INTERNSHIP PROCESS IN TMS COMPANY LIMITED

ACKNOWLEDGEMENTS It is such a huge honor for me to express my gratitude to many people whose encouragement, support and assistance played a vital role in contributing to the success of my report First.

ACKNOWLEDGEMENTS It is such a huge honor for me to express my gratitude to many people whose encouragement, support and assistance played a vital role in contributing to the success of my report First and foremost, I am particularly grateful for the guidance given by my advisor, Mrs Phạm Thị Phượng, with her dedicated advisory and suggestions in writing of this report despite her limitation of time Her detailed advice and feedbacks have provided handy instructions and encouragement, resulting in the accomplishment of my internship report In addition, I would like to extend my sincere thanks to TMS Limited Company in general and Sales Department staffs in particular for the experience during my internship Ms Hoàng Ngọc Anh provided me with not only the key documents but also the great knowledge and support My special thanks are given to my friends and family who supported me during the internship and in writing this report TABLE OF CONTENTS LIST OF FIGURES Figure 1.1 Organizational Structure of TMS Limited Company LIST OF ABBREVIATIONS No Abbreviations TMS Co., Ltd GDP DWT HR TOEIC IELTS TOEFL Meaning TMS Limited Company Gross Domestic Product Deadweight tonnage Human Resources Test of English for International Communication International English Language Testing System Test of English as a Foreign Language INTRODUCTION Vietnam is increasingly developing and currently at the top of emerging logistics markets As reported by Vietnam Logistics Business Association (2019), logistics industry accounts for 20 to 25% of the GDP structure and is expected to grow by about 12% per year in the near future Furthermore, Vietnam ranked 39 out of 160 countries in the Logistics Performance Index (LPI), up 25 levels compared to 2016 (World Bank, 2018) Clearly, Vietnam has a huge potential opportunity of logistics industry development, which contributes enormously to the domestic economy One of the main factors of Vietnamese logistics growth is the effective human resources because it serves creating a pool of prospective employees who can ensure continued operation for fulfilment of company’s objective Within over one-month internship in TMS Limited Company, I was lucky to learn and apply my domain knowledge and skills which I have acquired since university Besides, I have had a great opportunity to experience a promising field of Human Resources that I have never encountered before In fact, this internship enables me to gain information about human resource management, company structure and operation system, most importantly, the recruitment process and assessments as well as training programs Except for the table of contents, acknowledgment, list of tables and figures, introduction, conclusion and references, this report covers four chapters: - Chapter I: An overview of TMS Limited Company Chapter II: Introduction about internship process in TMS Limited Company Chapter III: The reality of the use of English in TMS Limited Company Chapter IV: Suggestion for the topic of the graduation thesis Chapter I describes an overall view of TMS Limited Company with the content of its formation, development, services, achievements and organizational structure Chapter II is mainly about what I did and studied in the short period of time I worked as an over one – month intern at TMS Co., Ltd It also describes my learning process there and the challenges as well as achievements I got from it Chapter III is my observation of English usage in the whole company and my recommendations for English skills improvement In Chapter IV, I made selfevaluation and suggestion for my graduation paper in this semester CHAPTER 1: AN OVERVIEW OF TMS LIMITED COMPANY 1.1 Formation and development TMS Limited Company was established on April 15 th, 2010 with a tax code of 2500392944 by Mr Hoang Anh Tuan, specializing in transportation services and freight forwarding services The main office is situated at No.32, Ton That Tung Str, Hung Vuong Ward, Phuc Yen City, Vinh Phuc After a decade of development, TMS Limited Company has been committed to providing logistics services including road transportation and international freight forwarding to deliver excellence and value to customers, carriers, businesses and government From a humble beginning in 2010, with a modest number of 10 trucks and 15 trailers TMS Limited Company served local businesses in Phuc Yen City Today, with 10 years of experiences, the company has succeeded in expanding the quantities of cars, trucks, trailers and containers as well as serving both national and international organizations In addition, understanding the customers’ needs in order to continuously add value to their business and provide them with superior supply chain solutions is the key for building the image of TMS Limited Company As a result, the company has won the credibility of many loyal individuals and organizational groups and enterprises In the future, TMS Limited Company is going to launch branches in Hanoi and expand its foreign activities with international counterparts Besides, the company is planning to become a distributor of products by establishing supermarkets In the next few years lies a promising business scenario of the company 1.2 Services TMS Limited Company has employed a well-trained, professional, experienced and dedicated group of drivers as well as office workers Up to now, providing transportation services and freight forwarding is the main service of the company’s objectivities Specifically, the company offers the logistics service of inland road transportation such as agricultural products transporting, imported and exported products transporting, construction materials transporting, and containers transporting Additional logistics service that the company has provided is freight forwarding, which includes cargos and freights packaging, customs clearance and tax privilege consultancy Moreover, the company has also served the rental service of cars and trucks with DWT from 500kg to 35 tons With a sufficient supply of cars and trucks with DWT from 500kg to 70 tons, the company achieves the superior transporting capacity from 200 to 300 tons of cargo loads per day, proceeding to 8000 tons of cargo loads per month TMS Limited Company has delivered the highest quality service coupled with the highest level of safety with 100% insurance for high-value products In addition, TMS Limited Company has cooperated with many well-known multinational corporations such as Honda Corporations, Toyota Corporations and Toyota Boshuku