ABSTRACT Universities and colleges in Vietnam increasingly attach special importance to both provide theories from books to students and train them through the real working environment in order to mak[.]
ABSTRACT Universities and colleges in Vietnam increasingly attach special importance to both provide theories from books to students and train them through the real working environment in order to make a well-educated workforce for society For that reason, Thuongmai University has built a studying route for the students with one internship course They are considered as opportunities for students to review their knowledge, improve their own skills and enrich more working knowledge As a last–year student of Thuongmai University, I was given an opportunity to penetrate the working environment, apply my knowledge at school in practice and improve my soft skills in this internship period I took part in the 4-week program at the Logistics Department of Tan Thanh Pharma., Corp The reason I choose to follow the logistics sector is that I wanted to study and experience more about international shipments I also want to have more knowledge of international trading activities as well as customs, check procedures Besides, working in a logistics department helps me understand comparatively the situation of Vietnamese businesses in the global market or importation and exportation, the way they negotiate with their foreign partners and which methods were used for transportation This report is chiefly about what I did and studied in the internship period at Tan Thanh Pharma., Corp It also reflects my learning process and the achievements I got from it In addition, I made self-evaluation and recommendation for my graduation paper this semester 1 ACKNOWLEDGEMENTS First and foremost, I would like to extend my sincere and heartfelt obligation towards all staff, seniors, managers and partners of Tan Thanh Pharmaceutical and Trading Corporation for offering me an opportunity to work as an intern at the company Without their active guidance, help and encouragement, I would not make headway in the process Especially, I am greatly indebted to my supervisor, Ms Pham Thi Tam, who taught and supported me a lot during the internship period With her kind help and knowledge, I may have chances to overcome difficulties and contribute to Tan Thanh Pharma., Corp Her guidance and instruction provided me with valuable insights into the company tasks as well as my English usage ability and fluency in the working process Besides, I want to express my warm gratitude to Thuongmai University to facilitate me to have the internship program to accumulate practice experiences and give me an opportunity to approach professional training methods and necessary social skills And last but not least, I would like to send my greatest thankfulness to all of the lecturers in the Faculty of English as well as my advisor Pham Thi Phuong for providing me with academic knowledge of the English language in the learning process and helpful instruction in the internship period Mrs Phuong, along with her valuable feedbacks, has been my inspiration and motivation to resolve obstacles and difficulties during the process In spite of my hardest attempt, this report certainly contains some mistakes due to the limitation of information resources and other documents as well as internship time I look forward to the feedbacks and recommendations of teachers It would be valuable luggage to help me improve my knowledge later 2 TABLE OF CONTENTS LIST OF TABLES AND FIGURES 3 LIST OF ABBREVIATIONS Abbreviations B/L CEO CIF C/O HS Codes PI PO Pte Ltd R&D Department Meaning Bill of Lading Chief Executive Officer Cost, Insurance & Freight Certificate of origin Harmonized System Codes Pro forma Invoice Purchase Order Private limited Research and Development Department Tan Thanh Pharmaceutical and Trading Corporation United States of America Tan Thanh Pharma., Corp USA 4 CHAPTER 1: INTRODUCTION ABOUT THE COMPANY I I Overview about Tan Thanh Pharmaceutical and Trading Corporation General information about the company: Image 1: Tan Thanh Pharma., Corp logo Tan Thanh Pharmaceutical and Trading Corporation, established in 2008, is a reliable and prestigious pharmaceutical supplier in Vietnam It was fully licensed on Oct 9th, 2006 by Vietnam Government Tan Thanh’s headquarter is located at No.15 – Lot.3A – Trung Yen Urban area – Trung Hoa Ward – Cau Giay District – Hanoi With 14 years of doing business, Tan Thanh Pharma., Corp has become well – known brand of supplying and distributing pharmaceutical and healthcare products The company has expanded both Hanoi and Ho Chi Minh city – the biggest and most developed cities in Vietnam and a branch in Da Nang province together with a strong offices network broadly throughout the country equipped with a professional management model, experienced and enthusiastic staff, Tan Thanh Pharma., Corp commits to improve the quality of human life by enabling people to more, feel better and live longer II Core value, vision and mission 2.1 Core value Core value is to take the opportunity of human resources as the main key to improve quality of products and services and to maintain harmonious combination among economic interests, political, cultural and social sector, which is the business principle; image and prestige are invaluable assets; the satisfaction of customers and partners is business objectives Vision • To ensure production and business efficiency and safety with high economic values • To make Tan Thanh Pharma., Corp become one of the leading manufacturers, 2.2 distributors of domestic pharmaceutical and medical equipment of Vietnam (both in production scale, capital, revenue, profit, human resources) Gradually bring the pharmaceutical and medical equipment of Tan Thanh out to region and globe Mission Company mission: Putting Tan Thanh Pharma., Corp become the brand 2.3 reputation of Vietnam, production and distribution of high-value products in the field of people’s healthcare Brand identity 3.1 Commitment • Always providing pharmaceutical and medical equipment of good quality, being consistent with the interests of