ii ABSTRACT This internship report delves deep into the domain of recruitment, an integral process within the strategic human resource management framework of organizations.. Recognizin
Reasons for the internship
Human resources play a crucial role in the success or failure of an organization, significantly impacting its overall achievements Effective human resource management, especially in recruitment, is essential for attracting top talent, which not only lowers hiring costs but also fosters a positive organizational culture and boosts business efficiency.
The author recognized the importance of recruitment in human resources and sought to understand the complexities of the recruitment process Driven by this curiosity, she undertook an internship at Minh Phu – Loc An Aquaculture Company Limited (MPLA), where she explored the recruitment process in depth The resulting report provides valuable insights into the key factors that contribute to success in this field and demonstrates the author's commitment to enhancing her skills in human resource management.
The internship’s objectives
This report outlines the objectives pursued by the reporter during her internship at MPLA, emphasizing her focus on recruitment The primary goal was to enhance her understanding and practical experience in this field To achieve this, she delved into the fundamental theories of recruitment from multiple perspectives, conducting a comprehensive assessment of the recruitment process and examining factors that influence employee hiring Additionally, the reporter researched MPLA's specific hiring agreements, gaining valuable insights that transcended theoretical knowledge.
The reporter sought to improve her essential skills for effective recruitment, focusing on communication, computer literacy, public speaking, and management Additionally, she aimed to develop a professional attitude and a productive work approach during her internship These goals are expected to enhance job performance and foster positive interactions with colleagues.
In summary, the internship aimed to provide practical recruitment knowledge, enhance essential skills, and foster a proactive work ethic Successfully achieving these goals is expected to enable the intern to leverage her experience effectively, cultivating valuable abilities and insights that will contribute to her success in the recruitment field and her future career path.
The report’s outline
The report is organized into five chapters, beginning with an overview of MPLA and the Human Resource Department where the reporter interned Chapter 2 explores the essential aspects of recruitment, including its definitions, importance, influencing factors, and the recruitment process Chapter 3 details the specific tasks the reporter performed during her internship at MPLA In Chapter 4, the report highlights the reporter's findings and experiences related to MPLA's recruitment practices, emphasizing the necessary knowledge, skills, and attitudes Finally, Chapter 5 presents the author's recommendations for both MPLA and the Faculty of Foreign Languages at the University of Finance-Marketing.
COMPANY – WORKPLACE INFORMATION
An overview of MPLA
Official name Minh Phu – Loc An Aquaculture Company
Office An Binh - Loc An, Dat Do district, Ba Ria
MPLA, a subsidiary of Minh Phu Seafood Corporation located in Ca Mau Province, Vietnam, was officially registered in November 2010 and is based in Loc An, Dat Do, Ba Ria - Vung Tau province Initially starting with just 6 employees at its central office and around 100 workers at its shrimp farm, MPLA has experienced significant growth over the past 13 years, expanding its workforce across various locations in Vietnam Despite this growth, the central office staff has only increased to 15 Currently, MPLA stands out as a leading high-tech shrimp farm, spanning 300 hectares and achieving a notable milestone as the first Vietnamese company to invest in a seawater supply system.
MPLA expertly combines experience, creativity, and accountability throughout the shrimp production value chain, ensuring quality from start to finish Their mission is to offer the highest quality, purest, and most nutritious Vietnamese shrimp products to the global market, while guaranteeing consumers an exceptional dining experience and peace of mind every time they enjoy their offerings.
MPLA's unique approach to product manufacturing is shaped by a blend of consumer demands and a commitment to historical, cultural, and sustainable values This includes prioritizing food hygiene and safety, environmental conservation, social welfare promotion, and adherence to animal welfare standards.
MPLA is committed to building a responsible and closed value chain that fosters a comprehensive ecosystem, delivering positive benefits to all stakeholders involved This initiative aims to enhance Vietnam's reputation as a leading global supplier of high-quality shrimp.
