INTERNSHIP REPORT BCE VIETNAM LIMITED COMPANY

1 FOREWORD Nowadays favorable terms of trade are very significant for the rapid economic development of the less developed and developing countries When a country has favorable terms of trade, it can import a larger quantity of goods for the given amount of exports Thus, the availability of resources, in the country increases so that, rapid growth becomes possible and national income rises BCE limited company is one of the companies with 15 years of experience in the field of import and export of goods at home and abroad At the same time, the company has also created a great reputation among foreign companies Within one month internship in BCE Vietnam Limited Company, I had a great chance to study and learned more about the working environment of the company This synthetic report is made on that basis The report is divided into parts: - Part 1: An overview of the company Part 2: Internship activities in the company Part 3: The reality of using English in the company Part 4: Topic idea for the graduate thesis Due to internship period only in the early stages and my limited ability, the report is certain to have some mistakes, I wish I could receive the teacher’s valuable comments to make the report more complete In the process of making this report more complete In the process of make the report, I want to thank all of the supervising teachers in English faculty and all of the staff especially the staff in Import and Export Department at BCE Vietnam Limited Company, No.13 LICOGI Tower, 164 Khuat Duy Tien Street, Thanh Xuan District, Hanoi Ha Noi, February 6th, 2020 Student Vu Thi Thuong TABLE OF CONTENTS LIST OF TABLES, DIAGRAMS, AND FIGURES No Name Content BCE Vietnam Limited Company’s organizational structure Financial figures for the last years (VND) Information from the balance sheet Information from the business results report Figure organizational structure Table three recent years Table balance sheet Table business results report Pag e 5 Part 1: AN OVERVIEW OF BCE VIETNAM LIMITED COMPANY 1.1 Introduction of the company 1.1.1 Basic information Company name (in Vietnamese): Công ty trách nhiệm hữu hạn BCE Việt Nam English commercial name: BCE Vietnam Limited Company Website: http://www.bcevietnam.com.vn Headquarter address: No.13 LICOGI Tower, 164 Khuat Duy Tien Street, Thanh Xuan District, Ha Noi Sales Office: Song Da Tower, 14B Ky Dong, Ward, District, Ho Chi Minh City General manager: Nguyen Thi Thanh Tam Telephone (Ha Noi): +84-4-3234 5666 (Ho Chi Minh): +84-8-6290 5623/24 Email: tamnt@bcevietnam.com.vn 1.1.2 The process of formation and development Slogan: “The best strategy for your laboratory” BCE Vietnam Limited Company is an enterprise established under the business license No 0101918501 issued by Hanoi Department of Planning and Investment Mission: With the capacity and experience of BCE Vietnam's staff and employees, BCE Vietnam has been constantly developing in providing customers with comprehensive solutions on biotechnology, helping customers apply advanced and modern techniques into reality The function of company: Vietnam Limited Company is the world's leading distributor of biotechnology products for large, medium and small projects at universities, research institutes, hospitals, in Hanoi, Ho Chi Minh City and other provinces nationwide With a team of experienced staff who are formally trained through prestigious universities at home and abroad, the company has participated in large-scale projects and projects that are highly appreciated Along with the effective organization, the guideline of quality, progress and caring with customers is the top goal, the Company is fully confident to participate and successfully complete projects and constructions big, medium and small The company's unwavering mindset is to provide customers with high quality products that fully meet research and application in the current practical circumstances of the country Operating with the motto of maintaining prestige, responsibility to users and constantly improving product knowledge, BCE Vietnam has been authorized by many leading suppliers in the world to be its official representative in Vietnam 1.1.3 Organizational Structure BCE Vietnam Limited Company’s organizational structure Director Administrative Accounting Department Department Customer Sevice Center Sales Department Import & Export Department Figure organizational structure Roles and function of each department in the company ● General Director The General Director is the head of the company, always giving the strategy for the whole company on investment, production and business Giving the responsibilities and duties of a department in the company to achieve the overall goal of the entire company ● Administrative Department Make monthly reports on personnel fluctuations Responsible for monitoring, managing personnel, organizing recruitment, allocating labor to ensure manpower for production, laying off employees and training new employees Responsible for drafting and archiving the company's papers, records, documents, contracts and information related to the company Receive and track dispatch, directives, decisions, Organize, implement and implement the company's internal labor regulations, monitor labor management, and propose rewards Implement regulations to ensure rights and obligations to employees such as salaries, bonuses, benefits, and so on Collaborate with accounting department in paying salaries, bonuses and other benefits, policies for employees, and paying social insurance in the city in accordance with the provisions of the state and the company ● Accounting Department Be responsible for all financial revenues and expenditures of the company, ensure full costs for activities of salaries, bonuses, purchase of machinery, materials, and make a receipt for all expenses incurred Storing full and accurate data about export and import according to the company's regulations Responsible for recording, reflecting accurately, promptly and fully the existing situation, making documents about the movement of assets in the company, implementing policies and regimes in accordance with the provisions of government Prepare monthly, quarterly and annual accounting reports to submit to the board of directors Coordinate with the administrative department to pay salaries and bonuses for officials and employees in accordance with the regime and on time Monitoring the payment transfer process of customers via the banking system, responsible for settling debts with customers Open books, archive documents related to the delivery ● Customer Service Center Customer Service Center is responsible for building information channels so customers can easily access company information, product features, prices, payment methods… At the same time, receiving all information about customer complaints, give directions for handling ● Sales Department Sales department is responsible for conducting business and market management according to each employee's area As a direct contact with customers Sales staff build relationships to achieve the best results Simultaneously implement plans and programs that the director set out to achieve results and expand the market, towards achieving the company's overall goals ● Import And Export Department This is a very important department, playing a key role in the company Ensure the company's inputs and outputs, market access and research, product introduction and market expansion as well as attract new customers Implement business plans, calculate prices and make contracts with customers Provide information, document translation, interpretation for management Monitoring and speeding up the implementation progress of departments and workshops to ensure the production of products on time as agreed with customers and promptly proposing the most effective production plans Prepare and allocate annual production and business plans to the company, quarterly and monthly for production workshops Set production orders for the workshops, maintain and improve the source of goods for the company Proposing measures to improve the efficiency of Marketing in each period 1.1.4 Business lines and major business areas of the company • Buying and selling appliances, equipment, machinery electrical, electronics, • • • • • information technology, mechanics Purchase and sale of chemicals (except for banned chemicals) Buying and selling livestock breeds Buying and selling scientific equipment, testing, measuring and testing Trading in medical equipment, tools Consulting technology transfer in the fields of electricity, electronics, automation and mechanics • Service of installing scientific, electronic, automation and mechanical equipment • Repair, maintenance, warranty for scientific, experimental, measurement, inspection, • • mechanical, electronic and informatics equipment Agents buy, sell, sign goods Import and export commodities trading company 1.1.5 Some business results of the company Name Company: BCE Vietnam Limited Company March 30th, 2018 Financial figures for the last years (VND) year: 2015 year: 2016 Table three recent years year: 2017 Information from the balance sheet Total Assets Total Liabilities Net Asset Value Short-Term Assets Short-Term Debt Current Capital 49.428.621.268 30.513.430.081 18.915.191.187 48.418.926.369 30.513.430.080 17.905.496.288 49.127.789.904 29.716.678.281 19.411.111.623 48.774.343.410 29.716.678.281 19.057.665.129 61.370.507.167 40.305.977.535 21.064.529.633 61.161.776.485 40.305.977.535 20.855.798.950 Table balance sheet Information from the business results report Total Revenue 79.207.759.737 173.745.677.503 Average annual revenue from 143.387.672.124 production and business activities Profit before tax 398.829.158 986.222.207 Profit after tax 311.086.743 788.977.765 Table business results report 177.209.579.132 2.298.698.393 1.838.958.714 Based on the data available above, I will analyze the business situation of the company in the last three years From the company's balance sheet, we can see that total assets decreased slightly from 2015 to 2016 but increased sharply in 2017 This results in values in items such as total debt, working capital, Short-term assets change at the rate of total assets Besides, the net asset value increased slightly year by year, without much change Short-term debt, which decreased slightly and increased slightly, is likely the change is still within the company's prediction, not much difference Thereby, showing the development potential of the company is going in a positive direction and there are many sources of investment to develop a variety of products and services Next is the business results report, which directly reflects the growth of the company growing or weakening based on the total amount of money the company has achieved over the years Looking at total revenue, we see a very clear breakthrough from 2015 to 2016 Sales in 2016 increased by 2.5 times the revenue in 2015 This strongly reflects that the company has jumped one step further, becoming popular and more popular with customers Consequently, the use of the company's products and services became widespread and large This data somewhat confirms that the quality of the company is very good and