INTERNSHIP REPORT Cuong minh import and export trading co ltd

TABLE OF CONTENTS TABLE OF CONTENTS i LIST OF ABBREVIATIONS iii LIST OF TABLES AND CHARTS iv INTRODUCTION .v PART I: OVERVIEW OF CUONG MINH IMPORT AND EXPORT TRADING CO LTD 1.1 General introduction of Cuong Minh Import and Export Trading Co Ltd 1.1.1 Formation and Development 1.1.2 The main lines of business 1.1.3 Business activities .3 1.1.4 Business partners 1.1.5 Mission – Vision – Core values 1.1.6 Organizational Structure 1.2 Information about Export – Import Department .5 PART II: INTERNSHIP TIME AT THE COMPANY 2.1 The tasks assigned during the internship 2.1.1 Requirements for internship .6 2.1.2 The tasks assigned and experience gained during the internship 2.2 Difficulties encountered during the internship 2.2.1 Encountered difficulties 2.2.2 Work experience and learned lessons .10 PART III: ENGLISH USAGE IN THE COMPANY .11 3.1 English usage in the company 11 3.1.1 English usage in the Export – Import Department 11 3.1.2 English usage in other departments .12 3.2 Suggested solutions to improve English skills in the company 13 3.2.1 Suggested solutions for Export – Import Department 13 3.2.2 Suggested solutions for other departments .13 PART IV: SUGGESTED THESIS TOPICS 15 4.1 Topic: How to improve the level of writing business correspondence in the field of international trade 15 4.2 Topic: A study on the methods of forming English collocations in order to enhance English vocabulary 15 4.3 Topic: A study on the ways to translate economic and trade terminology from English to Vietnamese and from Vietnamese to English .16 CONCLUSION 17 REFERENCES 18 LIST OF ABBREVIATIONS Vietnamese abbreviations English abbreviations TNHH – Trách nhiệm hữu hạn Co ltd – Company limited No – Number CEO – Chief Executive Officer HCM City – Ho Chi Minh City P/O – Purchase Order LIST OF TABLES AND CHARTS No Name Image 1.1 Content Logo of Cuong Minh Import and Image 1.2 Export Trading Co Ltd Some key products the Figure 1.1 company Cuong Minh Export and Import of Page Trading Co Ltd’s organizational Image 2.1 Image 3.1 structure Purchase Order form Statistics of English usage in other departments of the company 12 INTRODUCTION In the context of international integration, the economy of Vietnam has developed in recent years Until now, with a lot of effort in improving the economic – social areas, Vietnam has been one of the most countries in South East Asian seeing a potential future for economic growth In addition, healthcare service is going to be on the rise because of the great demand for taking care of health Therefore, improving medical equipment, machines, chemistry, … plays an integral role in modern society Cuong Minh Import and Export Trading Co ltd is a prestigious company which is established under Decision No 0104507210 by the Department of Planning and Investment of Hanoi In recent years, the company has been fulfilled its role in the field of importing and exporting medical equipment With the never – ending effort, the company has contributed significantly in the process of boosting the country's economy and enriching the country Within a month internship in Export – Import Department of Cuong Minh Import and Export Trading Co ltd, I had received the support and dedicated guide from managers and colleges in the company Thanks to that experience, I had opportunities to apply my knowledge gained from university into practice, and I also participated in some activities of the company In addition, I can research some specialist knowledge, collect some basic information in order to complete this internship report The main content of this internship report includes these following parts: Part 1: Overview of Cuong Minh Import and Export Trading Co ltd Part 2: Internship time at the company Part 3: English usage in the company Part 4: Suggested thesis topics Due to the lack of practice time and I consider myself have many limitations, this report may have some mistakes Therefore, I significantly expect to receive more comments to make this report become better I would like to express my sincere thanks towards professors and teachers at English Faculty as well as all the managers, employees in Cuong Minh Import and Export Trading Co ltd, especially Export – Import Department who helped me to fulfill this internship report Hanoi, January 26, 2018 Student Dung Chu Thuy Dung PART I: OVERVIEW OF CUONG MINH IMPORT AND EXPORT TRADING CO LTD 1.1 General introduction of Cuong Minh Import and Export Trading Co Ltd 1.1.1 Formation and Development Cuong Minh Import and Export Trading Co Ltd was founded under Decision No 0104507210 by the Department of Planning and Investment of Hanoi The company started to operate on March 10th 2010 with the name: CUONG MINH IMPORT AND EXPORT TRADING CO LTD Until now, the company has had over years working in the field of import and export of machinery, medical equipment, chemical testers, In addition, the company also provides rental equipment, testing machines used in the medical field, provides repair services, maintenance and periodic maintenance of equipment in order to meet the great demand of customers Image 1.1 Logo of Cuong Minh Import and Export Trading Co Ltd Some basic information of the company: - Vietnamese name: CÔNG TY TNHH THƯƠNG MẠI VÀ XUẤT NHẬP KHẨU CƯỜNG MINH - English name: CUONG MINH IMPORT AND EXPORT TRADING CO LTD - Address: No 63 Do Quang Street, Trung Hoa Precinct, Cau Giay District, Hanoi - Phone: 024.37264708 - Fax: 024.37264709 - Tax code: 0104507210 - Account: 0331 001 370 002 - Bank: An Binh Commercial Joint Stock Bank - Hoang Quoc Viet Transaction Office - Legal representative: Nguyen Truong Thanh - Position: CEO - Business: Wholesale of machinery, equipment and other parts 1.1.2 The main lines of business - Trading in machines, equipment, chemicals used in the health sector - Export