1 TABLE OF CONTENTS LIST OF TABLES 1 LIST OF DIAGRAMS 1 LIST OF ABBREVIATIONS 1 INTRODUCTION 2 CHAPTER 1 INTRODUCTION TO GIAO HANG TIET KIEM JOINT STOCK COMPANY 3 1 General Information about GHTK Join[.]
TABLE OF CONTENTS LIST OF TABLES LIST OF DIAGRAMS LIST OF ABBREVIATIONS INTRODUCTION CHAPTER 1: INTRODUCTION TO GIAO HANG TIET KIEM JOINT STOCK COMPANY General Information about GHTK Joint Stock Company Establishment and Development Organizational Structure Core values, Mission and Business Philosophy 4.1 Core values 4.2 Mission 4.3 Business Philosophy CHAPTER 2: INTERNSHIP PROCESS AT GHTK JOINT STOCK COMPANY Targets Functions and Duties of Human Resources Department Internship description 3.1 Roles and Missions of Human Resources Internship Position 3.2 Internship Diary 10 3.3 Assessment of internship program 13 3.3.1 Achievements 13 3.3.2 Drawbacks 13 CHAPTER 3: EXISTING HUMAN RESOURCES SITUATION AT GHTK AND RECOMMENDATIONS 15 The current situation of Human Resources Quality at GHTK JSC 15 Assessment of current state of Human Resources Management 16 2.1 Successes 16 2.2 Limitations 17 2.3 Issues facing the human resources management activities of GHTK 17 Recommendations for improving Human Resources Quality at GHTK CONCLUSION 17 19 REFERENCE 20 LIST OF TABLES Table 1: General information about GHTK Joint Stock Company Table 2: Labor structure by function at GHTK Joint Stock Company (2019 – 2021) 15 LIST OF DIAGRAMS Diagram 1: Organization chart of GHTK Joint Stock Company Diagram 2: Organization chart of the Human Resources Department 16 LIST OF ABBREVIATIONS Abbreviations GHTK JSC HR VND COD Meaning Giao Hang Tiet Kiem Joint Stock Company Human Resources Viet Nam Dong Cash on delivery INTRODUCTION Efficient transportation and logistics play a vital role in increasing productivity Since e-commerce forwarding services become more active in Vietnam, especially in the final delivery stage towards the end consumers, market participants now range from largescale delivery companies to smaller start-ups with a variety of enhanced and expanded services In which, Giao Hang Tiet Kiem Joint Stock Company is established to become a fast growing last-mile delivery company in cash-on-delivery payments in the domestic delivery market On the other hand, in the context of Vietnam integration, the wave of investment of foreign businesses in the country is increasing, leading to the increasingly competitive labor market, businesses are facing many difficulties in attracting, recruiting, retaining and managing human resources, especially high quality human resources In order to survive and develop in the market, the company needs a talented team and always "stands shoulder to shoulder" to fulfill the common goals of the organization Recognizing the importance of human factors in the organizational structure of personnel, Giao Hang Tiet Kiem Company has continuously invested and use part of the profits to recruit talented personnel However, in reality, human resources not meet the requirements of the company Therefore, it is imperative that the company investigate for appropriate strategic solutions Based on the above reasons, I chose the topic: "Existing Human Resources Situation at Giao Hang Tiet Kiem Joint Stock Company" as the subject of practice report The report has three main chapters: Chapter 1: Introduction to Giao Hang Tiet Kiem Joint Stock Company Chapter 2: Internship process at GHTK Joint Stock Company Chapter 3: Existing Human Resources situation at GHTK and Recommendations The report is made based on my own research, investigation and observation at the work place Due to limited time and knowledge, my analysis and evaluation can not avoid the shortcomings I look forward to the comments of teachers, students and friends to make my writing more complete I would like to express my sincere thanks to Dr Nguyen Thi Binh for your dedicated guidance and support during my internship to complete this paper CHAPTER 1: INTRODUCTION TO GIAO HANG TIET KIEM JOINT STOCK COMPANY General Information about GHTK Joint Stock Company GIAO HANG TIET KIEM Joint Stock Company is a professional shipping unit for eCommerce (eLogistics) in Vietnam GHTK specializes in providing delivery services (Last-mile Delivery) and Cash-on-delivery for Business GHTK come the retail place to pick up and delivery to customers GHTK does not own goods, does not sell goods, only provides delivery and collection services GHTK is a carrier that has been around for more than years, but has become a familiar name for many customers and is one of the fastest growing shipping services The strength of GHTK is the delivery of home-made goods (COD) at low cost and rapid speed within the cities of Hanoi, Ho Chi Minh City and Da Nang, along with delivery of goods Hanoi - Saigon They believes that their services are useful to society as a whole Salespeople sell more, customers shop more comfortably, and shippers have more work and a decent income Company name: Giao Hang Tiet Kiem Joint Stock Company Head office: No Pham Hung Street, Me Tri Ward, Nam Tu Liem District, Hanoi City Interior Established date: May 21, 2013 General Director: (Mr.) Pham Hong Quan Deputy General Director: (Mrs.) Nguyen Nguyet Minh Field of activity: Transportation, Logistics in