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Student Internship Report - Tran Van Hoang Thuyen ACKNOWLEDGEMENTS For the completion of this work, I have been fortunate to receive invaluable contributions from many people I want express my great attitude to Mr Son Minh who helped me to contact to Viet Smile Consultant, Training and Communications Limited Company Their guidance has contributed to my success in the internship I wish to thank those at Viet Smile Consulting, Training and Communications Limited Company, especially the Network of Viet Youth for HIV/AIDS Prevention where I had taken my internship I also wish to thank those working at Project Board and Business Department for their assists, hospitality, and friendliness In particular, I wish to give my special thanks to Mrs Viet Huong as my teacher, my friend, as well as my guider for her instructions, guidance and counsels on my translated texts Last, I wish to thank my family and my friends to create the condition for me to finish and to go to Hanoi Capital for internship They are my fellows who were always beside me, gave me many good advises and encouragements during that time so that I could overcome all the obstacles and finished my internship Vinh, April , 2014 Tran Van Hoang Thuyen Student Internship Report - Tran Van Hoang Thuyen TABLE OF CONTENTS page ACKNOWLEDGEMENTS .1 ABSTRACT PART I : INTRODUCTION PART II: DEVELOPMENT I Introduce about Viet Smile Consulting, Training and Communication Limited Company .5 Design Mission of the company Goals Structure of the company 5 Function of department II PRACTICAL EXPERIENCES 11 New skills acquired and skills improved 11 Management techniques observed 11 Classroom skilled employed 12 Problems encountered 12 Lesson learned 13 PART III CONCLUSION .14 PART IV : RECOMMENDATION 15 Student Internship Report - Tran Van Hoang Thuyen ABSTRACT An internship is a pre_professional work that provides students with the opportunity to gain experience in a particular area field It also supplements academic classes and, in some areas, earns college credits As students, we need to use the things we have learned in school and put it in practice This is also a good chance for us to get to know our future jobs and to try our strengths The purpose of this report is to explain what I did and learned during my internship period The report focuses primarily on the working environment, my job and benefits that I get I also enclosed with my translated materials that I had done The aim of this practice report is to apply and inspect knowledge after studying in Vinh University into real life at Viet Smile Consulting, Training and Communication Limited Company, as well as capability of student when working there with the hope to improve communicating and consulting skills for student after graduation from Vinh University The importance of interpreting in the areas having foreign guests such as hotel, foreign company has stimulated me in the study on interpreting field In this report, I will talk about the experiences and problems through the internship process There are three main parts in this practice report The first part is introduction about company and their duties, the second is development including experiences, problems, skills acquired and the third is conclusion and the last part is suggestion Student Internship Report - Tran Van Hoang Thuyen PART I : INTRODUCTION Nowadays, English has been becoming more and more popular all over the world It’s considered as an international language To Vietnamese, English is too familiar to everyone, as well as all the ages Besides, English has become a compulsory subject in almost schools in Viet Nam Therefore, learning English and using it in many aspects is very important English is the language of international communication It is the language of international business, research and science, more than three- forth of the world mail is written in English, more than three- fifth of the world radio station use English, more than haft of scientific and research journals are in English Not all people over the world can read all language, so it is very important to translate it for people easy to understand Translation also helps us so much in working Up to now, many companies and organization have tried their best in translating and improving translation skills documents When I’m a foreign student, I’m going to graduate from the university, I choose the company to study and experience for myself Student Internship Report - Tran Van Hoang Thuyen PART II: DEVELOPMENT I Introduce about Viet Smile Consulting, Training and Communication Limited Company Address: No 35- Alley No 720, La Thanh Street, Ba Dinh District Hanoi City, Vietnam Tel: 0967490234 Viet Smile Company has established on 6th July 2012 it is located in Hanoi City where is Capital of our country so that many other important events were also taken place here Coming to Hanoi with many famous tourist attractions, you are always welcome to Viet Smile to be consulted and checked for HIV test ,whether you are a Vietnamese or a foreigner This is also a chance to show your