MPLA provides high-quality nutritional solutions tailored to meet the diverse needs of consumers, featuring a variety of products across three main categories: fresh, steamed, and value-added items like pre-prepared meals The company's reputation is particularly bolstered by its flagship offerings, Black Tiger and White Vannamei Shrimp Through a combination of experience, creativity, and responsibility, MPLA ensures that consumers enjoy peace of mind and an exceptional dining experience with every meal.
(Source: https://minhphu.com/vi/san-pham/)
MPLA operates with a clear organizational hierarchy, headed by Director Le Van Quang, who is responsible for making key agreements and decisions for both the central office and the farm Reporting directly to him are the managers of the central office and the farm, with the central office manager overseeing administration, human resources, procurement, marketing and sales, and financial matters The farm manager, on the other hand, focuses on manufacturing operations and inventory management Additionally, three functional departments—Finance, Administration and Human Resources, and Stock Control—function under the managers, supported by a significant workforce that constitutes a vital part of MPLA's human resources.
An overview of Human Resources Department (HRD)
The Human Resources Department (HRD) at MPLA is essential for effective workforce management, overseeing key functions such as recruitment, hiring, training, employee support, termination processes, and ensuring compliance with labor laws and employment standards.
The HRD at MPLA is structured into five distinct units At the top is the
HRD Manager, who oversees the entire department and makes final decisions on
Human Resources play a crucial role in an organization, with the Recruitment Team operating under the HRD Manager This team is responsible for identifying and selecting qualified candidates who align with both job requirements and company objectives Comprising six dedicated members, the Recruitment Team ensures that the hiring process is efficient and effective, ultimately contributing to the overall success of the company.
The Recruitment Team at MPLA is essential for maintaining a skilled workforce, consisting of Recruitment Specialists who test, interview, and select top candidates, along with four administrative staff members responsible for posting job ads, scheduling interviews and training sessions, and managing candidate profiles and documentation.
BASIC CONCEPTS
Basic concepts
Recruitment is a critical process that involves identifying job vacancies, sourcing qualified candidates, and selecting the right individuals to fill those positions As defined by Armstrong and Taylor (2017), it encompasses recognizing the need for new employees and collecting applications Dale Yoder (1975) further emphasizes that recruitment aims to identify manpower sources and implement strategies to attract sufficient candidates for effective selection Ultimately, successful recruitment is essential for organizations to secure a capable workforce.
According to Moustafa El Hadidi (2015), the recruitment process is influenced by two main categories of factors: internal and external Internal factors, which pertain to the organization, include elements such as recruitment policies, human resources planning, organizational size, and the costs associated with recruitment.
The recruitment policy outlines the goals and implementation of the recruitment program, acting as a tool to attract top talent to the organization Effective human resource planning identifies the necessary number of employees and clarifies their job roles, ensuring that employee skills align with employer expectations The organization's size plays a crucial role in this process.
Recruitment plays a crucial role in organizational growth, especially as companies expand and need to hire more staff to meet operational demands The costs associated with recruitment, which include expenses incurred at various stages of the hiring process, are a significant concern for many organizations.
External factors significantly influence the recruitment process, particularly demographic elements such as age, gender, religion, literacy level, occupation, marital status, and economic standing, which shape the profiles of potential employees The local availability of workers, whether in surplus or shortage, directly impacts hiring efforts, while regional unemployment rates play a crucial role; higher unemployment increases access to a broader talent pool, whereas lower rates can hinder recruitment due to limited candidates Additionally, the recruitment strategies of competing organizations can affect a company's ability to attract top talent, especially in a competitive job market.
In summary, both internal and external factors play vital roles in the recruitment process, making it essential to understand and address these elements to develop an effective strategy for attracting and retaining top talent.
