THUONG MAI UNIVERSITY FACULTY OF ENGLISH
THUONG MAI UNIVERSITY FACULTY OF ENGLISH -🙞🙜🕮🙞🙜 - INTERNSHIP REPORT Company: OMANCO MATERIAL VIETNAM COMPANY LIMITED Student’s name : ĐỖ CƠNG TỒN Class : K55N Student code : 19D170326 Supervisor : Nguyễn Thị Trà My Hanoi, 2023 INTRODUCTION Over the past ten years, there is no denying that the English language has rapidly risen to the top of the list of languages used in trade and commerce The ability to communicate effectively in English is increasingly essential for any individual to succeed in their work Additionally, English is increasingly a need for some particular positions, particularly those connected to import and export activity Almost all business communication today takes place in English, including email, presentations, sales and marketing, and even company legal papers Recognizing the value of English in the business world, I have chosen OMANCO Import and Export Joint Stock Company as my destination so that I can learn, get experience, and improve my English OMANCO is among the most esteemed businesses offering import, export, and logistics services The working environment there is very flexible and creative, I can change my working hour as long as it suits me and make sure I am able to finish all of the tasks on time Furthermore, people at OMANCO are also very friendly They are willing to help, support, and share practical knowledge to help me develop skills at the maximum rate Therefore, through this internship report, I will be able to share my entire experience and all of the valuable things I learned at OMANCO In order to assist me to complete the internship course and set me on the proper route for my future profession, I hope the report will serve as a testament to the accomplishments I have made in the internship program i TABLE OF CONTENTS LIST OF DIAGRAMS AND TABLES iii LIST OF ABBREVIATIONS .iv INTRODUCTION i PART 1: AN OVERVIEW OF OMANCO MATERIAL VIETNAM COMPANY LIMITED 1.1 Information about Omanco Material Vietnam Company Limited .1 1.1.1 General information about the company 1.1.2 The process of establishment and development of the company .2 1.2 Organization structure .3 1.3 Functions and duties of Omanco Vietnam Materials Co., Ltd PART II: GENERAL INFORMATION ABOUT MY INTERNSHIP DEPARTMENT 2.1. The tasks in the internship process .7 2.1.1 Translating 2.1.2. Writing or replying to partners’ emails and letters .7 2.1.3. Making daily report 2.2 The difficulties I encountered during the internship program 2.3 The lessons from the internship 10 PART III: THE REALITY OF USING ENGLISH IN OMANCO 12 3.1 Description of the status of English use of staff in the company .12 3.1.1 The general status 12 3.1.2 The difficulties resulted from not being able to use the English language 14 3.2 Proposal of solutions to improve the English competence of Omanco’s employees .15 PART VI: SUGGESTED TREND FOR THE THESIS 17 CONCLUSION 18 ii LIST OF DIAGRAMS AND TABLES Figure 1.1 Table 3.1 Survey of the ability to use English of Omanco staff 12 Table 3.2 Survey of ability to use English of staff in each department 13 Table 3.3 Survey of ability to write a good email and read documents well of employees in each department (Unit: person) 14 iii LIST OF ABBREVIATIONS CEO : Chief Executive Officer LC : Letter of credit TT : Telegraphic transfer CO : Certificate of origin BL : Bill of Lading CI : Commercial Invoice DO : Delivery order PL : Packing List HS Code : Harmonized Commodity Description and Coding System iv PART 1: AN OVERVIEW OF OMANCO MATERIAL VIETNAM COMPANY LIMITED 1.1 Information about Omanco Material Vietnam Company Limited 1.1.1 General information about the company - Full name: Omanco Material Vietnam Company Limited - Registered name: Công ty TNHH Nguyên liệu Omanco Việt Nam - Abbreviation name: OMVCL - Address of Headquater: 16, number 17, Pham The Hien Street, Tran Hung Dao district, Thai Binh city, Thai Binh province, Vietnam - Branch: 2B Tower,289 Khuat Duy Tien Street, Cau Giay district, Hanoi, Vietnam - Email: export01@omanco.com.vn / luunga@omanco.com.vn - Telephone number: +842.273.844.129 - Tax code: 1001064569 - Date of operation: 14/05/2015 - Main job: Lumber and Other Construction Materials Merchant Wholesalers - CEO: Luu Thi Thu Nga Omanco Material Vietnam Company Limited is proud to be a provider of building materials, such as gypsum, coal, cement, and clinker, and is dedicated to upholding high standards for product quality Quang Ninh Cement, Tan Trieu Cement, and Cement Cement are just a few of the reputable cement companies throughout the nation from which Omanco sources its cement and clinker products for export to foreign markets Hai Phong Vicem Cement and Bim Son Cement The signing of contracts with foreign companies in countries like Singapore, Japan, the Philippines, Taiwan, Australia, and China helps Omanco Vietnam establish confidence with them Additionally, Omanco sells coal, gypsum, and other additives to major local producers of building materials such as Vicem Tam Diep, Vicem But Son, and Ha Long Cement Notably, Omanco Vietnam is also one of the agents of Vicem But Son 1.1.2 The process of establishment and development of the company History and achievements: In May 2015, Omanco Vietnam Materials Co., Ltd was established with the original name Hungking Vietnam Co., Ltd., currently headquartered at No 16, Street 17, Pham The Hien Street, Group 4, Tran Ward Hung Dao, Thai Binh City, Thai Binh Province, Vietnam - For the domestic market: During years of development and continuous efforts, up to the present time, Omanco Materials Vietnam Co., Ltd has held many bidding packages with partners who are large cement factories across the