INTERNSHIP REPORT GLOBAL TRADING AND TRANSLATION COMPANY LIMITED

Internship Report Faculty of English TABLE OF CONTENTS Le Thi Anh – 16D170214 1 Internship Report Faculty of English LIST OF ABBREVIATIONS Order Abbreviations Meaning Co., Ltd Company Limited No Number VND Vietnam dong Dec December Jan January Feb February Le Thi Anh – 16D170214 2 Internship Report Faculty of English LIST OF IMAGES, CHARTS AND TABLES Images – charts – tables Name Image Logo of Global Trading and Translation Co., Ltd Chart Organizational structure of Global Trading and Translation Co., Ltd Chart Company’s business result in recent years (2015 – 2019) Chart Document translation process Table Number of employees in Global Trading and Translation Co., Ltd (2020) Table Internship process in week Table Internship process in week Table Internship process in week Table Internship process in week Le Thi Anh – 16D170214 3 Internship Report Faculty of English INTRODUCTION In a globalized world with multicultural societies, knowledge and language are paramount in enabling people to engage in cultural, economic and social activities But the world has never spoken a single language, to facilitate communication and transactions on the international market, a common language has been devised English is still considered to be a global language The translation industry has also become an indispensable tool for individuals, organizations and businesses to make their way to success Therefore, the demand for English translation is extremely high Once translation and interpretation services are available, the language barrier will no longer be an obstacle in commercial transactions With the great benefits that translation brings, the translation industry is gradually asserting its position and role and is being recognized by the world in the process of globalization today Understanding the current trends and needs of society, I decided to spend my internship as a translator at Global Trading and Translation Co., Ltd Thanks to the enthusiastic help and guidance of the head of department and other employees at the company, I have successfully completed my internship This is the report for my 4week internship at the company Le Thi Anh – 16D170214 4 Internship Report Faculty of English PART 1: OVERVIEW OF GLOBAL TRADING AND TRANSLATION COMPANY LIMITED 1.1 General introduction • Business name: Global Trading and Translation Company Limited • Business short name: GLAT CO., LTD • Legal type: Limited liability company with two or more members • Tax code: 0102846909 • Office headquarters: Room 805, house N2B Hoang Minh Giam, Nhan 1.2 Chinh ward, Thanh Xuan district, Hanoi city • Legal representative: Nguyen Thi Ly • Director: Vu Van Nam • Date of operation license issuance: 31/07/2008 • Date of operation: 10/08/2008 • Tel.: 0989348342 • E-mail: toancau247@gmail.com • Charter capital: VND 2,200,000,000 Logo of Global Trading and Translation Co., Ltd Image 1: Logo of Global Trading and Translation Co., Ltd 1.3 Development of Global Trading and Translation Co., Ltd Global Trading and Translation Co., Ltd was established and operated under the business license No 0102846909 issued by Hanoi city’s Department of Planning and Investment on July 31, 2008 Over the years, the Company has constantly grown and gradually become one of the leading enterprises and has the trademark of Notarized Translation of Hanoi Global Trading and Translation Co., Ltd always recruits talented, creative and Le Thi Anh – 16D170214 Internship Report Faculty of English enthusiastic employees at work who really want to work professionally and perform their jobs with high efficiency Global Trading and Translation Co., Ltd has 25 employees, including 02 Chief Managers of offices, professional translators, collaborators and interns working at 02 offices in Hanoi 100% of the company’s translators and collaborators are individuals who graduated from leading universities in Vietnam in foreign languages such as Vietnam National University, Hanoi University, and all are trained methodically and intensively in translation industry The company currently provides top quality translation services in Hanoi with content ranging from personal documents to economic contracts, bidding documents, marketing documents, investment documents, import and export documents, equipment instruction, financial statements, etc with more than 30 different major languages With the ability to translate about 1,000,000 words/month along with computer systems, softwares supporting the processing of text formats, Global Trading and Translation Co., Ltd has really proven its ability to its job with customers and partners 1.4 Business services of Global Trading and Translation Co., Ltd a Notarized translation service in more than 30 languages (Main service) Notarized translation is a compulsory procedure that people have to carry out when doing procedures related to foreign elements Any organization or individual who wants to go abroad to work, study abroad, travel, settle down, or cooperate in doing business with foreign organizations must have all legal documents Therefore, notarized translation is always necessary for most documents to ensure the legality, and standardize the content of the translated document Global Trading and Translation Co., Ltd provides notarized translation service which are available in more than 30 most popular and commonly used international languages such as English, French, Russian, Chinese, Korean, Japanese, German, etc The documents we regularly translate and notarize vary from