Recruitment serves as a crucial process for businesses to identify and hire qualified candidates to fill job openings According to Luis R Gamez, Mejia, David
B Balkin, and Robert L Cardy (2011), the primary goal of recruitment is to attract capable job seekers Recruitment offers several advantages to businesses, including the following:
Recruitment plays a crucial role in attracting high-quality talent, as noted by Brandon McConnell (2021) During the recruitment process, hiring teams engage with a wide pool of candidates, enabling them to select the best-fit individuals for their organization.
Recruitment plays a crucial role in driving business expansion by bringing in new team members who enhance productivity and services Additionally, hiring skilled individuals can significantly improve a company's financial performance by adding value and expertise to the organization.
Effective recruitment accelerates the filling of job vacancies, which is crucial for maintaining team efficiency and overall company performance Prolonged vacancies can burden current employees with extra responsibilities, leading to delays in tasks and disruptions in the workflow.
Furthernore, recruitment eases adaptation to changes When a company settles on market expansion or ventures into new product lines, additional staff is required to accommodate these changes effectively
Effective recruitment is essential for minimizing staff turnover, as high employee departures necessitate significant time and resources for finding and training replacements By focusing on recruitment, businesses can identify candidates who are a better fit for the company's culture, values, and objectives, ultimately leading to a more stable workforce.
In conclusion, recruitment stands as a vital element of a business's success, optimizing its human resources and contributing to workforce development
The recruitment process is essential for businesses to identify and attract new employees, involving several key stages to ensure the selection of suitable candidates Although each organization may have a distinct approach, the fundamental steps typically include preparation, sourcing, screening, selection, hiring, and onboarding (Barbara Bruno 2020).
Figure 3: The process of recruitment
The recruitment process begins with preparation, where the organization defines the job description, qualifications, and responsibilities for the open position, laying a solid foundation for effective hiring Next, the sourcing phase involves exploring various channels such as job boards, social media, and referrals to attract a diverse pool of candidates This is followed by the screening step, which includes reviewing resumes, cover letters, and conducting initial interviews to shortlist candidates that meet the job criteria Finally, the selection stage entails thorough interviews, assessments, and reference checks to determine the best-fit candidate for the role.
Once the selection process concludes, the hiring phase commences, involving negotiations, contract finalization, and necessary formalities The onboarding process then integrates the new employee into the organization, familiarizing them with the culture, policies, and their specific role for a smooth transition These six steps are crucial for ensuring the organization not only selects the right candidate but also provides the essential resources for successful engagement within the company.
The recruitment process of MPLA
The MPLA recruitment process consists of eight essential steps, beginning with identifying the need for a new employee and culminating in the onboarding of the new hire This comprehensive process includes preparing a detailed job description, selecting appropriate recruitment strategies, screening applications to create a shortlist, conducting interviews, choosing the best candidate, and finalizing the contract.
Identifying the need for a new team member is the first crucial step in the hiring process, whether driven by growth, a vacancy, or an evolving role Next, the HR team collaborates with relevant departments to prepare a detailed job description that outlines responsibilities, qualifications, and expectations Following this, the HR team determines the most effective recruitment strategy, utilizing job boards, social media, and other channels to attract suitable candidates Once applications are received, the HR team screens them carefully to create a shortlist of potential hires based on qualifications and experience The shortlisted candidates are then invited for interviews, which provide an opportunity to assess their skills and cultural fit within the company After thorough evaluation, the most qualified candidate is selected and offered a contract that outlines employment terms, including compensation and benefits Finally, the onboarding process ensures a smooth transition for the new hire by introducing them to the company's culture, policies, and necessary training.
MPLA's recruitment process is structured and efficient, focusing on acquiring talent that aligns with the company's objectives and values by meticulously following eight key steps.
JOB DESCRIPTIONS
Learning about the company, becoming familiar with the staff, products, and services, and screening profiles
In her first week at MPLA, the intern focused on gathering essential information about the company's products and services while also participating in an orientation and initial training to better understand her internship role.