respect to trading city of Viet Nam Besides, there are many students come from the rest of our country to study so it is very easy for me to take a survey on my topic Design Viet Smile Consulting, Training and Communication Limited Company has three floors The first floor is reception to welcome customers who want to consult and find out how to solve their problems The second floor is for the director to work and the third one is for storehouse which to put the souvenir related LGBT and HIV/AIDS things such as condoms, flags, badges, and something like that Mission of the company - Viet Smile Company is to provide knowledge about how to prevent HIV/AIDS and get to know about LGBT lives The company focuses on individual business and event organiziers , as well as travel associated with groups meetings - The company may be to provide the way to spread events inside and outside the country Goals - Take the way for HIV/AIDS people to come back to normal life and to be harmony with others - Support LGBT Community for “Coming out” and express their opinions and status for a “more open and positive view” to them - Anti Homophobia and discrimination from lack of knowledge people and educate to them - Build an equality and justice Vietnam There is no discrimination for HIV/AIDS people and LGBT Community Structure of the company Student Internship Report - Tran Van Hoang Thuyen DIRECTOR Mr Nguyen Van Tung Deputy Director of Project Deputy Director of Business Mr Le Tuan Anh Ms Lai Minh Hong Projectional Dep Business Plan Department Mr Nguyen Dinh Thu Administrative and Accounting Dep Ms Nguyen Hong Thuy Mr Nguyen Thanh Trung HIV Prevention Project Business Board Developing Society Project Communicating Events Board Number of staff: - Full-time Employees: - Part-time Employees: 10 - Collaborators: 15 Function of department 5.1 Director - Function: is the leader of Viet Smile Company takes legal responsibilities and management all activities of the company - Duty: + Organize and guide activities of the company Student Internship Report - Tran Van Hoang Thuyen + Popularize regulations of the company to its members + Assign duties to its members + Find solution in training the skills and knowledge for members 5.2 Administrative and Accounting Department - Function: An accountant is responsible for the higher function of designing where necessary, improving or modifying the system of accounts - Duty: + Accountant supervise and coordinates the work of the book keeper, staff, writes up more important private and impersonal accounts and prepares the annual profit and loss accounts and balance sheet + Accountant also interprets such accounts, prepares statistical and financial data, there from and advises the proprietors of business generally, on all the higher and more important aspects of accountancy and finance + To receive and coordinate the processing requirement + Provide information and promote the consulting service in the company + Information for other parts of the company on the guests to work together to serve our customers 5.3 Functions and duties of Department Business Plan - Function : Advise the Managing Director in the following areas : - Construction work plans and strategies : - The aggregate production statistics ; - The scheduling of business ; - The estimation ; - The management of economic contracts ; - The settlement of economic contracts ; - Bidding ; - Perform other duties assigned by the Director - Duties: + Work plan : Develop strategic business development of the Company in each stage ; Advising investment planning and implementation of investment projects up; Chaired business plan of the Company in each month , quarter , year , and plans for short, medium and long term leadership as required by the Company; Statistics , summing up the execution of the business of the Company and other assigned work according to regulations ; Guide to units under the plan year per unit Synthesis of data and opinions of the provision , the member units to the Company's plan Student Internship Report - Tran Van Hoang Thuyen Analyze and evaluate the results of implementing the plan monthly, quarterly and year On that basis, the draft plan summary report quarterly and annually , draws its strengths , weakness , find cause to promote strengths and overcome weaknesses + The estimation : Chaired construction estimating , estimating procurement of materials and equipment and the competent authority for approval; Revise documents advise the Director on the estimated appraisal , settlement activities carried out mass public , and commercial production - services , investment projects construction , equipment procurement overcome floods to the competent authorities for approval + Work contract : Drafting and contract management of the economy, in cooperation with the provision monitored the activities related to the implementation of economic contracts , To advise on contracts with the economic and capital by the Company as Investor and construction contracts , procurement facilities , equipment , supplies and fuel , contract repair facilities and equipment agreement on other areas