INTERNSHIP REPORT VIETNAM VINACOM CORP (2)

TABLE OF CONTENTS TABLE OF CONTENTS .i INTRODUCTION .iii LIST OF TABLES AND DIAGRAMS .iv LIST OF ABBREVIATIONS .v CHAPTER GENERAL OVERVIEW OF VIETNAM VINACOM CORP 1.1 General information 1.1.1 General information about Vietnam Vinacom Corp 1.1.2 The process of foundation and development of Vietnam Vinacom Corp 1.1.3 Organizational structure of VNC 1.1.4 Function, role of each department in VNC 1.1.5 Results of business activities in recent years (2018, 2019) 1.2 Information about Import – Export Department .6 1.2.1 The role of Import – Export department in VNC 1.2.2 The task of Import – Export Departmnt in VNC CHAPTER 2: GENERAL INTRODUCTION ABOUT THE INTERNSHIP IN VIETNAM VINACOM CORP .7 2.1 The tasks in internship process 2.1.1 Translating 2.1.2 Writing or replying partners’ email and letter .7 2.1.3 Making daily report .8 2.2 The difficulties and experiences in internship process in Import – Export Department of Vietnam Vinacom Corp .8 2.2.1 The Difficulties 2.2.2 The Experiences CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN VIETNAM VINACOM CORP .10 3.1 The usage of English at work 10 3.1.1 The current situation of the usage of English 10 3.1.2 The advantages 10 3.1.3 The disadvantages .10 3.2 Some solutions to improve the use of English in the working environment at Vietnam Vinacom Corp 11 CHAPTER 4: SUGGESTION FOR THE SUBJECT OF GRADUATION THESIS 12 CONCLUSION 13 REFERENCES 14 INTRODUCTION This internship report has been prepared for the internship that has been done in Viennam Vinacom Corp in order to study the practical aspect of the course and implementation of the theory in the real business world Construction is the sector play an important role in the development of the country, especially in the era of industrialization and modernization With the aim to provide high quality products, Vietnam Vinacom Corp has promoted their business in this field and become a reliable provider to customers with facilities which is imported from Europe Being recommended and allowed by the Faculty of English - Trade University, I was fortunate to have the opportunity to experience the role of a trainee Vietnam Vinacom Corp After a month working here (from 20/12/2019 to 20/01/2020) , with the help and guidance of the management team and staff, I have conditions to apply the knowledge obtained at university into practice, and learn the basic information for the completion of the internship report I would like to send my sincere thanks to the lectures at Faculty of English – Thuong Mai University as well as the staffs of Vietnam Vinacom Corp helped me complete this report However, due to the first time exposing to the actual work and the limited time and knowledge, my report cannot avoid some mistakes in the content and layout I look forward to receiving comments and suggestions from the lectures to make my internship report perfect Ha Noi, February 05, 2020 Student Bùi Ngọc Sơn LIST OF TABLES AND DIAGRAMS No List Image 1.1 Diagram 1.1 Table 2.1 Content Logo of the company Organizational structure chart VNC Business results of VNC from 2018 – 2019 Page LIST OF ABBREVIATIONS No Abbreviations JSC VNC VND UK English meaning Join Stock Company Vietnam Vinacom Corp Vietnam dong United Kingdom Vietnamese meaning Công ty Cổ phần Công ty Vinacom Việt Nam Việt Nam đồng Nước Anh EBIT Earnings before interest Lợi nhuận trước thuế EAT CEO KPI and taxes Earning after taxes Chief Executive Officer Key Performance Lợi nhuận sau thuế Giám đốc điều hành Chỉ số đo lường hiệu công Indicator việc CHAPTER GENERAL OVERVIEW OF VIETNAM VINACOM CORP 1.1 General information 1.1.1 General information about Vietnam Vinacom Corp - Name of company: VIETNAM VINACOM CORP - Type of company: Joint stock company, representative office of BLUE OCEAN INTERNATIONAL INDUSTRIAL (UK) GROUP in the North Vietnam and other areas under the authorization - Legal Representative: Tran Van Tuong - Licensing day: 26/01/2006 - Operating day: 28/02/2006 Image 1.1 Logo of the company - Tax code: 0101877728 - Representative office: 9th, alley 16, lane 218, Tran Duy Hung street, Trung Hoa ward, Cau Giay district, Ha Noi - Sales office: 29A, Dang Thuy Tram street, Cau Giay district, Ha Noi - Certificate: 0103010762 - Website: Blueoceanvn.vn - Telephone: 0435544376 1.1.2 The process of foundation and development of Vietnam Vinacom Corp To meet the demands of Vietnam construction market, VNC was established by Tran Van Tuong in 2006 and became the representative office of BLUE OCEAN INTERNATIONAL INDUSTRIAL (UK) GROUP in the North Vietnam and other areas under the authorization During the operation, it was impossible to categorize the difficulties as well as the unforeseen obstacles that the company's employees have to overcome from the early days to assert its prestige, position, brand in the field of Vietnam construction market In order to survive in the increasingly competitive market and meet the increasing demands of the market as well as the continuous development of the