individual documents such as: identity card, passport, certificate of birth, household registering book, certificate of marriage, certificate of divorce, school record, diploma to all papers of organizations and businesses such as bidding documents, economic contracts, financial statements, business reports and other legal documents b Service of providing high quality interpreters, short-term and long-term interpreters for conferences, workshops Le Thi Anh – 16D170214 Internship Report Faculty of English Conference interpretation is one of the most highly specialized types of interpretation Therefore, interpreters need not only the linguistic ability and intensive professional skills to be able to fulfill their mission but also have to prepare well the professional knowledge to be able to understand the message that the speaker wants to convey In addition, interpreters must be able to remember and react well to capture speaker information, process information, organize information and translate it into the target language in a very short period of time Public speaking skills are also essential for a conference interpreter Experienced interpreter team of Global Trading and Translation Co., Ltd fully meets the above requirements thanks to our high professional qualifications, fluent language skills, adaptability and flexible handling of situations in the presence of many people to bring the best results and impressions to the service users The interpreters of the company have brought success to a number of small and medium-sized events of companies such as customer conferences, product introduction, contract signing ceremonies with foreign partners, c Translation of books Translation of books is a high-level translation, which requires not only a degree of accuracy, but also a higher level of content, style, words, and deep cultural understanding This is a meticulous and serious working process from translation to editing, compilation to get the book to meet the increasing demands of readers Global Trading and Translation Co., Ltd is committed to conveying exactly the content and message that the author presents in the book The company has translated many different types of books from literature, educational books to technical, economic books, d Translation of movies With experience in the field of translating and inserting multi-language subtitles in film genres, Global Trading and Translation Co., Ltd is confident that it can help customers get the best-quality word-processing movies All the customers need to is send the subtitle file and movie link that they need to handle, the company guarantee to hand over exactly what the customer wants for that product with the quality and reasonable price e Translation of specialized English documents Specialized English translation is one of the most important fields of translation, often used by companies operating in specialized technical fields that require high precision such as construction engineering, mechanics, electronics, Le Thi Anh – 16D170214 Internship Report Faculty of English telecommunications, construction, chemical industry, Due to the absolute accuracy requirements of specialized English translation documents, translators participate in translation projects all requires a strong level of foreign language in the field to be translated, in addition to having experience in translating equivalent documents in the same field Not only that, when receiving a new specialized English translation project from a customer, one of the mandatory requirements for the translation team of Global Trading and Translation Co., Ltd is to search for additional resources, specialized materials in the same field to reinforce background knowledge for the above field in order to bring the best quality translations to customers 1.5 Organizational structure of Global Trading and Translation Co., Ltd 1.5.1 Organizational chart DIRECTOR DEPUTY DIRECTOR Translation Department Marketing Department Customer Care Department Admin Office Accounting Department Storage Department Chart 1: Organizational structure of Global Trading and Translation Co., Ltd 1.5.2 Specific tasks of each department • Director: Director’s main tasks are directing and managing company’s business activities Besides, he is responsible for developing business plans and business strategies, managing budgets, creating company policies and regulations, and setting business goals • Deputy Director: Deputy Director takes responsibility for managing staff, training heads of departments, developing business relationships with clients and partners, • Translation Department: This department is largely accountable for company services, including translating, interpreting Le Thi Anh – 16D170214 Internship Report • • • • • Faculty of English Adminstration Office: Administrative staff serve as advisors of the Leader Board They help the Director in evaluation, review, planning and policies for employees of the company This department is also responsible for recruitment of personnel for the company, including searching for candidates, planning for hiring, contacting, formulating probationary agreements, signing labor contracts, ) Marketing Department: This department bears responsibility for making and implemeting marketing strategies, marketing plans, finding and developing customer base Customer Care Department: Main tasks of customer care staff are providing service consultancy to customers, answering customers’ questions, receiving and addressing customer requests and complaints Accounting Department: Accounting department is responsible for recording and reporting the cash flow transactions of the company This department has some key roles and responsibilities, including accounts receivable, accounts payable, payroll, financial reporting, and maintaining financial controls Storage Department: Storage staff is accountable for archiving, classifying customers’ completed documents in a scienctific way, keeping them confidential to help customers in the future if neccessary 1.5.3 Labor structure Department Quantity Percentage Translation Department 12 48 Marketing Department 12 Adminstration Office Customer Care Department Accounting Department 12 Storage Department 12 Total 25 100 Table 1: Number of employees in Global Trading and Translation Co., Ltd (2020) 1.6 Company’s business result in recent years (2015 – 2019) Le Thi Anh – 16D170214 Internship Report Faculty of English The company’s business result in the last years is shown in the chart below: Unit: billion dongs Chart 2: Company’s sales in recent year (2015 – 2020) General introduction about Translation Department and document translation process 1.7.1 General introduction about Translation Department 1.7 The translation department, which has the largest number of employees in the company, is headed by Ms Nguyen Thi Huyen All translation and interpretation work is done by this department The company’s team of translators have graduated from language major of leading universities in Hanoi such as the University of Languages & International Studies, Foreign Trade University, Thuongmai University, etc and have many years of experience in the field In addition to knowledge of the language, its staff is also proficient in using computer softwares, support tools to ensure effective performances 1.7.2 Document translation process The main service of Global Trading and Translation Co., Ltd is document translation Customer documents will be processed through strictly controlled steps including a minimum of steps below: Wording Recruimentt Assessment If any error Proof-reading Delivery Formatting Translation Editing Gathering Chart 2: Document translation process After going through strict processing steps, documents will be handed over immediately to customers and ensure absolute confidentiality in all stages In no event shall a customer's documentation be never provided to a third party, unless requested by the customer All completed soft files of the customer will be transferred to the storage department, and here only the head of the storage Le Thi Anh – 16D170214 10 Internship Report - - Faculty of English department will be allowed to access to these documents in order to support customers in future The standard 9-step translation process above is also used by many of the world’s largest translation companies, due to its superiority in producing the highest quality translations PART 2: INTERNSHIP PROCESS IN GLOBAL TRADING AND TRANSLATION COMPANY LIMITED 2.1 General job description When I came to the company, I was assigned to work in the Translation Department and worked as an English translator I worked under the direct supervision and managerment of the head of the department My main tasks during the internship include: Translating documents in various majors and fields from Vietnamese into English and vice versa Receiving and managing documents and requests from clients Translating documents received on demand, ensuring the correct principles and translation processes of the company Proofreading, checking and evaluating translation quality Performing other tasks related to English 2.2 Detailed information about the internship process I spent weeks at Global Trading and Translation Co., Ltd working as an English translator During the internship, I worked full time from Monday to Friday with timeline: In the morning: From 8:00 to 12:00 In the afternoon: From 13:30 to 17:30 2.2.1 Week 1: from 30th December to 3rd January Order Date Monday 30th Dec Tuesday 31th Dec Wednesday 01st Jan Thusday 02nd Jan Friday 03rd Jan Le Thi Anh – 16D170214 Main activities Contact with the company, start participating in the internship at Global Trading and Translation Co., Ltd The head of Translation Department instructs the internship process (New Year holiday) Learn company rules, know about departments, functions of each department, business services of the company Assigned to work as an English translator in Translation Department of the company Familiarize myself with the office, my duties and 11 Internship Report Faculty of English responsibilities and the people within our office Table 2: Internship process in week 2.2.2 Week 2: from 6th January to 10th January Order Date Main activities Monday 6th Jan Tuesday 7th Jan Wednesday 8st Jan Thusday 9th Jan Friday 10th Jan Learn about works that an English translator have to perform and requirements when being a translator Learn about the standard translation process of the company Learn to use machines in the office including printer, photocopier, scanner and fax machine Read the documents translated professional translator, observe other employees to understand the work process and work requirements thoroughly Receive documents brought by customers directly to the office Check email and print incoming documents Classify documents from customers and transfer them to translators Assist senior staff in photocopying and scanning documents so they can accelerate the process of translation Pin original documents and translations into sets Email translation for customers who request soft files Table 3: Internship