under current regulations Coordinating with departments performing the acceptance , payment and settlement Chaired the work norms , securities regulations + Bidding Responsible for advising and conduct job searches , participate in bidding for the project to generate revenue and profits for the company Responsible for advising investment procedures - construction procurement contracting - contracting ; Preparation and review of bidding documents , records require the instructions to bidders , advising organizations bidding as prescribed ; Join the team of experts to assist the bidding ; advise the Director solve all procedures related to the stage of preparation of bidding ended Perform other duties as required leadership + Powers : To request the units in the Company and related coordination with relevant agencies to carry out the functions , duties and powers as prescribed To be entitled to participate opinions and propose solutions to the implementation of field activities of the Company ; Sign documents and administrative services under the laws and regulations of the Company to perform the work assigned and authorized by the Director ; To participate in the arrangement , promotion , reward and discipline employees of the room and proposed directors to terminate the contract before the deadline for non- affiliated staff complete assigned tasks ; Student Internship Report - Tran Van Hoang Thuyen Were allowed to participate room staff of the organization signed by the directors decided to establish Are entitled to use the equipment and facilities of the Company to serve the purpose to complete the above tasks ; Be entitled to refuse to carry out the tasks assigned by the leadership but not in accordance with the provisions of laws and procedures that work ; + Responsibilities : Construction project director and program planning work of their units are defined in section A , to ensure compliance with regulations , quality and effectiveness of advisory work ; To ensure compliance with the provisions of the Company and the laws of the State in the implementation process ; Directors regularly report the performance of assigned duties ; Preservation , storage and management of records and documents , of the work in accordance with the provisions of the rooms , facilities management , property of Company Affairs unit ; Responsible to the Director and the law for the implementation of the above tasks ; 5.4 Functions and duties of Communicating Events Board - Functions Communications Unit is advising the Principal of the school's branding In charge of propaganda activities , promote the image of the school to the outside A representative of the speech and working with media agencies Provide and manage internal communication channels - Duties + Management website : - Implement content , images all activities of the school and on the web - Editing and processing messages, the image of the departments , faculties , centers in schools - Design banners , flash web - Organize the writing contest and photo contest periodically on the web - Cinema Management page - Management 's Facebook fanpage schools and media room - Gradually implement activities to increase traffic and improve web rankings : established clubs online , the online poll… - Organize regular meetings offline themed - Coordinate with relevant departments organized playground for students , staff , faculty, staff : the fashion design competition , singing competition , competition on schools , recreational activities in the holidays Student Internship Report - Tran Van Hoang Thuyen - Provide ideas for organizing events related parts - Organize training courses , skills training sessions , knowledge of group communication for staff , staff involved in media Publish media publications : - Internal Newsletter - Clips, Videos - Design products for internal and external advertising - And other products according to the needs of each stage Communication outside - Work with news agencies and newspapers in the external communication activities : organizing press conferences , writing press releases , checking the information on the media outside the school - Coordinate with leader board and the relevant parts of the function handle communication breakdown - Coordinate with the departments , faculties , schools or other centers of prominent individuals in the propaganda activities of the school on the media - Propose and coordinate plans with partners implement media events - Develop communication activities associated with the brand throughout the school to promote the image of the outside : a regular program of art , a single event but have far-reaching influence as a sponsor humanitarian activities 10 Student Internship Report - Tran Van Hoang Thuyen II PRACTICAL EXPERIENCES New skills acquired and skills improved After the practice process, I have summarized some precious experiences Firstly, I know more about consulting job It is not new job now but it helps many people understand more about what we not know exactly or yet It needs many skills After working there I summarize some precious experiences as a