country, the Company has developed its own strategies in which the focus is to invest in high quality human resources, fostering, improving the level of staff for employees Over 13 years of construction and development, the company has increasingly asserted its position VNC has sustainable development in the field of construction and became one of the providers that are reputable and prestigious for their customers The high-quality products of the company is chosen to provide for highclass housing construction projects of many groups such as VinGroup, SunGroup, Dai Quang Minh… With continuous development, the company has achieved many achievements such as business growth rate is higher than the previous year, the scale and staff growth, the number high customer service, diverse service system partners and close cooperation 1.1.3 Organizational structure of VNC General Manager Supervisory board Deputy General Manager Marketing & Planning & Administration Accounting Import Sales Investment Department Department & Export Department Department Staff Staff Department Staff Staff Staff Diagram 1.1: Organizational structure chart VNC 1.1.4 Function, role of each department in VNC  General Manager and Deputy General Manager Responsible for general management, direct supervision of all activities of the company such as building organizational structure, recruiting, managing personnel, formulating and implementing of the plan such as marketing, sales, customer care General manager has responsibility to continue improvement in all aspects in terms of product quality and operations through training and supervision  Supervisory board Responsible for following the activities of all employees, ensure the rules and processes are obeyed Supervisory boards assess and oversee the work of management bodies – independently and thoroughly Most of all, they have to ensure that strategic decisions are always based on a sound analysis of risks  Marketing & sales department Marketing department introduces the services of fishermen to customers to attract customers to buy products Sales department often manages the entire business activities including setting up a business plan, researching and analyzing market, building customer incentives, market seeking and implementing promotional activities to potential customers  Planning and Investment Department Combining make cost plan, selling price plan and consumption price in the year Collate buying and daily consumption stages Planning and investment approve the purchase quantity, then send to the accounting department for payment  Administration Department Administration department is responsible for recruiting personnel (vacancies) for the company, organizing events, holidays in the year In addition, it also ensures benefits for employees  Accounting Department Accounting department is responsible for monitoring of financial activities in the company regularly, gathering, analyzing and providing data to the board of directors It controls the cashing and purchasing, state budget contributions, checks prices and quality of imported goods From monthly statistical data, Accounting department also controls the cost (consumption) of each department accurately  Purchase and Logistics Department Implement work related closely to others The department sets up and implements plans to receive and ship goods to meet production requirements and customers’ requirements according to information from the Sales Department It performs and supervises opening declaration to receive and ship products on time In addition, they seek customers and provide local and international logistics services and cargo clearance 1.1.5 Results of business activities in recent years (2018, 2019) Table 2.1 Business results of VNC from 2018 – 2019 (Unit: VND) No Criteria Sales and providing services 2018 18,535,335,095 2019 20,089,414,467 revenue Prime cost of goods Gross profit from sales and providing services Revenue from financial operations Financial expenses Business management expense Other profit Earnings before interest and 10 taxes Business income tax Earnings after tax 11,267,231,952 12,331,281,478 5,268,103,143 7,975,458,142 142,393,245 160,470,033 4,192,647,419 33,222,792 112,458,698 190.961,984 6,357,858,799 171,844,378 554,156,144 751,745,789 48,695,486 99,789,487 145,486,785 192,856,784 (Source: Accounting Department) According to table 2.1, it shows that EBIT has increased after only year and EAT has also increased strongly That proved that the effectiveness of the production and business of VNC Establishment and operation of the company were in difficult years of Vietnam as well as abroad Many companies have gone bankrupt, but VNC has still operated efficiently to ensure the revenue and profit Moreover, the company also made great contributions to the nation’s tax resources All have demonstrated to the sustainable development of the company In addition, the company is trying to expand business operations, improve the quality of products and services to meet the