(Tiểu luận) internship reportexport process at dawu supply chain managementcompany limited

I had the opportunityto participate in the export operation of a supply chain organization, in particular aforwarder company during my internship, and was able to draw some overall evalu

FOREIGN TRADE UNIVERSITY

INTERNATIONAL ECONOMICS

INTERNSHIP REPORT EXPORT PROCESS AT DAWU SUPPLY CHAIN MANAGEMENT

COMPANY LIMITED

Name: Bùi Thị Như Nguyên Student ID: 2113153043

Instructor: Nguyễn Ngọc Thụy Vy

Academic year: 2022-2023

INTRODUCTION

Vietnam is becoming more integrated into the international economy It is essential

to establish and enhance a position in the network of global supply chains for the integration process to be more sustainable, especially when this system is interrupted as a result of the impact of the pandemic Vietnam continued to post positive results throughout difficult and challenging circumstances, which is something very few other nations can do As a result, we can state with confidence that Vietnam has the conditions for the growth of the supply chain industry The demand for transportation is rising as the import and export markets become more active Many shippers have asked forwarders for help with the transportation of goods in order to save time, effort, and money Thanks to a favorable economy, a forwarder or freight forwarder business has many opportunities for future growth

As a second-year student, in July 2023, I was recruited as an intern at DAWU Supply Chain Management Company Limited in Ho Chi Minh City I had the opportunity

to participate in the export operation of a supply chain organization, in particular a forwarder company during my internship, and was able to draw some overall evaluations based on what I have learned about supply chains along with exporting at Foreign Trade University In view of this, I have chosen “EXPORT PROCESS AT DAWU SUPPLY CHAIN MANAGEMENT COMPANY LIMITED” as my field report’s topic

The key objective of this research is to examine the actual export process of the company by understanding the export procedure of DAWU Supply Chain Co.,Ltd and comparing that model to what I have learnt at the university

With this topic, the report was divided into three main parts:

● Chapter 1: Overview of DAWU Supply Chain Management Company Limited - this chapter provides the history, general information, and some activities of the company

● Chapter 2: Internship Summary - the second chapter shares my job positions as well as the workplace and the experience I gained during the internship

● Chapter 3: Export Process at DAWU Supply Chain Company Limited - the

last chapter discusses the situation, comparison, and evaluation of the export process at the company

I CHAPTER 1: OVERVIEW OF DAWU SUPPLY CHAIN MANAGEMENT COMPANY LIMITED

1. History and Development

The full name of DAWU Co., Ltd is DAWU SUPPLY CHAIN MANAGEMENT COMPANY LIMITED, and its business code is 0315827844 The business is a division

of CITY OCEAN Logistic, a Chinese company with its main office in Shenzhen In Shenzhen, CITY OCEAN was founded in 1998 CITY OCEAN continued to grow both domestically and internationally, making major achievements and opening new branches throughout the nation The business currently has seven overseas offices and 14 branches

in China The Vietnam branch, known as TOP SHIPPING COMPANY LIMITED, was established in 2007 and is situated on floor 2 of the Ha Phan Building at No 1119 Tran Hung Dao Street, Ward 05, District 5, Ho Chi Minh City The business relocated to its current address, floor 8, Sai Gon Giai Phong Building, No 436-438 Nguyen Thi Minh Khai Street, Ward 5, District 3, Ho Chi Minh City, Vietnam, in 2019 and changed its name to DAWU SUPPLY CHAIN MANAGEMENT COMPANY LIMITED

DAWU Co., Ltd is a freight forwarder company or forwarder company The business is the one that offers domestic and international freight forwarding services, or it could be said that the business serves as an intermediary to receive goods from the sender

or to gather goods from numerous small sources before arranging them into a large shipment Following that, they will engage a suitable transport company (shipping line, airline, etc.) based on the final destination of the shipment's goods From the time the goods are received until they arrive at their destination in a secure state, the forwarder will be in charge of the entire transportation process Due to outstanding benefits like saving time, money, and effort, forwarder businesses are growing to meet the rising demand for the import and export of goods from Vietnam For small businesses that are exporting for the first time, forwarder companies will be a safe choice since they can help them avoid document-related issues The market was in a good place, which helped the

company grow steadily Despite encountering numerous challenges as a result of COVID-19, DAWU Co., Ltd has always matured