E-commerce Service: Delivery and collection Main partners: Exchanges such as Shopee, Vatgia.com and online retailers around the country Scale: Covering all 63 provinces and cities, more than 11,000 districts and communes with a scale of more than 30,000 VND employees, more than 1,500 post office branches, more than 500,000 square meters of total warehouse area Modern technology: Modern technology for flexible operation, connecting partner APIs Hình 1: Thông ty Công ty Cổ phần Giao Hàng Tiết Kiệm Table 1: General information about GHTK Joint Stock Company Business registration certificate: 0106181807 Date of issue: May 21, 2013, registered for the sixth change on September 1, 2017 Issuing agency: Business Registration Office - Hanoi Department of Planning and Investment Establishment and Development 2013 4/2013 GHTK was born in Hanoi First Day of Operation: 01 Warehouse | 05 Shippers | 10 Shop | 15 Orders 5/2013 The company is officially in operation 7/2013 Launch of order management system and APIs partner connection 2015 7/2015 Open HCM city branch Releasing 24 hours HN - HCM service 10/2015 Reaching milestone: 1000 orders Team: 200 employees 2014 6/2014 Launched service at o'clock in Hanoi city Interior 2016 3/2016 Launch the operating technology platform Mobility Operations Technology 9/2016 Top most favorite carrier mobile ecommerce floor Team: 1000 employees 2018 Open 20 operation centers and 500+ branches with total area up to 100,000m2 Set a goal of reaching 100,000,000 orders nationwide 2017 3/2017 Opening the first 10,000 m2 operation center in City Ho Chi Minh City 6/2017 Open full - map of 36 provinces nationwide 9/2017 Open full - delivery map to more than 10,000 VND communes across the country 2019 2020 Open full - delivery map of more than 8,000 drivers make 100,000,000 orders 11,000 districts and communes across the nationwide country with a scale of more than 20 operation centers The number of road trucks is more than 1,000 vehicles, over 700 branches with a total warehouse infrastructure area of over 220,000 m2 The number of employees and collaborators currently working at GHTK has reached the milestone of more than 20,000 employees 2021 GHTK tested the Cross Belt system Automated cargo handling system This system is a pilot project of GHTK to maximize productivity at the warehouse Automated parcel picking has tripled the day-to-day handling capacity compared to manual handling Organizational Structure GHTK JSC follows the online-functional organizational model The company operates in the field of Transportation, so when applying this model, it helps to effectively use the resources of the business At the same time, the Board of Directors can assign tasks suitable to each employee's expertise, thereby quickly solving problems related to operation Diagram 1: Organization chart of GHTK Joint Stock Company Board of Directors Research and Development Finance & Accounting Operations Department HR Administration Customer Service Sales (Source: Office of Human Resources Administration) - - - Research and Development Department: Building and developing application technology in operation (App Mobile, delivery/ dispatch handling system directly related to the daily work of the Operations Department) Finance & Accounting Department: Financial control, answering questions about employee salaries HR Administration Department: Employee management, timekeeping, payroll, work tools for employees Operation Department has a special relationship with HR Administration Department: picking up the Delivery person, the new operating room is stable and smooth Customer Service Department: Handle transactions arising between orders and customers Sales Department: Coverting sales and customer acquisition, retaining existing customers, growing business The Operations Department is a core unit, consisting of several positions: Operations Manager, Coordinator, Cashier, Warehouseman, Delivery Personnel All positions are responsible for supporting each other to the maximum Ensure the machine runs smoothly The role of the Operations Department in other departments in particular and the company in general: Responsible for close linkages and quick responses to other departments From a system perspective, the process is already in place, and the Operator must make sure that the Process is as flexible and fast as possible Core values, Mission and Business Philosophy 4.1 - - Core values FAST: This is the core value that GHTK strives every day to bring the best customer experience Fast goods are always moving without stopping Fast is the process of improving productivity per employee Is automating the delivery process based on technology FLEXIBILITY: It is the most difficult problem of the operating system, but GHTK believes that flexibility is a competitive advantage to help the GHG become different At GHTK, we work every day for this goal Focus on building an optimal Technology platform so that Shops / Enterprises can serve customers flexibly, creating a new shopping experience - FRIENDLY: As an indispensable service industry, in GHTK, every employee always strives to bring satisfaction to customers from the very beginning receive to handle the incident GHTK understands that serving the buyers better is also