INTERNSHIP REPORT Viet phu investment joint stock company

INTRODUCTION The internship is an extensive program through which students can learn the practical aspects of what is taught at the university lecture halls The internship help students to learn, know and understand what actually happens on the field as compared to what they have studied in the school Students will be directly involved in a number of jobs as assigned by the internship unit to train and learn more about professional issues This is a report on the purpose of carrying out the internship, the profile of the chosen organization of the intern, duties, and schedules performed in the organization, the contributions of the intern to the organization, application of theories to real-life situations, various lessons learned by the intern, challenges encountered, conclusions drawn and recommendations made by the intern The economy is growing, the commercial cooperation among countries in the world is more and more popular As a result, job opportunities for people are expanded not only in the domestic market and the international market The labor export market is growing more than ever Currently, the Vietnamese labor force has been present in many different countries such as: Japan, Korea, China, England, USA To reach out to the overseas market, English is an important bridge And the one-month internship at Viet Phu Investment Joint-Stock Company is a good opportunity for me to apply both my 4-years university knowledge and a practical learning environment to hone my skills and improve my English proficiency I look forward to receiving the suggestions and help of the teachers to make my report more complete TABLE OF CONTENTS 1 LIST OF TABLES, DIAGRAMS, AND FIGURES Content 2 LIST OF ABBREVIATIONS JSC Viet Phu Invest, JSC Joint Stock Company Nam Viet Software Services and Solutions Joint Stock Company 3 CHAPTER 1: AN OVERVIEW OF VIET PHU INVESTMENT JOINT-STOCK COMPANY 1.1 Formation and development of the company 1.1.1 General introduction about the company General information: - Company name : Viet Phu Investment Joint-Stock company Abbreviated name : Viet Phu Invest., JSC Type of business : Investment Joint-Stock company Tel : 04 3733 1999 Fax : 04 3733 2999 Email : info@vifu.com.vn Web : Vifu.com.vn Address : No.6, Ton That Thuyet Street, Dich Vong Hau Ward, Cau Giay District, Ha Noi City Viet Phu Investment Joint-Stock company was established in 2010 , with a well-experienced leadership team, the management team and staff of Viet Phu Invest., JSC all have a firm goal building the company to become one of the leading labors supply companies in Vietnam and the region Establishment and development process In 2010: Establish Viet Phu Investment Joint Stock Company, operating fields: Exporting labor to Malaysia, the Middle East, and Taiwan markets In 2011: Viet Phu Investment Joint Stock Company is the leading labor export company to the Middle East, Malaysia market At the same time, the company has started to send trainees to Japan This is a bold move and has brought itself much success later 2012 - Today: Viet Phu Invest., JSC is a leading company in sending trainees to Japan, Malaysia, and some countries in the region in the fields of Business, Labor Export, Trade Promotion, Import-Export, Construction, … 1.1.2 Vision and mission of Viet Phu Invest, JSC  Vision Since its establishment, Viet Phu Investment Joint Stock Company has set a target to become a leading company in the field of labor export, bringing Vietnamese trainees to Japan and other countries in the region in many fields different In order to achieve this goal, the company's management team and its employees make every effort to understand and listen to the needs and needs of customers, partners and continuous efforts to improve products and customer service is more perfect Staffs in departments have a serious attitude, high determination in all jobs, attaching importance to both domestic and foreign partners  Mision Viet Phu Invest, JSC always strives to bring about values and satisfaction by providing the best quality services at competitive prices towards shareholder benefits This is why Viet Phu is always at the top of the leading Vietnamese company in the field of supplying laborers for the domestic market, Japan, Malaysia, Hong Kong Not only trusted by partners, with the working environment In addition, the management has created a professional, dynamic and creative working environment in which each member works hard, converges and develops talents  Core values: • Trusted partner: The company always keeps its reputation in business through good work results, good financial ratios, ready to develop together to become a reliable partner of Investors and customers • Sustainable Development: All development of Viet Phu is a sustainable development of Human resources, sustainable finance, strong facilities, friendly environment, in accordance with the law, to satisfy stakeholders in the operation business activities All cooperation and business activities are supervised by the competent authorities such as the Ministry of Labor, Invalids and Social Affairs of Vietnam(MOLISA), Hanoi People's Council(HPC), Vietnam Association of Manpower Supply ( VAMAS) • Innovative and professional: Viet Phu always values creativity in every job, new initiatives are always taking advantage of every time Every problem at work is done and solved creatively and intelligently The work is done with a high level of professionalism • Enthusiasm: Whatever you do, your best with high determination 1.1.3 The organizational structure of the company The General Meeting of Shareholders Board of Director The Supervisory Board Board of manager Domestic market Foreign market department department Training department Accounting Administration Human resource department department department Diagram 1.1 Organizational chart of Viet phu Invest, JSC The company follows a functional organizational structure, in which hierarchical roles are divided by business function Because the departments always have the information exchanged, even though they operate independently, they can completely support each other when necessary Moreover, under the general direction of the executive director, they can support each other more effectively Nowadays, a growing company has special considerations regarding organizational