BÁO CÁO THỰC TUYỂN DỤNG NHÂN SỰ
MINISTRY OF INDUSTRY AND TRADE COLLEGE OF FOREIGN ECONOMIC RELATIONS DEPARTMENT OF FOREIGN LANGUAGES - - INTERNSHIP REPORT THE RECRUITMENT PROCESS OF VIET UC INTERNATIONAL ENGLISH JOINT STOCK COMPANY Instructor: NGUYEN THI THUY DUONG, M.A Student’s name: NGUYEN THI THUY Student’s code: 1610020077 Class: TATM20B Ho Chi Minh City, April …2019 CHAPTER ONE: INTRODUCTION OF VIET UC INTERNATIONAL ENGLISH JOINT STOCK COMPANY 1.1 Brief history of Viet Uc International English Joint Stock Company: 1.1.1 General introduction of Viet Uc International English Joint Stock Company Company’s name: Viet Uc International English Joint Stock Company Tax code: 0310001766 Address: 239 Lam Son, Linh Tay Ward, Thu Duc District, Ho Chi Minh City Phone: 22422295-0902724256 Fax: 35542021 Legal representative: Nguyen Thi Thuy 1.1.2 Foundation and development Viet Uc International English Joint Stock Company (JSC) was established in July 2006 with business activities in the field of education and training This is the first English language school model-VC Viet Uc English in Vietnam to collaborate with a reputational American community college (EL Camino College, California) to bring to ESL program This program teaches students who want to study in the US can achieve English proficiency with full Listening - Speaking - Reading - Writing skills to easily communicate and work in an international environment Nowadays, the company is not only based in Ho Chi Minh City but also in other provinces such as Ha Noi, Tay Ninh, Kien Giang and so on 1.2 Missions and business areas 1.2.1 Missions The missions of Viet Uc International English JSC will help students of all ages including children, adolescents and workers to experience dynamic English learning environment, modern curriculum, innovative teaching methods (SCM) as well as help them develop four comprehensive skills: Listening, Speaking, Reading and Writing This helps students become more confident in communication to serve their work well and equips them with strong knowledge to prepare for Cambridge international certificate exams, Starters, Movers, Flyers, KET, PET, FCE, TOEIC and so on 1.2.2 Business areas Viet Uc International English JSC's educational system with high quality training programs for ages to 17 years The first is Kindergarten EnglishPUPPY A specially designed program that includes levels of 1-6 puppies lasting for months It will help super-kids aged to years to gradually familiarize and integrate with the international language environment at an early age as well as build confidence for children with the care of the native and Vietnamese teachers This will give them advantages from the beginning to learn more effectively in the future The second is a course for kids at aged to 10 years with levels Starters, Movers and Flyers The program helps children to maximize their creativity, confidence and independent thinking ability In details, they will discover a new country with the landscape and culture of each country through lessons Thereby, students will be able to develop their language skills based on the Student Centered Methodology Moreover, the Total Physical Response teaching is fun through games, songs, plays and other useful activities that make it easier for them to study The third is a course for teenagers at ages 13 to 17 years with levels such as Starters, Elementary and Pre-intermediate This program has a compelling curriculum including electronic textbooks combined with new teaching methods This makes them easy to reach knowledge and make sure enough English ability to confidently learn to high schools and universities around the world During this period, students deeply study the four skills of listening, speaking, reading and writing in a completely English environment with the foreign and Vietnamese teachers Besides, there are also some other courses including: English International Communication (EIC): Students can develop four skills such as listening, speaking, reading and writing After they complete the course, they will confidently communicate, work and study in an international environment Preparation for the TOEIC and IELTS exams: IELTS preparation help students continue to develop four English skills as well as strong knowledge to be able to take IELTS test with the highest results On the other hand, the TOEIC test program focuses on improving listening and reading skills, helping students foster business English, training presentation skills and solving business problems 1.3 Organizational structure and hierarchy 1.3.1 Organizational structure Chart 1.1 Organizational structure at Viet Uc International English JSC CDAFMB i uod nar samen tr cnoadi ngcm oi ansef tl rg A a t c i oc on u a n t di n g HStD o e uir pmve a ci a cr t noe m r R e en s t o u r c e (Resources: Administration and Human Resource Department) 1.3.2 Explaining the functions and tasks of each department Board of Director: The function of the Board of Directors is to represent, manage and supervise in order to ensure that the Company completes its corporate objectives, while seeking to protect the Company’s general interests and create value for the benefit of all the shareholders Managing Director: Chief Executive Officer is responsible for the main business activities, assessing the regular operation of the businesses, building and implementing the business strategies of the company Moreover, they also provide strategic advice to the board of directors and comprehensive business plans Director: This is the operator of all business operations, ensuring the fulfillment of the company's goals and strategic plans In addition, the director will organize management as well as analyze and monitor employee progress and performance Customer Service Department: This department acts as an important role in developing relationships with customers as well as advertising images and training quality of business They are always enthusiastic to consult and support students and relatives when they have any questions about the course information Administration and Human Resource Department: The function of this department is to prepare monthly reports on personnel changes, personnel monitoring and management, recruitment and placement of appropriate personnel positions, dismissal and training of new employees Moreover, it is also responsible for developing and storing student information and other Company documents as well as organizing and managing training programs and teaching and learning materials Financial