TABLE OF CONTENTS TABLE OF CONTENTS i INTRODUCTION ii LIST OF TABLES AND DIAGRAMS iii LIST OF ABBREVIATIONS iv CHAPTER I OVERVIEW ABOUT VIET A TRADING JOIN STOCK COMPANY AND IMPORT – EXPORT DEPARTMENT[.]
TABLE OF CONTENTS INTRODUCTION This internship report has been prepared for the internship that has been done in Viet A Trading Joint Stock Company in order to study the practical aspect of the course and implementation of the theory in the real business environment and trading market The aim of the internship is to be familiar to the practical aspect and using theoretical knowledge And to further more to clarifying the career goals So I have successfully completed the internship and complied this report as the summary and conclusion that have drawn from the internship experience From what I know and research and to be recommended and allowed by English Faculty – Thuongmai University, I have I have gratefully experienced as an intern in Import-Export Department of Viet A Trading Joint Stock Company And after one month (from 16/12/2020 to 16/1/2021), under the valuable support and instruction of managers and fellows in the company, I enabled to apply the knowledge obtained at university into practice, meanwhile collecting basic information to complete the internship report I would like to express my gratitude toward teachers at English Faculty – Thuongmai University as well as my managers and colleagues in Viet A Trading Join Stock Company for giving me some instructions to complete the internship report and their precious lectures through which I have acquired much in knowledge, methodology and techniques Because of the limited practice time, also limited skills, the report is certain to have some mistakes I look forward to receiving comments and suggestions in order to perfect my internship report Hanoi, January 20, 2021 Student Le Minh Du LIST OF TABLES AND DIAGRAMS No List Image 1.1 Diagram 1.1 Table 1.1 Diagram 1.2 Content Logo of Viet A Join Stock Company Organizational structure chart of Viet A Join Stock Company Revenues of exporting merchandises in Viet A Join Stock Company Organizational structure chart of Import - Export department Page LIST OF ABBREVIATIONS No Abbreviated words Full phrase JSC Join Stock Company VND Việt Nam Đồng CHAPTER I OVERVIEW ABOUT VIET A TRADING JOIN STOCK COMPANY AND IMPORT – EXPORT DEPARTMENT 1.1 Information about Viet A Trading Join Stock Company 1.1.1 General introduction English trade name : Viet A Trading Join Stock Company Tax code : 0102078654 Address : Room 415, Buliding 671, Hoang Hoa Tham : Legal representative : Licensing day : Operating day : Phone : Fax : Email : Street, Ba Dinh District, Hanoi, Vietnam Nguyen Thi Phuong Lan 27/11/2006 27/11/2006 (0084) 4629 222 97 0437325589 plywood@vietawoods.com 1.1.2 History of formation and development Viet A Trading Joint Stock Company was established since 2006 with directions is bringing products and service with the best quality to their customers The company step by step becomes one of leading manufactures and exporters of plywood and wooden products in Vietnam Starting as a trading company, Viet A Woods offered different goods such as plywood, sawn timber, core veneer, MDF (Medium density fiberboard), etc The company also operated mainly in domestic market One year later, Viet A changed its business strategy to export Vietnamese plywood to the foreign market In the middle of 2013, after years of establishment, to satisfy higher and higher demand of customers as well as control better the quality of the products, Viet A’s Board of Director decided to invest in building their own factory in Dong Anh District (Hanoi’s suburb) and take about 30 minutes moving by car from city center In 2014, the company is inaugurated with the newest line of machinery There by, the production became more favourable than before And beside that, the factory created jobs for hundreds of workers By always forcusing on quality of goods and service, Viet A is becoming one of the biggest supplier in plywood and veneer field in Vietnam The products of Viet A were exported to hard markets such as: India, UAE, Korea, Thailand, Malaysia, Mexico, etc Through more than 10 years of operation, Viet A has been acknowledge widely in domestic and foreign market and received many awards such as Golden Lotus for Culture Business and glorified in National Ceremony of Thang Long – Hanoi 1000 th year in 2009, personal award for Ms Nguyen Phuong Lan: Successful businesswoman in 2010, Certificate for “Supplier of high quality wooden products” and named on top 500 Companies supply good quality products in Vietnam in 2011, Certificate of Registration for “Trusted Supplier” in two continuous year 2012- 2013 Image 1.1 Logo of Viet A JSC 1.1.3 Organizational structure Diagram 1.1: Organizational structure chart of Viet A JSC ● Director: Board or directors is responsible for the whole operation of the company They oversee daily tasks of the business or the company such as establishing organizational structure, recruiting, supervising employees, and implementing of the plan Board of directors has responsibility to continue progression in all aspects of the business in terms of product quality and operations through training and managing Depending upon the size of the company, Viet A JSC has a single director Unlike some larger businesses and organizations will form a clear board structure as: Chairman, Managing director (CEO), Executive director, Company director (Board of directors), Finance director (CFO), etc ● Deputy director: The deputy director of the company has power to lead and manage the departments or separate teams in the company He or she also can support or give counsel to the director when company get a new plan, project or dicisions Another function of the deputy director is to oversee the preparation of the annual report and accounts of the business and ensures their approval by the board ● Company secrectary: The secretary has responsibility to support CEO as well as Board of directors including in: answering calls, taking messages, handling correspondence, arranging appointments, and managing databases In addition, the secretary also organizes and services meetings (producing agendas and taking minutes) ● Marketing & Risk Department: The Marketing & Risk department takes responsibilities for conducting campaign management for marketing initiatives to remove risks of the company, producing marketing and promotional materials, creating content providing search engine optimization in the website, monitoring and managing social media, conducting customer and market research to define target markets, overseeing outside vendors and agencies ● Import-Export Department: The Import – Export department has an obligation to consult the clients regarding insurances, duties and taxes, monitor the activities of shipments to secure the compliance of regulations, maintain customer relations and participation in the organization's sales activities, assess new marketing and sales opportunities as well as presentation of those estimations to the respective managements, secure the efficiency of imports and exports ● Information Technology (IT) Department: The information technology is in control of the architecture, hardware, software and networking of computers in the company The IT department works with business executives to develop an IT strategy that supports the company’s business objectives and helps build a strong competitive advantage The department develops and operates a network to support effective communication and collaboration The IT team develops solutions that allow external organizations, such as customers and supply chain members, to securely access the corporate network The IT teams must protect the IT infrastructure and corporate data against attacks from viruses, cybercriminals and other threats ● Accounting & Finance Department: The Accounting & Finance department is to manage, control and account the flow of money, the enterprise’s income and expenses Moreover, the department is to handle tax issues, prevent fraud, provide information for management and secure compliance to applicable statutes, regulations and international financial reporting standards ● Administrative Department: The Administrative department is to enhance the office staff’s ability to manage and organize office effectively and professionally, develop an appropriate office management strategy, improve an appropriate assets management strategy and control administrative budget 1.1.4 Major business service To well-known as one of the best plywood supplier in domestic market as well as in some foreign market, Viet A Trading Join Stock Company’s products are mainly about plywood and some plywood products Following are Viet A JSC’s products: ● Packing plywood ● Furniture plywood ● Formwork Plywood ● Construction Plywood ● Film Face Plywood ● Raw Material – Eucalyptus Core Veneer / Rubber Wood Core Veneer And company’s products will be delivered after 15 to 20 days depended on paperworks 1.1.5 Business results in the period of 2018 – 12/2020 Figures in: VND Criterias 2018 2019 12/2020 Gross revenue 32,182,624,961 41,007,529,517 42,505,703,827 Net revenue 32,182,624,961 41,007,529,517 42,505,703,827 Cost of goods sold 25,340,451,836 36,160,381,430 37,107,129,615 Gross profit 6,842,173,125 4,847,148,037 5,398,57,421 Sales expenses 2,902,710,903 3,438,629,096 3,864,214,506 General and administrative expenses 2,702,892,288 4,367,680,306 4,752,595,955 Operating profit 1,236,565,937 3,004,161,635 3,883,893,955 Income from financial activities 1,219,074,876 4,761,404,657 4,989,217,353 Expenses for financial activities 1,364,015,259 881,782,425 995,247,222 Profit before taxes 716,795,287 875,096,917 1,105,323,398 Income taxes 179,189,821 218,774,229 276,330,849 Profit after taxes 537,569,499 665,355,311 988,992,563 Table 1.1: Revenues of selling machandisesin foreign markets (Source: Accounting and Finance Department) The company's net revenue increased very rapidly in the three years from 2018 to 12/2020: from the total revenue of 2018 was VND 32,182,624,961 to VND 42,505,703,827 in 2020, an increase of VND 10,323,078,866 The business situation of the company is effective, revenue increases year by year The purchasing power of the market increases, the product consumption range of the company is large, these company's business strategies are reasonable, increasingly creating trust in consumers In 2019 and 2020, the business situation of the company was not good Profit from business activities in 2019 was VND -3,004,161,635 and in 2020 (couted to november 2020) was VND -3,883,893,955 however the profit of the company has increased steadily over the years Another reasons for slowly increase in 2020 is that Covid-19 pademic It is a worldwide pademic so that the market all over the world was closed due to the shut down command from governments that companies can not trade in foreign market But with appropriate decisions and policies from the company and government, Viet A JSC can partly maintain to sell product in domestic market and gain profit Through the above figures, we can see that the company has applied many measures to increase sales, increase profits, stabilize the development of the company in the context of fierce competition and worldwide pademic Over the past and present years, Viet A Trading Join Stock Company has been constantly researching and improving to expand the gross in domestic market and export products to foreign market 1.2 Import – Export Department 1.2.1 Organizational structure of the department Diagram 1.2: Organizational structure chart of import-export department 1.2.2 Functions and responsibilities of the position ● Import-export manager: In import-export department, import-export manager supervises the activities and import-export staffs Import-export