Internship report at Quang loc nutrition joint stock company

THUONG MAI UNIVERSITY FACULTY OF ENGLISH INTERNSHIP REPORT Company QUANG LOC NUTRITION JOINT STOCK COMPANY Student’s name Nguyễn Thùy Dung Class K55N3 Student Code 19D170147 Supervisor Mr Phạm Quang T[.]

THUONG MAI UNIVERSITY FACULTY OF ENGLISH INTERNSHIP REPORT Company: QUANG LOC NUTRITION JOINT STOCK COMPANY Student’s name : Nguyễn Thùy Dung Class : K55N3 Student Code : 19D170147 Supervisor : Mr Phạm Quang Trúc HA NOI – 2023 TABLE OF CONTENTS LIST OF ABBREVIATIONS ii LIST OF IMAGES AND TABLE iii ACKNOWLEDGEMENT .iv CHAPTER 1: OVERVIEW OF QUANG LOC NUTRITION JOINT STOCK COMPANY 1.1 General information about Quang Loc Nutrition Joint Stock Company 1.1.1 The process of foundation and development 1.1.2 Functions and missions .2 1.1.3 Organizational Structure 1.1.4 The business result of the company 1.2 General information about the Internship Department CHAPTER 2: INTRODUCTION OF THE INTERNSHIP PROCESS 2.1 The internship process 2.2 Challenges and lessons during the internship process .11 2.2.1 Challenges .11 2.2.2 Lessons 13 CHAPTER 3: THE CIRCUMSTANCE OF USING ENGLISH AT THE INTERNSHIP COMPANY 15 3.1 The situation of using English .15 3.2 Proposed Solutions .18 CHAPTER 4: PROPOSAL OF THE GRADUATION THESIS TOPIC .20 CONCLUSION 21 REFERENCES 22 i LIST OF ABBREVIATIONS JSC Joint Stock Company Công ty cổ phần VND Viet Nam Dong Việt Nam Đồng KPI Key Performance Indicator Chỉ số đánh giá hiệu công việc OPS Operation Staff Nhân viên trường No Number Số PBT Profit Before Tax Lợi nhuận trước thuế PAT Profit After Tax Lợi nhuận sau thuế Dept Department Phòng, ban ii LIST OF IMAGES AND TABLE Name Image Image Table Logo of Quang Loc Nutrition Joint Stock Company The organizational structure of Quang Loc Nutrition Joint Stock Company Business result of Quang Loc Nutrition Joint Stock Company iii ACKNOWLEDGEMENT Quang Loc Nutrition Joint Stock Company is a company that produces and exports animal feed For over 10 years of operating in this field, it is considered one of the leading enterprises contributing to bringing the best products to the customers in Hung Yen province In addition to constantly researching and developing, the company always seizes opportunities to cooperate with foreign partners to expand the international markets and strengthen Vietnamese animal husbandry products’ quality First of all, I would like to thank the Faculty of English – Thuongmai University for facilitating me to learn and experience during the internship period at Quang Loc Nutrition JSC Moreover, the enthusiastic support of the board of directors as well as the other departments in the company also back me up in the process of applying knowledge to practical work, thereby giving me an objective perspective of the usage of English in the commercial field After a four-week internship period, I was created in many favorable conditions to be trained and participate in practical work, thereby cultivating a lot of experience and completing the internship report In the process of making the report, it is inevitable that there will be shortcomings, I hope that the teacher soon read over and make some suggestions so that I could improve it better Hanoi, February 5th, 2023 Student Nguyen Thuy Dung iv CHAPTER 1: OVERVIEW OF QUANG LOC NUTRITION JOINT STOCK COMPANY 1.1 General information about Quang Loc Nutrition Joint Stock Company Image Logo of Quang Loc Nutrition Joint Stock Company Official name: QUANG LOC NUTRITION JOINT STOCK COMPANY Registered Name: CÔNG TY CỔ PHẦN DINH DƯỠNG QUẢNG LỘC Established date: 11-11-2009 Founder: CEO Le Quang Khai Head Office: Ta Trung Village, Chinh Nghia Commune, Kim Dong District, Hung Yen Number of employees: 100 Tax code: 0900 513 702 Contact number: 0912 112 468 1.1.1 The process of foundation and development Quang Loc Nutrition Joint Stock Company is one of 50 enterprises operating in the field of manufacturing animal food products in Hung Yen province It was established in 2009 and licensed to operate on 11th November 2011 with a charter capital of 100 million VND During 14 years of building and development, the Company not only provides animal feed for large domestic companies and corporations but also brings important values to Vietnam's livestock industry The company's leading partners include Proconco, MAVIN AUSTFEED, JSC In addition, in recent years, the company has reached out to foreign markets such as China, Japan, India, etc contributing to making the name of Vietnamese animal feed products As a reputable company in this industry, it is not only experienced but also has enthusiastic and well-qualified staff Therefore, the company is expanding more and more and promoting sustainable economic development Previously, the company was called Hung Yen Animal Feed Joint Stock Company In 2011, the Chairman of the Board of Directors signed a decision to change the company's name to Quang Loc Nutrition Joint Stock Company Since its establishment, the company has experienced the following stages of development: - 2009 - 2011: The company mainly collected and processed raw materials for animal feed, cooperated in distributing some types of products of Mavin AUSTFEED company in Hung Yen province - 2012: The company officially opened the animal feed production line - 2017 – present: The company has expanded the market to foreign countries by cooperating with counterparts from China, Japan, India, etc… 1.1.2 Functions and missions In recent years, the livestock, poultry and aquaculture industries have been growing by leaps and bounds, leading to increasing demand for animal feed Quang Loc Nutrition Joint Stock Company has the function of manufacturing, trading and supplying the market with weight-gainer feed products for pigs, chickens, ducks and fish to meet domestic and export demand In addition, the company also sets out the following basic missions: - Support farmers in purchasing rice bran and corn as raw materials for animal feed production - Expand and develop domestic and foreign markets, contribute to