INTERNSHIP REPORT NTD TECHNICAL AND INDUSTRIAL EQUIPMENT TRADING JSC

TABLE OF CONTENTS TABLE OF CONTENTS .i LIST OF ABBREVIATIONS ii LIST OF IMAGES, CHARTS AND TABLES iii INTRODUCTION iv PART 1: OVERVIEW OF NTD TECHNICAL AND INDUSTRIAL EQUIPMENT TRADING JSC .1 1.1 Logo and general introduction about NTD TIET CO., JSC 1.2 General information about NTD TIET CO., JSC 1.3 Organizational structure of NTD TIET CO., JSC .2 1.4 Personnel structure of NTD TIET CO., JSC 1.5 Products and services PART 2: INTERNSHIP PROCESS IN NTD TIET CO., JSC 2.1 Job description 2.2 Internship process 2.3 The difficulties and the personal experiences acquired 12 2.3.1 The difficulties .12 2.3.2 Personal experience acquired 13 PART 3: THE REALITY OF THE USE OF ENGLISH IN NTD TIET 14 CO., JSC 14 3.1 The reality of the use of English in NTD TIET CO., JSC 14 3.2 Suggested solutions .14 PART 4: TOPIC PROPOSAL FOR GRADUATION RESEARCH 15 ACKNOWLEDGEMENT 16 REFERENCES 17 LIST OF ABBREVIATIONS No Abbreviations Meaning NTD Technical and Industrial Equipment Trading Joint Stock NTD TIET CO., JSC E-ID Export – Import Department VNACCS Vietnam Automated Cargo And Port Consolidated System VND Viet Nam Dong Company LIST OF IMAGES, CHARTS AND TABLES Images – charts – tables Name Image Logo of NTD TIET CO., JSC Image The partners of NTD TIET CO., JSC Image NTD’s organizational structure Table Personnel structure of NTD TIET CO., JSC Table Business result of NTD TIET CO., JSC in recent years Table Internship diary of the first week Table Internship diary of the second week Table Internship diary of the third week Table Internship diary of the fourth week INTRODUCTION In contemporary society, English has an important role to play in the development of the global economy English is chosen to become the common language in the world to help people bridge the language barrier People use English to communicate and reach agreements to exchange goods with each other English becomes an effective and indispensible tool for human to integrate into the world economy Viet Nam is in the process of integration into the world economy, so English is an important condition to carry on that process English presents in every aspects of economy, especially in the international trade When a person does the international trade, they are needed to arm with good commands of English as they have to work with many foreign partners Being aware of the importance of using English at work, Thuongmai University has created an opportunity for students to put the knowledgement into practice through an internship I would like to report my internship in NTD TIET CO., JSC This is the report that I write about my process of working in NTD in weeks Because of the limited time and my qualification, it may include some mistakes I hope that you can give me some suggestions that I can improve my report PART 1: OVERVIEW OF NTD TECHNICAL AND INDUSTRIAL EQUIPMENT TRADING JSC 1.1 Logo and general introduction about NTD TIET CO., JSC Imagine 1: Logo of NTD TIET CO., JSC NTD Technical and Industrial Trading Joint Stock Company is a provider of equipment, solutions and technical services to customers in industrial, environmental and energy manufacturing industries Up to now, NTD TIET CO., JSC become one of the leading companies in providing industrial automation equipment in Vietnam thanks to its reputation and ability to provide the best goods and services Currently, NTD Technical and Industrial Trading Joint Stock Company is the official and exclusive distributor of famous brands in the world including: Imagine 2: The partners of NTD TIET CO., JSC 1.2 General information about NTD TIET CO., JSC Company name: NTD Technical and Industrial Equipment Trading JSC Address: No.08, Group 20, Phuc Loi Ward, Long Bien District, Hanoi, Vietnam Work office: No 9, 651/82/3 Minh Khai street - Hai Ba Trung Dist , Hanoi, Vietnam Tel: 04385855590 Fax: 024 36370053 Email: ntdtit@gmail.com  Website: http://ntd-automation.com  Legal form: Joint stock company NTD JSC was established and operated under       the business license No 0105832943 issued on March 22, 2012 NTD JSC started to operate from March 22, 2012, up to now the company has been established for nearly years  Charter capital: 5,000,000,000 VND 1.3 Organizational structure of NTD TIET CO., JSC Imagine 3: NTD’s organizational structure General Director Human Resources Department Accounting Department Financial Department Sales Department Technical Department Import - Export Department Responsibilities of each department: - General Director is responsible for all business activities of the company including: proving and executing the company’s business