TABLES, CHARTS, AND IMAGES ii LIST OF ABBREVIATIONS iii PART 1: OVERVIEW OF TRACO TRANSPORT JOINT STOCK CORPORATION NO.1 1.1 General information about Traco Transport Joint Stock Corporation No.1 1.1.1 Basic information 1.1.2 Formation and development 1.1.3 Vision, mission and core values 1.1.4 Business sectors and typical products/services 1.1.5 Business performance 1.1.6 Organizational structure 1.2 General information about Human Resources Department 10 PART 2: OVERVIEW OF MY INTERNSHIP AT TRACO TRANSPORT JSC NO.1 11 2.1 Duties and responsibilities 11 2.2 Challenges and lessons 12 2.2.1 Challenges 12 2.2.2 Lessons 13 PART 3: THE USE OF ENGLISH AT TRACO TRANSPORT JSC NO.1 14 3.1 Description of the current use of English 14 3.2 Recommendations for improving English 15 PART 4: GRADUATION PROJECT TOPIC 16 i LIST OF TABLES, CHARTS, AND IMAGES Table 1.1: Business performance of Traco in the period of 2018 - 2020 Chart 1.1: Organizational structure of Traco Transport JSC No.1 Image 1.1: Logo of Traco Transport JSC No.1 Image 1.2: Fertilizer Image 1.3: Steel Image 1.4: Traco warehouse Image 1.5: Containers for loading and transport ii LIST OF ABBREVIATIONS JSC Joint Stock Corporation No Number VND Vietnam Dong 3PL Third Party Logistics 4PL Fourth Party Logistics 5PL Fifth Party Logistics VLA Vietnam Logistics Business Association IT Information Technology HR Human Resources iii PART OVERVIEW OF TRACO TRANSPORT JOINT STOCK CORPORATION NO.1 1.1 General information about Traco Transport Joint Stock Corporation No.1 1.1.1 Basic information Image 1.1: Logo of Traco Transport JSC No.1 - Company name (in English): Traco Transport Joint Stock Corporation No.1 - Company name (in Vietnamese): Công ty Cổ phần Vận tải Traco - Abbreviated name: TRACO - Legal representative: Do Thi Bich Thuy - Chairman of the Board of Directors Do Minh Tuan - General Director - Address: No 271 Le Thanh Tong Street, May Chai Ward, Ngo Quyen District, Hai Phong City, Vietnam - Tax code: 0200380768 - Telephone: (+84) 225.3822.440 - Fax: (+84) 225.3745.679 - Email: info@traco.vn - Website: https://traco.vn 1.1.2 Formation and development - Traco Transport JSC No.1, formerly known as Transport Agency Company, was founded by the Ministry of Transport on December 17th 1969 It is the first Vietnamese enterprise to specialize in transportation and logistics services - By 1999, Transport Agency Company was successfully enquitized and changed its name to Traco Transport Joint Stock Corporation No.1 whose abbreviation is Traco now, with an initial capital of VND billion - Traco is a member of many groups such as Vietnam Logistics Business Association (VLA), International Association of Freight Forwarders Association (FIATA), Vietnam Chamber of Commerce and Industry (VCCI), Vietnam Ship Agents and Brokers Association (VISABA), Vietnam Automobile Transportation Association (VATA), ect - Traco ranked among Top 20 logistics companies in Vietnam which provide the most professional 3PL/4PL/5PL services and the most innovative logistics solutions according to the VLA report 2015 - 2016 Furthermore, it was also recognized as a wellknown trademark during this period - In 2019, Traco was proudly listed among Top 10 most reputable transportation and logistics companies and Top 500 largest private companies in Vietnam according to FAST500 Rankings by Vietnam Report Joint Stock Company (VNR) - Traco has been delivering sustainable and profitable growth over the past 20 years as a leading company over Vietnam and the region providing second-to-none transport and logistics services with a great fleet of vehicles and a wide range of warehouse systems throughout the country After times of capital increase, the company currently has a charter capital of nearly VND 46 billion These achievements would not have been possible without the guidance of the Board of Directors towards the right path and the hard work and dedication of every employee 1.1.3 Vision, mission and core values - Vision: Traco aims to develop into a leading full-service logistics provider in Vietnam and scale up their operation in the region In order to attain this goal, the company has actively focused on human resources development and cross-border cooperation, and made every effort to leverage transportation and warehouse networks - Mission: Traco always strives to build logistics solutions to add more value to customers, increase transport productivity, promote the development of Traco, make a worthy contribution to the nation’s prosperity… - Core values: Prestige - Creativity - Enthusiasm Traco always strives to build up their reputation by providing superior values for customers Upholding the slogan “Together we cooperate, together we develop”, Traco always put their customers’ best interests first Therefore, the best logistics solutions have brought great benefits to the customers It is their dedication, professionalism, smiles, and friendly service that has strongly impressed customers with a congenial, prestigious brand called Traco Logistics 1.1.4 Business sectors and typical products/services - Business sectors: + Logistics services + Freight forwarding