Accounting Department: The function of this department is to be responsible for all financial expenses of the company, ensuring all expenses for salaries, bonuses, equipment purchase and teaching activities as well as all extra fee Moreover, it also cooperates with administration and Human Resource Department to make salaries and bonuses to employees according to the regime CHAPTER TWO: THE RECRUITMENT PROCESS OF VIET UC INTERNATIONAL ENGLISH JSC 2.1 Chart representing the recruitment process Personnel recruitment is a process that helps the company screen and retain excellent candidates in accordance with the company's vacancies Therefore, Vietnamese American English Joint Stock Company extremely attend to this work In order for the recruitment process to be successful and ensure fairness, the company has followed in five steps: Chart no.2.1: Personnel recruitment process of VCInternational English JSC (Resources: Administration and Human Resource Department) RO A MI d e nr egca n ea k on n n i u ti zn g ni f g n a yr c e a i ng c n gr d u h rt v t em a ah c n c e e r d n ia n u n i t n i tc et g i r mvd r e e e e s ci c w n o i s td n s o 2.2 Steps to perform 2.2.1 Step 1: Identifying vacancies: vi l r i i Every month, the Administration and Human resource department will manage, supervise and make monthly reports on the company's personnel changes Thereby, they will send emails to other departments asking for preparation of recruitment plans to determine recruitment needs Based on the proposed replacement and additional workers of the departments, the recruitment staff will be in charge of developing the recruitment plan of the year, quarter and month Then, they submit to the Head of Administration and Human Resources to consider and propose to the director for approval After being approved of the director, HR department will quickly deploy the recruitment as planned Thus, the determination of the vacancies is the synthesis of personnel needs from departments (replacing and supplementing new employees) by the Administration and Human Resources Department This work has helped the Board of Directors to understand the situation of personnel changes of the company and easily manage employees for high working performance 2.2.2 Announcing recruitment According to the demand for new workforce of departments approved by the Board of Directors, the administration and human resource department will issue recruitment notices on the internal bulletin board and on the company's official website as well as through job brokerage centers or on some social networking sites such as Facebook, Vietnamwork, etc In addition, the company also participates in "job day for students" at universities and colleges The company's recruitment information includes several things The first is the job description This helps the applicant understand the nature of the job, workplace, responsibilities and benefits received Next, it is requirements for application and submission The employer should designate the necessary documents that the applicant fully prepare for their application Moreover, they should know how to apply directly at the company office (provide a specific location) or email the employer After that, it is work environment and promotion opportunities in the company Job seekers want to know how environment he will work, the competition in work as well as career promotion opportunities Lastly, it is receiving time and deadline for submission This urges candidates quickly submit their applications to the company to receive the interview schedule as soon as possible Through this method, it attracts workers not only inside but also outside the company, avoiding the neglect of young and talented people 2.2.3 Receiving and handling records After the recruitment notice, the Administration and Human Resources Department began accepting applications Recruitment staff is responsible for screening applicants' records according to the following criteria: The first is to consider the validity of the records The applicant's profile must clearly state the position, full name, address, phone number and other specific information that the company can easily contact The second is the evaluation of the form The candidate's record must ensure all necessary documents include: Employment letter Curriculum vitae (CV) Copies of diplomas, certificates or related documents showing the candidate's qualifications, abilities and professions Health certificate Copy of identity card The third is to review about the content Recruitment staff based on recruitment criteria for each job, they will especially consider and analyze candidate’s CV After the pre-qualification process, the employer deleted the invalid files and selected the most suitable candidates Employers quickly arrange an interview appointment for the selected candidates by calling and emailing them This helps them understand the time and place of the interview or other requirements The following is a picture of an email "Interview Invitation" sent to selected candidates of Viet Uc International English Joint Stock Company: 2.2.4 Organizing the interview This is an especially important part of the recruitment process, which will help the company to examine and evaluate candidates in a more intensive way, with unspecified qualifications including forte, goals, working style, aspirations and a part of the personality of the candidates These are important factors affecting employers' decisions At this step, the HR manager will work with the other department to plan the interview They based on the requirements of the job, vacancies and the results of researching records to prepare interview questions for candidates Picture 2.2 The email "Interview Invitation" sent to selected candidates of Viet My International English JSC (Resources: Administration and Human resource Department) The list of frequently asked questions during the interview process includes: Can you introduce yourself? What are your strengths and weaknesses? What is your career goal? Why you want to apply for this position? Your experience in this job? How you deal with pressure? A little description of how you work? What you want from the company? How much you expect? How long will you cooperate with us? What you think about overtime? Do you have any questions for us? Moreover, the interview committee also predicts the situations and questions that candidates can ask during the interview process to prepare answers without falling in a passive position Employers will through questions