strategies; operating, making decisions and solve daily problems that occur in the company; preparing and implementing comprehensive business plans to facilitate achievement; assessing the operational situation of the departments to adjust plans timely - Human Resources Department is involved with recruitment, personnel training, compensation and benefits; resolving complaints to meet the requirements and strategies of the company; managing records, curriculum vitae of all employees in the company - Accounting Department is responsible for making payments, processing incoming payments and accounting economic operations At the end of each month, accounting department has to prepare financial reports and pay salaries for all employees - Financial Department is in charge in monitoring the day-to-day financial operations within the company, such as payroll, invoicing, and other transactions; making contracts with outside services for tax preparation, auditing, banking, investments, and other financial needs as necessary; research and analyze financial reports and market trends to coordinating with the relevant departments to plan the company's annual and long-term financial plans - Sales Department is responsible for designing and implementing a strategic sales plan that expands company's customer base; ordering goods both from domestic and foreign suppliers; building and promoting strong, long-lasting customer relationships by partnering with them and understanding their needs; identifying emerging markets and market shifts while being fully aware of new products and competition status - Technical Department is responsible for designing and managing websites, managing intranet systems, handling problems that occur on websites and supporting other technical requirements on computers - Import – Export Department is in charge in performing duties related to import and export including declaration, customs clearance for shipments, contact courier forwarder companies such as Fedex, TNT… Beside, import – export department also perform logistic tasks including tracking goods; transporting goods to the company's warehouse and delivering goods to customers 1.4 Personnel structure of NTD TIET CO., JSC Up to now, NTD Technical and Industrial Equipment Trading Joint Stock Company has a total of 30 employees, of which the number of employees concentrates mainly in the sales department Here is the table of Personnel structure of NTD TIET CO., JSC N o Department Quantity Level 3 Director University Accounting University (70%) and College (30%) Financial University (100%) Technical University (100%) HR University (70%) and College (30%) Sales University (75%) and College (25%) Import - Export University (100%) Others (security, protocol, ) College (25%) and high school (75%) Table 1: Personnel structure of NTD TIET CO., JSC (Sources: HR of NTD TIET CO., JSC) 1.5 Products and services NTD Technical and Industrial Trading Joint Stock Company is a provider of equipment, solutions and technical services to customers in industrial, environmental and energy manufacturing industries Main business activities of the company include: - Trading industrial equipment through importing and exporting equipment, providing technical solutions and services to customers in industrial, environmental and energy production - Supplying industrial automation equipment for industrial, environmental and energy production - Supplying equipment and machinery for factories, processing zones and other companies - The company also implements power projects to automate the future as well as bring sustainable economic value to customers 1.6 Business result in recent years Criteria Total revenue Total cost Profit before tax 2017 2018 2019 30.680.814.332 25.082.311.978 5.598.502.354 41.963.628.960 36.638.544.180 5.325.084.780 43.773.887.415 35.935.984.112 7.837.903.298 Corporate income tax 1.119.700.471 1.065.016.956 1.567.580.664 Profit after tax 4.478.801.883 4.260.067.824 6.270.322.634 Table 2: Business result of NTD TIET CO., JSC in recent years Comment: The table shows the business result of NTD TIET CO., JSC in recent years It is clear that NTD witnessed an upward trend from 2017 to 2019 In 2017, when the company was established for years and went into stability, the profit is over billion VND In 2018, the company continues to expand its market, so the total revenue increase by 1.37 % However, there was a decrease in the profit after tax of this year as the company had to invest in replacing and upgrading the company’s machinery In 2019, with the efforts of all employees in the company, the total revenue reached nearly 1.43 times and the profit reached 1.47 times