country In 2016, Omanco won the bid for the gypsum supply package invited by Song Thao Cement Joint Stock Company In 2018, Omanco Vietnam Materials Co., Ltd won the bid for the package Supplying natural gypsum for cement production by Vicem Gypsum Cement Joint Stock Company invited to bid with an independent role In 2019, in the tender package Supplying coal for production (June 2019) for Vicem But Son Cement Joint Stock Company, Omanco Vietnam won the bid with a winning price of more than 184 billion VND (0.4 percent lower than the previous year’s bid package price); Or, in the package Supply of coal bran 4a.1 (May 2019) of Vicem Tam Diep Cement Company Limited, Omanco Vietnam was the winning bidder with a winning price of 225 billion VND (5.18% lower than 5.18% compared with the package price) In addition, Omanco Vietnam owns several other bidding packages such as the Procurement of grinding aids in 2019 (winning bid price of 29.6 billion) for Bim Son Cement Joint Stock Company; Supplying iron-rich soil (laterite) for production (the winning price of 20.2 billion) and supplying black silica stone for production for Ha Long Cement Joint Stock Company; Supplying technology materials for production for Vicem But Son Cement Joint Stock Company… Omanco Vietnam also provides coal bran for production (October 2020) and gypsum for cement production (January 2020) to Vicem But Son Cement Joint Stock Company; procurement of gypsum package No in 2020 (April 2020) for Bim Son Cement Joint Stock Company; supply Oman natural gypsum for production in 2020 (April 2020) for Ha Long Cement One Member Limited Liability Company For overseas market During the establishment and development phases, Omanco imports products with clear provenances and standards-based testing from China, the Philippines, Singapore, Australia, and other countries Quality standards are in line with factory specifications After two years of operation, in 2017, Omanco Materials Co., Ltd started to expand its overseas markets by supplying cement and gypsum for large factories in Asian nations like the Philippines, China, Taiwan, and Singapore By utilizing its existing customer relationships with foreign companies and international business experiences 1.2 Organization structure The organizational structure of Omanco Vietnam Materials Co., Ltd is in the form of an online model, which is a suitable model for the size of the company thanks to the highly centralized unity, clear responsibility regime, and information directly and quickly accurately Director (CEO) Deputy Director Accounting Department Administration - Human Resources Department Sales Department Materials and Equipment Department Material Importexport Department Figure 1.1 Source: Internal training document of OMANCO Company Director: - Being the most powerful person in the Company, responsible for all production and business activities of the Company before the State and the law - Overall management of departmental activities - Directly in charge of staff work - Decide on policy-related issues, direct professional development, and improve working conditions for officials and employees - As an account holder of companies and have the right to recruit and fire employees Deputy Director: Receives tasks directly from the director, and advises the director on related policies and plans Responsible for managing all activities of the department according to the field of management of the factory's goods and the current production status Joint venture signed contracts with customers Make plans to buy and sell materials, goods, raw materials, spare parts, equipment, and machinery Sales Department: This department includes Manager (in charge of Sales and Procurement Planning), and employees The basic task of the Department is to develop the domestic business segment with two main products, Cement and Gypsum The sales department is in charge of bidding planning, setting and implementing monthly and quarterly business targets, and is responsible for the company's domestic revenue and profit Administration - Human Resources Department: This is the recruitment department and performs the trade union administrative work of the company It is also the Department to keep records and support procedures for employees in the company Material Import-Export Department: Including Manager, Deputy (playing the role of Overseas Sales and Import-Export Planning), and employees divided into two Import and Export departments The Import Department consists of employees who act as a coordinator with the Domestic Sales Department to receive orders, plan to source goods and carry out the import process: - Analyze received quotes, and estimate import costs (transportation fees, import taxes, etc) - Drafting foreign trade contracts and negotiating contract terms - Prepare payment documents (open L/C, T/T, money transfer ) - Perform the necessary work for international transportation to bring the goods to the warehouse - Carry out customs declaration - Collect input inventory The Export Department consists of employees divided into two segments Exporting Clinker and Cement, coordinating with the Head and Deputy of the Department Receiving orders from foreign partners, looking for new customers, and maintaining relationships with the system of old customers The export process of Omanco Vietnam company is as follows: - Prepare and process all sales categories such as quotation files, proposed selling price, product list, category, customer list, and customer classification by priority - Deal with customers daily, send emails, and quotes, introduce product images, and interact and track each customer's needs - Handling information, inquiry