2. Organizational Structure

The business has a structure that is fairly straightforward and involves over 100 employees DAWU Co., Ltd is a division of CITY OCEAN Logistic, and therefore continues to operate under the rules set up in Figure 2.1 for the parent company's management structure The organization has been simplified, concentrating only on the three core areas of Sales, Accounting, and Operations The gender distribution within the workforce is balanced Additionally, all of the employees have professional backgrounds

or experience, making it easy for them to quickly adapt to new situations and make the most of their knowledge and expertise to increase productivity

Figure 2.1: Organizational Structure of DAWU Co.,Ltd

(Source: DAWU Co.,Ltd) Three major departments with different duties and characteristics The sales department seeks out and attends to customers on a proactive basis Despite the nature of the work and the flexible hours, the sales department can easily become frustrated and be fired because of the constant pressure to find customers The Sales department is split into two teams, Marketing and Business, with two customer files, local and international, respectively, in an effort to alleviate some of the pressure The accounting department is responsible for checking paperwork and other tasks that arise The company places the most emphasis on and workload in the operations department The two teams, CS and

Docs in particular, participate in the majority of the import-export process, which makes them engaged and focused The workload is also a little bit higher due to this Even though the two teams' work is similar, the company has a specialized division in between them Other related requirements like fumigation, insurance, certificates of origin, and phytosanitary certificates are handled by the logistic team

3. Current Situation of Business

II CHAPTER 2: INTERNSHIP SUMMARY (2-3 trang)

1 Internship Process

I was recruited as a Document Intern in the Document team under the supervision

of Ivan Lou (La Nhat Tan), the leader of the team As a Document Intern at DAWU Co.,

Ltd I have been able to gain experience, knowledge in a professional environment and have had the opportunity to observe the work of the Logistics team Moreover, I had the chance to expand my experience not only in the Document Department but also in the CS team since CS and Docs frequently work together because of the scope of the work As a new employee, I was trained to support the Operation Department, including the CS, Document and Logistic team I frequently had access to export orders during my internship, but I was unable to learn about or contrast the import and export processes This limited exposure to only export orders hindered my understanding of the overall import-export dynamics

The mentor spent the majority of the first week of the internship introducing me to the new workplace and teaching me fundamental skills During this time, they also familiarized me with the company's culture and values, ensuring that I understood the expectations and norms Additionally, they provided guidance on how to navigate various departments and introduced me to key colleagues who would be valuable resources throughout my internship The next stage was where my understanding of documents started to grow I began to comprehend the various kinds of documents and their functions more thoroughly My first assignment was to translate documents required for the export process as well as materials about the company's new technologies Also, I was required by the manager to incorporate them into presentation slides or create videos so that the employees could gain a better understanding of new technologies Fortunately, while studying at the university, I experienced opportunities to work on translating and creating presentations

Sending an email to the customer to remind them of the document submission and

SI cut-off deadlines is another task I was given In addition to reminding the customer about the document submission and SI cut-off deadlines, I will also provide them with clear instructions on how to submit the required documents electronically Furthermore, I will include a friendly reminder about the consequences of missing these deadlines, emphasizing the importance of timely submission for a smooth processing of their request Despite being simple, the task requires great care and accuracy Additionally, it's

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critical to comprehend the state of updating the documents required to support customers

I was a little anxious when I worked in a professional setting for the first time, yet the jobs were always done well with the assistance of my mentor and colleagues They helped me understand the importance of attention to detail and how small errors can have significant consequences Moreover, their guidance taught me the value of effective communication and collaboration in achieving successful outcomes