On her first day, the reporter was introduced to the MPLA staff and gained valuable insights into the company's history and culture, as well as the Human Resources Department (HRD) Additionally, she met with the HSD team, where the manager provided an overview of her internship and answered her initial questions.
For the remainder of the first week, the reporter was trained in operating office equipment
In the second week, she had the opportunity to visit MPLA's shrimp farms in Ward 12, Vung Tau City There, she explored the farm's organizational structure and
14 documented both the farm and main office's organizational hierarchies
Week 3-4 Observing the administrator's tasks and practicing checking new employee personal profiles
During the third week of her internship, the reporter focused on gaining knowledge about managing and reviewing employee profiles
At the beginning of the week, she had the opportunity to work in the administrator's office, where she observed essential daily tasks such as sorting, organizing, and disposing of outdated employee profiles During this time, she assisted the administrator and gained valuable insights into the protocol for profile destruction It was highlighted that the company must retain employee profiles for at least three years prior to their deletion.
Throughout the rest of the week, the reporter observed the HRD's operational procedures and became acquainted with their office equipment, software, and daily routines
During the fourth week, the reporter took on the responsibility of reviewing employee profiles and identifying any that did not meet HRD's standards
Week 5-6 Updating job advertisements on social networks and creating a report on the quality of applications
In the fifth week, the reporter focused on HRD's editing responsibilities and engaged in updating a job advertisement for a Quality Controller role This involved skills in content editing and managing ad performance Following this, she successfully posted the advertisement across multiple social media platforms, including MPLA's official website.
VN Career, Vung Tau Jobs, and shared it with the manager of the Ba Ria Vung Tau Trade Union to prepare for their monthly job fair
During the sixth week, the reporter systematically gathered and organized resumes and job applications, emulating the administrator's approach She received training on the "BambooHR" program, which enabled her to efficiently extract information from resumes and pinpoint candidates that aligned with the job requirements based on the extracted data.
Overall, the reporter gained valuable knowledge about recruitment by learning how to manage job applications and utilize technology to streamline the process
Week 7-8 Assisting interviews, During the 7th week, the reporter
The individual actively participated in conducting meetings and discussions, as well as attending recruitment fairs She assisted HRD staff with interviews and subsequently engaged in evaluations to assess the strengths and weaknesses of the chosen candidates.
In the 8th week, the reporter, accompanied by two colleagues, attended a recruitment fair hosted by the Ba Ria Vung Tau Trade Union
During her observation of HR staff interacting with job seekers in a public setting, she discovered that recruitment serves a dual purpose: to identify highly qualified candidates and to enhance the company's visibility and reputation.
Overall, the reporter spent two weeks interning, taking notes during interviews, discussions, and meetings, and attending the recruitment fair to gather additional resources for the HRD
Week 9-10 Assisting in drafting contracts, scheduling contract signing days, and managing profiles
In the ninth week, the reporter collaborated with HRD staff on contract drafting, ensuring compliance with labor laws by reviewing relevant regulations She meticulously edited the draft to create a comprehensive contract and subsequently presented it to the HRD manager for approval.
In the tenth week, the reporter reached out to the chosen candidate to arrange a contract signing, coordinating with the assistant for confirmation By the end of the week, she organized the profiles of all shortlisted candidates, storing them on a drive for future recruitment needs.
Checking some of the English versions of recruitment ads to be posted on MPLA’s Website, completing the report, and concluding the internship
During the 11th week of her internship at MPLA, the reporter focused on reviewing translations of advertisements targeted at Mechanical Engineers, allowing her to utilize her skills effectively In the final week, she finalized her internship report, marking the conclusion of her valuable experience at the company.
FINDINGS – EXPERIENCE
Findings
The internship allowed the reporter to gain comprehensive knowledge of recruitment processes by working closely with MPLA's recruitment team, where she learned about the different stages involved in hiring.
