VIETNAM UNIVERSITY OF COMMERCE ENGLISH DEPARTMENT INTERNSHIP REPORT INTERNSHIP REPORT K HAIR IMPORT EXPORT COMPANY LIMITED Student Le Huong Giang Class K55N3 Student Code 19D170149 Supervisor Vu Thi T[.]
VIETNAM UNIVERSITY OF COMMERCE ENGLISH DEPARTMENT - - INTERNSHIP REPORT INTERNSHIP REPORT K- HAIR IMPORT EXPORT COMPANY LIMITED Student : Le Huong Giang Class : K55N3 Student Code : 19D170149 Supervisor : Vu Thi Thu Trang Hanoi - 2022 TABLE OF CONTENT OPENING ii LIST OF ABBREVIATIONS iii LIST OF TABLES AND DIAGRAMS iv CHAPTER I: AN OVERVIEW K- HAIR IMPORT EXPORT COMPANY LIMITED .1 1.1 Introduction of K- Hair Company 1.1.1General information 1.1.2 The structure of the company .3 1.1.3 Main business products of the company 1.1.4 The business result in recent years .5 1.2 The development processes 1.3 The aim and business plan in the future 1.4 An overview of internship department CHAPTER II: THE INTERNSHIP PROCESS IN K- HAIR VIETNAM COMPANY LIMITED .10 2.1 Missions 10 2.2 The difficulties and lessons during the internship process .12 2.2.1The difficulties during the internship process 14 2.2.2The lessons during the internship process 15 CHAPTER III: REAL SITUATION OF ENGLISH SKILLS IN K-Hair Import Export Company Limited 17 3.1 Solutions 19 3.1.1 In purchasing department .19 3.1.2About the company 19 3.1.3About the employees 20 CHAPTER IV: GRADUATE THESIS PROPOSAL 21 CONCLUSION 22 REFERENCES 23 OPENING There is no denying that the manufacturing sector has always been crucial to a nation's economy It also explains why the quantity of manufacturing firms is so important in terms of a nation's development Vietnam is no exception, with the aim of developing into a nation In Vietnam, there are an increasing number of businesses working in the manufacturing sector, including domestic businesses, businesses with a portion of foreign capital, and businesses with 100% foreign capital Along with the production enterprises that contribute to the development of Vietnam today, we cannot help but be disappointed with the achievements that K-Hair Company has achieved Established in 1990, K-Hair Import Export Company Limited hopes to contribute to the development of Vietnam's manufacturing industry through the production and sales of printers and scanners And more than 30 years of operation, K-Hair Import Export Company Limited has achieved many remarkable achievements Not to mention has contributed 30% to the development of the hair extensions manufacturing and trading industry in Vietnam, creating more than 20000 jobs for Vietnamese people Up to now, K-Hair Import Export Company Limited has become one of the 100% foreign owned companies with the biggest influence on the Vietnamese economy I got the chance to complete an internship at the K-Hair Import Export Company Limited’s marketing division under the supervision and with the approval of the Faculty of English at the University of Commerce After a month of the internship, I acquired a general understanding of the company's operations and finished my internship report In spite of this, I might still make a lot of blunders given the little internship duration and my limited resources In order to make my report better, I eagerly await your feedback I want to convey my thanks to the professors in the English Department of the University of Commerce, to my instructors, and to my coworkers at the Import-Export Company K-Hair who helped me finish the report LIST OF ABBREVIATIONS No Abbreviations K- Hair Company English Meaning Vietnamese Meaning K-Hair Import Export Công ty TNHH xuất Company Limited nhập K- Hair Việt Nam đồng (đơn vị VND Vietnamese Dong HR Human Resource Nguồn nhân lực R&D Research & Development Nghiên cứu phát triển Dept Department Bộ phận tiền tệ Việt Nam) LIST OF TABLES AND DIAGRAMS No List Image Content Logo of company Business results of K-Hair Import Export Company Limited (2018-2020) Table Diagram K- Hair Company’s organizational structure Diagram Diagram Page Rating history of K- Hair Company Structure of marketing department of K- Hair Company CHAPTER I: AN OVERVIEW K- HAIR IMPORT EXPORT COMPANY LIMITED 1.1 Introduction of K- Hair Company 1.1.1 General information K- hair appeared on the hair market in 1990 under the leadership of Mr Daniel, who had chances to study abroad for a long time From the beginning of establishment, K- hair has followed the guideline: “ Quality is King, Buyer is centre focus” The slogan of K- hair during operation : “Quality is King.” The quality factors are always attached to the operation of K- hair for sustainable development In terms of this aspect, we have to mention the wonderful quality of hair extensions products that are distributed in the hair market in comparison with the products of Chinese hair factory or others Let’s clarify the definition of hair extensions products first which is an effective way to add length and fullness to the hair of users To bring the best satisfaction for customers, the hair source is required to be in the best condition “Hair extensions of K- hair- a perfect choice for a perfect look” That is the reason, during operation, K- hair always has collected the hair from native women, from 18 to 34, who are residing in the rural or mountainous area with cold weather zones At that place, the women have to work outside and their real hair is out of the light all the time and be strong and shiny Along with