INTERNSHIP REPORT Boydens sustainable engineering group

TABLE OF CONTENT TABLE OF CONTENT i LIST OF ABBREVIATIONS ii LIST OF TABLES AND FIGGURES iii PREFACE PART 1: AN OVERVIEW OF COMPANY 1.1 Introduction of company 1.1.1 Headquarter: Boydens Sustainable Engineering Group 1.1.2 Boydens Engineering Vietnam 1.1.3 Introduction of HR Department PART 2: INTERNSHIP ACTIVITIES IN COMPANY 2.1 Jobs assigned during internship 2.2 Difficulties encountered during internship and experience gained 10 2.2.1 Difficulties 10 2.2.2 Experience gained .11 PART 3: STATUS OF USING ENGLISH IN THE COMPANY 12 3.1 The status of using English 12 3.2 Proposal solution 12 PART 4: SUGGESTED THESIS TOPIC 14 CONCLUSION 15 LIST OF ABBREVIATIONS Acronyms in English CEO: Chief Executive Officer COO: Chief O6`perating Officer MEPF: Mechanical Electrical Plumbing Fire Protection C&S: Structural Engineering For Buildings and Bridges UNIS: United Nations International School CUWC: College of Urban Works Construction FIABCI: International Real Estate Federation HR: Human Resources HVAC: Heating, Ventilating and Air Conditioning B-DNA: Belgian Design Nature Architecture CV: Curriculum Vitae LIST OF TABLES AND FIGGURES Image 1: The logo of company Image 2: Shareholders of Boydens Engineering Diagram 1: Organizational structure of Boydens Engineering Vietnam Table 1: Some awards for the last years PREFACE Today, the integration trend of the market economy has created for businesses many opportunities and even challenges and difficulties Nowadays, businesses compete with each other extremely fiercely in order to survive and develop sustainably, to have a foothold in the market Especially when countries in the world join the global value chain, the competition is not only within the country but also expanded with regional and international enterprises Therefore, businesses want to succeed, they must constantly improve their English skills to be able to grasp advanced technology as well as attract investment to raise labor productivity and increase revenue Because most countries have now embraced English as a common communication way in many areas, from trade to travel Moreover, English is being used as the official language in over 70 countries Thus, it plays an important part in business Above all, the need to use English has increased exponentially with this growth From using my knowledge that I learned at university to practice working at Boydens Engineering Vietnam, together with the warmest helps from staff in HR department, I had a deeply look inside company activities as well as the ability of using English in working environment The report is divided into parts: An overview of the company; Internship activities in the company; status of using English in the company; part suggested thesis topic However, this is the first time I have come into contact with practical working and my knowledge and experience is limited, so it is inevitable that there are errors I look forward to the detail comments of the teachers in the department to make this report more complete Hanoi, February 6th, 2020 Student Nguyen Thuy Linh PART 1: AN OVERVIEW OF COMPANY 1.1 Introduction of company 1.1.1 Headquarter: Boydens Sustainable Engineering Group 1.1.1.1 General information Image 1: The logo of company Boydens Engineering Sustainable Group, also known as Boydens Engineering has active as technical engineering designers and consultants for construction from small to large projects scale building, within the public and private sections We have become one of Belgium’s leading independent engineering firms for technical equipment in the construction industry With over 150 specialists from our various officers in Belgium, Luxembourg, Vietnam and Singapore (Representative Office) We work in close collaboration with key technical experts to form a team focused upon open and efficient communication This in turn enables the exchange of ideas across the skill sectors, resulting in design solutions of quality, function, value, comfort and distinction in accordance to the highest European standards WIM BOYDENS DIRK BOYDENS CO-OWNER CEO AND CO-OWNER KURT CORVERS COO Image 2: Shareholders of Boydens Engineering 1.1.1.2 Development of company - 1961: Studiebureau Raymond Boydens was founded by Raymond Boydens - 1989: Dirk Boydens joined the company - 1990: Wim Boydens joined the company - 1994: Dirk Boydens and Wim Boydens became the new directions and owners - 1999: Brugge office moved to new office location - 2002: The second branch office in Brussels - 2008: The third branch office in Luxembourg(Bureau d’Etudes Luxembourg Sarl) - 2013: The fourth branch office in Hanoi Vietnam (Sustainable Engineering Vietnam Ltd.) - 2015: The fifth branch office in Ho Chi Minh city - 2016: Opening of B-DNA Boydens Engineering as founding member 1.1.2 Boydens Engineering Vietnam 1.1.2.1 General information - Company name: Sustainable Engineering Vietnam Limited Liability Company( also known as Boydens Engineering Vietnam) - Website: https://www.boydensvn.com/ - Facebook: https://www.facebook.com/BoydensNV/ - Email: hanoi@boydensvn.com - Telephone: 024 3519 0808 - Fax: 024 3519 1004 - Address: 14th floor, Geleximco Building, 36 Hoang Cau, Dong Da, Ha Noi - Deputy managing director: Nguyen Thi Trang 1.1.2.2 The process of formation and development Boydens Engineering Vietnam is a branch of Boydens Sustainable Engineering Group Company has established since 2013 with a full license for the following fields: - Energy consultancy - Consulting MEPF electromechanical design - Consulting on civil structure design and C&S road and bridge Mission: Boydens