services + Transportation + Warehousing + Commercial services + Others - Typical products/services: + Logistics services: Traco offers comprehensive logistics services serving the needs of society including factories and other major customers with particular commodities such as sulfur, fertilizer, steel, etc Image 1.2: Fertilizer Image 1.3: Steel + Warehousing: Traco offers storage and distribution of goods at warehouse centres such as Lao Cai warehouse complex (50,000 tons), Haiphong warehouse complex (70,000 tons), Central warehouse complex (50,000 tons), Saigon warehouse complex (30,000 tons), Dong Nai warehouse complex (20,000 tons), Phu My warehouse complex (10,000 tons), Can Tho warehouse complex (10,000 tons) Image 1.4: Traco warehouse + Transportation: Traco invests in a large fleet of vehicles that are responsible for loading and transporting goods at major hubs such as ports, logistics centres, industrial zones, border checkpoints, etc Image 1.5: Containers for loading and transport + Commercial services: Marketing executives are responsible for providing customers with expert assistance in negotiating international business contracts in order to expand logistics services of Traco to other countries and create more employment opportunities + Others: Traco also provides other services such as shipbroking, export-import procedures, customer clearance, etc 1.1.5 Business performance Business performance indicates how well a company is performing by year-overyear comparisons There could be years the company either achieved the positive results or suffered the income declines, and so does Traco Business performance of Traco Transport JSC No.1 in the period of 2018 - 2020 is shown in the table below: Table 1.1: Business performance of Traco in the period of 2018 - 2020 Unit: VND Year Net revenue Profit after taxes 2018 1,176,412,930,790 14,503,272,905 2019 1,231,415,905,156 7,249,304,252 2020 1,066,298,865,138 6,433,503,906 Year-on-year rate (2019/2018) (+) 4.67% (-) 50.01% Year-on-year rate (2020/2019) (-) 13.41% (-) 11.25% (Source: Financial statement of Traco Transport JSC No.1) From the above figures, it is clear that there has been a significant decrease in the business performance of Traco Transport JSC No.1 over the past years In 2019, the net revenue of the company increased by VND 55,002,974,366 equivalent to 4.67% compared to 2018 However, profit after taxes plunged from VND 14,503,272,905 to VND 7,249,304,252, showing a sharp decrease of 50.01% In 2020, both revenue and profit of the company decreased The net revenue decreased by VND 165,117,040,018 and the profit after tax continued to decline to VND 6,433,503,906 compared to 2019 This demonstrates that the company has not yet been operated efficiently in recent years partly due to Covid-19 pandemic, and all staff should make their best efforts to revive the company 1.1.6 Organizational structure The organizational structure of Traco can be illustrated as below: Members' Council Board of Directors General Director Deputy General Director Representative Offices Deputy General Director Traco Office Branches Logistics Centre & Correspondence Logistics Office Ha Tinh, Phu My Ha Noi branch Sales Department Logistics Office Lao Cai branch Accounting & Finance Department Logistics Office Sai Gon branch Research & Development Department Logistics Office Administration & Human Resources Department Logistics Office Marketing Department Logistics Office IT Department Chart 1.1: Organizational structure of Traco Transport JSC No.1 - Members’ Council: The Members’ Council is the highest decision-making authority of the company and has the following rights and duties: + To make amendments of or additions to the charter of the company + To approve development strategies and annual financial statements of the company + To elect, remove or discharge members of Board of Directors, the General Director, Chief Accountant and other managers + Other rights and duties stipulated in the charter of the company - Board of Directors: The Board of Directors is the body managing the company and have full authority to make decisions in the name of the company and to exercise the rights and discharge the obligations of the company which not fall within the authority of the Members’ Council - General Director: The General Director is the person who manages the day-today business operation of the company and is responsible to the Members’ Council for the exercise of his or her rights and the performance of his or her duties - Representative Offices: The Representative Offices have the similar duties: + To market research and to offer business support + To execute contracts on behalf of the headquarter + To promote the formulation of projects + To monitor and speed up the implementation of contracts signed with partners - Branches: Their duties are similar to those of Representative Offices - Sales Department: Their duties include: + To plan strategies for streamlining and improving business operations + To handle business finances and plan the budget with the help of accounting and finance leaders + To oversee marketing for the