Limited Company 1.3 Mission, vision and core values • Mission TMS Limited Company has been continuously developing organization culture and expand the size and scope of the business in order to deliver values to customers, suppliers, counterparts and employees by providing national and global products, and playing a vital part in Vietnamese logistics industry and international supply chains • Vision TMS Limited Company is committed to developing and establishing local, national and global supply chains which enriching the life standards of the local people as well as contributing to the domestic economic growth • Core Values TMS Limited Company has interweaved Commitment, Openness, Respect, and Enthusiasm in every service provided With the motto of “delivering values to customers and contribute to the domestic economy”, the company is determined to maintain the leading position in logistics industry, participate in the global value chains, reinforce the business foundation , and thus improve its competitiveness 1.4 Organizational structure The organizational structure diagram of TMS Limited Company is described below Director Vice Director Operation Management Department Finance DepartmentMarketing Department Human Resources Department Operation Manager Financial Manager Marketing Manager Human Resources Manager Supervisors Accountants Designers Recruitment Assistants Drivers Cashiers Content Creators Training Assistants Figure 2.1 Organizational Structure of TMS Limited Company (Source: TMS Limited Company) Under the leadership of founder and director Hoang Anh Tuan, TMS Limited Company system has been divided into four departments, including Operation Management Department, Finance Department, Marketing Department and Human Resources Department together with 60 employees Particularly, managers are in charge of all departments above The Operation Management Department is responsible for running and providing the transportation service of the company as well as contacting and collaborating with customers and business counterparts, while Finance Department takes the role of managing the company cash flow, taxes and budgets, forecasting over long-term and short-term time horizons, and reporting on regular bases, especially financial statements The Marketing Department monitors the company’s website and social media, conducts customers and market research, and organizes promotional campaigns and advertisement Finally, the Human Resources Department handles employee recruiting, staff training and development, and interpersonal communication and relation among employees CHAPTER 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN TMS COMPANY LIMITED 2.1 Internship activities It was such a great opportunity for me to work as an intern for over month in TMS Limited Company, one of the leading transport companies My internship lasted from December 10th 2020 to January 15th 2021 During my internship, I was assigned to practice at the Human Resources Department under the supervision of the Human Resources Manager, Ms Hoang Ngoc Anh Working in HR Department, my team was in charge of handling all the manpower matters in the company, including designing suitable onboarding plans, organizing employee recruitment, launching staff training and development programs, setting up performance improvement plans, promoting interpersonal communication and relations among employees, ensuring the business operating in compliance with all labor laws, and keeping income and attendance records In addition to the workload above, I also took care of different duties in the office, such as photocopying the worksheets and contracts, typing and preparing papers and documents, and checking staff attendance and absence online In brief, I have had a good chance to experience a new and interesting field of Human Resources that I have never encountered before After over one month, I have been fully aware of the importance of HR Department and the role of an effective recruiting process 2.2 Difficulties and the personal experience acquired through the internship period 2.2.1 Difficulties First and foremost, the main project I was working on was looking for suitable candidates on every recruitment platform They consist of company web-page, online websites including timviecnhanh.com, TopCV.vn, vieclam24h.com, Timviec365.vn, etc and social media such as Facebook and LinkedIn which are firm and promising social platforms for every recruiter Everyday I had to upload all the job descriptions onto the systems I had to then filter through around 10 approximately 100 applications, making sure they were eligible to apply and then put them forward for a telephone interview The scale was certainly the biggest difficulty I faced I sometimes ended up staying in the office until 7pm because of the volume of applications Next, at the beginning of internship period, my weakness is lack of confidence when making telephone calls with the candidates I had to contact them to inform them about the interview date, time and venue My lack of communication skills helped them to misdoubt the trustworthiness of my company that caused some refusals for interview Last but not least, this job required me to have good Microsoft Excel skills to store and familiarize with payroll Because I did not have much time to work with professional computer science in university, I had to spent nearly one week getting acquainted with them Sometimes, working with the numbers made me very stressed and tired 2.2.2 Personal experience acquired through the internship period First of all, during over one month of internship in TMS Co., Ltd, my communication skill has been improved a lot I haven’t been shy when communicating with the candidates What’s more, I gained a lot of precious relationships with the seniors and colleagues who will support me in this sector in further future My good communication skills, in addition, helped our team build team spirit to deal with some challenges in the internship period We were very enthusiastic and willing to help each other We were not only a purely working relationship, but also really good friends Second, in addition to Human Resources experiences, I have got much valuable knowledge in logistics sector from my supervisor and colleagues I recognized that English is very important in logistics sector Not only did I broaden my terminology vocabulary but also improve so much practical experience of logistics Third, thanks to short internship period in TMS Co., Ltd, I have more chances to practice English The seniors in Organization Management Department are very talented at English When I finished the Human Resources tasks, I was given 11 chances to observe Organization Management Department I acquired negotiation