structure, especially in our modern life Due to the expansion of the business, the company has more and more employees, which makes it difficult to control personnel, so the organizational structure of the company needs a flexible change to suit development The company aims at sustainable development by regulating and minimizing the risks of corporate, environmental and social administration to the lowest level, and continuously improves the operating procedures in order to achieve business targets 1.1.4 Comments on Viet Phu organizational structure • The General Meeting of Shareholders The General Meeting of Shareholders is composed of all shareholders with voting rights, who is the highest authority of the Company, decides the issues prescribed by Law and the Company's Charter In particular, the General Meeting of Shareholders will approve the annual financial statements of the Company, the financial budget for the following year, dismissing members of the Board of Directors, members of the Supervisory Board, company • Board of Director Board of Directors elected by the General Meeting of Shareholders, which is the governing body of the Company, has the full power on behalf of the Company to decide all matters relating to the Company's interests, except those under its authority of the General Meeting of Shareholders The Board of Directors is responsible for overseeing the managers and departments • The Supervisory Board The Supervisory Board is elected by the General Meeting of Shareholders and is under the direct management of the General Meeting of Shareholders The Supervisory Board has the duty on behalf of shareholders to control all business activities, management, and administration of the Company • Board of manager Board of Manager of the company is appointed by the Board of Directors, is the executive and is responsible for all activities of the company according to the resolution of the General Meeting of Shareholders, decisions of the Board of Directors, the charter company • Domestic market department This office is responsible for research, market research, finding domestic partners, and the labor source in demand for seeking a job In addition, the department will be responsible for solving the company's domestic market business issues • Foreign market department This department will be responsible for market research, finding partners as well as resolving labor export issues abroad In this department, there will be small departments to deal with the work of each market: the Japanese market, Hong Kong, Malaysia • Accounting department Being responsible for recording and reporting the cash flows, both in and out, of a company There are five basic roles or functions within the department: accounts receivable, accounts payable, payroll, financial controls, financial reporting They perform the jobs of professional accounting and finance in accordance with State regulations • Training department This department will recruit workers through accepted documents and interview rounds, then the company trains basic skills for workers suitable for the domestic market or abroad • Human resources department This department is responsible for managing the personnel of the company's departments, developing a strategy for the company's human resources development, planning for hiring, receiving applications and interviews, and training contracts create, probationary and labor contracts, and settle benefits for employees such as leave, sick, wedding • Administration offices This department is responsible for statistics, management of all equipment of the company, receiving, sending and controlling official dispatch, standard equipment, decorating meeting rooms for seminars, opening, closing ceremony, disciplining and commendation meeting Summary of year-end reports from the departments then summarized into a report on the company's business results for the year 1.1.5 Core markets and partners Viet Phu company is a company specializing in labor export, sending Vietnamese trainees to study abroad The company operates in the fields of Labor Export, Trade Promotion, Import and Export, Construction, Real Estate, etc In the domestic market, the company has helped a large number of labor sources find suitable jobs from partner companies Since its foundation, with the goal of maximizing employment support for workers, the company has a diverse workforce including manual labor and intellectual labor in all different fields They have some typical partners in international markets such as Japan, Malaysia, the Middle East, and Taiwan, 1.2 Information about the internship department The foreign market department is a department with extremely important functions, responsible for: - Formulating strategies, explore the market, and demand of foreign partners, make a quarterly and annual work plan for the director's approval - Developing policies to attract and access foreign markets - Setting goals, periodic business plans, and organizations that follow their functions to achieve the approved goals Comply with company regulations when proposing to provide company services to customers - Looking for customers who are foreign companies and businesses that need to find labor sources to work together, bring workers abroad - Finding, maintaining and developing relationships with customers Customer care according to the company's policy - Collecting and managing customer information and customer records as prescribed Information about the income, customer information management to serve the customer rating, evaluation and reevaluation of customer records CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS AT THE COMPANY 2.1 Internship activities 2.1.1 Assigned tasks I carried out my internship specifically in The Foreign market department of Viet Phu Invest, JSC This department includes many English-required activities: translating paperwork, working related to export, dealing with foreign partners through many methods such as correspondence, direct negotiations, Thanks to the support from the manager and other staff, I was assigned translating, assisting in writing commercial correspondence, and other office tasks All of these assignments keep a crucial role in the operation of The Foreign market department During the first stage of the internship at The Foreign market department, I started off with doing some basic office