letters, exploiting and maintaining the transaction volume according to the target In addition, expand customer search to a few B2B sites - Taking care of customers, understanding customer needs, planning and implementing transaction plans with each customer, searching for orders, and giving order results - Implement order fulfillment, provide correct and sufficient input information, monitor and cross-check with other departments, QA/QC to ensure orders are executed on schedule, in schedule, Correct format - Processing export documents for each order, with the support of document staff to ensure accurate, complete, and timely documents - Always in a proactive position to transact, find customers, assist customers, and generate export sales Department of Materials and Equipment: includes Manager and employees who are solely responsible for the import of materials and equipment for construction and raw material production of manufacturing plants Accounting Department: This department includes Chief Accountant and Accountants In charge of examining and taking responsibility for documents and procedures related to the law such as monthly tax returns, monthly and yearly tax reports, financial statements, excise taxes, etc Partitioning the work of calculating, storing, and entering internal expenditure data Plan the company's financial goals 1.3 Functions and duties of Omanco Vietnam Materials Co., Ltd * Vision: Intending to become one of the leading suppliers of raw materials and equipment in the country, Omanco Materials Vietnam Co., Ltd always strives to expand its market size not only in the country but also to build up its position in the world The Company aims to contribute to improving the quality of life of Vietnamese people and raising the quality of the country's products in the international arena * Mission: “Omanco Vietnam – Contributing to the construction of all works.” Omanco Vietnam evaluates success based on the success of customers and related partners That success must necessarily be based on factors of high quality (services with international standards), safety and meeting technical standards, and solutions with appropriate progress * Business Features Omanco Vietnam Co., Ltd is a commercial enterprise specializing in the Wholesale of construction materials and other installation equipment The most prominent feature of commercial enterprises is the importation of goods and services from foreign suppliers, production enterprises, and sale to customers The company purchases goods and resells them to business partners and organizations nationally and internationally PART II: GENERAL INFORMATION ABOUT MY INTERNSHIP DEPARTMENT When I decided to take part in an internship program at Omanco Vietnam Co., Ltd, I was given an opportunity to work in Material Import-Export Department as a Material Import-Export intern As I mentioned above, this department is divided into two divisions, namely the Import division and the Export division There are six employees in the Material Import-Export Department department, including employees in Import Division and people in Export Division 2.1. The tasks in the internship process 2.1.1 Translating - Translation at the Import-Export Department is regarded as a considerable duty in comparison to the other Departments Email translation and text translation between two languages are two common uses of translation - Email translation is related to product descriptions, emails about foreign cooperation, and potential launches Because these emails are almost from the UK English - Vietnamese translation version is used more frequently The length of each email is usually about two to three pages - Translated documents will be submitted to our supervisors This task requires us to have responsibility for our translation - Because it involves construction specs, text translation is trickier than email translation For the purpose of comprehending and obtaining knowledge regarding the new regulations of international commercial terms in importing, all materials will be translated from English into Vietnamese The book has between 10 and twenty pages The manager's requirements state that this task must be completed on time 2.1.2. Writing or replying to partners’ emails and letters - These emails are about business inquiry letters, quotation letters, order letters, and complaint letters - Writing emails to suppliers according to the above email or letter is usually done after searching the good products, suiting the demand of the company which is on e-commerce websites In response to inquiries that customers are interested in, there are two types of letters of inquiry First, the mail will be sent to Omanco’s inbox, and we will take care and answer the detailed requirements of customers and their abilities Second is that mail inquiries are sent in the form of spam, which means that the sender simultaneously sends multiple messages to multiple providers at the same time, with this type of message responding with highly detailed content and competitive quotes first, if the customer's reply will continue, we will give more information or discuss directly 2.1.3. Making daily report - Each intern is required to their report using a company-provided Google Drive document after one day of work Each person will have a unique sheet to fill out for their work, similar to an Excel sheet, and an account to view it - The manager and CEO will be able to effortlessly regulate KPI for each team and employee in the organization with the aid of this tool 2.2 The difficulties I encountered during the internship program On the first days in OMANCO, everything was new to me because the working