company’s services + Negotiate vendor contracts - Accounting & Finance Department: The Accounting & Finance Department provides accounting services and manages the finances of the company Its responsibilities include recording accounts, paying bills, billing clients and customers, tracking assets and expenditures, managing payroll and keeping track of critical tax documents - Research & Development Department: This department is responsible for research, planning, and implementing new programs and protocols into the company and overseeing the development of new services - Administration & Human Resources Department: This department is responsible for recruiting skilled, and experienced manpower according to the positions at vacancies of different departments It is also responsible for conducting orientation programs and training for new staff, recognizing the best facets of staff and motivating them to achieve organization objectives - Marketing Department: Their responsibilities include: + To define and manage the brand + To conduct campaign management for marketing initiatives + To create content providing search engine optimization for the website + To provide customers with expert assistance in negotiating international business contracts - IT Department: Their typical duties include: + To install and configure computer hardware, software, systems, networks, printers, and scanners + To monitor and maintain computer systems and networks + Providing technical support across the company 1.2 General information about Human Resources Department The role of the Human Resources Department is at the core of a company’s success Regardless of the organization’s size, the presence of an HR department is an essential component of any business This department is mainly responsible for managing resources involving staff members However, the duties and responsibilities of an HR department depend on the organizational capacity Some typical tasks of the HR Department of Traco Transport JSC No.1 include: - Managing recruiting and screening staff; conducting interviews; and developing staff handbooks and policies and procedures relating to new hires - Creating training programs as well as conducting them; determining the training needs of employees in different departments; and managing training budgets - Handling working with payroll to ensure employees get paid on time and correctly - Managing all employee benefits, including insurance, care, and wellness programs; and tracking employee absences and benefit eligibility - Managing the relationship between employees, including minor disputes as well as communication between the organization and trade unions - Ensuring the company remains compliant with current employment law; communicating any changes to the relevant departments; and handling internal legal matters, including investigations into harassment, discrimination or gross misconduct 10 PART OVERVIEW OF MY INTERNSHIP AT TRACO TRANSPORT JSC NO.1 2.1 Duties and responsibilities As an HR intern, I had to provide assistance for my HR department in day-to-day operations Those different tasks include: - Posting job advertisements to job boards, careers pages and social networks - Removing job advertisements from job boards, careers pages and social networks once vacancies have been filled - Assisting with screening resumes and application forms to identify suitable candidates to fill company job vacancies - Preparing and sending offer and rejection letters or emails to candidates - Scheduling, conducting and coordinating interviews with shortlisted candidates - Collecting and updating the internal database with new hire information, including employment forms and contact information - Gathering payroll data, including leaves, working hours, and bank accounts - Proofreading HR documents - Assisting with preparing Word, PowerPoint, and Excel documents - Assisting with writing and translating logistics-related documents - Tracking progress, priorities, and deadlines of various projects - Participating in organizing company events and careers days - Creating reports on the HR-related process when required 11 2.2 Challenges and lessons 2.2.1 Challenges During my internship at Traco Transport JSC No.1, I took on some exciting new challenges with the recruiting coordinator intern, including: - Recruitment: + It took me a lot of time to screen resumes and application forms to find the right candidates for the job requirements + I found it hard to arrange for a convenient time that worked for the interviewer and each candidate + The candidate management seemed rather difficult that made me confuse their information because of communicating by phone calls, text messages, and emails - Culture: + It was pretty hard for me to find appropriate attire for an office environment that both made me comfortable and conveyed my professionalism + It required a high degree of flexibility, communication and cooperation in the workplace, so I had to make every effort to observe and learn more my senior colleagues every single day - Others: + While writing and translating logistics-related documents, I came