and answers of candidates to assess common factors such as personality, concepts, abilities and professional knowledge about work Moreover, they also want to know the motivation and endurance when working in the high-pressure environment of each candidate In addition, during the interview process, employers will help candidates understand the rights, obligations and remuneration as well as benefits packages when working at the company After the interview, the interview committee will conduct a meeting and consider the general opinion on the rating scale of each member to select the most suitable candidates After that, the HR Department will make a trial decision for the selected candidate and submit it to the director for approval The following is a picture of an interview for English teacher position at VC Viet Uc International English JSC: Picture 2.3 An interview for English teacher position at VC Viet Uc International English JSC (Resources: Administration and Human resource Department) 10 2.2.5 Making a decision recruitment The director will rely on the evaluation results to make a decision to accept or reject Finally, recruitment staff is responsible for notifying by calling or sending an email to applicants who have passed and who have failed Successful applicants will respond to confirm whether they accept the job and the start date of the job The following is a picture of an email "Offer Letter" sent to successful candidates of Viet Uc International English Joint Stock Company: Besides, the successful candidate will undergo a probationary period within 60 days and be able to attend a professional training course if it is necessary During the trial period, the candidate will receive 80% of the total salary but only fully enjoy the remuneration and benefits packages of the company in terms of rewards, allowances, insurance and travel when becoming a main employee Specially, English teachers who have just passed the interview will participate in a simulation class for them to teach This will evaluate two things The first is the candidate's communication level for the students The other is the candidate's teaching ability During the simulation process, there are three teachers of the center will attend Picture 2.4 The email “Offer Letter” sent to sucessfull candidates of VC International English Joint Stock Company (Resources: Administration and Human resource Department) because they understand the most clearly how is the job of teachers This simulation will help the recruiter give a training method more suitable for each candidate The administration and human resource department will draft and submit to the director to sign a trial decision for the new-recruited staff After the probationary 11 process, if the applicants has enough capacity, they will sign the labor contract to become an official employee If during the probation period, the applicant does not meet the company's requirements, they will fail 2.3 Discuss of the recruitment process of Viet Uc International English JSC 2.3.1 Strengths The recruitment process of the company has the following positive aspects: Firstly, the HR department regularly sets up recruitment plans for the month, quarter and year This helps the company proactive in recruiting new human resources, and always has good promotion strategies to attract young and potential human applicants Moreover, Recruitment Department staff know how to take advantage of recruitment groups on Facebook to post recruitment announce of the company In addition, they expand the scale of search from employment centers or schools In addition, most of the company's workforce graduates from reputable universities and colleges They have all relevant certificates and qualifications as well as good professional skills to meet the recruitment criteria of the company This makes the process of training new employees more quickly Secondly, the recruitment experts of the company will offer specific information about the rights, responsibilities and remuneration regimes of the company during the interview period Applicants may negotiate a salary that is worthy of their competencies as well as offer a few other desires for employers to consider Moreover, the selected candidate will attend a training course when they have not available much experience In particular, employers will interview in English for candidates who want to become English teachers at the center of the company 12 Third, the company's recruitment resources are diverse In details, the company focuses on not only internal candidates but also external human resources This helps employees of the company promote as well as not dismiss the opportunity to seek talent for the company 2.3.2 Weaknesses Besides the above-mentioned successes, the company's recruitment process still has a few limitations: Firstly, the work of reviewing and selecting the company's candidates is quite good However, there are cases that the resumes of unsatisfactory candidates still arrange interview schedule This makes employers puzzle as well as waste time working Secondly, the interview of the company is not really intensive, just stopped at the preliminary interview method That makes the company only assess a part of the candidates' true capabilities Moreover, the hiring steps stop immediately after the candidate has passed without giving them the opportunity to integrate into the new work environment, which causes them to feel lost in a collective This make them quickly discourage and leave the company 2.4 Recommendations to the shortcoming existing in the process Some of solution to improve the recruitment process of Viet Uc International English JSC: Firstly, company should improve profession skills the for recruitment staff The Head of Administration and Human Resources should have a plan to train employees about how way to find suitable records for each position At the same time, recruiting staff should practise assumption interview situations to learn more experience This makes them easier to grasp of the real interview 13 Secondly, candidates should go through two rounds The first round is a preliminary interview It just like the normal interview that was in the recruitment process In this round, employers will interview candidates about issues that relate to personality, working style, reactive ability and a little of specialist knowledge This will show whether they are suitable for the vacancy The second round is the simulation After the candidates pass the first round, the recruitment specialist will