manager directly give plans or directions of the department, implements the strategies of head of boards and divides it to other employers Besides, import-export manager entrusts purchaser and documentations staff with some documents or strategies, often held various meetings or minutes to evaluate and confirm assignments, keep a contact with some partners of the business ● Purchaser: Purchasing is the department in charge of input for the importing company The purchaser has the following duties: - Search, evaluate and select the most suitable foreign/domestic supplier to purchase raw materials and inputs for the company's import activities; - Supervise, implement of closing orders, signing contracts to buy goods on both sides; - Make international payments to foreign beneficiaries; - Meet and deal with foreign supplier partners; - Combine with domestic sales to update sales situation to plan purchasing, new orders from suppliers on schedule to ensure sufficient goods ● Documentations – Docs staff: - Check shipment import documents Plan customs clearance, pay taxes, and coordinate with forwarder to clear shipments; - Working with forwarders to arrange the release of goods, dispatching domestic goods to the warehouse (trucking); - Track the progress of imported goods and support domestic sales on debts, domestic bills, and money collection plans Support accounting department in the profession CHAPTER II GENERAL INTRODUCTION ABOUT THE INTERNSHIP IN VIET A TRADING JOIN STOCK COMPANY 2.1 Assigned task during the internship 2.1.1 Welcoming foreign partners With the position of an intern in Import – Export department in the company and other related activities, my work must have been consistently associate and connect, also contact with domestic and foreign guests including partners and customers Viet A JSC cooporates with many other companies in countries, for example: India, UAE, Thailand, Korea, etc So it is necessary to build a team or a group of high qualified and well-trained interpreters, responsible and willng to serve guests This team or group also The team also performs clearly every detail working that partners can see the professionalism and enthusiasm of working in Vietnam In the Import – Export department, I was trained by the company's professional interpreter and leader, and also tried to apply the lessons and skills which I have in my university into the actual work Another things in the internship is that in meetings with business partners, with different topics, I was also assisted by my assistants in translating with foreign partners and customers about information, specification and usage of products, which helps me improve my negotiating skills and English skills when partners come and work in Viet Nam In another hand, due to the pademic and difficulties in travelling, my work is limited at some point But it is also my motivation in work 2.1.2 Supporting managers to translate documents, assist in writing commercial correspondences Beside the most related work in Import – Export department is that we connect with our guests, we sometimes have to support managers to translate some financial reports, lists of new goods, contracts and other documents Usually we translated English to Vietnamese documents and vice versa The demands of translating documents are the accuracy about the information of enterprises and its partners The length of each document is usually about two to three pages in average It is obviously necessary to realize how crucial translating and writing business correspondence are in order to make the trading, exchanging and installing products successfully Besides, I also had opportunity for assisting in writing many types of business correspondences Fortunately, Translation and Business Correspondence are two of the main subjects that I had been taught at Thuongmai University Therefore, it had helped a lot in order to complete excellently the assignments that the import-export department had given to me 2.2 Challenges and experience during the internship ● Some challenges Due to the changes in working, study environment from university to office with experienced colleagues and a professional environment requiring high flexibility and group work, it got me a few first days The job itself needs workers to be flexible and active so I was quite pressure in my first week in Viet A JSC This make me had to try harder and use all the lessons and skills I know in classes to apply in reality So after a period of adaptation, I got acquainted with it and completed the assignments efficiently At the begining of my internship, I got problems and troubles with a few things such as struggle in negotiations, lack of skills and knowledge in this field, some small mistake in my english And I hardly handle them myself Although I’m a student of English Faculty and approached many kinds of documents and texts, I still met difficulties in understanding terminologies of main fields in business Some terminologies using construction field about materials or machines make me confused as translating or selecting It is highly difficult for me to understand the meanings of economic terminologies If I am not careful, I can misunderstand those meaning and provide the inappropriate information for manager and customers I interned at the Import - Export department, where most of the staffs use English to work with customers That made me surprised because my major is English business Although I have to faced with many problem and difficulties in my work in order to a large mount of knowledge and skills the work need in the first week, I still get some help from my colleagues I was shy and worried about bothering people around me, however they always readily helped me and I also helped my team whenever someone is busy or things that I can handle In addition, translating required many skills and knowledge We needed to have knowledge of culture and