the mild climate, Vietnamese women tend to maintain a healthy diet, which has a positive effect on the quality of their hair, remaining moisturized and vital nutrients Along with the prominent origin of source hair, the mastered workforce of K- hair also make a significant contribution to premium hair extensions products From the past to present, Vietnamese employees are known for their hard work and dedication Compared to other renowned hair suppliers, such as China or Cambodia, the factories of K- hair are produced in household- scale Thus, each bundle of hair extensions products is created meticulously by skillful hands of qualified workers to meet the international benchmarks for this field all the time Name: K-Hair Import Export Company Limited Registered Name: CÔNG TY TNHH XUẤT NHẬP KHẨU K-HAIR Abbreviation Name: K- HAIR CO., LTD Tax Code: 0109091189 Phone / Fax: 0855508222 Head Office: 71 Đ Nguyễn Chí Thanh, Thành Cơng, Ba Đình, Hà Nội, Việt Nam Logo: Logo of company Slogan: Quality is King Business Type: Manufacturing Vision: With the Slogan: "Quality is King", K-Hair Company wishes to bring consumers the best quality hair extensions products, both bringing natural beauty and ensuring the safety of their health user Core values: - "Free" your creativity: K- Hair offers a relaxing work atmosphere and supports individuals in realizing their full potential - For customers only: K-Hair creates products that are focused on the demands of the consumer and always work to enhance the quality, designs, and models to satisfy those goals while providing the best value – We are the forerunners: K-Hair develops novel features and product designs that enable customers to perform at their peak at work - We are aware of K-commitment Hair's to corporate social responsibility (CSR), which balances financial responsibility, creativity, and diversity in product design to the benefit of employees, society, and the environment 1.1.2 The structure of the company As of August 1, 2022, the company’s system of functional departments includes: Diagram 1: K- Hair Company’s organizational structure Director general Deputy director general MARKETING DEPARTMENT SALE DEPARTMENT MEDIA DEPARTMENT HR DEPARTMENT ACCOUNTING DEPARTMENT (Source: HR Department) The company is operated according to the functional structure model With this organizational structure, the company has many departments including finance and accounting department, sales department, marketing department, etc Each department will have a manager, who is also fully responsible for working efficiency department to ensure the quality and uniformity of working efficiency throughout the company Employees of the same specialty will work in the same department under the supervision of a department head who has extensive experience in that area of expertise The department head will use the skills of the staff in the department to complete the set work and achieve the company's business goals - With the task of leading the company, the general manager oversees all business activities and coordinates project personnel With many years of experience in the field of exporting hair extensions, the general director of KHair company always tries his best to make K-Hair international import-export company become a leading partner in the international hair market He always puts efficiency and quality as a guideline in the company's business operations Regarding the roles and functions of each department in the company: - Deputy General Director: Assist the General Director in managing and operating the company's activities as assigned by the General Director; proactively and actively deploy and perform assigned tasks and take responsibility before the General Director for the effectiveness of activities The Deputy General Director is also the representative of the General Director when the General Director is absent - Sales Department: Managing all business activities, making business plans, researching and analyzing the market, building customer preferential policies, searching for markets and implementing sales activities products to potential customers - Marketing Department: Develop marketing strategies for the company monthly, quarterly and annually Marketing products, widely promoting the company's image, guiding, answering all questions of customers - Communication Department: Conveying information of the business and the company's production and business results to partners, customers and shareholders Creating and promoting the brand of K-Hair Import-Export Company in the Vietnamese and international amniotic hair market Thereby transmitting information to investors, customers and businesses Call for sponsorship, organize programs with social meaning The function of building and promoting image is a new business direction in the field of communication of the Company - Human Resources Department: Ensuring that departments and individuals in the company perform their functions and tasks effectively and efficiently; avoid overlap, blame; ensure recruitment and construction, development and evaluation of staff according to the requirements and strategy of the company This is also the department that conducts job descriptions and determines the salary for each position in the company - Accounting department provides accounting services and financial support for the company The finance and