Presentation of IC Vietnam Trading and Construction Joint Stock Company
Overview of IC Vietnam Trading and Construction Joint Stock Company
English name: IC Vietnam Trading and Construction Joint Stock Company
Head office: 14B Lane 6 Van Phuc, Ba Dinh district, Ha Noi
Email: info@icvietnam.com.vn | Website: https://www.icinteriordesign.com/
Our company unites a dynamic team of young, passionate professionals who are dedicated to their craft We value our work and recognize our mission to design inspiring living spaces that transform houses and buildings, ultimately bringing joy to those who inhabit them.
At our company, we prioritize understanding our customers by putting ourselves in their shoes, allowing us to grasp their desires and dreams for their spaces From the initial consultation to project completion and handover, we actively listen and offer tailored advice to ensure the best outcomes This commitment to customer satisfaction has garnered numerous positive reviews, fostering loyalty among our clients Notably, a significant percentage of our customers choose to return to us for their future needs.
Vice directorDirector up to 70% This figure is not small and it is the correct assessment of the company's dedication in this field.
The company hope that with the potential and efforts to continuously improve the quality of designs and services to create a perfect product to serve customers best.
IC Vietnam Trading and Construction JSC was established in 2013 with the main business of consulting, designing interior and exterior constructions project:
Organize structure
Head of HR admini stration
Swot of IC Design
- High growth in the recent years
- Strong relationships with customers (Muong
Thanh hospitality, VinHomes Times City,…)
- Possessing young, dynamic, creative and long- lasting human resources
- The percentage of customers returning to the IC is up to 70%
- Lack of personnel, specially designers
- Young and new company => hard to associate candidates
- The company structure is being rebuilt so it is not stable
Head of HR admini stration
- The relationships between employees in the company are very good
- Ability to expand and develop strongly in this field
- Have many young and talent designers who can apply for company
- Increasing strength and domestic competition
- Pressure to attract, find and exploit new customer groups, new market
Overview of project
Introduction about Human Resources – Aministration department
When accepted to practice at IC Design, I am practicing in the company's HR department under the direction of Ms NGUYEN Ly Linh
The human resources department at IC is comprised of three members, led by Director Ms Linh This team is responsible for advising, managing, and executing administrative tasks, along with overseeing recruitment, personnel training, payroll, and staff supervision.
Ms Linh holds a Master of Business Administration and brings over 7 years of experience, complemented by training from esteemed institutions both domestically and internationally The department staff also possess significant expertise in administration and human resources, with each member having over 3 years of experience and strong academic backgrounds from leading universities.
For staff training, not only members of the HR department will be involved, but will also be associated with other department heads for direct instruction and professional training.
As can be seen, the human resources department of IC has gathered a good human resources, qualified, experienced and highly specialized to run the company's HR operations well.
Reasons to choose the topic
Human resources are crucial to any organization's success, especially in today's competitive landscape A strong workforce, both in terms of quantity and quality, provides a significant competitive advantage that enables companies to thrive in the market With numerous businesses vying for the same customers, it is essential for organizations to prioritize customer satisfaction and differentiate themselves, making effective human resource management a key factor for success.
As Vietnam's economy experiences rapid urbanization and development, there is a growing interest in housing design among homeowners They seek not only aesthetically pleasing furniture but also a reflection of their personal style, necessitating the expertise of skilled professionals Interior designers must deliver innovative and unique solutions that stand out from previous works, while also possessing strong interpersonal skills, material knowledge, and professional expertise to meet diverse customer demands.
IC prioritizes the quality of both human and design elements, embodying the motto of empathizing with customers to truly understand their desires and dreams for the spaces they will inhabit.
Due to high market demand and a shortage of skilled personnel, the company is experiencing significant workload challenges, leading to the difficult decision to decline new projects to maintain quality for existing clients This pressure has resulted in various negative impacts, highlighting the need for experienced staff In response, the company is actively recruiting and training additional employees to prepare for upcoming projects.
During my internship at IC's HR department, I gained valuable insights into the company's challenges and was actively involved in the recruitment process for new staff.
Objectives
For the purpose of contributing efforts to the hiring and training of new employees for IC, my internship process aims to:
- Make use of human resources knowledge obtained in the university to apply, support the company.
- Evaluate the current situation of the recruitment and training process of the company.
- Understand the recruitment process, write job descriptions, job specifications,…
- Understand and accumulate more specialized knowledge through practical tasks and activities.