Engineering Vietnam is dedicated to delivering the most advanced solutions in the various technical engineering disciplines, thus providing the best solutions tailored to our clients specific needs We also provide solutions that are appropriate to local conditions such as economy, culture, climate and people Especially, we strive deliberately and with great responsibility for sustainable and low energy building solutions that minimize negative impacts on the environment Currently with 35 energy engineers and consultants, Boydens Engineering Vietnam takes an active part in the technical design consultancy for sustainable buildings in Vietnam, with some typical projects such as: - UNIS United Nations International School (Hanoi) - CUWC Green Building (Hanoi) - Grand Mercure Van Mieu Hotel (Hanoi) - Xuan Phu Hai Hotel and Resort (Quang Nam) - MPC Tower (HCM city) 1.1.2.3 Organizational structure a Boydens Engineering Vietnam’s organizational structure Boydens Engineering Vietnam Company has the management structure as described below: Diagram 1: Organizational structure of Boydens Engineering Vietnam b Roles and funtion of each department in the company - The Director of the company is the person authorized by the Council’s Members, operating all activities of the company including the production, managing assets, capital, officials, workers, political security, social security and other jobs as decentralized by the Council’s Members He are wholly responsible for his decisions to the the council However, he lives and works mainly in Belgium He will periodically come to Vietnam to check activities of company - The Deputy Manging Director, on behalf of the director, directly organizes and runs all activities of the company according to the plan assigned to implement the production plans, social and cultural activities, complying with policies of state, rules and regulations of the company Especially, she plays an important part in coordinating and creating conditions for departments of the company to operate effectively - Back Office Executive: + Listening and answering the phone, receive and process initial information, guide guests to the functional departments to solve the problem + Arranging working schedule, meeting schedule and preparing machines and equipment for meetings, interviews or parties, receptions + Drafting and storing documents - records + Making timekeeping for employees and announce rules and regulations of the company to employees + Managing the infrastructure and equipment: + Advising company leaders on issues related to procedures, legal documents and support to manage programs and plans for the company - Operations Manager: They are who design, analyze, build and test drafts to fulfill functional objectives and requirements while considering the limitations imposed by practicality, regulation, safety and cost During design process, the responsibilities of them may include defining problems, conducting and narrowing research, analyzing criteria, finding and analyzing solutions, and making decisions They must weigh different design choices on their merits and choose the solution that best matches the requirements and needs Their crucial and unique task is to identify, understand, and interpret the constraints on a design in order to produce a successful result 1.1.2.4 Some typical achievements of the company Year 2019 2017 2015 2014 Awards Best Green Business- EuroCham Business Award Ashui Awards: Engineering of the Year Ashui Awards: Green Build of the Year Ashui Awards: Future Project of the Year Prize for Architecture- Province West Flanders Heat Pump City of the Year Green Building Solutions Award- renewable energy Belgian Prize for Architecture FIABCI World Prix d’Excellence International Wienerberger Brick Award Table 1: Some awards for the last years After making the efforts and working hard, they have achieved a number of important awards These awards are a reconirzation of the professional and consumers of company I am grateful when working as an intern at the company 1.1.3 Introduction of HR Department 1.1.3.1 General information - HR department is an indispensable part of a business, an interview place and recruit new employees, a department that takes care of working environment and makes decisions related to worker welfare - Mission: + Recruiting talents to strengthen the company's workforce + Ensuring that each individual feels satisfied with their rights, most comfortable in the workplace as well as working together effectively - HR department is divided into sections: + Recruitment + Compensation and Benefits + HR admin + Training and Development 1.1.3.2 Internship Section: Recruitment a Basic information Recruitment is the section of seeking and recruiting personnel for businesses This section will plan for recruitment and directly implement recruitment campaigns So they will have to be very carefully from preparing to performing Recruitment must also coordinate with other departments, find out the recruiting needs of each department to decide on the content of recruitment, the time of posting, the using channels, or how to attract have a great source of qualified candidates to apply b Detail duties - Planning and deploying the recruitment to meet the operational and development needs of the business - Posting recruitment information on channels, provide full information for candidates, access to potential candidates - Screen the CV and record of candidates - Arrange interview schedule for candidates - Preselect candidates directly or by phone - Check and evaluate candidates' capabilities - Organizing the events to attract