process in week 2.2.3 Week 3: from 13th January to 17th January Order Date Monday 13th Jan Tuesday 14th Jan Wednesday 15th Jan Thusday 16th Jan Le Thi Anh – 16D170214 Main activities Be instructed to translate simple documents from Vietnamese into English such as identity card, household registering book, certificate of birth, certificate of marriage, school record, Start to translate simple documents from Vietnamese into English the hand them out to a senior staff for checking Correct the translation errors after the senior staff pointed out Continue to translate simple documents from Vietnamese into English and and vice versa Translate more complex documents such as labour contract, sales contract, bidding contract, financial reports, Correct the translation errors pointed out by a senior 12 Internship Report Faculty of English staff th Friday 17 Jan Continue to translate complex documents, then selfcheck and correct errors Attend the department meeting Table 4: Internship process in week 2.2.4 Week 4: from 3rd February to 7th February Order Date Main activities Monday 3rd Feb Tuesday 4th Feb Wednesday 5th Feb Thusday 6th Feb Friday 7th Feb Translate international documents such as bidding contracts, sales contracts with foreign companies, import and export documents, Check and correct translation errors Refer to some sample translations and then translate documents in economics and construction major by using specialized dictionary Edit, proof-read and evaluate quality of some translations from English into Vietnamese Edit, proof-read and evaluate quality of some translations from Vietnamese into English Attend the department meeting to review the internship process Complete the internship report and hand it out to the Director for confirmation Table 5: Internship process in week 2.3 The difficulties and personal experiences acquired during the internship process 2.3.1 The difficulties Besides many opportunities which this job brings to me, there are also many difficulties Although senior staff in the department and company always give me advice and support me in the process of working, I realized that it is not easy for a new intern like me to solve them The working environment is not the same as what I thought before as well what I learned at University At work, it is necessary for all employees to have the professional manner However, as a graduate, I have yet to gain the professionalism to handle all the jobs For example, when I received a task, together with the senior members, they can it quickly But I had to spend a lot of time struggling with it Especially the task of translating documents on specialized major Sometimes it Le Thi Anh – 16D170214 13 Internship Report Faculty of English took me so much time to find a suitable words in the target language to convey exactly what the word in the source language means I have never used any kind of office equipment before When I first started using photocopier, scanner and fax machine, I spent a lot of time with them and affected some other employees So I had to spend more time getting used to using them more smoothly Moreover, transferring from school environment to working environment, I encountered some new problems that I don’t know how to handle them Communication is one of the challenge that partially hinder my internship process The working environment is too serious and professional In such an environment, I find it difficult to ask questions for fear of being judged I become hesitant when having questions Howevwe, I have gradually adapted to the working environment and overcome my lack of confidence to integrate with everyone in the company Thanks to these difficulties, I was motivated to try to complete the internship well 2.3.2 Personal experiences acquired Through weeks of internship at Global Trading and Translation Co., Ltd, I acquired many valuable experiences and soft skills In my point of view, those experiences will help me a lot in my future job There are some of experiences which I attained from the internship process Firstly, the training course brought to me the opportunity to use my English knowledge which I learned from Thuongmai University and put it into practice And I recognized that my English has improved considerably through practice, especially my translation skill Secondly, with the guides of my supervisor and my colleagues in Translation Department, I have learned how to use essential office equipment and improved my Microsoft skills I have also been taught the standard translation process and how to apply it effectively Through the practice of translation, I have improved the ability to express, the ability to select words and intonation so that the translation is accurate to the original Thirdly, I have adapted and learned the working style in a professional environment I got how to build good relationships with colleagues and get along well with them Everyone at the company, from the Director, head of department to the staff, was very friendly and enthusiastic to help me whenever I had problems or have questions And thanks to interacting with people there, my communication skills also improved significantly Le Thi Anh – 16D170214 14 Internship Report - - - - Faculty of English Through the internship at Global Trading and Translation Co., Ltd, I had the opportunity to promote my strengths and overcome my weaknesses In general, these experiences are an invaluable asset to my future career PART 3: EVALUATION ON THE USE OF ENGLISH IN GLOBAL TRADING AND TRANSLATION CO., LTD 3.1 The reality of using