and import business, export – import consignment service - Trading and providing medical equipment repair and replacement services - Trading in scientific and technical equipment; environmental equipment - Trading electronic equipment, office equipment - Providing services of leasing and renting medical equipment - Repairing, maintaining equipment in the medical field Image 1.2 Some key products of the company 1.1.3 Business activities a Domestic business activities The company has supplied many kinds of machines, equipment, chemicals for testing in medical field, along with some types of equipment used in laboratories, etc Currently, the company is the main supplier of many domestic medical facilities The company’s products are distributed in many provinces, especially in Hanoi and HCM City b International business activities Beside the domestic business, the company also imports machines, equipment, materials, chemicals from many countries such as Germany, Japan, USA, China , Korea, Canada, France, United Kingdom and Belgium 1.1.4 Business partners - The Department of Health - Hospital system of all levels - Medical centers - Medical clinics - The system of companies trading medical equipment 1.1.5 Mission – Vision – Core values a Mission  To delight customers of products with superior quality and value  To inspire people to work passionately and harmoniously  To contribute to the growth of society as well as the growth of company’s business b Vision Cuong Minh Import and Export Trading Co Ltd strives to become the leading company in importing and exporting medical equipment Contributing to take Vietnam's products to the world, boosting the entire development of our country As a prestigious company, the company has provided customers with guaranteed quality products based on core competencies, ability of connecting, building relationships with strategic partners and domestic and abroad providers c Core values  Perfection of products  Trust of all customers  Sustainable collaboration  Development of the entire company  Efficiency of the business  Contribution to society 1.1.6 Organizational Structure Board of Directors: 03 people The tasks of this department are to operate and manage all business activities and other activities of the company; To be responsible to the Administrative Council and the other members for the implementation of the rights and duties assigned In addition, the Board of Directors also organizes the implementation of the decisions of the members, manages the business plan and investment plans of the company Finance Accounting Department: 02 people People working in Finance Accounting Department have to manage the financial activities of the company and develop short-term and long-term financial plans Export – Import Department: 03 people The main tasks of this department are to control and supervise implement plans related to export and import activities Meanwhile they have to seek new customers and expand export markets according to the company strategy Technical Department: 06 people Staff of Technical Department have to carry out and inspect the technical work, besides they also repair and maintenance of machines and equipment in order to ensure the progress, safety, quality as well as the economic efficiency of the whole company Board of Directors Department of Finance Accounting Export – Import Department Technical Department Figure 1.1 Cuong Minh Export and Import Trading Co Ltd’s organizational structure In addition, there are more than 30 employees working in different areas with different tasks in the company 1.2 Information about Export – Import Department Mission: Staff of Export- Import Department have to operate, manage and supervise export and import activities Meanwhile, this department have to take effort to seek new potential customers and expand export markets according to the company strategy Personnel: 03 people - Manager: Kieu Xuan Chien  Have responsibility for controlling and managing all the projects and tasks of staff in Export – Import Department  Update regulations related to medical equipment export and import to timely complete the work  Prepare paperwork and document for import/export permits  Monitor the work of employees and deal with all unexpected problems arising from import and export activities  Carry out the necessary work on international transport to bring the goods to the warehouse  Carry out customs declaration  Receive the goods then bringing to the warehouse - Employee: Nguyen Thi Thu – Receive and process all the records, and the documents requested by the Ministry of Health - Employee: Nguyen Thi Hien – Have responsibility for Logistics (working with customs) PART II: INTERNSHIP TIME AT THE COMPANY 2.1 The tasks assigned during the internship 2.1.1 Requirements for internship For the Export - Import Department of the company, trainees are not required to have high professional knowledge, but trainees must meet the following requirements: - English level: Intermediate - Have ability to work with numbers - Have a keen interest in export and import activities To be patient, enthusiastic and willing to work hard - Do not be afraid to learn and explore the information, documents related to the work - Have responsibility for the work assigned In addition, during the internship, trainees must fully listen to the guidance of the manager, employees in order to avoid adversely affecting the progress of the company 2.1.2 The tasks assigned and experience gained during the internship During the internship period (from 2/1/2018 to 26/01/2018) at Export – Import Department of the company, I was instructed and trained to perform these following tasks: WEEK 1: To learn and look for some general information about the types of documents, paperwork which are needed for the job Assigned tasks: - Draft sale contracts (follow the available