the national budget, and create jobs for laborers During the development career, the company always clearly defines the mission, goals; sets the right direction and solution for implementation Therefore, the company always successfully achieves the set targets, contributing to the overall development of the animal feed industry 1.1.3 Organizational Structure To perform well the tasks of production and business, any company or enterprise must organize its management structure suitable for the business and production conditions and make the most of the available resources to achieve optimal efficiency At Quang Loc Nutrition JSC, the management structure is the functional organizational structure The functional departments perform specialized tasks and advise the director to both ensure the performance of professional operations and shoulder the responsibility of general management The organizational structure of Quang Loc Nutrition Joint Stock Company is shown in the following diagram: Image Organizational Structure of Quang Loc Nutrition JSC Specifically, the duties of each department in the company's organizational structure are as follows: - The Board of Directors: director and deputy director The director holds the highest authority and is responsible for the general management of the company's production and business activities and is responsible to the Board of Directors for the business results of the enterprise The deputy director is responsible for consulting and assisting the director in commanding, operating and managing the company - The Functional Departments  Import-Export Department: perform the work related to the import of raw materials, products for production, storage activities and export of finished products to foreign markets for products export  Sales Department: direct the company's business plan, and perform import-export business tasks for the approved business plans of the company  Technical Department: is directly responsible for the management of machinery and equipment, completes production technology, improves product quality, ensures that the production process is continuous with the highest capacity  Marketing Department: analyze market demand for the company's products, organize distribution network management, find customers, market, price, promote the competitiveness of the business  Finance Department: manage financial activities, revenue and expenditure, budget allocation  Organization Department: organize the management structure, human resources, research and propose the work of human resources, management and labor Manage salary and income of employees, reward and discipline regimes, trade union work, social insurance, health insurance, etc…  Administration-Security Department: receive guests, protect the safety and stabilize production for the Company 1.1.4 The business result of the company The below table shows the company's business results from 2018 to 2020 It can be seen that the profit of the company in 2019 rose significantly, but this figure decreased sharply in the next year In 2020, the Covid-19 pandemic broke out all over the world so its decline was inevitable period - Meeting with the supervisor and the team cooperating to exchange about duties, requirements and schedules - Starting training course by grasping information, working process as well as related skills about data analogy and negotiation Week From January 9th, 2023 to January 14th, 2023 - Learning how to use the company’s software system - Starting with basic tasks such as translating customers’ orders into Vietnamese, making the opening of the presentation for the monthly meetings, etc - Learning to learn how to input shipment data for customs declaration - Getting instructions on categorizing and analyzing information on products to assist colleagues draft contracts easily - Learning how to write emails such as responding to purchase orders, queries, confirming orders and checking foreign customers’ ones every day Week From January 16th, 2023 to January 20th, 2023 - Participating in Monday’s meeting with Import-Export Department to get information about specific tasks; gain more knowledge 10 and skills serving for work - Supporting in writing a weekly report and designing slides to prepare for the monthly meeting with foreign partners - Replying to customers’ emails to negotiate prices, delivery time and shipping methods - Practicing in analyzing data of products and submitting to the supervisor for doublechecking Week From January 30th, 2023 to 5th February, 2023 - Participating in the monthly meeting with foreign partners to report the contract completion progress, and discuss the new coming projects - Recording and taking note of their requirements to improve services or products - Practicing writing emails to confirm a new contract and making sure that all of the mentioned articles are drafted exactly - Handing over remaining tasks and writing the internship report with the collected materials Table Assignments with specific tasks 2.2 Challenges and lessons during the internship process 2.2.1 Challenges Although I have never worked in a professional and dynamic environment like that before, the concrete foundation gained from Thuongmai University made me firmly 11 believe that I could be in charge of given work well However, when starting the internship period, I feel overwhelmed and confused because there exists tons of problems that I have no clue about how to address reasonably Therefore, it took me a long time to get used to and adjust to the new workplace During a month of learning and self-improvement as an intern at Quang Loc Nutrition Joint Stock Company, I realized that I have to enhance my skills as well as practical experience to equip myself with more knowledge before graduating There are some difficulties that I had to handle when working there First of all, my listening skill is still limited My company usually negotiates with Asian customers, especially Indian, Chinese, Japanese, etc… and their accents are different from the English