customs worldwide to translate documents appropriately So, I had to find suitable way to convert information into Vietnamese or English to help readers understand them It was not easy for new intern to implement these tasks ● Experience during the internship During an 4-weeks-internship at Viet A JSC, I can train and apply my knowledge and skills which I gained in my university into practice Beside that, I also got valuable working experience, soft skills and group work skills which help me a lot in my work In this period, not only chances and experience I got to improve myself and to apply into my future job but also had access to many modern equipments and a professional environment Another things I can get from internship is that relationship with my colleagues in Import – Export department who helped me a lot The following are some of experiece and skills that I gained during this internship processing: Firstly, I had chances to support import-export department to meet and deal with foreign guests so my English speaking skill was improved more and more, this made me more confident when I stand on many people Next, being a language learner since a child, I still felt that my English skills were not good enough But throughout my one-month internship, I can improve a little bit my skills, especially my communication skills and commercial writing skills I also knew how to handle some types of documents, contracts, reports and had some understandings about national law as well as regulations for goods before import and export Besides, my computer using skills were improved significantly This experience has helped me to improve my English skills quite much, such as my reading, writing skill I was becoming familiar with structures, grammar in writing and how to effectively enrich my vocabulary I also learned common English phrases and specialized words in official documents I believe that all experience and skill will be very useful for both my life and future job CHAPTER III THE REALITY OF ENGLISH USAGE IN VIET A JSC 3.1 The English usage in Viet A JSC In recently and upcoming years, Vietnam’s economy has stronger and stronger intergrated into global market, we have sign many free trade and join into many groups in the world which led to increasing demands of high quality human resources that has not only a thorough understanding of specialized affairs but also good foreign languages and soft skills English in generally is one of the most popular language in the world so that it is very important for enterprise to foreign trade It represents a key offering more opportunities to expand business scale, seek more investors, partners and find out new markets from which improve profitability and production efficiency With future plan is expand the foreign market so the human resources of Viet A JSC are required, recruited and supervised to write business correspondence, making transactions and interact in English The staffs of import-export departments are required to have English communication, business correspondence writing, contract drafting and negotiating in business environment However, English usage still faces many limitations One of the reasons is that an amount of employees focused in domestic market so that they don’t have to use English Only about 50% of employees can use English and level of English usage among departments are different and only focuses on the Import – Export department But with the expandation of the company into foreign market, there are still many problems in human resources policies 3.2 Proposing research problem 3.2.1 Existing problems in company’s human resources In recent years, English has become an integral part of the company and the key for expanding relationships with brands Admittedly, the work for my internship uses a lot of English words as well as terms on documents Working as a one-month intern, I can realize several problems: Firstly, the part of staffs has no maximum exploitation in using English in some departments such as finance & accounting, marketing, sales, etc Secondly, the company is short of staff with high proficiency of English, which causes a big disadvantage in the business process as well as competition further to the bigger markets For example, some employees are good at English at very basic level, enough to comprehend what the documents say but sometimes not know how to reply or handle problems Lastly, it is difficult for the workers to interact and solve with some problems with foreign partners or customers Sometimes, when finishing reports, they make some mistakes about grammatical errors and it impacts the transmission of information to managers Specifically, when drafting contracts and writing business correspondences, they often confuse word classes and phrase classes The words and sentences used in contract need to be clear and accurate but they often express the meaning of sentences in English complicatedly It makes readers misunderstanding the contents of contracts Some common mistakes that the worker had are including: subject-verb agreement errors, sentence fragments, misplaced or dangling modifier, wrong word usage, lacking parallel structure, possessive nouns, etc Thus, it could result in the conflict between other workers and made a negative impression on the eyes of international partners ... Du LIST OF TABLES AND DIAGRAMS No List Image 1.1 Diagram 1.1 Table 1.1 Diagram 1.2 Content Logo of Viet A Join Stock Company Organizational structure chart of Viet A Join Stock Company Revenues... Company VND Việt Nam Đồng CHAPTER I OVERVIEW ABOUT VIET A TRADING JOIN STOCK COMPANY AND IMPORT – EXPORT DEPARTMENT 1.1 Information about Viet A Trading Join Stock Company 1.1.1 General introduction... exporting merchandises in Viet A Join Stock Company Organizational structure chart of Import - Export department Page LIST OF ABBREVIATIONS No Abbreviated words Full phrase JSC Join Stock Company VND