environment was far different from what I knew before, I soon had to get used to the working hours and constantly assigned tasks Moreover, my major at my university is Business English whereas the company specializes in importing and exporting raw materials Therefore, every piece of knowledge I studied myself or my supervisor instructed me was unheard of to me This led to some main challenges during the internship there a The first week of the internship The first week in the company was the most challenging one out of the four weeks I took part in the internship program I had to start to get to learn so many things about the company from the people around me, rules, and looking up some basic information about the company The initial task that I was assigned brought some troubles because I did not know where to start or how to it correctly Firstly, the research about import and export procedures sometimes made me confused as they were completely brand-new to me, and I never had a chance to study them carefully before Thus, I knew that there is going to be a lot of information that needed to be put into my head in the next few days or even weeks The next problem I encountered was that there were plenty of terminologies in import, export, and logistics areas such as Bill of Lading, that I did not know This sometimes led to the fact that I misunderstood the details of documents, which could harm other activities such as drafting sales contracts, Invoices, CO, … b The second week My biggest struggles this week were quite consistent I discovered that several university theories were not accurate when I was given the task of drafting sales contracts and packing lists For instance, when creating contracts, I was unsure of how to organize the articles in a certain sequence and occasionally I overlooked some crucial articles that increased the ambiguity of the contract's content, such as the payment terms, the provenance of the goods, and the delivery information c The third week The tasks that I performed during this week were not much, but they required me to have an insight into the process of customs declaration and how to make customs declaration I was hesitant when I initially declared the company's existing product because there were so many intricate steps that I couldn't understand For instance, I had to make a list of importers or exporters and the name of the customs branch before making a customs declaration After that, I was just left with the declaration form to complete In addition, there were many procedures that I couldn't recall right away Verifying the HS code of the items that required to be declared was one of the trickiest challenges The main justification for this is that if I enter the incorrect HS code, the shipment won't be able to import into or export from other nations Additionally, in terms of writing emails sent to customers, I found it not easy as I had to follow the rules, form, and language of formal email when making transactions with customers d The final week The last week was not as difficult for me as I had anticipated I completed the same amount of duties each day, which gave me more time to work effectively It was difficult for me to grasp what I was doing and study different types of charges since I would occasionally confuse them and calculate them improperly, but everything worked out perfectly in the end 2.3 The lessons from the internship During the internship, outsides of all the hurdles and challenges that I coped with, valuable lessons from those mistakes are truly precious and unforgettable to my future career With the thorough assistance of Ms Thao (supervisor) and the people in Omanco, I found that all the sweat and tears are eventually worthwhile a Lessons of knowledge The most interesting lesson I learnt in the initial days in Omanco is knowledge of import, export, and logistics activities After the internship, I have had a profound insight into international trade, especially import and export procedures, as well as customs procedures In particular, I had a chance to access documents that are necessary to declare every consignment, including BL, Commercial Invoice, Sales Contract, PL, CO, … Through studying the detail of these documents, I could determine what kind of situation the import or export processes needs them, and daft documents for customers correctly Moreover, with the help of my supervisor, I knew how to make customs declarations for each consignment More importantly, I had a full understanding of the HS code of commodities and the way to check them as well as other vital knowledge that is relevant to the import, export, and logistics field b Lessons of skills Besides useful knowledge gained, the internship also allowed me to improve my skills, including email writing skills, teamwork skills, and soft skills First off, it's clear that email writing skills have improved significantly Even though I participated in a business correspondence course at Thuongmai University, I had not had a chance to bring what I had learned into practice until this internship I just knew how to write a formal email with acceptable language and literary style after my boss gave me instructions to compose an email addressed to a client and demonstrated what was incorrect 10 Second, I never completed any work that I was given on my own I performed alongside other interns and staff members from this division As a result, I gained knowledge about working well with others, being a good team player, and showing support for one another… Additionally, other soft skills such as communication skills, and computer proficiency also were improved so much These kinds of skills were gradually