consumers • Maintaining the respect, cooperation and mutual development with customers • Providing products and services with the best quality and ensuring that Tan Thanh is a trusted partner of enterprises and customers • Committing to building partner relationships and a sustained spirit of cooperation and mutual benefit between the product provider and customer service, among partners Product and service 3.2 To meet the growing consumer demand of customers, Tan Thanh has been actively studying the market, research and product design, offering the following types of items: Medical equipment: one of the company’s main products from 2014 to the • present and accepted by the market all over the country Due to the Covid-19 pandemic, the demand for oxygen concentrators and face mask sharply increases in 2020 Medicine: as essential products of the company include a variety of products • of the company, dedicated to each type of diseases such as the liver, bones and joints, stomach, antibiotics, inflammation… Dialysis equipment: as a new product was introduced into the market in • 2015 This is a premium product produced by the technology of Fresenius Medical Care in German Overall, the current products and services of the company are of good quality and meet the need of the majority of domestic consumers, high consumption, favored by consumers However, in order to meet the increasing demands of the market, Tan Thanh continues to invest and diversify the product mix, develop the potential and inherent value of the company 3.3 Market Along with the production and distribution of pharmaceutical equipment, the company has expanded many new industries, including the field of bidding and medical equipment suppliers Hanoi market is the largest market of the company (accounting for 49% of total consumption) However, the company’s market share in this market has declined in recent years due to fierce competition from other competitors Following Hanoi market is the market of Northeast and Northwest provinces (30 % of total consumption) This is a very large market and there is potential for exploitation both in width and depth The central market is mainly consumed in some provinces: Da Nang, Nghe An and Thanh Hoa Local products are consistent with the need of the market For the Southern market, the company’s new products are present in recent years, mainly in some provinces such as Vung Tau, Ho Chi Minh City Consumption volume in the southern provinces is low (about % sales volume of the company), owing to the geographical distance, the competition of enterprises producing pharmaceuticals and medical equipment and the lack of resources The organizational structure of Tan Thanh Pharma., Corp Organizational apparatus operations of the company are lightweight, scientific, operating under command online mode, encouraging the ability to work independently and to maximize the creative capacity of each staff Image 2: The organizational structure of Tan Thanh Pharma., Corp • Board of Directors: As the governing body of the company, have full authority to represent the company to decide on all matters related to the company's target (except for matters within the jurisdiction of Annual General Meeting of Shareholders), have the right to inspect and supervise the implementation of the resolutions of the Board, the director of the company • Supervisory Board: Supervisory Board of the company consists of members, operates independently under the duties and exercises their powers as stipulated in the charter of the company and is responsible to the Annual General Meeting of Shareholders for checking, supervision and operation of the board and CEO • Marketing Department: Create the image, brand development; conduct market research, product development and market expansion; implement marketing programs by the Board of Directors; advise the company's director of strategic marketing, product, and customer • R&D Department: gather information on the market to capture the strengths and weaknesses of the company and competitors, as well as research the tastes and characteristics of customer consumption • Sales & Planning Department: Search new customers and receive orders, sourcing and production to supply to customers Search for business opportunities, conduct the procedure and to participate in bidding Management of the business situation and the relationship with the dealer Propose business ideas to directors Coordinate with other departments to meet customer requirements quickly and to accomplish the overall goals of the business Supervise and inspect the progress of handover, installation products for partners • Accounting Department: Accounting costs, monthly sales, quarterly, and annual fluctuations in revenue and costs Subscribe to the volatility of the assets and funds of the enterprise Prepare monthly manufacturing business results reports Accounting of salaries and insurances Resolving the issue of value-added tax, corporate income tax, bills and vouchers • Human Resource Department: Track and manage changes in the business personnel Coordination of production and business activities according to the strategic and business objectives that were set out Import and export of materials for production machining parts • Technical Department: Product design to production parts machining and fabrication Receive designs from the business department; the analysis calculates the cost to the business department report back to the client Research launched the innovative solution design, reduce production costs • Delivery Department: Receive designs and materials for processing into products manufactured as well as manage the process of packing, shipping and installation of the product Suppliers and customers 5.1 Suppliers After 14 years of development, the company has commercial relations and cooperation with many major equipment manufacturers and business over the world such as Atlas Copco, Airtech Equipment Pte Ltd, Olympus, Schmidt, Siemens, Shimadzu, Del Medical, etc to update medical achievements, the latest techniques with the aim of ensuring excellent warranty service, long-term maintenance and repair, and