provide specific job situations to see how the candidates will handle Thereby, they can evaluate the most objective way about professional ability as well as most of real capacity of each candidate This is an important basis for employers to make the most exactly decision 14 CHAPTER THREE: CONCLUSION 3.1 My personal experience drawn from the programme 3.1.1 Achievements After nearly two months at Viet Uc International English JSC as a recruitment intern, I have gained valuable experience for my future job Firstly, I cultivate professional knowledge from practical experiences I have understood somewhat the nature of the work of the administration and human resource department in general and a recruiting staff in particular This department is not only responsible for recruiting new employees, monitoring staff status, timekeeping, salary calculation as well as labor contracts and benefit packages but also managing all related jobs to human It is about solving the problems of employees or customers of the company as well as supporting the work of other departments On my side, as a recruitment intern, I have a better understanding of the company's new staff recruitment process I received the manager's guidance and practised fully of a process steps In addition to, I also support other staff members in recording student’s information, arranging center documents and records and assisting teachers when they need it Thereby, I can approach real situations to apply the knowledge I have learned at work and quickly find my own defects to improve them Moreover, I also became more professionally and had a deep review at the candidate's profile Secondly, I have a lesson about initiative and confidence I exposed to a dynamic working environment, a psychological boss as well as enthusiastic colleagues That helps me be more open in proactively getting to know people around to expand exciting new relationships In addition, the majority of the company's staff are very 15 talented and sociable They always help each other in work, convey their experiences and give sincere advice to interns That helps me to learn how the solidarity of the collective creates great strength the business's development Finally, I am aware that soft skills are extremely important to students In addition to learning results, soft skills will be equally important factors to help me seek job opportunities in future Through behavioral communication activities with superiors, colleagues and customers in the center, I was somewhat confident and more flexible in communicating, practicing and perfecting my soft skills 3.1.2 Weaknesses: Besides the achievements, I still have some weaknesses to change The first is not agile at work because of the perfect requires of yourself I always ask the perfection in everything Therefore, when I received a task, I always carefully checked every detail for the best results However, that is also the reason my work progress is more slowly than other people Secondly, I am not really sensitive about solving the arise problems Sometimes when things happen suddenly, I become confused and scared Therefore, I cannot find the best solution In the end, I found that my English communication skill was limited Specifically, my reflection and pronunciation are not good as well as be limited vocabulary That makes me quite afraid to communicate with native speakers For example, once a native teacher asked me about their teaching schedule in the center but I did not know how to interpret so that they understood What a shame! Therefore, I am also more determined to overcome my own weaknesses 3.1.3 The plans to uphold the strengths and overcome the shortcomings Through what I gained after my internship at the company, I found myself quite suitable for the work of Human resource department Thereby, I intend to attend 16 professional training courses for office staff on human resources, accounting, learn more about labor law and insurance as well as benefit packages for employees in general at a company In addition to I will take part classes in developing soft skills for students or courses of "positive thinking and potential awakening" of myself That not only helps me to have a scientific lifestyle, intelligent behavior, potential intellect activation, train my memory ability and know how to plan for future Besides, I also sign up for the class English-speaking and self-learning at home to quickly improve all four skills including listening, speaking, reading and writing In the current trend of integration and globalization, English is not only the language of a country or an economic area but also an international language Therefore, a good level of English is one of the key recruitment factors for many companies 3.2 My suggestions to improve the quality of the internship programme itself Basing on the advantages and disadvantages that I have faced with during the internship period, I have some suggestions to improve the quality of the internship programme itself as follows: For the school: the first is to innovate the curriculum, methods and training content to improve students' practical application skills Specifically, students need to have a visual view at lesson in simulating real situations to stimulate students' creativity, flexibility and initiative Thereby, students can improve their own professional skills as well as reduce the surprise before accessing to real work at the company The second is to coordinate with businesses to organize more and sooner than job festival days This will make it easier for students to find a quality company Moreover, through face-to-face dialogue students will better understand the recruitment requirements of businesses to improve themselves during the internship and will be an opportunity to become an official employee In addition, the school ought to have exchanges between 17 teachers and students to know the aspirations and give useful advice to students when practicing or being careful with cheat companies For the company: The administration and human resource department should pay more attention to help new employees integrate, especially interns They may not have exposed to the workplace environment, so they will be very confused and many shortcomings Therefore, instructors should introduce them to departments so that they introduce themselves and their work Please not leave new employees struggling with new relationships because they will feel isolated Moreover, the best support for new people to complete the job is to help the company develop 18