higher than 2018 With this upward trend, NTD is believed to have further strides in the future PART 2: INTERNSHIP PROCESS IN NTD TIET CO., JSC 2.1 Job description During my internship, I worked at the import and export department, and my main responsibilities are: - Custom declaration, preparing export and import documents to customs clearance - Working with suppliers to send document to declare - Checking goods when goods arrive at the warehouse and discuss with the supplier if the goods have any problems - Other tasks as required by the manager 2.2 Internship process In my internship, I worked full-time from Monday to Friday with timeline:  Morning: from 8:30 a.m to 12 a.m  Afternoon: from 13:30 p.m to 17:30 p.m I would like to report my activities during week which I did at NTD JSC as these following tables Week 1: From 30th December to 3rd January INTERSHIP DIARY OF THE FIRST WEEK (30/12/2019 – 03/01/2020) Date Monday Working time Process of performing assigned task - Morning: From 8:30 - Meeting the director and the manager (30/12/2019) AM to 12:00 PM of import – export department - Afternoon: From 13:30 - Listening about the company and PM to 17:30 PM Export-Import Department regulation - Being introduced about the equipment Tuesday and websites of the company - Morning: From 8:30 - Being given directions about content (31/12/2019) AM to 12:00 PM of work which Export-Import staffs - Afternoon: From 13:30 have to PM to 17:30 PM - Reading all relevant documents to customs declaration and customs clearance - Being directed to install and VNACCS Wednesday software - Morning: From 8:30 - Learning how to use printer, scan (01/01/2020) AM to 12:00 PM machine, fax machine in order print and - Afternoon: From 13:30 scan documents PM to 17:30 PM - Reading the material about domestic partners and foreign suppliers whom Export-Import staffs need to keep contact with - Observing how an Export-Import staff Thursday work a day - Morning: From 8:30 - Continuing to observe Export-Import (02/01/2020) AM to 12:00 PM staff work - Afternoon: From 13:30 - Printing or scanning documents when Friday PM to 17:30 PM required - Morning: From 8:30 - Continuing to observe Export-Import (03/01/2020) AM to 12:00 PM staff work - Afternoon: From 13:30 - Printing or scanning documents when PM to 17:30 PM required Table 3: Internship diary of the first week Week 2: From 6th January to 10th January INTERSHIP DIARY OF THE SECOND WEEK (06/01/2020 – 10/01/2020) Date Monday Time Process of performing assigned task - Morning: From 8:30 - Being instructed to declare on (06/01/2020) AM to 12:00 PM VNACCS software - Afternoon: From 13:30 - Doing first attempt at declaring in PM to 17:30 PM VNACCS software but not transmit the declaration - Printing or scanning documents Tuesday when required - Morning: From 8:30 - Continuing to attempt to declare on (07/01/2020) AM to 12:00 PM VNACCS software - Afternoon: From 13:30 transmitting PM to 17:30 PM the without declaration with different shipments - Reading previous export and import documents which is used to customs clearance - Printing or scanning documents Wednesday (08/01/2020) when required - Morning: From 8:30 - Learning to prepare the export and AM to 12:00 PM import documents - Afternoon: From 13:30 - Learning to track goods on the PM to 17:30 PM website of the forwarder company - Printing or scanning documents Thursday (09/01/2020) when required - Morning: From 8:30 - Continuing to attempt to declare on AM to 12:00 PM VNACCS and prepare export and - Afternoon: From 13:30 import documents PM to 17:30 PM - Learning to contact with warehouse staff to check when goods are arrived - Learning to deliver goods to end user - Printing or scanning documents Friday (10/01/2020) when required - Morning: From 8:30 - Learning to AM to 12:00 PM suppliers asking contact them with to the send - Afternoon: From 13:30 documents for customs clearance PM to 17:30 PM - Doing first attempt at preparing export and import documents - Printing or scanning documents when required Table 4: Internship diary of the second week Week 3: From 13rd January to 17th January INTERSHIP DIARY OF THE THIRD WEEK (13/01/2020 – 17/01/2020) Date Monday (13/01/2020) Time Process of performing assigned task - Morning: From 8:30 - Declaring officially on VNACCS AM to 12:00 PM software for the first shipments under - Afternoon: From 13:30 the supervision of export and import PM to 17:30 PM staff - Receiving comments from that export and import staff to draw experience - Printing or scanning documents Tuesday (14/01/2020) when required - Morning: From 8:30 - Continuing to declare on VNACCS AM to 12:00 PM software with different shipments - Afternoon: From 13:30 - Learning to correct the declaration PM to 17:30 PM form if it is yellow channel - Printing or scanning documents Wednesday (15/01/2020) when required - Morning: From 8:30 - Preparing export AM to 12:00 PM and import documents to custom clearance - Afternoon: From 13:30 - Correcting declaration form PM to 17:30 PM - Delivering goods to the end user - Printing or scanning documents Thursday (16/01/2020) when required - Morning: From 8:30 - Contacting to suppliers asking them AM to 12:00 PM to send documents to declare - Afternoon: From 13:30 - Tracking goods on the websites of PM to 17:30 PM forwarder company and inform to the sales department when goods are delivered to the warehouse - Printing or scanning documents Friday (17/01/2020) when required - Morning: From 8:30 - Continuing to declare on VNACCS AM to 12:00 PM software - Afternoon: From 13:30 - Contacting with the end user to PM to 17:30 PM inform goods are delivered and asking them to confirm when they receive goods - Printing or scanning documents when required Table 5: Internship diary of the third week Week 4: From 20th January to 31th January INTERSHIP DIARY OF THE FOURTH WEEK (20/01/2020 – 31/01/2020) Date Monday (20/01/2020) Time Process of performing assigned task - Morning: From 8:30 - Preparing export and import AM to 12:00 PM documents to custom clearance - Afternoon: From 13:30 - Correcting declaration form PM to 17:30 PM Tuesday (21/01/2020) - Printing or scanning documents when required - Morning: From 8:30 - Contacting to suppliers asking them AM to 12:00 PM to send documents to declare - Afternoon: From 13:30 - Continuing to declare on VNACCS PM to 17:30 PM software with different shipments - Printing or scanning documents Wednesday (22/01/2020) when required - Morning: From 8:30 - Tracking goods on the websites of AM to 12:00 PM forwarder company and inform to the 10 - Afternoon: From 13:30 sales department when goods are PM to 17:30 PM delivered to the warehouse - Delivering goods to the end user - Printing or scanning documents Thursday (30/01/2020) when required - Morning: From 8:30 - Contacting to suppliers asking them AM to 12:00 PM to send documents to declare - Afternoon: From 13:30 - Continuing to declare on VNACCS PM to 17:30 PM software - Contacting with the end user to inform goods are delivered and asking them to confirm when they receive goods - Printing or scanning documents Friday (31/01/2020) when required - Morning: From 8:30 - Continuing to declare on VNACCS AM to 12:00 PM software - Afternoon: From 13:30 PM to 17:30 PM Preparing export and import documents to customs clearance - Printing or scanning documents when required Table 6: Internship diary of the fourth week 2.3 The difficulties and the personal experiences acquired 2.3.1 The difficulties This is the first time I have had a chance to work in such a professional workplace I am a complete novice as an export and import staff, so I have had to encounter with many challenges during my internship Firstly, at the beginning of my internship, I found it difficult to declare on the VNACCS software Most of the relevant documents are written in English and they include many jargons in export and import field I did not remember all of these 11 jargons so I had to translate it into Vietnamese to get information to fill into the declaration form Secondly, when I was asked to scan document for the company, I feel very confused as I have never used this machine before I had to ask for help from my colleague, and she constantly guided me how to use such kind of these machines It took me for a while to get familiar with these machines, and after that I can use them competently Another challenge I have to face up is that I made many mistakes when I prepared export and import documents I had to check the information and the figure on the proforma invoice and compare them to match with the information and figure on the purchase order Due to my carelessness, I left some sections not match with each other and this led to wrong figure in commercial invoice After reviewing comment from my supervisor, I realized my mistake and corrected it constantly 2.3.2 Personal experience acquired Having worked in NTD TIET CO., JSC for weeks, I can acquire many knowledge and experiences for myself Firstly, this is an opportunity for me to put my knowledge that I learn in university into practice Through my internship, I can understand full process of customs clearance in reality Now I can prepare export and import documents as well as customs declaration myself and know what I need to when I customs clearance Secondly, working in NTD helps me to improve my English skills