Internship report at Quang loc nutrition joint stock company

THUONG MAI UNIVERSITY FACULTY OF ENGLISH INTERNSHIP REPORT Company QUANG LOC NUTRITION JOINT STOCK COMPANY Student’s name Nguyễn Thùy Dung Class K55N3 Student Code 19D170147 Supervisor Mr Phạm Quang T[.]

THUONG MAI UNIVERSITY

FACULTY OF ENGLISH

INTERNSHIP REPORT

Company:

QUANG LOC NUTRITION JOINT STOCK COMPANY

Student’s name : Nguyễn Thùy Dung

Student Code : 19D170147 Supervisor : Mr Phạm Quang Trúc

HA NOI – 2023

TABLE OF CONTENTS

LIST OF ABBREVIATIONS ii

LIST OF IMAGES AND TABLE iii

ACKNOWLEDGEMENT iv

CHAPTER 1: OVERVIEW OF QUANG LOC NUTRITION JOINT STOCK COMPANY 1

1.1 General information about Quang Loc Nutrition Joint Stock Company 1

1.1.1 The process of foundation and development 1

1.1.2 Functions and missions 2

1.1.3 Organizational Structure 3

1.1.4 The business result of the company 5

1.2 General information about the Internship Department 7

CHAPTER 2: INTRODUCTION OF THE INTERNSHIP PROCESS 9

2.1 The internship process 9

2.2 Challenges and lessons during the internship process 11

2.2.1 Challenges 11

2.2.2 Lessons 13

CHAPTER 3: THE CIRCUMSTANCE OF USING ENGLISH AT THE INTERNSHIP COMPANY 15 3.1 The situation of using English 15

3.2 Proposed Solutions 18

CHAPTER 4: PROPOSAL OF THE GRADUATION THESIS TOPIC 20

CONCLUSION 21

REFERENCES 22

LIST OF ABBREVIATIONS

3 KPI Key Performance Indicator Chỉ số đánh giá hiệu quảcông việc

LIST OF IMAGES AND TABLE

Name

Image 1 Logo of Quang Loc Nutrition Joint Stock Company

Image 2 The organizational structure of Quang Loc Nutrition Joint Stock

CompanyTable 1 Business result of Quang Loc Nutrition Joint Stock Company

Quang Loc Nutrition Joint Stock Company is a company that produces and exportsanimal feed For over 10 years of operating in this field, it is considered one of the leadingenterprises contributing to bringing the best products to the customers in Hung Yenprovince In addition to constantly researching and developing, the company alwaysseizes opportunities to cooperate with foreign partners to expand the international marketsand strengthen Vietnamese animal husbandry products’ quality

First of all, I would like to thank the Faculty of English – Thuongmai University forfacilitating me to learn and experience during the internship period at Quang LocNutrition JSC Moreover, the enthusiastic support of the board of directors as well as theother departments in the company also back me up in the process of applying knowledge

to practical work, thereby giving me an objective perspective of the usage of English inthe commercial field

After a four-week internship period, I was created in many favorable conditions to betrained and participate in practical work, thereby cultivating a lot of experience andcompleting the internship report

In the process of making the report, it is inevitable that there will be shortcomings, I hopethat the teacher soon read over and make some suggestions so that I could improve itbetter

Hanoi, February 5th, 2023 Student

Nguyen Thuy Dung

CHAPTER 1: OVERVIEW OF QUANG LOC NUTRITION JOINT STOCK

COMPANY

1.1 General information about Quang Loc Nutrition Joint Stock Company

Image 1 Logo of Quang Loc Nutrition Joint Stock Company

Official name: QUANG LOC NUTRITION JOINT STOCK COMPANY

Registered Name: CÔNG TY CỔ PHẦN DINH DƯỠNG QUẢNG LỘC

Established date: 11-11-2009

Founder: CEO Le Quang Khai

Head Office: Ta Trung Village, Chinh Nghia Commune, Kim Dong District, Hung Yen.Number of employees: 100

Tax code: 0900 513 702

Contact number: 0912 112 468

Quang Loc Nutrition Joint Stock Company is one of 50 enterprises operating in the field

of manufacturing animal food products in Hung Yen province It was established in 2009and licensed to operate on 11th November 2011 with a charter capital of 100 millionVND