form) - Translate some documents from English into Vietnamese All the contracts, documents related to transaction must be returned to the manager after being completed to check the mistakes and accuracy Work experience: I myself have learned experiences in contract drafting, how to estimate pricing methods such as CIF, FOB, … in the way that can provide favorable conditions to the company In addition, I have opportunities to improve English skills when participating in the translation of highly specialized materials and I can learn more vocabulary in economic, import and export activities WEEK 2: Complete some documents of Export – Import Department Assigned tasks: - Fill the information about pricing into the order form submitted by Customer Service - Check the time of delivery, payment conditions, payment time and then entering the data in the notice board for accounting - To continue to translate Vietnamese - English and English -Vietnamese documents Work experience: In addition to constantly improve English knowledge and skills in the field of translation of important documents such as sales contracts, I can gain work experience related to transactions in international trade, learn how to achieve the highest job performance, ensure the accuracy in drafting important contracts and avoid affecting business activities of the company WEEK 3: Participate in tasks related to the coordination between departments in the company Assigned tasks: - After Board of Directors approved P/O and send the order to suppliers, I have to check and complete data of quantity of the goods in order to draft import contracts (follow provided form) - Send the notification form to the accountant in order to prepare works related to the payment of the order - Continue to translate Vietnamese-English, English-Vietnamese documents Due to the requirements of linking departments, it is necessary to ensure the accuracy and safety of the figures Therefore, all data and documents related to transaction must be reviewed, checked and agreed by the manager before sending to other department Image 2.1 Purchase Order form Work experience: I can gain more experience in organizing the work to complete and meet the deadlines, improve teamwork and communication skills In addition, I have understood how to coordinate between groups, departments in an organization, how to deal with problems flexibility WEEK 4: Carry out some market research activities about shipping companies, transportation services : Assigned tasks - Check information about companies providing transportation and insurance services - Draft the list of suitable shipping suppliers to submit to Board of Directors - Translate documents The trainees only the draft list And due to the fact that Viettel is currently the main shipping provider of the company, this draft must be considered through the market research and it would be used for long-term plans Therefore, this list is not an official document Work experience: I have experience in market research, collecting necessary data and information, learning from competitors In addition, I have gradually improved English with specialized vocabulary and understood the international trade in the field of export and import activities 2.2 Difficulties encountered during the internship 2.2.1 Encountered difficulties  Because of the short time for internship (about weeks), I cannot gain much knowledge and experience in export and import activities of the companies  There were quite a lot of different works to do, and because of the workload, for the first weeks, it was very difficult for me to adapt to the work When I try to fill the figures into price list, there were some errors Thus, I had to perform this task slowly and it was a time - consuming task  Manager of Export – Import Department is not the direct supervisor of trainees As a result, when asking for the agreement of manager, we often encountered many contradictions which need to be adjusted  The documents that need to be translated include a lot of specialized vocabulary and phrases For the first week, it took a lot of time to complete the translation I had to look up vocabulary and consult many employees 2.2.2 Work experience and learned lessons During the period of internship, I had a lot of opportunities to improve my knowledge and my skills Thanks to the dedicated support from managers and other employees at Export – Import Department, I have motivated to complete the work and learn these following experience: - Understand how to deal with problems flexibility - Improve teamwork and communication skills - Attain more knowledge in the field of export and import activities - Know how to write a contract and how to estimate pricing methods - Boost English skills and vocabulary thanks to translation Although there were a lot of difficulties and problems, I can still adopt to the job Here are the lessons I have learned from this time of internship: - Be responsible for the job and try to meet the deadlines with your best ability - Put emphasis on the instruction of manager and supervisor to have the best results - Be a hard worker and willing to encounter difficulties - Honesty is a necessary virtue in the job - Be a sociable person is the key to communicate with others 10 PART III: ENGLISH USAGE IN THE COMPANY 3.1 English usage in the company The economy of our country in the past few years has strongly integrated into global one, which is the main reason why nowadays enterprises have looked for high quality human resources that have not only specialized affairs but also excellent foreign languages and soft skills We all know that English has fast become the most widely used language in the world of trade and commerce over the past decade or two As a result, having an excellent knowledge of English for business has become vital for success in any employee’s