consultant in my practice report I had an opportunity to improve my knowledge when I communicate with everybody so my special skills have been improved Secondly, I worked in an active and professional environment so I learn working style there, it is different from university I can send and receive e-mail fluently as well as working under pleasure which help me to work in the future Thirdly, the company also organized some events for people in LBGT community and HIV/AIDS inflected disease to discuss and learn more each other And particularly, I translated some short news and documents so it helps me to enrich my vocabulary Although know that translation in variety of field s is not easy but it will help me understand that before translating a document we must understand the main contents of it , don’t use all words in the root document In this time, I can improve my English speaking as well because I sometimes went to famous places to speaking to foreigners who come from many countries in the world At work, I have good attention to director and deputy as well I always create a comfortable atmosphere for customers and colleague Lastly, I want to mention that translator require patience ,active, and have good memory because when working we need a lot of skills to fulfill work, moreover passion for the profession, reading and learning vocabulary are traits that make you close with translator career longer ,as you know that I can apply my theory into practice I had many chances to contact with knowledge about translation we can see that practicing at company is good for every student Management techniques observed It is said that the more we go, the more knowledge we get In fact, I really recognized that when I practiced in Viet Smile Company I was familiar with administrative measures When coming here, I learnt more experiences of financial management, people, equipment Here, they managed everything strictly and scientifically Working here, I have learnt my own observation experiences on management One of management skills is Time Management Time Management is very important Managing your time keeps you focused on task A checklist is the most useful tool as far as time management goes This allows you to prioritize and figure out how much time can be spent on which tasks You know what your goals and 11 Student Internship Report - Tran Van Hoang Thuyen priorities are, you then need to know how to go about creating a schedule that keeps you on track, and protects you from stress That will allow you to control your time and keep your life in balance Prioritizing what needs to be done is especially important Without it, you may work very hard, you will not be achieving the results you desire because what you are working on is not of strategic importance Another management skill involves human skills – also known as "soft skills" They play a big role on your success as your technical skills When resolving conflict, it helps a lot if you can understand other people's needs and points of view – this can often help you find solutions that may otherwise not have occurred to you And when you take the time to understand another person's perspective, you are demonstrating your willingness to work together to find a solution You should express your thoughts and feelings clearly That helps your working relationships better With well-developed people skills, you can communicate effectively on an interpersonal level; manage conflicts positively; work productively with others to find solutions and reach agreement; and work with integrity and ethics to motivate and inspire others The last skill is organizing skill in company Most of consulting staffs and operators as well in the company work on time, hard, and effectively This not only creates convenient condition for guests but also brings high income for company There are some accountants managing finance of company and some marketing staffs The service staff works in shifts so they can service 24 over 24 hours So customers can relax comfortably with asking questions to get information about how to avoid and recognize the disease and have a large and open sight of homosexual people Classroom skilled employed After one period of study and training at Vinh University, I learned skills such as listening, speaking, reading, writing, translation, has helped me a lot during this practice I have used these skills to communicate with customers, to receive emails and services of the company I know how to analyze questions and how to receive documents quickly, accurately and efficiently, and how to manage and to train the new members to know more about this field Problems encountered Because of my lack of experience, I have encountered some difficulties in practice so I solved work slowly, after that, I tried to practice to exchanging the works My knowledge can not satisfy requirement of translator job Translation job requires a lot of standards to become a good translator As you know translation practice is very different with theory when I studied in university it includes contents, style, forms with variety of fields First time I field