- Familiarize with a professional working environment.
The Head of the Human Resources Department has established a goal to recruit two 3D design draftspersons and two 2D design staff members Each new hire must fulfill specific criteria regarding knowledge, work requirements, and professional experience to ensure they meet the organization's standards.
Implementation of the project
Divide tasks and internship planning
3.1.1 Internship planning and Budget implementation
To ensure the recruitment process is completed on time and yields optimal results, Ms Linh has decided to allocate funds for the project's implementation, which has been approved as a company expense.
Phase A: Researching about company and Human Resources of company, analyzing the actual human resources:
Task 1: Learn about the company's history, culture and company positions
Task 2: Get familiar with the working environment at the company
-Task 3: Analyze the actual human resources in design department and the current problems in human resources
-Task 4: Analyze jobs: write job descriptions and job specifications
Phase B: Understanding methods to attract candidates and setting recruitment plans:
-Task 5: Compare recruitment methods (insources, outsources, …)
-Task 6: Compare recruitment websites (number of recruitments, candidates, fee )
-Task 7: Make a detailed recruitment plans
-Task 8: Searching and attracting candidates
-Task 11: Interview by direct manager
-Task 12: Appraise, review candidate’s design
-Task 14: Evaluate the recruitment process
-Task 15: Realize advantages and disadvantages of recruitment process
Understanding recruitment’s methods and setting recruitment’s plan
3.2.1 Analyze the actual human resources in the company and in design department
After familiarizing ourselves with the company's regulations and environment, our primary task was to analyze the human resources within the interior design department, which plays a crucial role in shaping customer perceptions This foundational analysis provided insights into the company's policies, personnel status, and recruitment needs, equipping us with the knowledge necessary to enhance the personnel recruitment process.
To enhance my analysis, I initially consulted Ms Linh for essential documents and insights She was eager to assist, answering my questions thoroughly and encouraging all employees to share their knowledge on departmental matters Her guidance was invaluable in clarifying recruitment requirements and providing information beyond what was available in the documents.
To understand the interconnections between departments and personnel relationships within the company, I first examined the functions of each department After gaining insights into their roles and responsibilities, I conducted an analysis of the human resources in the interior department, utilizing various documents and data provided by Ms Linh and the interior department employees.
After conducting a thorough analysis of the human resources within the company and the interior department, I gained valuable insights into the current state of human resources in both areas.
Table 2: Human Resources of IC Design
Table 3: Human Resources of design department
(Source: HR – Administration Department) Comment:
Labor structure by gender, age, work level of IC Design in 2016-2018:
Labor structure by gender of design department in 2018
Chart 2: Chart of labor structure by gender of IC company and design department in 2018
The gender distribution among employees is generally balanced; however, the design department exhibits a male dominance, with men comprising 70% of the workforce This trend is influenced by the interior design consultancy's need for creativity and strong communication skills, areas where female employees typically excel Conversely, male employees are more prevalent in the design and technical departments due to the complex and demanding nature of the work, which often involves extensive project supervision Additionally, cultural biases in Vietnam still favor men as more suitable for roles in the interior design field, contributing to the higher male representation in these positions.
In general, the proportion of men and women in the company is quite equal and reasonable with the requirements of work at the company.
Labor structure by age of design department in 2018
Chart 3: Chart of labor structure by age of IC company and design department in 2016-2018
The company's workforce is predominantly young, with employees aged 20 to 26 increasing from 44.44% in 2016 to 75% in 2018, reflecting the organization's dynamic and creative work environment Most of these employees have 1 to 3 years of experience, aligning with the company's five-year growth trajectory In contrast, about 25% of the workforce is over 33 years old, primarily occupying key management positions that require significant experience and expertise Additionally, the number of employees aged 27 to 33 has decreased to 15% by 2018, with many having been with the company since its inception.
Young employees bring numerous advantages to the workplace, including flexibility, creativity, and the ability to quickly adapt to new environments This aligns with the company's growth and the demands of the interior design sector, where 90% of the staff are aged 20 to 26 Despite their youth, many have been with the company since its inception, allowing them to become well-acquainted with the company's design style and clientele, fostering a strong and loyal team However, the company faces challenges in attracting additional skilled candidates, highlighting a need for increased recruitment efforts.