The initial step in the recruitment process is to assess the company's hiring needs by identifying job vacancies, requirements, and qualifications Following this, a captivating job description is created, potentially featuring images or a personality checklist to engage and attract suitable candidates.
Effective recruitment strategies are developed to attract potential candidates, followed by a thorough candidate screening process where applicants are shortlisted based on their qualifications and attributes The most qualified individuals are subsequently invited for interviews and ultimately selected for the available positions.
The process begins with the signing of employment contracts, during which job conditions, work hours, and salary are thoroughly discussed The final stage involves employee onboarding, focusing on welcoming the new hire and managing all associated tasks.
The reporter recognized the crucial importance of recruitment at MPLA, noting that effective hiring practices not only attract top talent but also drive business growth, expedite the filling of job vacancies, aid in adapting to changes in company size or market conditions, and minimize employee turnover.
During the internship, the reporter came to recognize the significance of fostering positive relationships with colleagues, supervisors, and fellow interns This experience also honed her communication skills
Management skills are crucial for employees, allowing them to work efficiently and surpass their supervisors' expectations By improving her management abilities, the reporter can better manage her workload and responsibilities.
Problem-solving skills are essential in diverse situations, showcasing a reporter's adaptability and intelligence These abilities not only create a favorable impression on potential employers but also enhance the effective execution of job responsibilities.
In summary, the internship highlighted the important roles of communication, management, and problem-solving skills Possessing these skills enhances an intern's candidacy when applying for job vacancies
Internships demand specific attitudes that play a vital role in achieving success Key attributes such as independence, a positive mindset, self-control, and self-confidence are essential for interns By fostering these qualities, interns can demonstrate professionalism, reduce stress levels, and maintain a readiness for the workforce.
Experience
During her internship, the reporter gained essential insights into recruitment, particularly in evaluating the company's needs by utilizing the recruitment request form, which encompasses detailed job descriptions.
20 requirements, and benefits This enabled her to gain a comprehensive understanding of the positions and effectively communicate with potential candidates
She gained valuable experience in implementing recruitment strategies, including posting job listings and screening resumes By leveraging social media platforms like Facebook, Job Seek, VN Career, and VTJobs, she honed her ability to attract potential candidates Furthermore, she developed proficiency in evaluating resumes based on qualifications, work experience, and professional skills to select the best-fit candidates.
Lastly, she had the opportunity to participate in the interview process, which provided valuable preparation for future interviews
During her internship, the reporter achieved and enhanced several essential skills, including communication skills, public speaking skills, management skills, and problem-solving skills
The internship highlighted the significance of enhancing communication skills in professional settings The reporter recognized that fostering strong relationships with colleagues, supervisors, and fellow interns is crucial for effective collaboration By actively listening and providing constructive solutions, she was able to improve her communication abilities, ultimately benefiting her interactions in the workplace.
As an intern in the Human Resources Department, the reporter significantly enhanced her public speaking skills by mastering the effective use of body language and eye contact, which greatly improved the impact of her presentations and speeches.
Additionally, the reporter recognized the value of strong management skills, which enabled her to meet deadlines and exceed the expectations set by her
21 supervisors Improving her management skills will assist her in handling her workload, prioritizing tasks, and working more efficiently
The reporter recognized the importance of developing problem-solving skills, which she had limited opportunities to practice during her university education For example, when an interviewer was unable to attend due to illness, she proposed a timed writing test for the candidates to assess their abilities effectively.
60 minutes, while simultaneously attempting to contact other interviewers to provide coverage This solution ensured the smooth continuation of the interviewing process
In summary, the internship offered essential insights into the importance of communication, management, and problem-solving skills in a professional setting The reporter has developed and refined these abilities, positioning herself as a competitive candidate for future employment opportunities.
Working in the human resource department provided the reporter with valuable insights into her colleagues' professional attitudes, fostering her growth in responsibility, empathy, and motivation She discovered that humility and a willingness to help others were essential keys to reaching her own goals.