better compared to the time before I participated in the internship program c Chance to practice what I had learned at university I get to put the knowledge I learned through textbooks, lectures, and notes into practice I am aware that the skills I developed at my institution, such as managing domestic company operations, are quite relevant to the work I did during my internship In addition, I acquired a lot of fascinating information about imports and exports that I had never known before d Other lessons This internship is an essential experience that I had It helped me to gain the confidence to deal with any unexpected problems In a working environment, I have realized that it is not similar to when I was at university I had to put work above my comfort to respect the rules and culture of Omanco Moreover, the internship is a special opportunity for me to learn from experienced people around me about how to work effectively to how to be flexible in any circumstance 11 PART III: THE REALITY OF USING ENGLISH IN OMANCO 3.1 Description of the status of English use of staff in the company 3.1.1 The general status The unavoidable trend for nearly every nation in recent years has been integrated into the global economy Vietnam is not an exception, particularly during the period of constant development Our nation needs a skilled workforce with solid foreign languages, soft skills, and a deep understanding of specific subjects to fully benefit from international integration English has therefore become more and more crucial, acting as the key to opening doors to chances in exploring new markets and looking for investors with the ultimate goal of enhancing business efficiency It's just that businesses that don't use English are more likely to fall behind their rivals The number of firms using English may increase, making this situation worse Omanco is one of many companies with many foreign partners, and currently expanding relationships with other partners all over the world Hence, well-using the English language is compulsory for any candidate who desires to work in an international environment Level Number of people Frequent level (four skills) Basic level (four skills) Frequent level (reading and listening skills) Basic level (writing and speaking skills) Table 3.1 Survey of the ability to use English of Omanco staff In general, the vast majority of employees in Omanco who use English at work are mostly at advanced levels As the numbers present in the table, people have a good command of English, and people can use English at the basic level in four skills (listening skill, reading skill, writing skill, and speaking skill) However, it can not be denied that while the number of employees who are good at all four skills is few, one-fifth of the staff in the company only can be 12 proficient at listening and reading skills Other employees, who are only able to write and speak at a basic level., are working in Logistics Department Department Frequent Basic level Frequent level Frequent level level (4 (4 skills) reading and speaking and listening skills and writing skills and a basic level of a basic level of speaking and reading and writing skills) listening skills skills) Sales 1 Administration 0 Accounting 1 Materials 2 2 - Human Resources Materials and Equipment Import-Export Table 3.2 Survey of ability to use English of staff in each department (Unit: person) Most staff in the Sales department can use English In particular, there are employees who are frequent in four skills, one using four skills basically, one good at reading and listening skills Therefore, when meeting foreign partners, some sales employees sometimes feel confused and cannot express all messages and information they want to provide because of their basic English level In terms of the Administration - Human Resources department, only one employee in this department just have basic speaking, whereas reading and writing skill plays a vital role in the process of dealing with import, export only has people with qualified skill 13 14 Department A good business A good, specialized correspondence writing skill document-reading skill Sales Administration - 2 Accounting 2 Materials Import- 4 Human Resources Materials and Equipment Export Table 3.3 Survey of ability to write a good email and read documents well of employees in each department (Unit: person) I gathered a lot of information about the number of employees who are proficient at reading specialized documents and composing business correspondence during my internship The survey shows that 11 employees have strong reading skills, and 14 people are excellent at writing business letters, which accounts for half of all staff in the organization This suggests that a sizable portion of the workforce may be proficient at working in English The alarming issue here is that half of the staff either lacks or merely uses basic writing and reading abilities for business contact The company's employees generally still use a limited amount of English because their language skills are not given higher priority Moreover, the English level of half of the employees cannot meet the communication requirement that international trade needs 3.1.2 The difficulties resulted from not being able to use the English language As mentioned above, the number of employees who are good at reading and writing skills are not high enough, causing many challenges at work since they have to constantly deal with English documents almost every day such as CO, BL, and CI, as well as writing business correspondence like email to their customers The main reason for this is that an informal email is only used in case two partners are in 15