English in Global Trading and Translation Co., Ltd Because the main service of Global Trading and Translation Co., Ltd is translation, English is an indispensable tool for all the employees in the Translation Department to perform their job Every staff in this department use English everyday to translate documents from Vietnamese into English and vice versa However, due to the nature of the work, English is mostly used only in written form Therefore, the staff at the translation department are strong in English reading and writing skills The written English must follow strict grammar rules so translators must master the English grammar rules and apply them regularly and smoothly to ensure there are no errors in the translated documents In the everyday working environment, staff members only use English in reading and writing Therefore, their English listening and speaking skills are not as good as their reading and writing skills They only use English to communicate when there are foreign customers 3.2 Some solutions There are some following solutions to improve the use of English in Global Trading and Translation Co., Ltd: All employees should be conscious of self-study and constantly improve their English skills They should also be aware of the importance of English, as English is an indispensable tool and plays a key role in their business operations Translators in Translation Department must always explore and expand English vocabulary, especially specialized vocabulary This will reduce the time spent on translating documents about different majors Besides the efforts of employees, the company should actively create favorable conditions to supplement and enhance their English skills by offering special training courses The company should also create an English communication environment if possible, so that staff members can comprehensively improve their English skills In recruitment, the company should give the specific requirements of English and carefully test the English skills of the applicants to make sure that they are qualified for the positions Le Thi Anh – 16D170214 15 Internship Report Le Thi Anh – 16D170214 Faculty of English 16 Internship Report Faculty of English PART 4: SUGGESTED THESIS TOPIC TOPIC 1: Difficulties in translating Vietnamese into English and some solutions to improve translation skills of English major student at Thuongmai University Reason: Most of English major students at Thuongmai University said that they are really afraid of translating Vietnamese into English They think this is the most difficult subject in English Faculty Therefore, I want to help them find some solutions to improve their translating skills TOPIC 2: The difficulties that Thuongmai University students often encounter in TOEIC test and some solutions Reason: The TOEIC test is one of the most popular test of English proficiency today For students in all majors at the University of Commerce, TOEIC is a compulsory certificate for students to graduate But many students said they had a lot of difficulties in this test, especially in listening skills Therefore, I want to find out the reasons and some solutions to this problem Le Thi Anh – 16D170214 17 Internship Report Faculty of English CONCLUSION During the internship at Global Trading and Translation Company Limited, I have experienced working in an extremely professional environment I encountered many difficulties at the beginning because I was not familiar with such a working environment But thanks to the enthusiastic help of everyone in the company in general and the Translation Department in particular, I have gradually adapted and got used to the working culture, professional working style In spite of small scale compared to other companies in the translation industry, Global Trading and Translation Co., Ltd has been growing and affirming its position in the market Reliable service, affordable prices, friendly and enthusiastic staff are factors that have contributed to the company’s sustainable development After four weeks of interning and being trained at Global Trading and Translation Co., Ltd, I have finished my internship successfully thanks to the careful guidance of my supervisor Mrs Nguyen Thi Huyen – the head of Translation Department, and all staffs of Global Trading and Translation Co., Ltd I would like to send my gratefulness to the management and staff of the company for creating favorable conditions to help me complete my internship I also would like to express my gratitude towards teachers at Faculty of English – Thuongmai University, who guided me to fulfill this internship report At last, I wish all of you a good health and success I sincerely thank! Hanoi, February 07th, 2020 Student Le Thi Anh Le Thi Anh – 16D170214 18 Internship Report Faculty of English 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: http://ebooks.narotama.ac.id http://doc.edu.vn Financial reports from Accounting Department Le Thi Anh – 16D170214 ... Logo of Global Trading and Translation Co., Ltd Image 1: Logo of Global Trading and Translation Co., Ltd 1.3 Development of Global Trading and Translation Co., Ltd Global Trading and Translation. .. OF GLOBAL TRADING AND TRANSLATION COMPANY LIMITED 1.1 General introduction • Business name: Global Trading and Translation Company Limited • Business short name: GLAT CO., LTD • Legal type: Limited. .. IN GLOBAL TRADING AND TRANSLATION CO., LTD 3.1 The reality of using English in Global Trading and Translation Co., Ltd Because the main service of Global Trading and Translation Co., Ltd is translation,