can afford to meet the needs of customers and partners After that, from 2016 to 2017 the company is still in the development phase with a slight increase Finally, when looking at the figures of profit before tax and profit after tax, we see that the company's profit has increased sharply over the years, especially in 2017, the profits are 2-3 times higher than the previous years Through the company's two business statistics tables, I see that the company is in a strong growth momentum, and will grow stronger in the future 1.2 Introduction of Import And Export Department 1.2.1 Job description • • • Transacting and negotiating with partners to develop new products and sign contracts Develop plans to import and draft foreign trade agreements and contracts Direct the drafting and drafting of correspondence and emails dealing with foreign • partners in English Interpreting (English) at meetings, seminars, conferences with foreign partners or on business trips abroad • Direct the translation of English documents • Carry out other foreign affairs 1.2.2 Responsibility • • • • Responsible for operating and managing the Import and Export Department staff Managing the work of finding and taking care of export customers Proposing plans to reach customers and target markets Monitoring and checking the work of finding customers through the method: • international e-commerce websites: alibaba.com, tradekey.com, ecvn.com Supervising and inspecting the implementation of inspection and responding to information with interested partners Report regularly to General Director about arising customers • Attend other customer search activities: seminars, conferences • Planning, deploying, supervising the implementation of customer care work • Manage, supervise, deploy the work of receiving orders, delivery procedures To be responsible to the General Director for the execution of orders of exporting customers • • to ensure schedule, items, process and law Planning to improve, change products in accordance with the requirements of partners Responsible for drafting, translating and controlling the content of transaction information, internal and external information in English • Interpreters (English) at meetings, seminars and conferences with water partners 1.2.3 Customer management: (Domestic and foreign) • Monitor and directly search for customers through methods on international e- commerce websites • Publish products regularly, to get to the top of a category, for example, on an average of 500-1000 products a day to upload, your product will appear on the top • After one day of uploading such product, every morning you will check your email and the inbox to see if there are any inquiries and customers who are interested in that product • Respond to inquiries that interest customers There are two types of inquiry letters that need to be addressed and cared for One is a letter that will be sent to your own inbox, will take care of and respond in detail to the customer's requirements and your abilities Second, the mailing list is sent as spam, meaning that the sender also sends many messages to many suppliers at the same time, with this form of mail must reply with meticulous content and competitive price first, if there is a response from the • • customer, we will discuss again Search customers through other trading activities: seminars, conferences Customer care at home and abroad: Regular customer care by calling, emailing, visiting companies to visit holidays Observe the customers or close containers, giving away markets, prices like Regularly quote, update information between the two parties 1.2.4 Receive orders, complete delivery procedures  • • • • For domestic customers: Receive orders Make orders and discuss with the factory about the delivery ability, delivery time Provide customer information to write a red invoice Provide necessary documents in case customers need such as certificate of origin of • •  • • • products, Contact customer to pay, usually will pay day or days before delivery Perform the remaining steps as payment with accounting, or discount for customers For foreign customers: Receive orders from customers Calculate the quantity of orders filled for container Do orders, faxes to the factory, exchange orders meet? Delivery time? Subsequently, the secondary stamps were sent to the factory and attached to bottles and jars for export (On the same day) • In cases where the goods must be inspected, make a goods inspection dossier and send it to the agency competent to register for product inspection 10 • Making documents including contracts, invoices, packing list Transfer documents to customers for customers to complete payment procedures • Contact the airline to book a train schedule to let your goods go on the schedule you want The train schedule may be specified by the customer, or may be booked by us • • • and then exchanged with the customer For customs declaration of shipments Check whether there are any problems with the loading and closing of containers The shipping company will send the draft bill to me, check if the information on the bill is correct, contact the shipping company to issue the original bill and send it to me • Transferring necessary documents, invoices and documents to apply for C/O • When there is the original C/O, the original Bill, accompanied with sets of documents including contracts, invoices, packing list sent to the customer taking the goods on the other end • Transferring the contract via email in soft copy requires the customer to sign, red stamp for the English and Vietnamese versions • Respond to emails and documents with partners, requests