helping the people to be more reputable Not only human, technology system and operation process of GHTK are also simplified to be easiest to understand and most userfriendly to all users 4.2 Mission Understanding the development trend of the economy, especially in the field of electronic commerce, GHTK has been trying to develope and is implement the type of delivery services in the day and collect money at home (same-day Delivery and cash on delivery) GHTK is committed to providing the best value service, most satisfied with the dedicated and professional team of friendly, dynamic and dedicated staff for the work 4.3 Business Philosophy People-centered: Taking personal development as a goal, encouraging each member to express their own identity and creating a culture of MULTI-IDENTITY, enterprising, ready to change, helping each member of the organization to develop their potential selfefficacy, comprehensive personal development CHAPTER 2: INTERNSHIP PROCESS AT GHTK JOINT STOCK COMPANY Targets I have been working in the Human Resources Department at Giao Hang Tiet Kiem Joint Stock Company during my internship Before the period started, I had set myself the following goals: - Exposure to the actual working environment and get used to company culture in order to broaden my understanding and gain practical experience - Complete the assigned work well, apply knowledge into practice, thus, draw lessons and experiences for myself - Expand networking, create good relationships with everyone in the team as well as in the company to learn more from their experience - Cultivate specialized knowledge about Human resources department and promote my own strengths Functions and Duties of Human Resources Department - Monitor and evaluate the situation of human resources - Enumerate human resource needs Human Resource - Forecasting future human resource needs in the company (every Planning months) - Develop human resource plans and programs for the company - Forecast recruitment needs by period - Prepare a plan to prepare resources (budget, candidate tests…) for new employees recruitment Recruitment - Analyze recruitment sources and communication plans - Develop job descriptions for positions to be recruited - Set up integration program for new employees - Plan, program and implement training course (Training content, Training Before - During - After training) - Evaluate training results - Develop and implement a probationary assessment for new Performance employees assessment - Develop and implement the Human Resource Performance Assessment - Develope and implement the Attitude, Consciousness - Spirit, Responsibility - Discipline Assessment for personnel - Participate in the development of periodical emulation and commendation targets - Build and manage payroll system Prepare monthly salary payment Salary sheet management - Organize and develop policies on salary, bonus, welfare and allowances Employee’s - Taking care of spiritual life, personal situation, family working life - Organizing cultural activities, teambuilding - Labor dispute resolution Handling labor - Discipline employees who violate discipline relations - Respond to employee complaints and inquiries - Manage all kinds of incoming, outgoing and archived documents in the office related to Human Resources - Forward the letters Achiveing - Provide documents for employees - Control papers, forms, records, documents - Implementing the provisions of the law on hygiene, safety and labor Hygiene – Safety protection – Labor protection - Urging, inspecting and supervising the implementation of hygiene, safety and labor protection Internship description 3.1 Roles and Missions of Human Resources Internship Position Roles: Support members of Human Resouces Department as they perform their duties Duties: - Learn how to work as a part of Human Resources team, recruit people, train new employees about company’s culture - Assist other members of the team with relevant tasks such as searching for applicants, posting recruitment announcements, - Take on additional tasks or projects to learn more about Human resources operation - Create more sources to look for candidates - Participate in real recruitment process 3.2 Internship Diary Week Day Real tasks Week (27/6 – 3/7) Thurday 30/6 - Hand in CV, internship reference letter and other relevant documents to Human Resources staff Friday 1/7 - Had an interview with a Human Resources staff and Human Resources leader Saturday 2/7 - Got email announcement that I was officially accepted to work in the Human Resources Intern position, and work appointment I had a chance to gain interview experience, and successfully became a Human Resources Intern at GHTK Joint Stock Company Result Week (4/7 – 10/7) Monday 4/7 - Got to the main office and introduce myself to the team - Introduced the working and other relaxing spaces at the company - Learned rules and regulations at the company - Confirmed working schedule which is half shift from monday to friday a week Tuesday 3/7 - Learned about company structure, coordination between departments - Received the main task of building online human resources through Tiktok channel - Set plan for my main task at work Wednesday - Discussed with the leader and social team about the implementation