Internship report at Omanco material vietnam

THUONG MAI UNIVERSITY FACULTY OF ENGLISH

THUONG MAI UNIVERSITY

Over the past ten years, there is no denying that the English language hasrapidly risen to the top of the list of languages used in trade and commerce Theability to communicate effectively in English is increasingly essential for anyindividual to succeed in their work Additionally, English is increasingly a need forsome particular positions, particularly those connected to import and export activity.Almost all business communication today takes place in English, including email,presentations, sales and marketing, and even company legal papers

Recognizing the value of English in the business world, I have chosenOMANCO Import and Export Joint Stock Company as my destination so that I canlearn, get experience, and improve my English OMANCO is among the mostesteemed businesses offering import, export, and logistics services The workingenvironment there is very flexible and creative, I can change my working hour aslong as it suits me and make sure I am able to finish all of the tasks on time.Furthermore, people at OMANCO are also very friendly They are willing to help,support, and share practical knowledge to help me develop skills at the maximumrate

Therefore, through this internship report, I will be able to share my entireexperience and all of the valuable things I learned at OMANCO In order to assist

me to complete the internship course and set me on the proper route for my futureprofession, I hope the report will serve as a testament to the accomplishments I havemade in the internship program

TABLE OF CONTENTS

LIST OF DIAGRAMS AND TABLES iii

LIST OF ABBREVIATIONS iv

INTRODUCTION i

PART 1: AN OVERVIEW OF OMANCO MATERIAL VIETNAM COMPANY LIMITED 1

1.1 Information about Omanco Material Vietnam Company Limited 1

1.1.1 General information about the company 1

1.1.2 The process of establishment and development of the company 2

1.2 Organization structure 3

1.3 Functions and duties of Omanco Vietnam Materials Co., Ltd 6

PART II: GENERAL INFORMATION ABOUT MY INTERNSHIP DEPARTMENT 7

2.1.  The tasks in the internship process 7

2.1.1 Translating 7

2.1.2. Writing or replying to partners’ emails and letters 7

2.1.3. Making daily report 8

2.2 The difficulties I encountered during the internship program 8

2.3 The lessons from the internship 10

PART III: THE REALITY OF USING ENGLISH IN OMANCO 12

3.1 Description of the status of English use of staff in the company 12

3.1.1 The general status 12

3.1.2 The difficulties resulted from not being able to use the English language 14 3.2 Proposal of solutions to improve the English competence of Omanco’s employees 15

PART VI: SUGGESTED TREND FOR THE THESIS 17

CONCLUSION 18

LIST OF DIAGRAMS AND TABLES

Figure 1.1 3Table 3.1 Survey of the ability to use English of Omanco staff 12Table 3.2 Survey of ability to use English of staff in each department 13Table 3.3 Survey of ability to write a good email and read documents well ofemployees in each department (Unit: person) 14

PART 1: AN OVERVIEW OF OMANCO MATERIAL VIETNAM

COMPANY LIMITED

1.1 Information about Omanco Material Vietnam Company Limited 1.1.1 General information about the company

- Full name: Omanco Material Vietnam Company Limited

- Registered name: Công ty TNHH Nguyên liệu Omanco Việt Nam

- Abbreviation name: OMVCL

- Address of Headquater: 16, number 17, Pham The Hien Street, Tran Hung Dao district, Thai Binh city, Thai Binh province, Vietnam

- Branch: 2B Tower,289 Khuat Duy Tien Street, Cau Giay district, Hanoi, Vietnam

- Email: export01@omanco.com.vn / luunga@omanco.com.vn

- Telephone number: +842.273.844.129

- Tax code: 1001064569

- Date of operation: 14/05/2015

- Main job: Lumber and Other Construction Materials Merchant Wholesalers

- CEO: Luu Thi Thu Nga

Omanco Material Vietnam Company Limited is proud to be a provider ofbuilding materials, such as gypsum, coal, cement, and clinker, and is dedicated toupholding high standards for product quality Quang Ninh Cement, Tan TrieuCement, and Cement Cement are just a few of the reputable cement companiesthroughout the nation from which Omanco sources its cement and clinker productsfor export to foreign markets Hai Phong Vicem Cement and Bim Son Cement Thesigning of contracts with foreign companies in countries like Singapore, Japan, thePhilippines, Taiwan, Australia, and China helps Omanco Vietnam establishconfidence with them Additionally, Omanco sells coal, gypsum, and otheradditives to major local producers of building materials such as Vicem Tam Diep,Vicem But Son, and Ha Long Cement Notably, Omanco Vietnam is also one of theagents of Vicem But Son