All employees hold university degrees, reflecting the company's commitment to qualifications from its early stages This young, highly qualified team is a significant asset, enabling quick adaptation to technological changes and evolving work methods Their ability to meet high demands and cater to ever-changing customer needs fosters the generation of innovative ideas, ultimately enhancing work efficiency and satisfying even the most discerning clients.
After gaining a comprehensive understanding of the company's human resources, I reported my findings and previous work to Mrs Huong With this insight, she tasked me with recruiting two 3D design draftspersons and two 2D design staff to support the market expansion plan, meet growing demand, alleviate employee workload, and improve service quality for customers.
We initiated our recruitment process by gathering requests from managers and department heads, working closely with HR staff to compile a comprehensive list of open positions and the number of vacancies to fill We developed clear job descriptions that outlined specific tasks, requirements, and essential skills, as well as the desired personality traits and qualities for each role Additionally, we assessed the personal experiences and strengths of candidates to differentiate them from others The following is the list of personnel needed for recruitment.
-Graduated from the National University of Civil Engineering or HaNoi College of Construction
-At least 2 years experiences in recruitment position -Have knowledge of construction and architecture -Understand materials and interior texture
-Proficiency in AutoCAD, Office and Sketchup -Communicate well with customers and capture good information -Have teamwork skills, ability to exchange internal information and presentation skills in front of customers
-Ability to actively organize and manage projects effectively at
-Graduated from schools and majors related to interior design -Have at least 2 years experience in recruitment position -Proficiency in 3DSMax or Sketchup, Vray renderer and Photoshop
-Understand materials and interior texture -Have a good aesthetic sense and have artistic eyes on space, color, light and materials
-Have knowledges about the different design styles and be aware of new creative design trends -Have ability to communicate with customers and capture good information
-Have teamwork skills, ability to exchange internal information and presentation skills in front of customers
-Have ability to take the initiative to arrange the work and manage projects effectively at the same time
The following is the recruiting content that i has prepared for the 2D design staff and 3D draftman staffs with the help of Ms.Linh:
Job title: 2D interior design staff
Deploy technical design documents, design & interior design documents based on 3D design
Obey and do the work in accordance with the company’s procedures
Carry out other professional tasks and tasks as assigned by superiors
Have a sense of responsibility, positive attitude and progressive spirit
Graduated from the National University of Civil Engineering or HaNoi College of Construction
At least 2 years experiences in recruitment position
Have knowledge of construction and architecture
Have ability to capture, analyze, synthesize and process information
Understand materials and interior texture
Proficiency in AutoCAD, Office and Sketchup is an advantage
Have ability to communicate with customers and capture good information
Have teamwork skills, ability to exchange internal information and presentation skills in front of customers
Ability to actively organize and manage projects effectively at the same time
- A young, friendly and active working environment help for creative work to be effective
- Social insurance, health insurance according to government’s rules.
- The company supports the training of professional skills.
- Other regimes will be discussed directly during the interview.
Submit your CV and Portfolio by email to trang.ldh@icvietnam.com.vn and linh.nl@icvietnam.com.vn
Apply directly to Human Resources Department IC Vietnam Trading and Construction JSC: 14B, Lane 6 Van Phuc, Ba Dinh district, Hanoi
Hand written applications are preferred
Survey and reconstruct the status of the construction after have informations and requests from the head of department or team leader
Design to fit the functions and purpose of use of the customer
Create 3D perspective of the interior and exterior designs from the lead concept of the chair and customer
Set up lighting and render with Vray or other rendering software
Support the preparation of pictures and drawings of plans in order to present to the customer
Obey and implement the work according to the company’s procedures
Carry out other professional tasks as assigned by superiors
Have a sense of responsibility, positive attitude and progressive spirit
Graduated from schools and majors related to interior design
Have at least 2 years experience in recruitment position
Have ability to capture, analyze and synthesize and information processing
Proficiency in 3DSMax or Sketchup, Vray renderer and Photoshop
Understand materials and interior texture
Have a good aesthetic sense and have artistic eyes on space, color, light and materials
Have knowledges about the different design styles and be aware of new creative design trends
Have ability to communicate with customers and capture good information
Have teamwork skills, ability to exchange internal information and presentation skills in front of customers
Have ability to take the initiative to arrange the work and manage projects effectively at the same time
- A young, friendly and active working environment help for creative work to be effective
- Social insurance, health insurance according to government’s rules
- The company supports the training of professional skills.
- Other regime’s will be discussed directly during the interview.