supply of spare parts up timely replacement the equipment imported by the company ACON Diabetes Care Airtech Equipment Pte Atlas Copco Ltd Image 3: Some supplier of Tan Thanh Pharma., Corp Customers 5.2 The company's customers are diversified as follows • • • • • • II 108 Central Military Hospital Oncology Hospital, Ho Chi Minh City Health Department Ministry of Public Security Army Medical Department - General Department of Logistics The health facilities, hospitals nationwide General information about Logistics Department: Logistics Department consists of various functions that have to be properly managed to bring effectiveness and efficiency to the supply chain of the company including some major activities: Order processing: It is an important task in the functions of logistics • operations such as checking the order for any deviations in agrees upon or negotiating terms as well as prices, payment, and delivery terms; checking the availability of materials in stock and managing production and material schedules for shortages Inventory • control: keeping enough inventories to meet requirements, and simultaneously carrying cost should be the lowest 10 customer Transportation: choosing the mode of transportation depending on the • infrastructure of transportation in the country or region as well as minimizing costs with IT systems Liaising and negotiating with customers and suppliers; developing business • by gaining new contracts, analyzing logistical problems and producing new solutions Evaluating performance and quality and planning improvements with IT • systems 11 CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS IN TAN THANH PHARMA., CORP I Goals of internship, tasks assigned and working methods Goals of internship I After years at the Thuongmai University, each student has their own accumulated a certain amount of knowledge, but if there is no environment to practice, apply the theory learned will not achieve the best results Therefore, internship graduation is a very important subject for every college student last year Duration of 4-week internship is a good opportunity for each student (especially an English business student like me) to interact and become familiar with the working environment in the workplace, as well as office work Furthermore, students have the conditions to apply knowledge and language learned at school to practical work, learn more experienced, remedy the shortcomings and contribute to improving the skills required in college over the years After graduation internship, each student will have professional skills and a clearer orientation in their future work This internship also helps students complete more about all aspects of the training process, including strengthening the knowledge and skill, improving attitude and reinforcing communication, ability work, management, practice conscious labor discipline, industrial working style to become familiar with the work environment The initial step is very essential to help students not confused before the new job With myself, I found that the internship plays an important role not only with my learning process but also for my career later Tasks assigned II The content of the specific tasks assigned to me during the internship at the Tan Thanh Pharma., Corp as follows: • Search an overview of the company and the job as well as how the operate of the • Logistics Department Charge of records classified projects involving imported medical equipment activity in the next quarter 12 • Compile some documents related to the projects involving imported medical equipment activity in the next quarter • Assist some assigned office work such as sorting files, documents and stamping III documents Working methods • Read the introductory text about the company on the official website and collection of supporting documents for the registration, operations, and reward of company • During the internship, I can learn and refer to several documents relating to my professional internship at practice, so I just have to learn more, and just can complete certification preparation • Before I start translating a specific text, I usually skim through a turn to understand the basic content of the post and then proceed to translation Since there are so many words in majors in the process of translating posts, sometimes I have to ask the help of a dictionary (of dictionaries and dictionary software) to understand the nature of the word and apply the correct word Once completed, I check text again before giving the colleagues checking and editing • At the same time, I have to be careful to read the text in order to avoid confusion in • the arrangement and stamping In company, I get to be the caring direction of the colleagues in the Logistics Department, get them hands-on, on-site guidance (guidance both theory and practice); therefore, work assigned completed quickly and effectively • Also, by directing observation of the work at the office or going experimental observations at factories, which helps me understand the nature of the problem and IV little crestfallen before the problems in majors Difficulties and the personal experience acquired through the internship period 4.1 Difficulties First of all, like many students who often lack working experience, I didn’t have enough experience and background knowledge in this area As a result, I spent a lot of time to research and learn about related knowledge and skills Besides, my English vocabularies are still limited; most of them focus on academic English There are many academic English vocabularies that I didn’t have a chance to learn and improve Another major difficulty hindering my internship is the lack of communication skills with other colleagues Sometimes I feel hesitant to ask questions for the fear 13 of being judged and I don’t want to annoy or get in colleagues’ way In such a case, I directly clarify it with my supervisor to comprehensive the task and question Lastly, the working environment in Tan Thanh is quite stressful because I have to face complex tasks Because Tan Thanh’s goods are machinery, medical equipment, these are relatively complex items in determining