increasingly high demand of customers VNC also has constantly strengthened relationships with foreign partners 1.2 Information about Import – Export Department 1.2.1 The role of Import – Export department in VNC Because all products is imported from the UK, therefore Import – Export Department is to implement procedures, contacts to avoid being meet troubles The department takes responsibility to develop and implement shipment receipts to meet the production requirements of customers; implement and supervise the opening of declarations to receive goods, deliver goods on time; prepare and implement reports to customs as required by customs law; propose to the immediate supervisor about each innovative idea to improve and improve the quality of work of the department Design all compliance forms and templates and prepare required reports and maintain an efficient import and export classification databases and ensure accuracy in same and ensure compliance to all regulations Oversee handling of all goods and ensure safety in all transportation and design cost effective methods for same and analyze best means of transport for all products as per customer requirement in coordination with manager 1.2.2 The task of Import – Export Departmnt in VNC According to the company regulations and manual, one staff in the department takes such responsibilities as followed:  Contacting, negotiating and agreeing terms of contract, signing with the customer or supplier  Completing the set of import documents, transporting documents, procedures for goods delivery or payment procedures as well as customs procedures  Managing and tracking contracts, orders when to ship, when to import  Planning shipment  Contacting the garage to plan trucking for the shipment CHAPTER 2: GENERAL INTRODUCTION ABOUT THE INTERNSHIP IN VIETNAM VINACOM CORP 2.1 The tasks in internship process 2.1.1 Translating - Comparing with the other Department , Translating in Import - Export Department is more often Translation is used in two issues including email translation and text translation among two languages - Email translation is related to product description, emails about foreign cooperation, potential launches Because these emails are almost from the UK English - Vietnamese translation version is used more often The length of each email is usually about two to three pages - Translated documents will submit to the supervisors This task requires us to have the responsibility with our own translation - Text translation is more complex than email translation because it relates to construction specifications All documents will be translated from English to Vietnamese for the goal of understanding and getting information for the new rules of international commercial terms in importing The length is about ten to twenty pages This task must be handled on time according to the manager’s require 2.1.2 Writing or replying partners’ email and letter - These emails are about business enquiry letter, quotation letter, order letter, complaint letter - Writing emails to suppliers according to above email or letter is usually after searching the good products, suiting with the company demand which is on ecommerce websites Responding to enquiry that customers are interested in, there are two types of letter of enquiry First, the mail will be sent to VNC own inbox, we will care and answer the detail requirements of customers and their ability Second is that mail inquiries are sent in the form of spam, which means that the sender simultaneously sends multiple messages to multiple providers at the same time, with this type of message responding with highly detailed content and competitive quotes first, if the customer's reply will continue, we will give more information or discuss directly 2.1.3 Making daily report - After one day of working, each intern has to make our own report by using Google Drive sheet of the company Each person will have an account to access, and have your own sheet like in Excel to fill your tasks in - This tool will help the manager as well as CEO easily to control KPI of each team as well as individuals in the company 2.2 The difficulties and experiences in internship process in Import – Export Department of Vietnam Vinacom Corp 2.2.1 The Difficulties During my internship at VNC JSC, I encountered some following difficulties: - Translating: As a student at Thuong Mai university,I learned the basics of translation and interpreting but lacked practical knowledge, I encountered many difficulties when working in Import – Export Department The consstruction field always has many difficult professional terms, it is worth noting that all company products are facilities Grasping and understanding medical vocabulary is not easy, requiring specialized knowledge During translation process, the translator has to search for these terms Besides, we have to find the most suitable translation way for each version because the foreigner style is quite different with Vietnamese style Also, translation requires us to have social