accounting department will record all income and expenditure accounts, asset declarations, salaries, fixed assets and all other financial documents The accounting department will also review all revenues and expenditures of the departments, thereby considering the company's financial situation and considering revenue and expenditure in the most effective way 1.1.3 Main business products of the company - K-Hair specializes in providing a wide range of hair extensions to hair agents around the world such as: halo human hair extensions, ponytail human hair extensions, tape in human hair extensions - Products from K-Hair are made from 100% real hair, good quality, long- term use and safe for health - K-Hair's customers are mainly from Nigeria, India and some European countries 1.1.4 The business result in recent years Indicators Total Assets Revenue Net profit 2018 3.951.937,0 2.116.383,0 1.835.554,0 2019 3.593.299,0 1.983.266,0 1.610.033,0 2020 3.160.243,0 1.784.375,0 1.375.868,0 Unit (billion Vietnamese dongs) (Source: Accounting Department – K- Hair Company) Table 1: Business results of K- Hair Vietnam Company Limited (2018-2020) corporate image in the eyes of these stakeholders Diagram 3: Structure of marketing department of K- Hair Vietnam Co., Ltd My department – marketing department now includes 10 people: marketing manager, marketing staffs Marketing manager: Marketing manager lead promotional efforts for businesses and products By crafting compelling stories and managing strategic campaigns, marketing managers help to raise awareness of your offering and convert new customers Most marketing managers need a deep understanding of the addressable market and target audience for your product Most importantly, you must know how the product or service you are promoting helps to solve customer pain points Conducting market research and creating buyer personas are both essential for building knowledge in these areas Marketing staff: Under the supervision of a marketing manager, a team of professionals runs purchasing operations They discover and assess needs based on order size and business priorities set by the manager Their work helps the director to launch sales and purchase campaigns from trusted partners to bring the best profit for the company In conclusion, the marketing division is in charge of managing supply and demand, requirements, budgets, sourcing products at fair pricing, and executing brand and product advertising campaigns Additionally, everyone in my department seems to be quite approachable and kind at first glance To reach the best efficiency, workers constantly assist one another CHAPTER II: THE INTERNSHIP PROCESS IN K- HAIR VIETNAM COMPANY LIMITED 2.1 Missions I work as an intern for month at K- Hair Company in headquarter: Ba Dinh District, Ha Noi City from August 1, 2022 to September 1, 2022 During my internship time, I worked as a purchasing staff in the marketing department According to my supervisors, this is the most suitable position for those who are graduate from the English Faculty This department includes surplus of tasks: making purchasing plan, finding suppliers, conducting transactions, and so on Thanks to the support from the manager and other staffs, I completely all tasks I was assigned with the best effect In my first week of my internship time, my main tasks were to contact with my supervisor to set up a schedule for the entire internship process and get familiar with PUR department by learning the rules, the organizational structures and functions of each department As a new employee, my supervisor gave me time to research what tasks a PUR staff does when making a purchasing process After that, I have chances to observe the actual tasks done by other employees in marketing department, then note the detailed tasks by myself Therefore, I have realized that the main task of a marketing staff is focus on solving the following tasks: Planning a purchase: Prior to executing a transaction, marketing personnel should formally describe the objectives and ascertain the demands of each departing consumer Create a purchasing strategy after that to fulfill customer needs while guaranteeing the supplier can deliver the quality and quantity of items required Locate a supplier: The marketing team will compare the price of the product with a new provider if it has been imported frequently in the past In contrast, if it's a completely new product, the marketing team's duty will be more challenging than usual because they'll need to research the market's providers and select the best one Make deals: The marketing team will negotiate and execute a contract 10 with a suitable supplier after selecting products that are affordable and match the standards The marketing team is then remains in charge of monitoring the order until it is delivered and ensuring its quality and quantity Other obligations: Along with closely observing the production process, marketing staff members also take part in quality control, building positive relationships with suppliers, creating communication plans to promote the company's products and brand, and collaborating with the sales department to develop the most successful sales campaigns In the second week, after becoming familiar with the responsibilities that a marketing staff must complete in the first, I started to assist the other marketing staffs in the purchase process