skills and writing business correspondence skills again because I had learnt the theories at Thuong Mai University Although the internship period is quite short, I gained a lot of practical experiences and knowledge of logistics sector They will be a plus in my CV when I apply for a job in the future 12 CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN TMS LIMITED COMPANY 3.1 The practice of using English in the company As a logistics company which also deals with international freight, English skills are basic requirements to enter this sector for its dominance in more than 60 countries According to the TMS Co., Ltd statistic, nearly 60% of staffs has at least one English certificate such as TOEIC, IELTS, TOEFL, … They mainly work in Organization Management Department and Marketing Department In these departments, the staffs must have English skills on intermediate level as they have to communicate with foreign customers and create English contents as well Therefore, many of them are capable of using four English skills (Listening, Reading, Writing, Speaking) smoothly and fluently Although the rests sometimes make some common mistakes of English-speaking Vietnamese, they still can communicate with their customers and agents easily I would like to indicate some mistakes observed during the internship period in TMS Limited Company Firstly, a few of staffs mispronounce “l-n” because of dialect These people mainly live at neighboring areas such as Me Linh, Tien Phong, Xuan Hoa, … and their lisp were influenced since they were small Their mispronunciation might sometimes make the clients confused Secondly, the common mistake of some Content Creators is to overuse wordby-word translations to create contents They consulted Vietnamese contents sourced in the Internet then used Google Translate tool to convert to English texts This translation technique is not good at all In addition to lack of creativities, they could not be guaranteed accurate grammatical structures Finally, most of staffs face difficulties in listening non-native English-speaking people There are some countries in which people not use American, Australian or British English such as Nigeria (Pidgin English), Thailand, Japan, … In these cases, they prefer use text messages to make phone calls To my point of view, reading skill of almost staffs in the company is the best when compared to the remaining skills They can deal with English documents 13 very fast because they were equipped by a gorgeous background of logistics knowledge Therefore, they are able to save time to understand them 3.2 Solutions to improve English skills in the company English is the language of global communication that most people want to master in After observing English usages in TMS Co., Ltd, I would like to recommend some solutions to improve English skills of the staffs The first one is that the company should ensure the quality of English level of all the new staffs by an entrance test Depending on the requirements of each department, this test can be applied in many forms such as writing test, face-to-face interview, or overall test which includes checking four skills: Listening, Reading, Speaking and Writing skills After that, the company will evaluate and choose the best candidates for the openings Next, it is advisable to spend time motivating themselves to daily practice English skills In particular, watching international trade shows at home is a good way to improve pronunciation and listening skills They’re often enjoyable than strictly educational materials Seek out good writing, watch great speakers and try to imitate their format, structure and accent Theses ways not only help them with language proficiency, but they can also enhance their knowledge of many other fields Last but not least, it is guessed that he ore she was not the only one in surroundings in need of improving English skills Find someone with the same problems and arrange English-speaking sessions Besides, they should proactively seek feedbacks from their partner so that they will get better each day They will help each other out immensely even better than to find an English tutor Mastering English does require a lot of time and effort In business, there are no second chances Therefore, it’s crucial to practice every day and remove all the barriers to communicate in English openly and freely 14 CHAPTER IV: SUGGESTION FOR THE TOPIC OF THE GRADUATION THESIS After over one-month internship in TMS Limited Company, I find English speaking skills very important in life Therefore, I would like to suggest a topic for my graduation thesis My suggested topic is “Study on factors affecting English speaking performance of first-year college students of English Faculty at Thuong Mai University” 15 CONCLUSION My over one-month internship at TMS Limited Company has been a valuable experience that I’ve never encountered before I got a lot of precious knowledge and experiences All of the practical lessons about teamwork, time management and self-motivation I learned are important in life During one month working there, I myself find out my strengths and weaknesses so that I know what I should improve and uphold in my future career Also, thanks to this period of time, I have gained precious opportunities to learn from many hard-working and professional co-workers with various types of expertise and skills Their professional manner and enthusiasm are what I want to become Additionally, I got myself priceless relations and nice friends They will support me a lot in my future Through my experiences obtained during the over one-month internship, I figured out some existing problems at the company I hope that it would contribute to the company’s development in the upcoming time The report may exist some mistakes I’m looking forward to receiving feedbacks for improvement Hanoi, January 20th, 2020 (Student) Nguyen Thi Nhat Anh 16 REFERENCES - Nguyen Huong (2019) Bringing Vietnam's human resources level with - logistics industry, Vietnam Investment Review VCCI (2019) Overview of the Logistic Industry in Vietnam, Vietnam Logistics Business Association, LETO 17 ... employee recruiting, staff training and development, and interpersonal communication and relation among employees CHAPTER 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN TMS COMPANY LIMITED 2.1 Internship. .. figures, introduction, conclusion and references, this report covers four chapters: - Chapter I: An overview of TMS Limited Company Chapter II: Introduction about internship process in TMS Limited Company. .. Working in HR Department, my team was in charge of handling all the manpower matters in the company, including designing suitable onboarding plans, organizing employee recruitment, launching