tasks, such as following: • Print and photocopy documents This kind of equipment is a vital need in every office because it will not only allow you to finish your work ahead of time but they will also allow you to save some cash Being assigned to print and photocopy some reports, short contracts or any other documents when needed was my common job during the internship Thanks to the thorough instructions from my colleagues, I was able to be proficient in using modern machines in an office place • Arrange records and documents The foreign market department Department has different types of documents such as contracts, customer data, etc I supported the department to arrange and 10 manage these records and documents according to specific rules These records and documents are reasonably separated by item and by year, so employees can be easily traced back when anybody is in need • Answer phone calls from customers This was my daily task at the desk where I did my internship Every day, there are many phone calls from customers, I continuously answered all the calls and recorded the message or transferred calls to a relevant person • Translating and assisting in writing correspondence Having taken the advantage of being an English-majored student, I was proud to be in charge of translation jobs at Import section as following: - Respond to emails and documents with foreign partner requests - Responsible for drafting, translating and controlling the content of transaction and import information in English - Other translation jobs Besides all of the work mentioned above, I also did other tasks like making an announcement when there is an update of the labor resources market, delivering paperwork to relevant departments, transferring fax, etc These office tasks helped me understand and gained experiences to them quickly and better for next time This was also a great opportunity for me to actually contact with the actual working environment and the routine work of a office staff 2.1.2 Self-performing tasks outside the company's assignment During weeks of internship at Viet Phu Company, in addition to the assigned tasks, I have learned myself in order to have a better internship report: - Learn about the internship through newspapers, the Internet - Develop a specific plan for the internship period, collecting applied information between theory and practice - Building a spirit of confidence, hard-working to learn, interact quickly with the company's culture, specific jobs at practice places from simple jobs 2.2 Difficulties and lessons during the internship period 11 All the time I intern at the company by all the knowledge, skills and experience which I got during working are very useful for my job in the future Although trying my best to gain achievements as high as possible, due to the lack of practical knowledge and experience, I still encountered many difficulties I find myself needing to try to practice and actively learn more to additional knowledge, work skills to prepare for my job after graduation • Advantages While studying at the Thuong Mai university, I was able to acquire basic knowledge about economics, use English for office and know how to summarize and understand the amount of information quickly This has helped me a lot during working at Viet Phu Here, I have more chance to practice writing skill and communication English • Difficulties: - Not having much experience Despite being taught a lot at school, I still lack practical experience So when I first came into contact with work, I was confused For example, when answering the phone call, I was surprised and the response was slow before the situation to solve - Being lack of deep understandings about the company It is very important for an employee to have firm knowledge of what the company is about and how it operates However, because the practice time is quite short, I not have specific and deep knowledge about the work in the departments, causing many struggles during the internship period Therefore, I was not assigned important to the work of the department • Experience and what I learned During the internship, I gained a lot of knowledge about office work and had the opportunity to train myself in using English I have learned a lot of precious knowledge and gained experience for my job in the future I am not only learning how to respond faster to clients, but I also know how to handle the problems encountered in my daily work As a person, throughout the whole internship progress, I feel that I have put in my best efforts and a complete seriousness of attitude right from the start I tried a lot but it was still flawed Fortunately, my co-workers are helpful and they always 12 support when I ask for their help Besides teaching me how to deal with unexpected situations, they also give me information about the company, the customer system But the internship and time at the company was too short, so I still had many confusing things Therefore, it took me more time to complete my mission Through self-study, I had the opportunity to get acquainted with and interact with a new environment During this time, I learned a lot from serious working style, enthusiastic working attitude as well as a dynamic working environment In addition, thanks to my internship, I am confidently sure that my English skills have improved so much I also gathered much more knowledge about foreign labor market-specialized English words and enhance my skills Overall, I appreciate this great opportunity to have a real practice and apply what I have learned at university in real life situation And last but not least, I have become a much better person, more mature, more responsible thanks to this internship CHAPTER OBSERVATION REPORT 3.1 The using practice of English in the company English has fast become the most widely used language in the world of trade and commerce If a country wants to develop and co-operate internationally, its people must have to know English As a result, having an excellent knowledge of English for business has become vital for success in any employee’s career English is the basic thing we must have if we want to integrate into the world English is the basic thing we must have if we want to integrate into the world And it's not natural that in hundreds of languages around the world, people choose English as a language to understand each other As a company