via the Head / Deputy Manager • Translate articles on the website into English immediately after posting on the website • Communicating and dealing with partners with an open and friendly attitude If any problems arise at work, they must be reported to the direct manager or the General Director for timely settlement • Self-responsibility in translation documents • Report daily work to the head / Deputy head • Perform other duties under the direct management 1.2.5 Qualifications of import and export department staff All employees graduated from the top leading universities in the country, such as: Foreign Trade University, National Economics University, Trade University, etc., especially from business major international English proficiency ranges from 800 TOIEC, and listening, speaking, reading and writing skills are mastered Members have long experience in import and export Therefore, all of staffs working professionally Part 2: INTERNSHIP ACTIVITIES IN THE COMPANY 2.1 Jobs assigned during the internship 11 During my time at the company, I was fortunate enough to experience many different tasks and have the opportunity to contribute to the information about import and export department As a member in import and export department, I did the job as a full time employee In the early days of my internship, I was instructed to familiarize myself with some import and export related documents such as documents, commercial invoices, packing list, etc complicated, the entries are written very clear and easy to understand Sometimes there are some specialized terms but I can catch them all After knowing the general work, I began accepting orders and customer feedback Each order has a specific form so I can answer all orders received during the day As for customer feedback, I will be able to answer a few simple issues, while complex issues will be resolved directly through my team leader Besides, I also translated the posts, descriptions of the company's products and services on the website into English right after the post appeared I also learned how to use the printer when I have to copy some necessary documents In order to serve the internship and also help later, I went to supplementary training on import and export related issues After ten lessons, I have mastered all kinds of letters such as quotes, negotiations, accepting and rejecting orders Finally, I received a diploma related to import and export, "Certificate Of Completion" Thanks to this course, I have taken on the role of sending correspondence with foreign partners with small orders At the same time, I also participated in a number of conferences and seminars to gain more experience I feel this is an extremely valuable opportunity for a student who is not as experienced as me At the end of the week, I would write a report for the manager I calculated the ratio of news which received from the main source to the amount of quality information can be used Then, I would draw a chart comparing percentage of negative, positive and neutral news From that, I gave noting for each account Besides, I helped the marketing team to develop and make demo products to introduce to customers For individuals who sign up for a trial service, we set up demo accounts I explored information, analyze the situation and the level of demand information of customer 12 2.2 Difficulties and lessons 2.2.1 Difficulties It is a great chance for me to intern at the BCE Vietnam Limited Company I could put my knowledge into a real working environment; enhance my skills in a professional workplace However, it still remains several drawbacks for me during my internship process At first, I interned at the import and export department At the beginning, I got some trouble with this I did not have too much knowledge about this area and I could not handle it myself, even though it was a small error I had to ask for help from my team many times In the first week of work, I almost needed help every day I was shy and worried about bothering people around me Therefore, I tried to overcome and learn more, but sometimes I still failed Fortunately, everyone in the department is ready to help me get used to the job and teach me a lot of new knowledge Next to, the real working environment is very different from the theory which you learn in your school Because I am very good at adapting to new situations, so it took me a little time to get used to the import-export department's working style However, this is a job that requires a lot of concentration, meticulousness and care, so sometimes I feel pressured and a bit depressed And because I have to work with computers for a long time, I sometimes get a little sleepy Moreover, I am an enthusiastic and good communicator when I am familiar with my surroundings but I will be very quiet and make people around me feel quite low when I first meet Therefore, just like any newbie, I had trouble communicating with people in the team At first, I could not remember their names I felt a little overwhelmed because it was the first time I was exposed to a professional environment like this It goes far beyond my imagination I mean, I felt small when I was here People worked really seriously Then, it took me more than a week to adapt to the culture and understand a little about their character thanks to the short breaks which held at 3:30 pm Last but not least, I have time pressure I am not only ensure the studies at my university but also complete the assignments at the internship unit Which tasks also take time to perform and complete With the workload from two tasks is very large, so 13 I almost follow the deadline