This week, I began to delve deeper into the topic of purchasing planning, particularly how to create a purchasing strategy The manager specifically gave me the assignment to analyze and define the needs for size, composition, color, as well as some other elements of the item, etc after getting a report on purchasing requirements from other departments The manager revealed me earlier purchasing plans so I could use that information to complete the form more quickly and more comfortably while avoiding errors and time wastage I was exposed to searching for acceptable suppliers based on the previous week's purchasing strategy during the third week of my internship As the manager noted, the company had never imported this product before, thus the demand for it was entirely new I felt compelled to look for all available vendors as a result It was so intricate that it gave me a lot of trouble I had to conduct a thorough supplier search before sending the goods list, specifications, and characteristics to various suppliers in order to obtain a quote After receiving the quote, I bartered with the appropriate businesses to acquire the best deal Next, I received samples to see if the products lived up to the partner's descriptions The hardest part of negotiating prices with partners is knowing the market well enough to get what I want I was unable to make the best offer at first because I am a novice and lack experience But with the assistance of my boss, we eventually arrived at the desired pricing 11 My primary responsibility during the final week of my internship was to conduct business with partners Last week, I found a supplier whose price was within my company's budget I then had to draft the contract, track and monitor the shipping process, wait for the products to arrive, inspect their amount and quality, and then make the payment In addition, my boss gave me the additional task of helping other marketing staff members maintain their relationship with suppliers because this week's workload was minimal I was initially really perplexed because this task requires superior communication abilities The manager advised me to see how other marketing staff members carry out this duty as a result By the end of this week, I was able to complete this assignment, albeit not quite as I had hoped One instance that stands out in particular is that I had to finish the entire purchasing process 2.2 The difficulties and lessons during the internship process The knowledge, abilities, and experience I gained while working for the organization will all be very helpful to me in my future career Despite my best attempts to achieve the highest levels of success, I still ran into a lot of obstacles since I lacked the necessary knowledge and soft skills Lack of familiarity with office work was my first issue during my internship in the marketing department at K- Hair In actuality, it's the perfect setting for everyone to express their creativity With a student, though, it feels quite constricting A marketing campaign is typically conducted in an office setting, which makes me feel a little stuffy Moreover, there are numerous things I have to obey when I start work as an intern, such as the department regulations, or the corporate culture, etc Even though I received economic knowledge from Thuongmai University's English Faculty in the form of marketing, microeconomics, advanced math, etc., it was insufficient for me — or any student who graduated from this faculty — to perform all the responsibilities of a marketing staff member within the first month of employment Some of the most fundamental issues I have are that I 12 don't know what the requirements are when creating a purchasing plan, that I don't manage contracts as well as my supervisor would like, etc Particularly, terminology related to procurement, such as "Decentralized Purchasing," "Direct Purchasing," and "Hazardous Materials," make me feel puzzled at first glance Since it is a result of a lack of economic expertise, it might be challenging to gather information from reports and quotes In addition, my business specializes in the production of printers and scanners During my time in college, I never imagined I would work in this completely different sector In short, my lack of information about the economy and the printing market caused my job to become increasingly challenging When a marketing team has to speak with consumers to obtain a quote or gather more information, email or faxing—a kind of long-distance communication—will be a perfect fit I definitely had to complete this task as a marketing intern I still committed errors, though I utilized the incorrect grammar and unsuitable terms while composing an email to partners about my requests or specifications for items At that point, I understood that studying more and having opportunities to practice concurrently in real life would be more effective The primary goal of a marketing staff is to negotiate with suppliers in order to achieve win-win outcomes, which ensure that our staffs receive the best pricing that is in line with the company's budget It needs more than simple communication skills and common knowledge to be able to implement exchanges and dialogues with partners to get the outcome I want The greatest issue I face throughout my one-month internship at K- Hair Company is negotiating prices with partners I've taken the "Business English" course, but I still struggle to put the theory into reality I have forgotten how to express my attitude, what terminology to use in negotiations, how to resolve problems, etc Regarding the reason for failure in negotiation, it is undeniable due to my inadequacy of knowledge, then I not fully understand the nature and content of the work Thus, I can not pursuade partners 2.2.1 The difficulties during the internship process 13 All the knowledge, skills and experience which I got during working at the company are very useful for my job in the future Despite making all-out efforts to gain achievements as high as possible, I still encountered many constraints owing to the insufficiency of knowledge and soft skills The first trouble I got while I was working as an intern in marketing department at K- Hair Company was lack of familarity with the office work In fact, it is an ideal environment for everyone to unleash their creativity However, with a student, it is somehow restrictive I said that due to the nature of the “purchasing staff” job It means, most of time a PUR does is in the office, therefore it makes me feel a little stuffy Moreover, there are numerous things I have to obey when I start work as an intern, such as the department regulations, or the corporate culture, etc Although Thuongmai University – English Faculty taught me subjects that provide economic knowledge such as microeconomics, advanced math, etc but it was still not enough for me – or any student who graduated from this faculty – to complete all the duties of a marketing staff in the first month of working Some of the most basic difficulties that I am not understanding what are the standards when making a purchasing plan, not managing contracts as well as my supervisor expected, etc Especially, there are some terms that relate to procurement that make me feel confused at the first time saw such as “Decentralized Purchasing”, “Direct Purchasing”, “Hazardous Materials”, It is caused by the lack of economic knowledge, therefore, gain information from reports and quotations is also a little bit difficult Besides, my company is majoring in manufacturing printers and scanners This is completely a new field that I never thought I would enter into during my university years It can be summarized that my shotage of knowledge (economic, and printer market) made my tasks become more complicated Negotiating with suppliers to reach the win-win results, means pur staffs get the best price that fits with company’s budget, is te main task of a marketing staff To be able to implement exchanges and discussions with partners to 14 achieve the result I want, it takes more than ordinary communication skills and common knowledge Negotating with partners to deal price is the hardest thing that challenges me during my one-month internship period at K- Hair Despite having learnt the course “Business English”, I still can not put the theory into practice I can not remmber what terms I should use when negotiating, how to express my attitude, or how to solve issues, etc Regarding the reason for failure in negotiation, it is undeniable due to my inadequacy of knowledge, then I not fully understand the nature and content of the work Thus, I can not pursuade partners 2.2.2 The lessons during the internship process In the course of this internship, I learned more about several subjects My coworkers and supervisors, who always encourage me at work, have given me the chance to learn, work, and amass many valuable lessons I have the chance to broaden my education, soft skills, and experience about how to organize the purchasing process, design the company's product marketing campaigns, as well as access and utilize contemporary equipment in a professional setting My interest in the hair extension industry, which I had never considered throughout my undergraduate years, increased as a result of my internship at KHair Vietnam Co., Ltd I know how to carry out and as closely as possible monitor the purchasing procedure after this period of time has expired Additionally, I broaden my knowledge of economics, learning concepts like CapEx (Capital Expenditure), C2C (Cash to Money Cycle Time), CoP (Code of Practice), and others that are relevant to purchasing At first, it was pretty challenging, but in the end, with everyone's assistance, I was able to finish all the chores that were given to me I now feel more confident when applying for the position of "buyer," even if manufacturing is not my field of study I began to adjust to office job after a month of my internship at K-Hair Vietnam Co., Ltd Even if I have to spend eight hours at the office, I no longer feel tense and uncomfortable Additionally, I progressively understood the rules of the departments and the company culture 15 ... department of K- Hair Company CHAPTER I: AN OVERVIEW K- HAIR IMPORT EXPORT COMPANY LIMITED 1.1 Introduction of K- Hair Company 1.1.1 General information K- hair appeared on the hair market in 1990... Logo of company Business results of K -Hair Import Export Company Limited (2018-2020) Table Diagram K- Hair Company? ??s organizational structure Diagram Diagram Page Rating history of K- Hair Company. .. coworkers at the Import- Export Company K -Hair who helped me finish the report LIST OF ABBREVIATIONS No Abbreviations K- Hair Company English Meaning Vietnamese Meaning K -Hair Import Export Công ty