embarrassed to translate Moreover before practice at the company my knowledge of vocabulary is 12 Student Internship Report - Tran Van Hoang Thuyen still poor So when I practice at any company, I not have enough expertise to take over that work That requires me to have time learn work However, in fact my practice time is not long for me to learn professional work assigned at the company Lesson learned After a long time practice in the company, It gave me lessons, I already know how to arrange a reasonable time when the work to be effective Especially, as I know how to observe and learn from those experiences and how to work I know how to communicate with people and have good relationships with colleagues It helps me work better in your future I will try to overcome its deficiency to achieve better work results Through the time of practice, I myself realize that my translating skill is greatly improved The amount of time for translation increases significantly I have used fluently online search engine and dictionary I really understand the significant support/help of them My efficient online dictionary is tratu.vn Tratu.vn is a free, open online professional Vietnamese dictionary 13 Student Internship Report - Tran Van Hoang Thuyen PART III CONCLUSION An eight-week internship is not a long period However, it is really a useful time for me to practice myself and learn new things The working environment was not as simple as what I have imagined, which caused me worried at the first time Then, the more I worked at the company, the more I found interested in it Working in a professional environment and with friendly, knowledgeable colleagues, I was supported much so that I could improve my team-working manner, communication skill and time management Especially, being trained at the company, I had chances to use my English skills when welcoming representatives from foreign countries or preparing documents After the internship, I find out that I love this environment and I may get a job in this area To get this target, I am going to return Vinh University and get more knowledge, preparing for my future job I would like to give many thanks again to Vinh University and Viet Smile Limited Company that gave me a chance to train myself and orient me to my future profession 14 Student Internship Report - Tran Van Hoang Thuyen PART IV : RECOMMENDATION The role of the program of university is undeniable However, the ability of graduate students not meet the requirements of society Lessons focus on too much on theory The teaching program does not include the urgent demand of the society and update of knowledge for working, that causes confusion and students not meet market needs when leaving school I would like to have some suggestions for Department of Foreign Languages - I hope the Department of Foreign Languages should make changes in our program We should reduce teaching theory and increase by practicing We should increase time for translation, interpretation and listening The Department should take lessons from real life into the lesson plan to help students not surprised by the too large difference between theory and practice - Besides, I think Foreign Language Department should teach students more working skills in the future I have practiced in a very dynamic working environment First, I felt surprised and confused in communicating with the others I hope our department will have effective strategies to improve students’ communicating skills and languages in business and daily life - Moreover, The Department should help students practice more by some ways such as talking to their teachers, organizing English clubs… It will help students express and widen their knowledge The Department can organize more competitions to give students chances to speak English more Students can practice the skills needed for work in the future as teamwork skills, public speaking skills, communication skill, etc - Finally, The Department should teach students skills to analyze, synthesize and evaluate issues…and training students communication skills and interview skills in any situation The Department also should contact with the companies which use English and create more chances for the students to practice I also wish to share some experiences for students before practice - Many students complain that their work experience is so boring However, if you choose carefully, you can find companies with better training programs Firstly, you should select the appropriate place to practice so that you have a chance to show your capabilities You should find some information and rules about the company or places where you will practice and have background knowledge about your jobs - Besides you should pay attention to other thing such as : * Specific time to practice time from start to finish * Your responsibilities and duties in the company 15 Student Internship Report - Tran Van Hoang Thuyen * The business activities of the company, especially the department where you want to practice * What the main priority of the job is and relationships with other departments * Making reference the previous