Therefore, the main problem is must to control the workload and time I have to learn how to allocate a reasonable time to balance these two tasks simultaneously, try to take advantage of time effectively, change habits accordingly Although the early stages of changing habits are extremely difficult 2.2.2 Lessons and experiences Through a month of training process at the BCE Vietnam Limited Company, I got a lot valuable working experiences and soft skills In my opinion, these precious experiences will help me a lot for my work in future Firstly, I learned many skills in office My skill in using Microsoft Word and Microsoft Excel improved greatly I have learned a lot of knowledge about import and export such as writing letters from trading, exchanging, negotiating with foreign customers Therefore, I had opportunity to apply the knowledge and skills learned at university on the job I knew how to make a complete report, wrote it clear and understandable; how to use printers, photocopies which I never knew before Besides, I must learn how to adapt with office environment, execute the strict rules of the company I understood the importance of team-work and know how to cooperate with my colleagues I also learned how to get along with other colleagues in the company and build a good relationship with partners Sometimes, I something in the office such as delivering fliers, sticking and cutting paper Although those look simple, they also gave us difficulties when facing to the real life I also became familiar with the modern, dynamic, professional environment of the company as well as office culture in workplace Moreover, I learned how to control and spend my time I have found a way to improve my skills Due to the characteristics of the job, every day I have to solve a lot of problems and make sure that I have to complete them on time Finally, although my English vocabulary was also significantly improved when I had daily contact with many customers, I needed to improve my reading and writing skills I need to write more concise, and focus on writing the main ideas for the reader to understand And reading might be faster, caught the keywords to categorize information and detect errors to handle them promptly 14 Part 3: THE REALITY OF USING ENGLISH IN THE COMPANY 3.1 The current situation of using English in business Today, English has become the most popular language in the world English is the official language of 53 countries and territories, the official language of EU and the third widely used language after Chinese and Spanish The big international events such as the Olympics, global organizations, multinational companies consider English as common language of communication This proves that English is really necessary and important in all areas such as economy, culture, life, In previous years, Vietnam's economy gradually integrated with the global economy This requires the recruitment process increasingly requires many factors Previously, when you graduated from a certain school and held a diploma in your hand, you were able to get a job that suits your ability But not now, English is the top requirement of companies when hiring I have heard: "Professional skills can be trained in a month, two months but to be good at English, you need a very long time." Employers can spend two months training professionals as long as you are good at English but they cannot spend one to two years teaching you English if you only have expertise Nowadays, English plays an extremely important role in every enterprise It represents a key offering more opportunities to expand business scale, seek more investors, partners and exploit new market, … from which improve profitability and production efficiency In daily work, English is also widely used in BCE Vietnam limited company, especially in import and export department because this department is almost in contact with customers and partners are foreigners These transactions involve registration, negotiation and payment The staff’s English proficiency is very high because English language certification is a compulsory when people work here Employees are also tested for entrance and periodic English tests as prescribed by the company 15 Staff in non-English faculties such as administration, accounting also have good English proficiency Currently, about 80% of the company’s employee are able to communicate and write English fluently Typically, 20% of staff have TOIEC scores above 800 and some people have IELTS score 7.0 That was excellent result Due to job characteristics, the import and export department must always use English to respond to customers' letters as well as negotiate with partners BCE Vietnam limited company is a company specializing in the field of technology and technical equipment Everything is mostly from European and American countries, and the era of 4.0 technology came to the throne Therefore, people are also use English as a tool to use their devices such as computers, printers Employees use English to know how to use software to support their work My company has an English group The purpose of this establishment is for people to stick together, create an environment that uses natural English Here, everyone can cultivate and improve their daily communication skills Regularly twice a week, in Tuesday and Thursday, the members will gather at the “Rest room” (a public living room) to active Normally, leader will plan for club He will choose the topic for member to analyze, discuss and debate The topics chosen are often multidimensional and a bit funny so people not feel bored Furthermore, the club also combines learning English