workforce - Building a network of potential candidates for recruitment needs - Preparing documents, types of correspondence: confirmation letter, rejection letter, recruitment report - Linking with quality human resources: Universities, Colleges, vocational training units suitable for the business sector of the unit - Solving legal issues in recruitment PART 2: INTERNSHIP ACTIVITIES IN COMPANY 2.1 Jobs assigned during internship I was given the opportunity to work in Boydens Engineering Vietnam from December 30th,2019 to February 6th, 2020 During the internship, I work as an employee in Recruitment It may be hard at that period when I have few experiences, I have to I have to learn more about HR information, especially Recruitment However, it was fortunate that the knowledge I learned in school such as: Commercial Correspondence and Administration Science, helps me take the job easier and faster After having a thorough understanding of general information about recruitment, I gradually catch the job I began to be tasked with collecting development needs for departments and companies I may personally screen the CV and arrange interview schedule for candidates In addition, I can handle emails regarding the confirmation letter, rejection letter, recruitment report for candidates Moreover, I also participated as an assistant in interviews’ company Through interviews, I grasped and learned quite a lot Therefore, I can prepare carefully to look for a job in the future Based on what I learned at Recruitment, my supervisor also asked me to organize an event to attract workforce This is a challenge but also an appreciation by my supervisor With the warmest helps from staff in Recruitment, I successfully organized the event, attracting over 2000 candidates in Hanoi, thereby making some notes about organizing an event, catching someone’s attention about what I Above, it is really my memorable moments Fortunately for me, during my internship, I had the opportunity to be guided about legal issues in recruitment It is a necessary information for me to avoid from risks I encountered when looking for a job In addition, I also have a clearly view of recruitment I am interested in recruitment step by step I found that recruitment is very attractive because of the challenges and the achievements 2.2 Difficulties encountered during internship and experience gained 2.2.1 Difficulties 2.2.1.1 Working environment I am quite difficult to adapt to the new environment, so it takes me a little time to get acquainted with my colleagues, as well as the working speed and working style However, sometimes I feel quite pressured on candidates They were absent in the interview after confirming their attendance Sometimes, I receive unclear needs from other departments It is difficult for me to plan or select potential candidates However, I got warm-heartedly help from staff from HR department, especially Recruitment They are very good-hearted They give me many helpful advices both job and life I am really grateful 2.2.1.2 Lack of HR and Recruitment knowledge I took my internship at the foreign company, especially at Recruitment section, where my colleagues use English to work with others On the other hand, I learned a lot of knowledge about economics and commerce at school, this knowledge is not too specialized in recruitment This is challenge for me At school, I only studied general knowledge about HR Therefore, I don’t have enough information about either HR or Recruitment Like most of intern, I made mistake, even the smallest thing However, I gradually improved professional ability I didn’t make mistake I am cheerful when completing mission 2.2.1.3 Distance The company is about 12 kilometers from my home so I have to ride a motorbike an hour to get to work In addition, my company is located in crowded place, I have to face traffic congestion everyday The working time of the company is from 8:30 am to pm, so I have to get up early to prepare everything to work I also cook the lunch because the company doesn’t prepare for employees I always studied in the afternoon at school Therefore, it is really difficult for me to get used to working environment It demands the punctuality and accuracy I can be stopped my internship because of the delay I always think it is a good chance to learn something new and to become better Thus, I realize that it is not too difficult to conduct as what I thought Even so, I improved my cooking skills I can cook the food that I can’t before This is reason why I overcome my internship 2.2.2 Experience gained After my internship, I realize Recruitment isn’t exactly what I expected I leant a lot First of all, I got a lot of the knowledge about HR and Recruitment as well as what the employers want from candidates I have a deeply view about potential candidates And, I know what I have to to become better in the future I can have opportunity to improve English skills via communicating with candidates, coworkers, supervisor Secondly, in my opinion, teamwork skills is very important When in a team, I have to cooperate with others to achieve the best result Obviously, I can also feel cheerful If you work alone, you will fail I also learn the way to lower my ego to protect the benefits of the team Not only that, I realize when you should with team and when you it by yourself It makes me active both in working and in life In addition, I can change living habit I no longer stay up night, eat fast food, … Especially I began to communicate with others more and more I limited to use technical equipment I feel better and have a positive attitude with my life 10 Last but not least, internship