During 14 years of building and development, the Company not only provides animalfeed for large domestic companies and corporations but also brings important values toVietnam's livestock industry The company's leading partners include Proconco, MAVINAUSTFEED, JSC In addition, in recent years, the company has reached out to foreignmarkets such as China, Japan, India, etc contributing to making the name ofVietnamese animal feed products

As a reputable company in this industry, it is not only experienced but also hasenthusiastic and well-qualified staff Therefore, the company is expanding more andmore and promoting sustainable economic development

Previously, the company was called Hung Yen Animal Feed Joint Stock Company In

2011, the Chairman of the Board of Directors signed a decision to change the company'sname to Quang Loc Nutrition Joint Stock Company

Since its establishment, the company has experienced the following stages ofdevelopment:

- 2009 - 2011: The company mainly collected and processed raw materials for animalfeed, cooperated in distributing some types of products of Mavin AUSTFEED company

in Hung Yen province

- 2012: The company officially opened the animal feed production line

- 2017 – present: The company has expanded the market to foreign countries bycooperating with counterparts from China, Japan, India, etc…

1.1.2 Functions and missions

In recent years, the livestock, poultry and aquaculture industries have been growing byleaps and bounds, leading to increasing demand for animal feed Quang Loc NutritionJoint Stock Company has the function of manufacturing, trading and supplying themarket with weight-gainer feed products for pigs, chickens, ducks and fish to meetdomestic and export demand.

In addition, the company also sets out the following basic missions:

- Support farmers in purchasing rice bran and corn as raw materials for animal feedproduction

- Expand and develop domestic and foreign markets, contribute to the national budget,and create jobs for laborers

During the development career, the company always clearly defines the mission, goals;sets the right direction and solution for implementation Therefore, the company alwayssuccessfully achieves the set targets, contributing to the overall development of theanimal feed industry

1.1.3 Organizational Structure

To perform well the tasks of production and business, any company or enterprise mustorganize its management structure suitable for the business and production conditionsand make the most of the available resources to achieve optimal efficiency At QuangLoc Nutrition JSC, the management structure is the functional organizational structure.The functional departments perform specialized tasks and advise the director to bothensure the performance of professional operations and shoulder the responsibility ofgeneral management

The organizational structure of Quang Loc Nutrition Joint Stock Company is shown in thefollowing diagram:

Image 2 Organizational Structure of Quang Loc Nutrition JSC

Specifically, the duties of each department in the company's organizational structure are

as follows:

- The Board of Directors: 1 director and 1 deputy director.

The director holds the highest authority and is responsible for the generalmanagement of the company's production and business activities and is responsible

to the Board of Directors for the business results of the enterprise

The deputy director is responsible for consulting and assisting the director incommanding, operating and managing the company

- The Functional Departments

 Import-Export Department: perform the work related to the import of raw

materials, products for production, storage activities and export of finishedproducts to foreign markets for products export

 Sales Department: direct the company's business plan, and perform import-export

business tasks for the approved business plans of the company

 Technical Department: is directly responsible for the management of machinery

and equipment, completes production technology, improves product quality,ensures that the production process is continuous with the highest capacity

 Marketing Department: analyze market demand for the company's products,

organize distribution network management, find customers, market, price,promote the competitiveness of the business

 Finance Department: manage financial activities, revenue and expenditure, budget

allocation

 Organization Department: organize the management structure, human resources,

research and propose the work of human resources, management and labor.Manage salary and income of employees, reward and discipline regimes, tradeunion work, social insurance, health insurance, etc…

 Administration-Security Department: receive guests, protect the safety and

stabilize production for the Company

1.1.4 The business result of the company

The below table shows the company's business results from 2018 to 2020 It can be seenthat the profit of the company in 2019 rose significantly, but this figure decreased sharply

in the next year In 2020, the Covid-19 pandemic broke out all over the world so itsdecline was inevitable

(Information from the business results report)

Net Revenue: it is apparent that a downward trend was experienced in the net revenue of

the company throughout the time frame In 2019, Quang Loc Nutrition Joint StockCompany had a net revenue of 46745.3 million VND and this figure declined to 5042.50million VND This is the period that Vietnam had to implement social distancing andclose borders, so the company suspended all import and export activities