1.1.2 The process of establishment and development of the company History and achievements:

In May 2015, Omanco Vietnam Materials Co., Ltd was established with the original name Hungking Vietnam Co., Ltd., currently headquartered at No 16, Street 17, Pham The Hien Street, Group 4, Tran Ward Hung Dao, Thai Binh City, Thai Binh Province, Vietnam

- For the domestic market:

During 7 years of development and continuous efforts, up to the present time,Omanco Materials Vietnam Co., Ltd has held many bidding packages with partnerswho are large cement factories across the country

In 2016, Omanco won the bid for the gypsum supply package invited by SongThao Cement Joint Stock Company

In 2018, Omanco Vietnam Materials Co., Ltd won the bid for the packageSupplying natural gypsum for cement production by Vicem Gypsum Cement JointStock Company invited to bid with an independent role

In 2019, in the tender package Supplying coal for production 1 (June 2019) forVicem But Son Cement Joint Stock Company, Omanco Vietnam won the bid with awinning price of more than 184 billion VND (0.4 percent lower than the previousyear’s bid package price); Or, in the package Supply of coal bran 4a.1 (May 2019)

of Vicem Tam Diep Cement Company Limited, Omanco Vietnam was the winningbidder with a winning price of 225 billion VND (5.18% lower than 5.18%compared with the package price)

In addition, Omanco Vietnam owns several other bidding packages such as theProcurement of grinding aids in 2019 (winning bid price of 29.6 billion) for BimSon Cement Joint Stock Company; Supplying iron-rich soil (laterite) for production(the winning price of 20.2 billion) and supplying black silica stone for productionfor Ha Long Cement Joint Stock Company; Supplying technology materials forproduction for Vicem But Son Cement Joint Stock Company…

Omanco Vietnam also provides coal bran for production (October 2020) andgypsum for cement production (January 2020) to Vicem But Son Cement JointStock Company; procurement of gypsum package No 2 in 2020 (April 2020) for

Bim Son Cement Joint Stock Company; supply Oman natural gypsum forproduction in 2020 (April 2020) for Ha Long Cement One Member LimitedLiability Company.

For overseas market

During the establishment and development phases, Omanco imports productswith clear provenances and standards-based testing from China, the Philippines,Singapore, Australia, and other countries Quality standards are in line with factoryspecifications

After two years of operation, in 2017, Omanco Materials Co., Ltd started toexpand its overseas markets by supplying cement and gypsum for large factories inAsian nations like the Philippines, China, Taiwan, and Singapore By utilizing itsexisting customer relationships with foreign companies and international businessexperiences

1.2 Organization structure

The organizational structure of Omanco Vietnam Materials Co., Ltd is in theform of an online model, which is a suitable model for the size of the companythanks to the highly centralized unity, clear responsibility regime, and informationdirectly and quickly accurately

Figure 1.1 Source: Internal training document of OMANCO Company

Materials andEquipmentDepartment

Accounting

Department

SalesDepartment

Material export Department

Import-Administration

- HumanResourcesDepartment

Deputy DirectorDirector (CEO)

- Being the most powerful person in the Company, responsible for allproduction and business activities of the Company before the State and the law

- Overall management of departmental activities

- Directly in charge of staff work

- Decide on policy-related issues, direct professional development, andimprove working conditions for officials and employees

- As an account holder of companies and have the right to recruit and fireemployees

Deputy Director: Receives tasks directly from the director, and advises the

director on related policies and plans Responsible for managing all activities of thedepartment according to the field of management of the factory's goods and thecurrent production status Joint venture signed contracts with customers Makeplans to buy and sell materials, goods, raw materials, spare parts, equipment, andmachinery

Sales Department: This department includes 1 Manager (in charge of Sales

and Procurement Planning), and 4 employees The basic task of the Department is

to develop the domestic business segment with two main products, Cement andGypsum The sales department is in charge of bidding planning, setting andimplementing monthly and quarterly business targets, and is responsible for thecompany's domestic revenue and profit

Administration - Human Resources Department: This is the recruitment

department and performs the trade union administrative work of the company It isalso the Department to keep records and support procedures for employees in thecompany

Material Import-Export Department: Including 1 Manager, 1 Deputy

(playing the role of Overseas Sales and Import-Export Planning), and 6 employeesdivided into two Import and Export departments