knowledge This is not easy for new students and new interns - Writing or replying partners’ email and letter: It is really necessary to get more knowledge in business correspondence in replying emails or letters of suppliers and customers Using formal words also causes some challenges Especially, for complaint emails, if we cannot deal with clearly and smartly, the relationship between two side will be easily broken This task always requires the accuracy in form and content to show the company profession - Making daily report: The interns have to remember exactly what you have done all day long If it is insufficient, you may cause difficulties for your team after the monthly summary, especially relates to your work progress, your work follow and of course for the salary Carefulness is really crucial And besides, working in a professional environment that requires high flexibility, I had to make a lot of efforts to observe and learn knowledge and skills of my prior colleagues everyday 2.2.2 The Experiences Nearly one-month internship process in VNC , I learnt a lot of experiences and skills for myself: - During the internship, I can apply the knowledge and skills learned at university (writing letters, emails, translation, interpreting, etc.) on the job - Learn how to get along with other colleagues in the company and build a good relationship with partners - Accumulate more practical knowledge and improve communication skill - Through translating about construction sector in VNC, I get a lot of knowledge in this major, not only to improve my English but also to have chance to gain knowledge in a new field I learnt that before translating something, first, you should skim all document one or two times to get the main idea, then connect to reality with this speciality Next, you should search it carefully by reading newspapers or related document, seeing the news on TV in Vietnamese,… to make sure that you understand it clearly such as the specific terms It will help you to translate faster, smoothly.Besides, when translating, we also notice in the tense of sentences Each tense will affect on the importance of every action of the company - Improve my office computer skills and English ability - Familiar with the modern, dynamic, professional environment of the company as well as office culture in workplace - Learn how to get along with other colleagues in the company and build a good relationship with partners - Make me more confident, improve my communication skill CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN VIETNAM VINACOM CORP 3.1 The usage of English at work 3.1.1 The current situation of the usage of English VNC is a multi-industry company which operating in many sectors and serve the needs of both domestic and international market The company is now building relationships with many foreign partners Therefore, English is becoming more important than a requirement for employees to work for the company At present, employees of the company use English frequently at work, so now language barriers are no longer a problem of the company In addition, the majority of managers and administrative staffs in the company can speak English Especially, employees who work in import & export department use English all the time when they are at the company 3.1.2 The advantages  For the company: English is a great advantage to expand markets and get more opportunities to cooperate with foreign partners Besides, it is also a big strength of any company to compete with others, but it is more often in Import – Export Department, others department is quite less  For Import – Export Department : English is the main language used for transactions with foreign partners to purchase, search agents and seek information about products It is also used to make economic contracts, negotiate on prices, terms of contracts and shipping methods, payment methods, delivery time and etc In addition, the department also provides logistics services, therefore, they often communicate with their agents abroad to supply customers’ information, prices, customs clearance services and etc  When implementing recruitment, the Department offered 700 TOEIC for candidates as a requirement Hence, employees of Logistics Department are very good at English and meet customers’ expectation 3.1.3 The disadvantages  Several departments rarely use English, so it is difficult to solve tasks relating to English, especially foreign documents  In recruitment, apart from Import – Export Department, the company has not given specific requirements about English level, therefore, the staffs’ English skill is not good  Most staffs have only the ability to read and understand English but are not really good in communicate so sometimes it creates few barriers in transactions with foreigners  Working time and workload are quite heavy, so it is difficult to improve their English  It can not be denied the number of employees who can be proficient both speaking and writing in English is small Most of them are only able to read