2 Required skills

I learned a lot on the job and quickly adjusted thanks to the assistance of my mentor - Ivan, and coworkers I've learned through practice how crucial it is to know when and how to ask for assistance When questions are promptly addressed, the work will be finished more quickly and effectively Asking for assistance not only helps overcome challenges but also fosters a collaborative and supportive work environment Moreover, by seeking guidance from experienced colleagues, I have gained valuable insights and expanded my knowledge beyond what I could have learned on my own As a newbie, I continue to have a lot of questions as I work, yet in order to not interfere with

my mentors' work, I must synthesize the questions I want to ask during the training period Self-study abilities, however, are also crucially important Understanding the issue is necessary before seeking assistance I have put my self-study skills to great use while becoming familiar with the paperwork required for the import-export process I had

a lot of trouble reading and understanding documents because of my inexperience and lack of background knowledge, and there were a lot of acronyms and special characters Through self-study, I dedicated time to research and learn about the import-export industry, including its terminology and regulations This allowed me to gradually improve

my understanding of the documents and decipher the acronyms and special characters more effectively Additionally, I sought out online resources and joined forums where I could ask questions and gain insights from experienced professionals in the field

Other abilities are also necessary for the internship Because the nature of the job necessitates office computer skills, learning about Microsoft Office is crucial to enhancing work efficiency Employees who are proficient in Microsoft Office can

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efficiently create and edit documents, spreadsheets, and presentations Due to the tight nature of time, effective time management is also extremely important Without proper time management, it becomes challenging to prioritize tasks and meet deadlines Effective time management allows individuals to allocate their time efficiently, ensuring that important tasks are completed on schedule and reducing stress levels Additionally, knowing English is a requirement when dealing with foreign clients Improving work efficiency can be achieved by learning a new language Many of the staff at DAWU Co., Ltd are Chinese because it is a division of CITY OCEAN Logistic, which has its headquarters in China Therefore, speaking Chinese more fluently can facilitate colleague communication Furthermore, learning a second language can also help you get more job opportunities down the road

III CHAPTER 3: EXPORT PROCESS AT DAWU SUPPLY CHAIN

MANAGEMENT COMPANY LIMITED

1 Overview of Export Process

DAWU Co., Ltd is a freight forwarding business that primarily focuses on the import and export procedures The majority of the business's activities involve exporting products from Southeast Asian nations like Indonesia, Malaysia, etc Therefore, a significant portion of the company's revenue comes from export orders Direct goods from the consignee and goods from another forwarder unit are two common types of goods DAWU Co., Ltd's export process is broken down into seven steps as illustrated in

Figure 3.1 below, with the involvement of two main parts, Sales and Operation, with Operation playing a key role with the help of two teams, CS and Documents The CS Team will assist and work with sales to address any issues that may arise throughout the process, while Team Document will assist and address issues relating to documents In which, the trucking step is viewed as a local service step and is not required for the process to proceed

Additionally, there are two categories for export procedures: Transit and Direct While goods in the Transit process are typically transported by two or more ships, those

in the Direct process are only transported by one ship Ports in Singapore and Taiwan are frequently used by ships engaged in the Transit process Since the transporting route in Transit is a little more complicated, more help is also needed The Operation department's

CS and Document teams have to closely follow the process in order to quickly address issues and update customers on the status of their orders Compared to the Direct process, the process is a little more complicated and occasionally risky Still a common issue is the transformation of ships for transportation or the dismantling of cargo for transshipment It

is essential to take care at every step because any errors in terms of time or paperwork can result in charges from either the factory or the customer

2 Diagram of DAWU’s Export Process

The flowchart portrays the steps that make up an organization's export process Each of the seven steps in the process has a smaller step that must be taken after it, making the total of seven steps one big step By breaking each step down into smaller processes, it becomes easier to follow up, lowers risk, and increases productivity This approach allows the organization to have a clear understanding of the export process and ensures that no important details are overlooked Additionally, breaking down the steps into smaller processes enables better coordination among different teams or departments involved in the export process, leading to smoother execution and timely completion of tasks