sources that I listened to when studying specialized subjects in class Thus, it is so hard for me to understand what they said According to what I experienced, their pronunciation has a different pattern of raising and dipping the pitch than native English and many syllables are pronounced with the tongue curled back Besides, their speed is extremely fast so I barely took note of their request And, worse, I didn't realize that the Indian customer was speaking English even when I listened to the meeting tape again one more time Secondly, my speaking skill should be ameliorated I was in charge of supporting my team leader in greeting and representing some simple parts of the monthly report In addition to my poor listening which made me unable to answer the questions of customers immediately, my English reflex also affected the effectiveness in communicating In fact, we not need to focus too much on tenses, auxiliaries, or even forms of words, etc,… but sometimes I’m obsessed with it As a result, I used to waste a lot of time speaking a complete sentence On the one hand, since it was the first time I met foreign customers, the lack of confidence made my voice shaky and stammered and it could interrupt the conversation Thirdly, I had to encounter translating jargon One of the assigned tasks during the internship was to translate orders and some other requests from customers, if any, in 12 which I was responsible for describing the characteristics of the products It is clear that I have very little understanding of animal feeds, so it is inevitable that I have to be confused when I have to translate or express that jargon into English Finally, my computer skills, mainly in Excel, have drawbacks As I aforementioned, one of my major tasks is processing data (which means that I have to enter, categorize, and assign attributes to products before drafting a contract), so it requires a certain level of computer skills to implement Although the knowledge gained from the university assist me a lot, I have to learn more because it is not good enough to it fast and effectively 2.2.2 Lessons Firstly, I learned how to draft a contract as well as improve my writing skills When I was given the instruction and assigned a new contract to practice drafting, I still feel confused and made many mistakes (typos, informal words, layout, etc…) After that, under the guidance of the supervisor and practicing several times, I could draft a contract having a standard form, and also know how to quickly check the terms of the contract to avoid mistakes before submitting it to the supervisor Secondly, I have many opportunities to expand my reservoir of knowledge about animal nutrition food This internship period helps me cultivate numerous vocabularies that are helpful for my work by dint of practicing on a regular basis Moreover, I gradually learned to get used to “real” English, which means that it has fast speaking speed and sometimes native inflections Quang Loc Nutrition Joint Stock has created a dynamic international environment that allows me to learn and communicate directly with foreigners Even though it will take a long time to adapt, these are really priceless experiences for me Next, my computer skills have improved significantly To be honest, I am not adept at the use of data processing software so I was quite bewildered when implementing related tasks at the first time After that, I have learned many useful tools to increase productivity and efficiency by virtue of the training courses as well as self-learning 13 Finally, the precious things that the internship period yielded for me are soft skills such as presentation, teamwork, managing time to meet the deadline, etc… Because the workload of an import-export employee is relatively heavy and I have to achieve KPI set on time, it forced me to adapt by collaborating with colleagues to complete the assigned tasks On the other hand, attending company meetings gives me many opportunities to learn and take important tips for improving speaking skills 14 CHAPTER 3: THE CIRCUMSTANCE OF USING ENGLISH AT THE INTERNSHIP COMPANY 3.1 The situation of using English In addition to focusing on domestic customers, Quang Loc Nutrition Joint Stock Company has an ambition that is expanding the international market Within years, the company has constantly made efforts to connect with countries inside and outside Asia, thereby creating a professional international working environment This is an extremely favorable condition for me to practice the knowledge learned from the University, and also to gain more valuable experience in learning English As I presented above, the export-import department that I applied to is in charge of dealing with foreign customers They had to deal with many tasks related to coordinating products to the international market such as processing orders, meeting trading partners, drafting contracts, inspecting and supervising the performance of the contract, etc…It means that they have to reach the pre-intermediate level of English, especially speaking well and having a thorough grounding in grammar When the customers have some queries about the contract, the employees will contact them directly by joining in meetings online or calling them to explain and solve problems, if any First and foremost, they need to adjust their voice so that it's clear and fluent; speak at a moderate pace, use formal words and avoid hesitation and faltering for too long If the customers don’t understand something, the employees should rephrase it more obviously Make sure that it is possible to respond to customers almost immediately and not to make them furious because of wasting time (if not, the employees can say “We will give you the reasonable answer as soon as possible” instead of keeping silent) These tips also apply when presenting at the monthly meeting with long-term partners The employers will mainly report on contracts completed in the past month and summarize some existing problems If the customer has other requirements or is not satisfied with a 15