career In other words, English is a necessary factor that can give people an edge and create competitive advantages It symbolizes the key offering companies the opportunities to expand their business scales and gain more investors as well as business partners Cuong Minh Import and Export Trading Co Ltd has taken the amount of constant effort to develop the company’s business as well as prestige and brand English therefore is used widely in the whole company For some employees who not have English, Board of Directors would have plans to support them to take part in English courses in order to enhance the company’s performance in 2018 3.1.1 English usage in the Export – Import Department Export – Import Department is an important department of the company, working as the representative of the company Due to the business characteristics, this department has to negotiate with international partners Therefore, English is a must – have requirement when you want to work in this department According to statistics, All the staff in Export - Import department have good level of English in two skills (reading, writing) 70% of them can speak fluently in English 65% of them are perfect in all skills (listening, speaking, reading, writing) The reason why staff of Export – Import Department cannot excel at English listening and speaking skills is that there are so many limitations for them to improve English The lack of environment to practice English perfectly exemplifies this situation Manager of Export – Import Department is the only one who has 11 responsibility for negotiating with international partners For others, their main tasks are performed in the office, thus, they not have chances to communicate with foreigners and improve their skills 3.1.2 English usage in other departments Board of Directors: All the members of Board of Directors are good at English They have to communicate with international partners regularly They are important people of the company, have responsibility to manage, operate and control activities in the company Therefore, they must have enough ability and excellent English skills Other departments: In general, the staff in other departments not have the good level in English Because their works are not related to English and most of them have not had English certification (TOEIC, IELTS) After asking about 30 staff of the company, I collected these statistics: English usage in other departments of the company 11.57% 34.71% 53.72% Staff who cannot use English English proficiency at intermediate level English proficiency at basic level Image 3.1 Statistics of English usage in other departments of the company Looking at the pie chart, it is immediately obvious that English usage in other departments of the company is not popular There are 56% of staff cannot use English and there are only 14% can use English at intermediate level 12 After being asked, most people expressed their desire to work in a more active, outward-oriented environment As a result, they can gain more opportunities to improve their English skills Board of Directors currently have had some plans to support their staff in this situation 3.2 Suggested solutions to improve English skills in the company 3.2.1 Suggested solutions for Export – Import Department Due to the fact that the staff of Export- Import Department use English regularly, it is very necessary to support them improve English at all level, all skills (listening, speaking, reading, writing) - Apart from having an impressive command of spoken English today’s competitive corporate culture demands an equally impressive command of written English as well It is mainly because almost all forms of business communication such as emails, presentations, sales and marketing and even corporate legal documentation are now carried out in English Therefore, writing is the most important factor for staff of Export – Import Department They have to write emails, letters and send to country’s international partners How to improve business writing skills is a vexing issue for many businesses Employees' ability to write clearly and convert complex information into summarized, well-written business documents offers a huge competitive advantage There are many ways to help employees enhance writing skills, such as the Board of Directors should train employees and mentor them or they can hire a business writing expert to train them - Create an environment for them to practice English on a regular basis - Organize events, parties with the participation of international partners to help the staff have chances to understand their partners and improve their English communication 3.2.2 Suggested solutions for other departments Many staff of other departments cannot use English to communicate Because of their business characteristics, they have no environment to use foreign languages, especially English However, nowadays, English plays an important role in business and other areas Therefore, it is extremely necessary to have staff who are excellent and good at English, which would create competitive advantages for the company If 13 they cannot use English at intermediate level, they still need to understand and use English at basic level Here are some suggested solutions that can be applied to improve English skills for employees - For people who cannot use English, managers should give them financial support to take part in English courses for beginners - Create fun English club to learn English An English club can offer them a lot of opportunities to practice English with interesting activities - Managers should motivate their employees to read business newspaper, magazines in English language - Identify high-potential employees by assessing English proficiency and soft skills - Give career advancement for people who can show the improvement in English skills In