Submit your CV and Portfolio by email to trang.ldh@icvietnam.com.vn and linh.nl@icvietnam.com.vn
Apply directly to Human Resources Department IC Vietnam Trading and Construction JSC: 14B, Lane 6 Van Phuc, Ba Dinh district, Hanoi
Hand written applications are preferred
3.2.3 Understanding methods to attract candidates and setting recruitment plans
Compare recruitment methods (insources, outsources, …) a Form of internal recruitment at the company
The recruitment is usually through the following forms:
- Moving employees internally into new positions due to promotion of the supervisor or the employee themselves based on the results of the work and the assessment of management.
- Students who practice at the company are qualified and have a desire to work at the company.
- Through the introduction of employees working at the company, or close relatives, friends to find a suitable person to work.
The company predominantly favors internal recruitment, particularly through referrals from existing design staff who often recommend friends and relatives for trainee positions This approach has successfully integrated at least two employees into official roles, leveraging their familiarity with the company’s objectives and work environment for smoother transitions and goal alignment However, relying heavily on internal recruitment may lead to stagnation, limiting innovation and creativity while potentially overlooking qualified external candidates This practice can also create divisions within the company, undermining unity and collaboration.
In order not to fall into that situation, the company is now more focus on external recruitment:
Last year, the company conducted an employment workshop at the National University of Civil Engineering, yielding positive results with five candidates signing probationary contracts Ultimately, one candidate successfully transitioned to a permanent staff position; however, this individual lacked experience and had to prioritize their graduation.
The increasing number of interns at the company highlights a cost-effective candidate selection strategy; however, the recruitment efficiency is hindered by their lack of knowledge and experience Consequently, the company must invest additional resources in retraining these students to equip them with the necessary professional skills for immediate productivity.
In today's digital age, social networks like Facebook and Twitter have become ubiquitous globally, including in Vietnam, leading to the rise of numerous recruitment fan pages that connect candidates with employers However, this increased usage also means heightened competition, as more job postings from various companies flood the market, giving candidates a wider array of options Consequently, attracting top talent has become more challenging for employers, as candidates are no longer limited to applying solely to one company.
Internet recruitment websites serve as a valuable platform for posting and searching job listings, offering employers a wide array of candidates to choose from These sites provide two options for job postings: one is free of charge, while the other incurs a fee.
Immplement to recruit candidates
After establishing a recruitment list that includes positions, job descriptions, and requirements, we collaborated with HR to select effective recruitment methods and content to attract candidates This process enhanced our teamwork and critical thinking skills while allowing employees to voice their opinions Following our preparations, I posted the job openings on Facebook and monitored the recruitment page on CareerBuilder for new candidates We specifically chose the "Vietnamese Community CG" group for our postings, as it is well-known among designers, particularly interior designers, providing a platform for networking and job opportunities For just 200,000 VND per month, we successfully attracted many quality designer applicants to our company.
At the start of the recruitment process, we collaborated with the human resources department to gather, evaluate, and screen applications based on initial criteria Through careful discussion and the creation of detailed recruitment announcements that emphasized the high standards of the position, we received a positive response in both the quality and quantity of applications Ultimately, we collected a total of 52 applications, with 7 deemed invalid due to insufficient information and 5 rejected for not meeting the job requirements.
Unlike other companies, the IC immediately appoints interview with qualified candidates for
The recruitment process involves reviewing CVs individually and signing probation contracts, allowing the company to efficiently select preferred candidates while ensuring thorough evaluations Once HR identifies qualified CVs, they promptly forward them to Ms Linh to schedule interviews This approach fosters a respectful environment for candidates, who are greeted with smiles during their interviews.
Following the successful candidate interviews, we collaborated with the HR team to assist in drafting labor contracts and overseeing the signing process Utilizing the company's standardized templates, we ensured that all documents adhered to legal terms, policies, and regulations This experience enhanced my understanding of contract creation and signing, which will be invaluable for our future projects.
3.3.5 Propose some solutions to improve the quality of recruitment for the company
Exploit and use more employee search methods
To enhance the company's recruitment efforts, it is essential to diversify the sources used for finding candidates Currently, relying on only two to three recruitment websites limits access to qualified candidates, especially given the high demands and complexities of certain job roles In Vietnam, there are numerous more effective recruitment platforms, such as www.vietnamworks.com.vn, www.findjobs.vn, www.tuyendung.com, www.vieclam.tv, and www.seek.com.vn, which boast extensive databases and higher traffic These websites offer superior search functionalities and job filtering options, allowing for a more targeted approach to attracting the right talent.