of the Tiktok channel 4/7 - Got trained about recruiment process Thursday 5/7 - Supported other members in the human resources team with the sources creating tasks - Printed and stamped documents at the request of the leader Friday 6/7 - Learn about competitor’s channel strategy and create contents for Tiktok channel - Partcipated in the second recruiting training program 10 Through the first week working as a Human Resources Intern, I shaped practical knowledge about how to work in Human Resources department I was assigned the main task that was suitable with me I also had the chance to open my network with other members of the team and get used to company working culture Result Week (11/7 – 17/7) Monday 11/7 - Continued taking part in the recruitment training program - Observed the working duties from other members and support them - Started building Tiktok channel to serve human resources need Tuesday 12/7 - Recorded and edited Tiktok videos that I was in charge of - Followed the plan and develop the channel - Help other members with tasks of looking for new candidates online Wednesday - Continued learning the competitor’s channel and adjusted content plan 13/7 - Reviewed the recruiting process Thursday 14/7 Friday 15/7 - Prepared videos for other following days - Recorded and edited Tiktok videos From this week, I started doing my main task which is building the human resources channel with the social team and successfully received good interaction results and attract more candidates Besides, I well developed the recruiting process and ready to take part in the real recruiting task Result Week (18/7 – 24/7) - Partcipated in a real recruiting process - Created more contents for the next days and weeks Monday 18/7 - Carried new task of training new employees about company culture - Learned how to organise a training class Tuesday 19/7 - Continued developing Tiktok channel - Participated in another real recruitment process 11 Wednesday - Carried task of remaining the recruiting group on Facebook channel 20/7 - Created contents for both Tiktok and Facebook channels Thursday 21/7 Friday 22/7 - Gave presents from minigames in training class to the winners - Received and analyzed company human resources documents for internship report This week I gained the CV scanning experience, which is helpful for my further career Additionally, I carried out the training class effectively and received many good feedbacks from new people Hence, I open my network wider to other departments Result Week (25/7 – 31/7) - Held the training class for new employees - Received and learned how to scan CV Monday 25/7 - Continued attracting new candidates from Tiktok and Facebook channel - Gather information and data to complete internship report Tuesday 26/7 - Get to know other people from other departments for the new videos - Recored and edited videos Wednesday - Set plan to build a second Tiktok channel 27/7 Thursday 28/7 - Continued training new employees about company culture Friday 29/7 - Asked for internship evaluation from head of Human Resources Department I had chace to practice more content creating skill, and opportunity to know more new colleagues Result Week (1/8 – 7/8) Monday 1/8 - Completed internship report 12 Result 3.3 I completed internship report on time Throughout the internship experience, I found an orientation which is related to marketing department and shape knowledge on it by myself to get ready for the future Assessment of internship program 3.3.1 Achievements During the 5-week internship period, I had the opportunity to experience the real working environment at the enterprise and gained useful knowledge both in terms of expertise and skills Some of the highlighted results that I have achieved during my internship can be summarized as follows: Firstly, I had direct access to the real working environment and tasks of a Human Resources staff, hence, I gained more knowledge about the basic process of recruitment activities and the main tasks when working in the Human Resources department Although my main task was to build a new online human resources channel, I still got trained and participate in many other relevant tasks of a human resources staff This helps me have a more realistic and comprehensive point of view than the theory I have studied Secondly, I have chances to improve some of my skills, including my Office Information Technology as well as Speaking and Presenting skills thanks to the main duties of performing in front of camera, recruiting people and training people Thirdly, through the period, I become more confident when communicating with colleagues In addition, the internship experience opened me a wider network with many other people from different departments, which helps me much in learning and gaining real-time experience and advice from them For any task that I am assigned by the human resources staff, after completing it, I receive the feedback, which helps me get familiar with the tasks and supports my future work 3.3.2 Drawbacks On the other hand, there are some drawbacks as follow: The administrative and human resources work is not really close to the program I studied at Foreign Trade University, so during the internship, I had to try harder to be able 13 to