Profit from operating activities: the company earned 2611.78 million VND profit frombusiness activities in 2019 and this year is considered a successful period since itsestablishment However, it decreased notably by 7.6% (equivalent to 214.86 millionVND) in the next year In the research period, 2020 is the year that the company uses theleast money for its operation because it had to cut labor and production costs due to theprolonged social distancing situation

PBT and PAT: Because of the drop of those criteria above, profit before and after tax in

2020 also recorded negative growth As shown, the difference between the two is notsignificant

1.2 General information about the Internship Department

The main function of the Import-Export department at Quang Loc Nutrition Joint StockCompany is managing, controlling and coordinating the entire supply process This is themost significant department to manage many professional activities and stages, which areinvestigating foreign markets, conducting negotiation transactions, signing contracts toperform contracts, transferring ownership to the partners when the products are shipped tothe port and completing the payment

However, since the company has had stable partnerships with many oversea counterparts

in recent years, the duties of the import-export department have been partially simplifiedwhen the market analysis and customer search are no longer needed

The duties of the import-export department are carried out through each job position,specifically:

- Import-Export Staff:

 Receive orders and contact customers for price quotes

 Draft foreign trade contracts and negotiate contract terms

 Create orders, make invoices and prepare payment documents

 Coordinate with the transport company to conduct customs declaration

 Track order status and exchange with customers about shipment progress

In general, Import-Export staff should have basic computer skills In addition, they need

to achieve a certain level of English and be able to communicate in English In a positiondealing with international trade, import-export staff needs to be able to understand theircounterparts

- Operations Staff (OPS):

 Receive and process information and documents with related parties such ascustomers, shipping units, tax and customs authorities.

 Manage and monitor the condition of shipments at the port or in the warehouse toprepare to put them on the means of transport

 Directly coordinate at warehouses and ports

- Documentation staff:

 Draft, adjust, supplement and update common import and export documents such asbills of lading, contracts, invoices, arrival notices, delivery orders, customsdeclarations

 Keep in touch with customers to regularly update on the time and status of theshipment

 Store all records and documents in all transactions

Because documentation staff often have to use English to draft documents and exchangeinformation with customers, they must have reading comprehension skill and masterEnglish grammar

CHAPTER 2: INTRODUCTION OF THE INTERNSHIP PROCESS

2.1 The internship process

My internship took place within one month at Quang Loc Nutrition Joint Stock Company

I was assigned to the import-export department and worked as an Import-Exportemployee, which performed many tasks related to dealing with foreign customers inEnglish I started working here on 3rd January 2023 and was handed over the facilities aswell as the tasks that I would undertake during the internship period Working timestarts at 7:00 am and finishes at 4:00 pm I worked from Monday to Saturday

On the first day of work, the supervisor introduced me to the department and the basicduties that I was assigned With the help of other colleagues, I have cultivated a lot ofpractical knowledge and skills such as writing a commercial contract, negotiating withcustomers effectively, working carefully, getting on well with everyone in the departmentand so on Furthermore, the work environment also gave me many opportunities to applywhat I have learned from Business English major to my work This experience gave memany valuable lessons and made me better before graduation

The table below presents information about specific tasks that I implemented during afour-week internship period:

Week 1 From January 3rd, 2023 to

January 7th, 2023 - Providing personal information to completethe profile before starting working at Quang

Loc Nutrition Joint Stock Company

- Learning by heart and signing an agreement tocomply with the company's regulations andcreate work accounts during the internship

- Meeting with the supervisor and the teamcooperating to exchange about duties,requirements and schedules

- Starting training course by graspinginformation, working process as well asrelated skills about data analogy andnegotiation

Week 2 From January 9th, 2023 to

January 14th, 2023 - Learning how to use the company’s softwaresystem.

- Starting with basic tasks such as translatingcustomers’ orders into Vietnamese, makingthe opening of the presentation for themonthly meetings, etc

- Learning to learn how to input shipment datafor customs declaration

- Getting instructions on categorizing andanalyzing information on products to assistcolleagues draft contracts easily

- Learning how to write emails such asresponding to purchase orders, queries,confirming orders and checking foreigncustomers’ ones every day

Week 3 From January 16th, 2023

to January 20th, 2023 - Participating in Monday’s meeting withImport-Export Department to get information

about specific tasks; gain more knowledge