Figure 4: www.seek.com.vn
To attract qualified candidates for leadership positions, companies can leverage their internal resources and utilize human resources delivery services While these services may incur significant costs, they offer high efficiency in matching the right individuals to the right roles Thus, investing in these services is a strategic decision that companies should seriously consider to enhance their recruitment efforts.
Revise the job description more appropriately for each position
To attract suitable candidates for various positions, the company should strategically post recruitment content that emphasizes the appeal of each job listing By highlighting the unique benefits and features of each role, the company can minimize the number of unsuitable applicants and enhance the pool of potential candidates.
The recruitment process has its strengths, particularly the quality of the interviews; however, scheduling conflicts for individual candidates with suitable CVs pose a challenge Interviews are often held at varying times, leading to the need for rescheduling To enhance efficiency, I recommend that the company streamline the interview process by establishing fixed times, allowing employees to balance their responsibilities, such as client meetings and other tasks This approach would also ensure that all staff are aware of candidate appointments, facilitating clearer communication and preparation.
Additional multiple-choice tests and essay writing to check the quality of the candidates
Candidates will be arranged to participate in a number of entrance exams:
- Check the ability to calculate in a short time
- Professional exams (corresponding to the position).
- Exams will be selected for each vacancy
- There are two forms of entrance examination are applied: Paper-based or computer-based
Implementing this step before the candidate's interview enhances the quality of their input, allowing the company to identify the candidate's key strengths For instance, in the case of technical staff with specialized expertise, their qualifications can be assessed even if their interview skills are lacking This approach helps prevent the company from overestimating or misjudging candidates based solely on their interview performance.
Evaluation of the project
Mistakes committed and solution reminded
I made some mistakes during the internship period, which appeared to be worth to noted as follows:
I invested significant time in researching various recruitment methods, which turned out to be both time-consuming and costly For instance, I dedicated several days to analyze the recruitment strategies of previous companies, but I struggled with how to effectively present my findings.
During the initial phase of my internship, I lacked the motivation to invest significant effort, which hindered my personal development and created a negative impression among my colleagues I mistakenly believed that since it was just an internship, I didn't need to fully engage or support my team This attitude not only affected my work ethic but also contributed to a sense of disconnection, especially when team members occasionally stayed late, prompting me to reconsider my commitment and take a more proactive approach in the workplace.
Teamwork challenges often arise when collaborating with HR staff, as disagreements among team members can detract from focus on tasks, undermine group cohesion, and lead to project delays It is essential for all members to practice active listening and mutual respect, particularly towards the team leader, to foster a more productive and harmonious work environment.
Difficulties encountered and solutions applied
The challenges in receiving and screening applications stem from a lack of work experience, which has led to mistakes in candidate evaluation, including misalignment and the oversight of potential talent.
To effectively understand work processes and ensure proper organization of scientific records, I actively observed and learned from experienced employees This hands-on approach allowed me to carefully hand over tasks to team members, minimizing confusion Recognizing the significance of screening procedures, I engaged directly with company staff who had undergone extensive training and testing prior to participating in the screening process.
As a shy girl, I find it challenging to connect with even the friendly employees at my company, making it difficult for me to build relationships and feel comfortable in my work environment.
Achivement from project
After three months of practicing IC Design, i have received tremendous knowledge, which will certainly help in my after-school career:
Effective teamwork and communication are essential in the workplace Initially, my group faced disagreements while collaborating with HR staff, but as we got to know each other better, we learned to listen to diverse opinions and support one another This experience significantly enhanced our skills in presenting ideas, constructively critiquing unfeasible suggestions, and engaging in productive debates, ultimately fostering a more cohesive and efficient team dynamic.
With a deep understanding of the recruitment process, I am proficient in outlining specific steps, assessing candidates, and evaluating the effectiveness of various recruiting sources My expertise includes conducting skills analysis based on survey results, knowledge of staff training, and conducting interviews effectively.
After completing my internship, I gained valuable insights into the structure and activities of an organization, recognizing that each department has distinct functions This understanding will significantly aid me in future job applications and career orientation.
- Basic knowledge: Basic but indispensable role help me growing up in the corporate environment such as photo / scan skills, document printing, faxing, documenting, arranging documents, calling