to realize my lack of technical terms of business, especially logistics and transport + Being not so good at Excel took me several hours to complete the given tasks + There were some days when I struggled against a mountain of paperwork to meet the deadline 12 2.2.2 Lessons A four-week internship at Traco Transport JSC No.1 gave me the good chance to apply the knowledge and skills I had acquired at university as well as improve them in a more professional working environment In addition, I could learn some valuable lessons from this experience that may further my career one day, including: - Hard skills: + Learning about recruitment and selection process of an organization that I had not been well aware of before + Learning to act as a recruitment coordinator, not a candidate for the first time + Learning corporate culture (attire, etiquette and attitude) and work ethics when I was in the tangible environment + Broadening expert knowledge of logistics and transport by translating relevant documents + Improving important computer skills for an office staff - Soft skills: + Improving communication skills that have boosted my self-confidence + Learning how to cope with the pressure of work + Learning to manage my time better by maintaining a balance between my work and personal life, without harming any of them + Learning to be more responsible and accountable for what decisions I made and how I executed what had been allocated to me + Learning to work as a team without focusing entirely on myself and also developing patience in situations when I disagreed with another members of the team 13 PART THE USE OF ENGLISH AT TRACO TRANSPORT JSC NO.1 3.1 Description of the current use of English Traco Transport JSC No.1 is a specialized logistics services provider which often cooperates with many foreign agents Therefore, staff must use English as the most common second language in business contracts and negotiations However, the level of English required depends on the responsibilities of each department In particular, English is frequently used in three departments and representative offices, including Sales Department, Marketing Department, Human Resources Department, and Logistics Offices - Sales Department: Staffs have to use English frequently to directly exchange information and negotiate with foreign firms Hence, their fluency and correct pronunciation in spoken English are essential Moreover, they themselves draw up business contracts and relevant documents in English that can provide legal assistance for other departments Obviously, this job also requires a high-level writing skill - Marketing Department: Marketing executives are responsible for providing customers with plain-English business contracts written by the Sales Department and responding to their questions related to these contracts Generally, the necessary knowledge of business English should be needed Also, publishing corporate information in English language on the websites is allocated to the staff in this department - Logistics Offices: The duties of these offices are to coordinate the Sales Department with contracts and freight documents The coordination of the offices therefore involves the use of English - HR Department: English is mostly used in interviews to evaluate candidates’ language proficiency, and contract translation as required 14 Staff in other departments are encouraged to use basic English in communication Recognizing the important role of English for work, Traco has offered training courses to help individuals improve their English 3.2 Recommendations for improving English Some recommendations for improving English language skills include: - Individuals should be aware of the importance of English because it is not only their excellent promotion prospects but also the vital matter to the company They have to find their own effective methods of learning English and practice it everyday - The company should frame a policy of bonuses and salary increases to encourage individuals who achieve a higher level of English proficiency and perform well in the workplace - The company should offer more training courses that help staff to improve their English rapidly - The company ought to organize quarterly meetings where all staff are encouraged to exchange their ideas in English - Tests should be prepared to ensure employees’ English language skills 15 PART GRADUATION PROJECT TOPIC Topic: Difficulties in the Vietnamese - English translation among third-year students at Thuongmai University 16 ... PART 1: OVERVIEW OF TRACO TRANSPORT JOINT STOCK CORPORATION NO. 1 1. 1 General information about Traco Transport Joint Stock Corporation No. 1 1. 1 .1 Basic information 1. 1.2 Formation... Information Technology HR Human Resources iii PART OVERVIEW OF TRACO TRANSPORT JOINT STOCK CORPORATION NO. 1 1 .1 General information about Traco Transport Joint Stock Corporation No. 1 1 .1. 1 Basic information... structure of Traco Transport JSC No. 1 Image 1. 1: Logo of Traco Transport JSC No. 1 Image 1. 2: Fertilizer Image 1. 3: Steel Image 1. 4: Traco warehouse Image 1. 5: Containers for loading and transport