get used to the knowledge as well as the real duties when working in the Human Resources department Besides, although I was trained how to work as a Human Resources staff during the internship, there is a lack of real-time practice due to the low intensity that I participated in the real process In addition, I was assigned the main task of building an online human resources channel that is more related to marketing than the main tasks of human resources staff, which is both a drawback and opportunity for me as I found myself suitable for this position 14 CHAPTER 3: EXISTING HUMAN RESOURCES SITUATION AT GHTK AND RECOMMENDATIONS The current situation of Human Resources Quality at GHTK JSC Human capacity includes many factors, the most important of which are physical and mental At Economical Delivery Joint Stock Company, the employees quality is assessed on the following aspects: gender, age and health Intelligence is assessed through: professional qualifications and necessary skills Before assessing the capacity of employees in the Company, it is necessary to consider the structure of labor by function to get an overview of the division, arrangement of labor and work in the Company, from there found the appropriate level between the capacity of the company's human resources with the job Table 2: Labor structure by function at GHTK Joint Stock Company (2019 – 2021) Target 2019 Number Ratio (%) of people 13.573 100% 2020 Number Ratio (%) of people 15.608 100% 2021 Number Ratio (%) of people 18.418 100% Total number of employees Leaders 434 3,20% 468 3,00% 525 2,85% Managers 882 6,50% 999 6,4% 1.177 6,39% Office staff Shipper 2.592 19,10% 2.844 18,22% 3.352 18,20% 9.664 71,20% 11.297 72,38% 13.364 72,56% (Source: Office of Human Resources Administration) As can be seen from the table: In the period of 2019 - 2021, the total number of employees of the whole company tends to increase, the structure of labor by function changes, the size of direct labor tends to increase while indirect labor size tends to decrease Specifically: The number of leaders and managers increased but not significantly, so when the total number of employees of the whole corporation increases, the proportion of these two groups of workers tends to decrease In which, the proportion of leading officers 15 decreased from 3.2% (in 2019) to 3% (in 2020) and 2.85% (in 2021) The proportion of managerial staff decreased from 6.5% (in 2019) to 6.4% (in 2020) and 6.39% (in 2021) This is the main force that sets the orientations and organizes the implementation of necessary activities to improve the quality of human resources If the capacity of these two types of workers is not guaranteed, improving the quality of human resources will face many difficulties and the efficiency will not be high The number and percentage of Office Staff tends to increase but the rate is quite stable From 19.1% (in 2019) to 18.22% (in 2020) and 18.2% (in 2021) The proportion of labor group is quite high, which significantly affects the quality of human resources The number and percentage of delivery staff tend to increase both in number and percentage, showing that in the period of 2019-2021, the company scale is expanding and it is very hot in this direct work department This department has the highest structure of 71.2% (in 2019) down to 72.38% (in 2020) and 72.56% (in 2021), this is the team directly involved in the company's delivery activities company Therefore, it also has certain effects on the overall quality of the Company's resources Diagram 2: Organization chart of the Human Resources Department Head of Human Resources Back Office Department Customer Service Department Operation Department (Source: Office of Human Resources Administration) Assessment of current state of Human Resources Management 2.1 Successes - The recruitment plan is fully agreed and deployed to the other departments - The Human Resources Department cooperates with other departments to conduct recruitment, training and develop a salary and bonus mechanism - Training human resources program has clear procedures - Pay salaries openly and transparently - Professional working environment, open space, scientific arrangement and layout 16 2.2 Limitations - Recruitment methods are not diversified, mainly focusing on recruitment via the Internet - Priority is given to young people for recruitment, thus, limiting recruitment sources - Conducting staff evaluation and training continuously causes boredom and uninterest of each employee, training results are still not high - There are not many forms of non-financial remuneration for employees - The unprofitable distribution of staff and workplaces - The lack of human resources in the warehouse area delays the delivery of goods to customers 2.3 Issues facing the human resources management activities of GHTK - Recruiting the right people, right jobs, science and flexibility right from the beginning to avoid having to train many times, recruit many times, helping to save costs for business activities - The company needs to be flexible in training, the training sessions are also modeled The training should be noticed by the media in the Company - Improve the remuneration policy, propose more forms of bonuses or gifts during the holidays - Devote