CONCLUSION - RECOMMENDATIONS
Conclusion
Recruitment is essential for businesses as it optimizes human resources and fosters workforce development It focuses on attracting top talent, retaining employees, minimizing turnover, and adapting to changes To gain valuable experience and enhance her skills in recruitment, the reporter undertook a 12-week internship at MPLA.
During her internship, she gained valuable experience in the recruitment process, encompassing candidate screening, email communication, job posting management, and conducting interviews This opportunity not only enhanced her skills in communication, public speaking, and problem-solving but also fostered essential professional attitudes such as humility, motivation, enthusiasm, and adaptability to various work environments.
In summary, the internship allowed the reporter to expand her knowledge of recruitment and improve her skills, instilling confidence that the expertise she acquired will be beneficial for her future career.
Recommendations
During her internship, the reporter identified areas for personal growth and suggested several self-improvement strategies She should enhance her knowledge and hands-on experience in recruitment by engaging with relevant literature, taking specialized courses, and participating in job fairs, seminars, or conferences Additionally, seeking part-time positions or further internships in the recruitment field will help her develop her skills further.
To improve her public speaking skills, she should enroll in additional training courses and consistently practice by presenting to classes, groups, or at social events This approach will gradually enhance her effectiveness as a public speaker.
To enhance her communication skills, she should focus on clearly expressing her ideas, actively listening with empathy, and asking pertinent questions for clarity before starting tasks By implementing these strategies, she will position herself as a strong candidate for future job opportunities in the recruitment field.
5.2.2 Recommendations for the Faculty of Foreign Languages
To improve internship quality, the Faculty of Foreign Languages should consider broadening the course offerings for students By including essential skills training in areas such as recruitment, time management, and effective communication, the faculty can better equip students for the job market.
Faculty can enhance student internship experiences by encouraging research on the companies where they will intern By providing access to company websites, profiles, and social media accounts, students can gain valuable insights into the company's culture and values This knowledge allows them to adapt more quickly to their work environment, fostering a smoother transition into their roles.
The faculty can forge collaborative partnerships with companies to create clear guidelines and expectations for internships This partnership should outline the roles and responsibilities of interns, provide thorough training, and offer continuous support throughout the internship Such efforts will guarantee a positive and productive experience for students, ultimately benefiting both the interns and the companies involved.
1 Armstrong, M., & Taylor, S (2017) Armstrong's handbook of human resource management practice London: Kogan Page Publishers
2 Dale Yoder (1975) - Personnel Management and Industrial Relations, Prentice Hall of India, New Delhi.p.63
3 Dunn, E., & Stephen, H (1972) Job Analysis: Effective Management Too Washington D.C: Bureau of National Affairs
4 Gamez, L R., Mejia, D B., Balkin, D B., & Cardy, R L (2011) Managing human resources Prentice Hall
5 Luis R Gamez; Mejia, David B Balkin, Robert L Cardy (2016), Managing Human Resources, English, Pearson Education ISBN 81-7808-817—7
6 Mathis, R L., & Jackson, J H (2013) Human resource management South- Western Cengage Learning
7 Robert L Mathis, John H Jackson, 2013, Human Resource Management, English, South Western College Publishing
8 Sarma, A (2008, 2011), Personnel and Human Resource Management, English, Himalaya Publishing House
9 Chapman, D S., & Webster, J (2019) The Oxford Handbook of Recruitment Oxford University Press
10 Rohit Singh (2017) Gaurav, English, Mehta Publisher
1 Human Resource definitions https://dictionary.cambridge.org/dictionary/english/human-resource
2 7 steps in recruitment process, Amit Ghodasara https://www.ismartrecruit.com/blog-recruitment-process-guide-for-recruiters
3 Demographic definition https://www.indeed.com/career-advice/career- development/demographics-definition