the HS codes and the origin of goods Another type of machinery, medical equipment can be assembled in one country, but the equipment was manufactured from a different country, so the determination of the origin of goods is very difficult And with these types of items such complex, the pressure commodity code is also the problem requires companies to have solid professional Due to the imported goods of such companies, so in some cases, these characteristics have a major influence on the clearance of goods Goods are another obstacle to complete C/O slow cargo clearance time and affect the value of the tax It is caused by the complex nature of the item The shipments are imported medical equipment that can be produced from many countries For example, 40% of components produced in China, 40% manufactured in the USA and 20% produced in Germany, the determination of a reasonable origin would be difficult and costly time If the company confirmed goods originating from the preferential market on tariffs but the customs authorities did not recognize the origin of goods that the company tax amount payable will be huge, affecting many to revenue and expenses of the company However, the company imported goods mostly from the big markets are not entitled to the preferential tariff But items such as machinery, medical equipment items are required to have state certificates of origin of goods Hence, the determination of the exact origin of the company is very important In some cases, the complexity of the goods which the company applied the wrong HS code for goods affects the amount of tax payable by the company The errors will affect the time of customs clearance, cargo liberation of the company lead to problems in the implementation of contracts with local partners 4.2 Personal experience acquired through internship period 14 After weeks of internship at the company, I myself have learned a lot from the colleagues of the Logistics Department and accumulated invaluable lessons and would be very useful for my future job These lessons are as follows: • Firstly, I understand partly the process of import and export operations, procedures and customs documents necessary related activities such as import-export business purchase agreement, transport documents, payment documents At the same time, I also get a glimpse of the process known as customs clearance procedures for a particular shipment in ports However, until the internship, I really understand the import and export activities I already know how to classify goods, the origin of goods, store and track record import and export; master how to read - understand the actual documents, how to make invoice - sale contract - packing list Besides, I fully acquire practical experience in import and export as well as how to arrange a set of documents for export shipments, imports and non-commercial At the same time, I can enhance the skills of negotiation, drafting and signing of the contract of sale and handle some situations arise illegal import and export activities rather than just the make-up negotiations during classroom presentation Through internship time, I have improved my limited awareness of the export and import sector and orient myself correctly chosen area of specialization • For the work of translation and interpretation of documents, I draw some useful experience Before the translation or interpretation, I need to learn about the translated document, view it in the field to have prepared in advance as to find dictionaries, special vocabulary to help translate more quickly and accurately When translating, I have to analyze sentence structure to translate the content of the original text exactly and meaningfully When compiling, I myself constantly learning and improve vocabulary of many different specialized fields, accumulation of basic knowledge to translate better and more accurate Moreover, after translation, I usually check back several times to have the appropriate editing • In addition, I also practice some office work so I can enrich some experiences, such as: how to organize and manage files, practice using office software, some preparation work records and documents for business trips or check 15 • Through times going experimentation in the factories, I had the opportunity to have access to practical work, exposed more experienced employees in the factory and directly exchange their information Since then, I can be more confident and have more experience in connecting with people • With a realistic approach to the job, I felt more confident after leaving school and looking for work I was aware of my strengths and weaknesses; skills and knowledge that need to be retrofitted (apart from formal training programs in schools) to meet the task Penetrating the real environment helped me to raise awareness of roles and responsibilities for pursuing my profession Besides, thanks to the internship period, I was trained in a number of integral skills such as communication skills Social interaction is an important factor, contributing to the buildup successful in any field Good communication is the key to 85% of success in the work At the same time, the first skill that employers look for in candidates is good communication skills In everyday life as well as at work, we often have to communicate with many people, with many objects of different classes We need to have good communication skills to avoid misunderstandings and false information given, and increase interaction with customers and colleagues, create cultural integration in the office And by interacting with colleagues in the workplace as an intern, I had more opportunities to improve their communication skills such as listening more than talking, to be modest when talking about others, to comment positively in group meetings and always smiling with colleagues and superiors Another vital skill is time management skill The time fund is the same as everyone, it is important to us how to use them most effectively Fortunately, I have learned time management skills that are helpful in internship time in the Tan Thanh Company 4.3 Contribution to the company Internship period has helped