also helps me to get a job easily From what I learn and work, I can be confident to seek a high salary without nervous or afraid Perhaps, it is one of important points for us, who is going to look for a job to support for the family PART 3: STATUS OF USING ENGLISH IN THE COMPANY 3.1 The status of using English In recent years, integrating into the global economy is the inevitable trend to almost every country Vietnam is not an exception, especially in the period of developing Thus, English is becoming increasingly essential, serving as the key to open up opportunities in exploiting new markets and seeking for investors with the final aim to enhance business productivity Boydens Engineering Vietnam is a foreign company Therefore, English is becoming more important as a requirement for candidates to work for the company At present, employees of the company use English frequently at work In addition, the most of managers and administrative staffs in the company can speak English However, there are still a large number of employees, who are not good at English skills They can only basically communicate without knowledge of specialized English Or, under the operations manager, engineers only know knowledge of specialized English without communicating This makes company become stagnant Recognizing that problem, the board of manager is also coming up with solutions to improve English skills of employees 3.2 Proposal solution 11 In the context of global economic integration today, to be able to take all the advantages of international integration, our country is in need of a competent workforce that has not only a thorough understanding of specialized affairs but also good foreign languages and soft skills English is a practical and durable solution to improve the efficiency of human resources, increase competitiveness for businesses Therefore, it is very necessary to enhance the efficiency of using English at work After one month of being an intern in the company, I would like to suggest several measures including: - Organize more and more training courses for all employees - Create an environment forcing people to communicate in English - Arranging conferences for everyone to share all problem they encountered when learning English - Organize competitions to learn and use foreign languages in the enterprise - Encourage employees to use English learning applications for office workers to increase their ability to listen and speak English - Besides, employees should be aware of the importance of English, thus they can try themselves best to study English 12 PART 4: SUGGESTED THESIS TOPIC As can be seen, we all know that English is a difficult language Especially, it’s not easy to write a essay perfect In addition, all of company demand English quite high because of global economic integration Nowadays, almost company cooperate with foreign partners They often exchange information via email Thus, writing a email is one of important points From my internship at the company, I saw that there was a quite high number of employees who could not understand emails in English Some others writing email is not good I realize it is necessary for students to write email carefully at school This problem related to Business Correspondence Therefore, I would like to suggest the thesis topics according to the current situation: “Difficulties in writing email in English of the student at Thuongmai University and method to deal with this problem.” “A study on English writing skills of the student at Thuongmai University.” CONCLUSION Being as an employee at Recruitment of Boydens Engineering Vietnam, I have drawn a number of lessons and solution in improving myself Although the a-month period is not too long to experience all about the employees who works HR 13 Department, it is enough for me to get used to the job and understand more about the difficulties and struggles when you just start working in this field The internship time helped me understand that mastering the theoretical knowledge in school will help for the practical work in the future but not all There has been a lot of pressure Stress as the workload has skyrocketed or soft skills need to have more and more.Even, there is also a lot of new knowledge to learn and how to handle situations that need to be improved everyday But beyond all, it is the positive reviews from my colleagues and the praises of my superiors that gave me a truly complete and meaningful internship I hope the issues I write in the report will fully reflect my internships, and the recommendations I make about improving the English proficiency of all company employees in the report This report can also contribute a small part to the development of the company in the future Finally, I would like to express my sincere gratitude to the Deputy Managing Director of Boydens Engineering Vietnam and the staff of the Recruitment, who helped me warm during my internship, so that I could complete this report Hanoi, February 6th, 2020 Student Nguyen Thuy Linh 14 ... General information Image 1: The logo of company Boydens Engineering Sustainable Group, also known as Boydens Engineering has active as technical engineering designers and consultants for construction... Hanoi Vietnam (Sustainable Engineering Vietnam Ltd.) - 2015: The fifth branch office in Ho Chi Minh city - 2016: Opening of B-DNA Boydens Engineering as founding member 1.1.2 Boydens Engineering. .. Company name: Sustainable Engineering Vietnam Limited Liability Company( also known as Boydens Engineering Vietnam) - Website: https://www.boydensvn.com/ - Facebook: https://www.facebook.com/BoydensNV/