with sports The members just played shuttlecock, ping pong, PES just chatting with each other in English Twice a month, on Sunday of the week, the club will be going out Places are coffee bar or go to old-quarter In here, everyone will tell stories, singing and confide to each other, of course, completely in English Moreover, the company's general director are also pays special attention to the English proficiency of employees The company has opened the TOEIC test class for staffs who want to improve their TOEIC scores or take a new certification exam because their old certification out of date Classes are held three times a week, teaching by foreign teachers with high professional The tuition of the class is funded by the company Besides, the center also has movements and competitions related to English For example, launching staffs chatting or sending mail to each other in English Staffs spend about 15 minutes each day of a short break to talking in English Everyone will 16 ask question to other people The most interesting and highly reactive question will be awarded 3.2 Proposing research issues As I mentioned above, you can see that BCE Vietnam limited company is really a professional environment to work and develop The company is not only focus on professional qualifications but also develop all necessary soft skills for staffs I not have a lot of suggestions for the import and export department of the company because most of the staff have very good English skills After a month, I was working in the import and export department, I just realized that the presentation skill in the crowd of the staff is not as good as the remaining skills The reason is that most employees only work via computers and telephones, there are not many opportunities to give presentations to the crowd when giving presentations As you know, the import and export department is one of the departments negotiating directly with customers and partners People need to have confidence and speak fluently to increase the ability to persuade customers as well as improve the ability to negotiate successfully Therefore, equipping more presentation skill for staffs is an extremely necessary thing Part 4: TOPIC IDEA FOR THE GRADUATE THESIS Name of topic: “Difficulties in listening comprehension of the first year English majors at Thuongmai University” Listening is a significant language skill to develop in second language learning Despite its importance, language learners consider listening as the most difficult language skill to learn The primary aim of the thesis is to find out the subjective and objective difficulties of the second-year English majors in learning the listening comprehension Then, it would like to find out the reasons for those problems and the solutions for both teachers and students in teaching and learning the listening skill The targeted subjects of this thesis are mainly students; nevertheless, all people who are interested in listening 17 comprehension can consider it as a useful reference for improving their listening skill as well When I was a second-year students of English major at Thuongmai University (2016-2020 curriculum), I faced a great number of dificuties in listening comprehension, which is why I decided to come up with the topic “Difficulties in listening comprehension of the second year English majors at Thuongmai University” The thesis focuses on analyzing the difficulties that the second year students encountered when learning listening, the reasons for these and making suggestions to help improve listening skill The study hopefully will become a useful reference with the solutions suggested which help the students be able to selfcorrect their common mistakes and find out their own effective ways in learning in order to improve their listening skill and English level 18 CONCLUSION During one month doing the internship as an office staff in BCE Vietnam limited company, I processed the opportunity to apply the knowledge obtained at university into reality and learned more about styles, attitudes, way of working as well as how to communicate in the workplace environment Through my experience obtained during the one month internship and based on my knowledge background, I conducted this report in order to summarize company’s activities and figure out some existing problems at the company I hope that my opinion would contribute to the unit’s development in the upcoming time I would like to express my sincere thanks to the staff at BCE Vietnam limited company, especially the import and export department for helping me during the past one month so that I can complete this report Ha Noi, February 6th, 2020 Student Vu Thi Thuong REFERENCES I would like to express my gratitude to the following researches for providing the very useful information sources so that I could complete this report: • • • 2015, 2016 and 2017 Financial Report of BCE Vietnam Limited Company The official website of the company: http://www.bcevietnam.com.vn Specialized dictionary on import and export 19 20 ... results report Pag e 5 Part 1: AN OVERVIEW OF BCE VIETNAM LIMITED COMPANY 1.1 Introduction of the company 1.1.1 Basic information Company name (in Vietnamese): Công ty trách nhiệm hữu hạn BCE Việt... so that I could complete this report: • • • 2015, 2016 and 2017 Financial Report of BCE Vietnam Limited Company The official website of the company: http://www.bcevietnam.com.vn Specialized dictionary... month internship in BCE Vietnam Limited Company, I had a great chance to study and learned more about the working environment of the company This synthetic report is made on that basis The report