specialized English but not effectively communicate and write in such language This hinders a lot when there has sudden work related to English 10 3.2 Some solutions to improve the use of English in the working environment at Vietnam Vinacom Corp  Each employee should have self-study morale, improve English skills for themself and realize the importance of English because it is not only significant for themselves but also for business operations of the company  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 board need to made plans in training language for all employees in the company by building plans to link with some English center to design English courses to improve English skills for employees The courses focus on the skills of communication, negotiation, writing email, drafting contract in English  The company has the rewarding policy such as extra bonus for individuals with good performance, increase the wages for employees who have the good qualifications and English ability in the workplace This policy will create motivation and encourage employees to work and improve their English  In recruitment, the company should give the specific requirements of English and evaluate the English level frequently to raise proactiveness and positiveness in the using of English  The company also makes conditions for employees participating in English experience sharing workshop organized by the units in the country and abroad to help them learn more experiences and skills in working with foreign partners CHAPTER 4: SUGGESTION FOR THE SUBJECT OF GRADUATION THESIS Name of topic: ‘’The reality of using English skills of students of English Department, Thuongmai University.” Nowadays, English has really become the most popular language around the world as well as the key for international relationship, enterprises have to improve the quality of human resource that has not only specialized knowledge but also good foreign languages and soft skills And for VNC JSC, this is not an 11 exception The ability to use English in the workplace has a nunber of benefits including: Helping your company to succeed, building trust with colleagues and clients, building and improving international relationships After one month internship at at Import-export Department at company , I realized that most of staffs can speak and listen in English basically, which is enough to communicate with each other However, when working with contracts, merterials, emails they often met grammartical and structute errors There was a quite high number of employees who could not present the information in the correct sequence in English at work is another problem This hampered the efficiency of using communication skills at work, especially in English Besides, they need English to write emails, reports and drafting letters, too Therefore, writing skills are essential, too I think this problem can be improved if student can use English more usual before working at company Therefore, I will choose “The reality of using English skills of students of English Department, Thuongmai University” for my graduation thesis 12 CONCLUSION Through over thirteen years of operation and development, Vietnam Vinacom Corp has gained achievements in terms of construction, bring the company become one of the successful companies with an annual turnover of billions Thanks to high quality products, the company can compete with strong domestic competitors During one month internship in Import - Export department at Vietnam Vinacom Corp ,I has the opportunity to apply the knowledge learned in school into practice and learn more about spirit, method of working and the business environment These valuable experiences will help me to direct about my future career clearly With my background knowledge and practical experiences obtained during one month internship in company, I write this report to show some disadvantages in using English of staffs in the company I hope that these suggestions will contribute to the development of the company in the coming time I would like to express my deep gratitude to General Manager, Import - Export Manager and staffs in the company for helping me fulfill this report Hanoi, February 05, 2020 Student Bùi Ngọc Sơn 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://blueoceanvn.vn/tin-tuc/chi-tiet/124/gioi-thieu-chung.html 13 http://www.thongtincongty.com/company/3f359b20-cong-ty-co-phan- vinacom-viet-nam/ 14 ... việc CHAPTER GENERAL OVERVIEW OF VIETNAM VINACOM CORP 1.1 General information 1.1.1 General information about Vietnam Vinacom Corp - Name of company: VIETNAM VINACOM CORP - Type of company: Joint... JSC VNC VND UK English meaning Join Stock Company Vietnam Vinacom Corp Vietnam dong United Kingdom Vietnamese meaning Công ty Cổ phần Công ty Vinacom Việt Nam Việt Nam đồng Nước Anh EBIT Earnings... the internship report I would like to send my sincere thanks to the lectures at Faculty of English – Thuong Mai University as well as the staffs of Vietnam Vinacom Corp helped me complete this report