time to training and developing young people to fit the modern and flexible operating system Recommendations for improving Human Resources Quality at GHTK 3.1 Setting a more specific selection criteria for each job position Selection criteria are the basis for the selection process, so it is necessary to set a standard selection criteria for each job position to This will make the recruitment process more accurate and effective In addition to the basics of certification, the company can rely on the following grounds: - Qualification: This is the most important basis because diplomas and certifications are just paperwork, but the company needs qualified people to work on The company is a training school, so the candidates are mainly new graduates so the professional criteria should be appropriate as to test the thinking but can’t rely on practical work experience to evaluate candidates - Foreign language level: Not all employees need this standard, so just prepare for each job placement 17 - Computer skills: Computer skills are essential in office operations, especially in the departments of the company 3.2 Diversify recruitment sources - The company should use more internal sources in recruitment more to attract candidates - Linking with universities: To attract this source effectively, the company should build a good relationship with universities such as sending recruitment officers to universities, exchanging, propagating and communicating with universities combine awarding, gift giving, sponsoring a number of projects, scientific research programs, organizing student movements, recruiting post-graduation staff 3.3 Expand recruitment channels - Create attraction through job placement centers - Create sources through advertising: There are many forms of advertising for companies to choose from such as on television stations, job fairs, social networks and especially in the booming era of information technology Now, the company should pay attention to reputable recruitment websites with a large number of candidates accessing in Vietnam such as ww.tuyendung.com; www.timviecnhanh.com; www.careerlink.vn; www.vietnamworks.com.vn Or post recruitment notices on facebook fanpages such as Da Nang Jobs, Danangjob.vn The feature of these channels is that they have an effective employee record management system 3.4 Improve staff professionalism in recruitment In order to improve the professional skills of recruitment staff, the company should organize training courses on interviewing skills, searching, screening resumes, evaluating candidates… Moreover, the company should develop a separate set of standards for recruitment officers, contributing to improving the efficiency of recruitment at the branch 3.5 Apply technology to support recruitment The company can use the online recruitment management software Fastwork Hiring provided by Fastwork Software Company This software includes: recruitment management, digitization of records and KPI evaluation Through this software, it helps the company to manage human resources more easily and improve the quality of the team right from the input recruitment stage 18 CONCLUSION After a period of practice, researching issues at GHTK JSC, I had the opportunity to learn about the company in general and some management tasks, especially the recruitment, training and development of human resources force in addition to content creating and marketing skills It is a more valuable experience as I had chance to explore my strengths and find out an orientation for my future I have understood that Human resources recruitment is the foundation to provide a "sufficient" quantity and "good" staff for the quality of human resource management in the enterprise Employing employees is vital, deciding the fate of the business because if the recruitment of people who not retain the recruitment activities are considered useless Improving the quality of recruitment and retention is therefore an urgent issue for all businesses to obtain quality labor and to use it effectively The report above are based on my practical experience and personal evaluation that I earned throughout the 5-week internship It provided me many helpful lessons that I can not purchase from school, which helps me much in realising my strengths and weaknesses as well as building my future Since I have found my orientation, I would promote that strengths harder in order to receive more achievements in my career I received many dedicated helps from my colleagues at GHTK JSC during the internship period, which helps me earn more interesting experience and practical knowledge Once again, I would like to thank Foreign Trade University, Dr Nguyen Thi Binh, the Board of Directors of the Company and all the colleagues at the company for helping me complete this mid-term internship report 19 REFERENCE Giao Hang Tiet Kiem Joint Stock Company, 2022, Introduction [online] https://giaohangtietkiem.vn/ (Access 10/8/2022) Mai Thanh Lan, Nguyen Thi Minh Nhan, Basic Human Resource Management, Thong Ke Publishing Co., 2016 Report on labor statistics of the Administrative Organization of Orient Co., Ltd Report on human resources increase from 2019 to 2021 Manpower recruitment process at the company Human resources training document 20