report to draw experience * Making a good relationship with the internship In summary, to get high efficiency, you need to have a good preparation concerning not only knowledge but also psychological aspect It depends on each person's adaptability Students who have patience, openness, and good relationship with company employees will soon get the data and better guidance The key to success is to be hard working, enthusiastic and well the work assigned 16 Student Internship Report - Tran Van Hoang Thuyen VINH UNIVERSITY DEPARTMENT OF FOREIGN LANGUAGES TRAN VAN HOANG THUYEN STUDENT INTERNSHIP DIARY Nghe An, April 2014 17 Student Internship Report - Tran Van Hoang Thuyen Time Intern Content Week I Monday 24/02: (from - Morning: Came to meet Board of Director to permit to be 24/02/2014 practiced in the company and visited it To - Afternoon: Made friends to each other members in the 28/02/2014) company Tuesday 25/02: - Morning: Studied the company’s information and learnt what to - Afternoon: Continued studying the company and met other officers Wednesday 26/02: - All day: I was on duty to pick phone and met customers to be consulted Thursday 27/02: - All day: I was on duty to pick phone and cleaned the office Friday 28/02: - All day: practiced to consult to customers about HIV/AIDS Week II Monday 03/03: (from - Morning: Watched and learned with consulting work and 03/03/2014 answered customers’ questions related to HIV/AIDS to - Afternoon: Translated HIV/AIDS and LGBT Community 07/03/2014 documents into English Tuesday 04/03: - Joined the offline exchange between the organization and HIV/AIDS infected people and LGBT community Wednesday 05/03: - Translated some documents of difficulties in “Coming out” of LGBT Community Thursday 06/03: - Joined a realistic program around Hoan Kiem Lake and talked to foreigners about HIV/AIDS, by the way, consolidated my English skills Friday 07/03: - Was on duty to pick phone, cleaned the official room and found information about the Company’s structure 18 Student Internship Report - Tran Van Hoang Thuyen Time Week III (from 10/03/2014 to 14/03/2014 Intern Content Monday 10/03: - Learned officers’ experiences, their difficulties and advantages Tuesday 11/03: - Joined in YOUNG AND HEALTH volunteering program Wednesday 12/03: - was on duty to pick phone and found information about the network Thursday 13/03: - Translated breaking news into English and read documents Friday 14/03: Spoke to foreigners and created a chance to improve English speaking skill Week IV Monday 17/03: (from - Joined in the offline YOUNG AND HEALTH and discussed 17/03/2014 the difficulties and advantages of LGBT Community for Coming Out to and solutions 21/03/2014) Tuesday 18/03: - Was on duty in the office and consulted to students about HIV/AIDS prevention Wednesday 19/03: - Joined in a realistic program around Hoan Kiem Lake and spoke English about the program to foreigners Thursday 20/03: - Diffused the knowledge about HIV/AIDS prevention such as use condoms to protecting yourself skill against social evils… Friday 21/03: - Was on duty in the office and read documents Week V Monday 24/03: (from - Was on duty in the office and read English documents about 24/03/2014 LGBT Community to Tuesday 25/03: 28/03/2014) - Consulted to students about how to prevent HIV/AIDS and avoid getting pregnant Wednesday 26/03” - Was on duty and cleaned the office and read documents Thursday 27/03: - Visited city centre to collect information about HIV/AIDS prevention and met foreigners Friday 28/03: - Was on duty and read documents in the office Week VI (from 31/03/2014 to Monday 31/03: - Was on duty and consulted to customers about LGBT Community and more open and positive view for LGBT Community 19 Student Internship Report - Tran Van Hoang Thuyen 04/04/2014) Tuesday 01/04: - Joined in the offline of LGBT Community to prevent ``HIV/AIDS`` Wednesday 02/04: - Was on duty and read documents in the office Thursday 03/04: - Consolidated English speaking skill and discussed about planning project of the Network Friday 04/04: - Spoke to visitors about status HIV/AIDS infected people in their country Week VII Monday 07/04: (from - Was on duty in the office and integrated related papers and 07/04/2014 read documents to Tuesday 08/04: 11/03/2014) - Held meeting between leaders and staff, shared experiences and knowledge in working process Wednesday 09/04: - Was on duty and read documents in the office, found documents and translated into English Thursday 10/04: - Meeting for finishing my internship time in the company, submitted the papers to my manager Friday 11/04: - Helped other members in the company, thanked them for their warm help in these past days Said goodbye to Viet Smile Company 20 ... of Business Mr Le Tuan Anh Ms Lai Minh Hong Projectional Dep Business Plan Department Mr Nguyen Dinh Thu Administrative and Accounting Dep Ms Nguyen Hong Thuy Mr Nguyen Thanh Trung HIV Prevention... Smile Consulting, Training and Communication Limited Company Address: No 35- Alley No 720, La Thanh Street, Ba Dinh District Hanoi City, Vietnam Tel: 0967490234 Viet Smile Company has established