The Import Department consists of 2 employees who act as a coordinator withthe Domestic Sales Department to receive orders, plan to source goods and carryout the import process:

- Analyze received quotes, and estimate import costs (transportation fees,import taxes, etc)

- Drafting foreign trade contracts and negotiating contract terms

- Prepare payment documents (open L/C, T/T, money transfer )

- Perform the necessary work for international transportation to bring thegoods to the warehouse

- Carry out customs declaration

- Collect input inventory

The Export Department consists of 4 employees divided into two segmentsExporting Clinker and Cement, coordinating with the Head and Deputy of theDepartment Receiving orders from foreign partners, looking for new customers, andmaintaining relationships with the system of old customers The export process ofOmanco Vietnam company is as follows:

- Prepare and process all sales categories such as quotation files, proposedselling price, product list, category, customer list, and customer classification bypriority

- Deal with customers daily, send emails, and quotes, introduce productimages, and interact and track each customer's needs

- Handling information, inquiry letters, exploiting and maintaining thetransaction volume according to the target In addition, expand customer search to afew B2B sites

- Taking care of customers, understanding customer needs, planning andimplementing transaction plans with each customer, searching for orders, andgiving order results

- Implement order fulfillment, provide correct and sufficient inputinformation, monitor and cross-check with other departments, QA/QC to ensureorders are executed on schedule, in schedule, Correct format

- Processing export documents for each order, with the support ofdocument staff to ensure accurate, complete, and timely documents

- Always in a proactive position to transact, find customers, assistcustomers, and generate export sales

Department of Materials and Equipment: includes 1 Manager and 4

employees who are solely responsible for the import of materials and equipment forconstruction and raw material production of manufacturing plants

Accounting Department: This department includes 1 Chief Accountant and 3

Accountants In charge of examining and taking responsibility for documents andprocedures related to the law such as monthly tax returns, monthly and yearly taxreports, financial statements, excise taxes, etc Partitioning the work of calculating,storing, and entering internal expenditure data Plan the company's financial goals

1.3 Functions and duties of Omanco Vietnam Materials Co., Ltd

* Vision:

Intending to become one of the leading suppliers of raw materials andequipment in the country, Omanco Materials Vietnam Co., Ltd always strives toexpand its market size not only in the country but also to build up its position in theworld The Company aims to contribute to improving the quality of life ofVietnamese people and raising the quality of the country's products in theinternational arena

* Mission:

“Omanco Vietnam – Contributing to the construction of all works.”

Omanco Vietnam evaluates success based on the success of customers andrelated partners That success must necessarily be based on factors of high quality(services with international standards), safety and meeting technical standards, andsolutions with appropriate progress

* Business Features

Omanco Vietnam Co., Ltd is a commercial enterprise specializing in theWholesale of construction materials and other installation equipment The mostprominent feature of commercial enterprises is the importation of goods andservices from foreign suppliers, production enterprises, and sale to customers Thecompany purchases goods and resells them to business partners and organizationsnationally and internationally

PART II: GENERAL INFORMATION ABOUT MY INTERNSHIP

DEPARTMENT

When I decided to take part in an internship program at Omanco Vietnam Co.,Ltd, I was given an opportunity to work in Material Import-Export Department as aMaterial Import-Export intern As I mentioned above, this department is dividedinto two divisions, namely the Import division and the Export division There aresix employees in the Material Import-Export Department department, including 2employees in Import Division and 4 people in Export Division

2.1.  The tasks in the internship process.

2.1.1 Translating

-   Translation at the Import-Export Department is regarded as a considerableduty in comparison to the other Departments Email translation and text translationbetween two languages are two common uses of translation

-  Email translation is related to product descriptions, emails about foreigncooperation, and potential launches Because these emails are almost from the UK.English - Vietnamese translation version is used more frequently The length ofeach email is usually about two to three pages

-  Translated documents will be submitted to our supervisors This taskrequires us to have responsibility for our translation

-  Because it involves construction specs, text translation is trickier than emailtranslation For the purpose of comprehending and obtaining knowledge regardingthe new regulations of international commercial terms in importing, all materialswill be translated from English into Vietnamese The book has between 10 andtwenty pages The manager's requirements state that this task must be completed ontime

2.1.2. Writing or replying to partners’ emails and letters

-  These emails are about business inquiry letters, quotation letters, orderletters, and complaint letters

-  Writing emails to suppliers according to the above email or letter is usuallydone after searching the good products, suiting the demand of the company which is