specializing in the field of labor export and sending trainees to go abroad for training, English is an extremely important tool for Viet Phu Invest JSC It can be seen through the documents, commercial correspondence, or the meetings with foreign customers and business partners However, there are some remaining problems: 13 • The use of English in the company is not wide Except for the Foreign market department that uses English for communicating, contacting, and writing to foreign partners, most of the employees in the company cannot use English fluently • Regarding foreign negotiations, because the number of employees who are able to communicate and negotiate in English is not much, the company often uses indirect negotiation, which costly and spends much time to transact so the effectiveness is not high • In the Sales Department, where there are employees, everyone uses English fluently However, the number of people who are actually specialized in translating and interpreting is not enough to meet the requirements of the job 3.2 Solutions to improve the using of English in the company • About the company In order to improve English communication and communication skills for employees, company can send Import staff to study or take part in external English training courses or soft skill courses, organize some competitions in the company so that employees can learn and share experiences, etc Especially, the skill of writing emails for transactions and reports at work is one of the most important points Therefore, the company should pay attention to the training sessions, sharing of domestic and foreign experts to improve this skill for employees.When the English proficiency is improved, company will resolve some issues: Company can send Import staff to study or take part in external English training courses or soft skill courses, organize some competitions in the company so that employees can learn and share experiences, etc When the English proficiency is improved, company will resolve some issues: - It is much easier for updating information from foreign partners From that, research and market access activities of the company will also develop and bring more turnover to company - Negotiation with foreign partners can be performed by internal staff of Viet Phu Invest, JSC, the company does not need to use indirect negotiation, which can save budget and time for the company Moreover, in order to reach customers and sign the contract quickly, 14 the company needs to organize and manage the negotiation and communication in order to expand the operation and promote the prestige of the company The form that, customers have confidence to next transactions Export labor activities mainly rely on orders from foreign partners Therefore, besides approaching to new co-partner, the company needs to promote its reputation, have good relationships and trust with familiar partners • About the employees - Personal-training by oneself in order to increase the capacity of English skills Improving and enhancing the use of English is a necessary step, as a prerequisite for the development of companies in the current integrated economy - Take courses, programs sorted out by the organization to discover the constraints, reinforce the unknown dialect, increment the solidarity, fix among the representatives in the organization, a similar heading towards a corporate advancement reason CHAPTER SUGGESTED TOPIC FOR GRADUATION ESSAY After finishing the internship at Viet Phu Invest , JSC combined with the knowledge learned at Thương Mai university, I realize the importance of a person's expression when they want to convey the message If you can only write and can't say things in fluency and persuasion, no one will hear you While studying at school, many students have problems giving presentations to a crowd To find out the reason for this and whether the lack of presenting skill effects the further career or not I would like to suggest two topics for my graduation essay: A study on difficulties in English presentation of English students at Thuong Mai University A study on difficulties in listening comprehension of English students at Thuong Mai University 15 CONCLUSION The society is increasingly industrialized, modernized, and free of global trade, the demand for labor resources of industries is increasing We can see that the labor export industry has a lot of potential for development Although at present, the industry and technology are very developed with modern equipment replacing people, it is indispensable human labor In particular, Vietnam is a country with abundant young labor resources, so they have the opportunity to find jobs not only in the country but also in other countries Thanks to Viet Phu Invest, JSC has offered me opportunities to experience and learn so many things It gave me a chance to discover which areas I want to work when I finish my studies During one month doing the internship as an office staff at Viet Phu, I possessed an opportunity to apply the knowledge obtained at university into reality and learn more about styles, attitudes, methods of working, communication in a business environment, generating valuable experiences that help me give out the clear direction for my future career During my internship, I realize that the subjects I have learnt at university, such as understanding corporate culture, writing commercial correspondence, 16 translating are very important I am very grateful for this great opportunity to turn them into real practice Finally, in the process of making an internship report, it certainly will have some mistakes Therefore, I hope to receive teachers’ advisable comments in order for my internship report to be more completed Hanoi, Jenuary 29, 2020 Student Nguyen Thi Hong Nhung 17 ... ABBREVIATIONS JSC Viet Phu Invest, JSC Joint Stock Company Nam Viet Software Services and Solutions Joint Stock Company 3 CHAPTER 1: AN OVERVIEW OF VIET PHU INVESTMENT JOINT- STOCK COMPANY 1.1 Formation... development of the company 1.1.1 General introduction about the company General information: - Company name : Viet Phu Investment Joint- Stock company Abbreviated name : Viet Phu Invest., JSC Type... mission of Viet Phu Invest, JSC  Vision Since its establishment, Viet Phu Investment Joint Stock Company has set a target to become a leading company in the field of labor export, bringing Vietnamese