general, Board of Directors should have plans to improve the whole company’s English level The most important thing is that directors should create an environment and favorable conditions for them to practice English By this way, the company’s performance would be advanced 14 PART IV: SUGGESTED THESIS TOPICS 4.1 Topic: How to improve the level of writing business correspondence in the field of international trade Rationale for research: Writing business correspondence is one of the most necessary and important tasks for businesses in international trade Companies can gain more prospects and opportunities to develop their businesses thanks to an excellent writing skill Moreover, it also offers favorable conditions for companies to expand the market as well as seek more international partners and investors However, as perceived by myself, I understand that nowadays a lot of people find it difficult to write a letter or an email properly and accurately to customers Especially, for new graduates, this problem becomes more and more important because they have to facing a lot of complicated issues when dealing with foreign partners in the integration period Recognizing the urgency of the problem, I would like to learn more about this, to find the best solutions and help businesses handle with this situation 4.2 Topic: A study on the methods of forming English collocations in order to enhance English vocabulary Rationale for research: One of the most-overlooked aspects of language learning is collocation Collocation is the pattern of co-occurrence of words In other words, it's which words tend to appear together It's extremely important to know what words pair with each other and know how to use collocations In the past, not many people knew about the idea of collocation Teachers and textbooks didn’t usually provide information about it Words were almost always presented by themselves In recent years, language teachers have started to pay more attention to collocation, but we will still find a lot of books and courses that don't address it at all I’ve considered that understanding clearly about collocation is very important in English communication and listening comprehension Therefore, I extremely hope to 15 find out the best methods for student to form English collocations and learn them easily, which would properly improve our English skills 4.3 Topic: A study on the ways to translate economic and trade terminology from English to Vietnamese and from Vietnamese to English Rationale for research: Translation is a challenging activity requiring a set of abilities and posing few difficulties that appear during the translation process The exigencies required by the efficient business communication have increased in the past few decades because of rising international trade, increased migration, globalization, and the expansion of the mass media and technology All these led us to approach the topic of translation which is actually a job that requires a lot of knowledge and skills Economic is a field of knowledge in accelerated scientific and technological development There are many difficulties in translating terminology because this translation process need to be carefully understood and analyzed about original language and the use of the other foreign terms Thus, I would like to research more about this topic in order to find out the best solutions for people to translate economic terminology 16 CONCLUSION In the process of competing this internship report, I have received the great deal of help, advice, guidance and encouragement from many teachers of English Faculty and all the employees of Cuong Minh Export and Import Trading Co Ltd It is the great pleasure I have got During one month of internship as an assistant staff at Cuong Minh Export and Import Trading Co Ltd, I had the opportunity to apply the knowledge gained at university into reality and learn more about the business environment, which offers me valuable experiences that help me to identify the best way for my future career First of all, I would like to express my deepest gratitude to my supervisor in Export – Import Department of the company, Ms Nguyen Thi Thu for her constant support, various materials, precious advice and valuable comments during my time of internship This would not have been possible without her support Besides, I would like to extend my sincere thanks to all the teachers in English Faculty of Thuong Mai University for their useful lessons, teaching, guidance and experience sharing with the kind heart and their whole – hearted instruction Thank you for giving me enthusiasm, sympathies and motivation to finalize this report Finally, it is an honor for me to extend my regards to all those who kindly gave their advice for me and supported me to overcome difficulties If there are not these helps, I could not complete my internship report successfully 17 REFERENCES I would like to express my sincere thanks to the following researches for providing me a lot of useful information sources, which help me to complete this study: Documents from all offices of Cuong Minh Export and Import Trading Co Ltd Export – Import Department of Cuong Minh Export and Import Trading Co Ltd website: www.cuongminh.com website: www.thongtincongty.com 18 ... CUONG MINH IMPORT AND EXPORT TRADING CO LTD 1.1 General introduction of Cuong Minh Import and Export Trading Co Ltd 1.1.1 Formation and Development Cuong Minh Import and Export Trading Co Ltd was... to complete this study: Documents from all offices of Cuong Minh Export and Import Trading Co Ltd Export – Import Department of Cuong Minh Export and Import Trading Co Ltd website: www.cuongminh.com... and all the employees of Cuong Minh Export and Import Trading Co Ltd It is the great pleasure I have got During one month of internship as an assistant staff at Cuong Minh Export and Import Trading