With the chances to contact regularly with foreign suppliers, my writing skills are improved greatly I also can improve my translation skills because I often translate documents into Vietnamese to customs declaration Besides, I can widen my vocabulary with many jargons used in export and import field Finally, I am armed with some soft skills thanks to the help of my colleague She guided me how to use some machines such as printer and scan machine that I have never done before These skills are very helpful and now I can such work quickly and competently 12 In conclusion, having a chance to work on NTD TIET CO., JSC make me realize my shortage With the help of my colleagues, I can learn many reality lessons and accumulate many value experiences These experiences can help me to have a head start when I embark on my career prospect PART 3: THE REALITY OF THE USE OF ENGLISH IN NTD TIET CO., JSC 3.1 The reality of the use of English in NTD TIET CO., JSC NTD TIET CO., JSC is a trading company doing business activities mainly in exporting and importing technical equipment That’s the reason why English is used in many aspects of business activities in NTD Sale staffs use English to negotiate and order products from foreign producers Export and import staffs use English when they declare and prepare documents to implement customs clearance Accounting staffs also have to use English when they international payment However, not all employees in the company are good at English There are only managers and staffs in E-ID who is competent at English skills Among the remaining staff, there are some staffs could read and write and there are some staffs are very bad at English This limitation can affect a lot to the process of working of the company in general and E-ID in specific 3.2 Suggested solutions There are some solutions that I want to propose for the company to recover the limitation above Firstly, the company should put English into requirement when they recruit new employees They should consider qualification and check the English ability of employees carefully Secondly, 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 Finally, the company should actively create favorable conditions to supplement and enhance their English skills by offering special training courses 13 And with individuals who perform well in English, the company should reward them with higher commission to make motivation for them to perform better PART 4: TOPIC PROPOSAL FOR GRADUATION RESEARCH TOPIC: Difficulties in translating English into Vietnamese and some solutions to improve translation skills of English major student at Thuongmai University REASON: Working in NTD helps me realize the difficulty when working in reality The documents include many jargons that are quite unfamiliar to students Most of English major students at Thuongmai University not have opportunities to put their knowledge into practice Therefore, I want to help them find some solutions to improve their translating skills that help them be less confuse when they work in reality 14 ACKNOWLEDGEMENT Within weeks of internship, I have opportunities to many kinds of works From there, I can gain a lot of knowledge and accumulate many valuable experiences All of these knowledge and experiences will help me a lot when I embark on my career prospect In addition, during my internship, I received a plenty of enthusiastic help and support that guide and encourage me to overcome all difficulties and finish this hard but meaningful time I would like to express my gratitude to NTD Technical and Industrial Equipment Trading Joint Stock Company to give a chance to work in such professional workplace I sincerely thank to Ms Hao who supervises me and gave me many helpful advices timely Furthermore, I would like to thank to all of my colleagues for always supporting and helping me to finish my internship successfully Hanoi, February 07th, 2020 Student Nguyen Thi Thuy 15 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 http://ntd-automation.com Financial reports from Accounting Department 16 ... my report PART 1: OVERVIEW OF NTD TECHNICAL AND INDUSTRIAL EQUIPMENT TRADING JSC 1.1 Logo and general introduction about NTD TIET CO., JSC Imagine 1: Logo of NTD TIET CO., JSC NTD Technical and. .. structure of NTD TIET CO., JSC (Sources: HR of NTD TIET CO., JSC) 1.5 Products and services NTD Technical and Industrial Trading Joint Stock Company is a provider of equipment, solutions and technical. .. partners of NTD TIET CO., JSC 1.2 General information about NTD TIET CO., JSC Company name: NTD Technical and Industrial Equipment Trading JSC Address: No.08, Group 20, Phuc Loi Ward, Long Bien District,