me partly contribute my small effort to the business activities of the company I myself have translated two documents related to the company’s import-export operations in the next quarter, classified documents 16 in the kit to submit easily documents relating to the Customs At the same time, I also stamped over hundreds of documents, and make some invoices - sale contract packing list Moreover, I also found a fairly potential partner for the company and receive the commendation from the leader • Besides, over a period of research and learn, I can provide some solutions to • • • • promote the clearance of imported goods to the company Complete preparation vouchers in the customs dossiers Enhance professional knowledge of staff procedures import customs clearance Create a good relationship with the customs authorities Implement electronics customs procedures for goods CHAPTER 3: OBSERVATION OF ENGLISH USAGE IN TAN THANH PHARMA., CORP I The practice of using English in the company Because the Logistics Department of Tan Thanh Pharma., Corp requires staffs to have English skills on an intermediate level to communicate with the customer and the foreign agents Therefore, almost all of the employees in the department can use English smoothly and they have little difference in level and ability However, the difference in the level of English proficiency of other departments is comparatively considerable First and foremost, I would like to mention their speaking Generally, my colleagues in the Logistics Department sometimes make some common mistakes, but their skills remain very good They can easily communicate with their customers or foreign partners On the other hand, employees in other departments find it difficult to speak smoothly Because the staffs in the departments are not required the level of English skill, many of them not attach special to learn English They have difficulties in speaking English due to the lack of confidence and professional vocabulary Besides, they not have opportunities and environment to contact foreign partners and customers, so they are not able to enhance their English frequently Secondly, the English writing of Logistics Department’s staff is somewhat good Because all documents (PO, PI, B/L, Sales Contract…) related to the import 17 sector have their own templates, staffs don’t have to be afraid of writing the wrong kinds (business letter, letter of inquiry…) or styles (formal, informal or neutral) Meanwhile, the employees of other departments find it hard to use English to write because writing requires higher accuracy of grammar and vocabulary Finally, the reading skill of staffs in the Logistics Department is great They can deal with English documents very fast and accurately And the reading skill of staffs in other department is better than the writing skill Solutions to improve English skill in the company II To improve the English skill of staff in Tan Thanh Pharma., Corp, I would like to propose the following solutions: Building a comprehensive plan for training and using English for staff at all • levels Building specific regulations on standards and English qualification for each • staff titles (using smoothly all skills: listening, speaking, reading and writing) Building an English training model that is suitable for the staffs in the • company Building an English learning environment in the company by promoting • mobile applications so that employees can participate in online English courses Encouraging employees to participate actively in English training programs; • study regularly, improve their English level by their own effort 18 CHAPTER 4: SUGGESTED TOPIC FOR GRADUATION PAPRER From the knowledge learned in university, I had to apply a lot of useful knowledge during the internship report at the Logistics Department of Tan Thanh Pharma., Corp After weeks of internship at the company, I myself have learned a lot from the colleagues of the Logistics Department and accumulated invaluable lessons and would be very useful for my future job Besides, I would like to propose a suggested topic for the graduation paper: “A study on difficulties in learning speaking skill of English major students at Thuongmai University” 19 CONCLUSION The internship period has offered me a great opportunity to grow and develop myself I not only had a chance to put theories learning at university into practice, but also got many lessons from the real working environment such as learning extensively about the supply chain industry and the relevance of logistics in today’s business environment Additionally, I have also motivated me to be able to overcome challenges and develop my career The internship is like a big test for me to find out all my strengths and weakness I have got so far The internship improved not only my critical thinking and analytical skills but also my professional skills Working in Tan Thanh Pharma., Corp as an intern was not only an honor and privilege but a lifetime experience that will persistently transform my professional life I learned from my colleagues and supervisors the seriousness and dedication to work as well as the enthusiasm and friendliness Especially, my CEO, Ho Dac Tuan has inspired me to learn and work to add value to the organization I truly appreciate this opportunity and show my greatest thankfulness to Tan Thanh Pharma., Corp for giving me the opportunity to not work as an intern but as a proper member I would definitely like to work and contribute to Tan Thanh Pharma., Corp in the future if I get the opportunity 20 ... Overview about Tan Thanh Pharmaceutical and Trading Corporation General information about the company: Image 1: Tan Thanh Pharma., Corp logo Tan Thanh Pharmaceutical and Trading Corporation, established... Invoice Purchase Order Private limited Research and Development Department Tan Thanh Pharmaceutical and Trading Corporation United States of America Tan Thanh Pharma., Corp USA 4 CHAPTER 1: INTRODUCTION...ACKNOWLEDGEMENTS First and foremost, I would like to extend my sincere and heartfelt obligation towards all staff, seniors, managers and partners of Tan Thanh Pharmaceutical and Trading Corporation for