INTERNSHIP REPORT Vietnam institute for advanced study in mathematics (2)

THUONG MAI UNIVERSITY FACULTY OF ENGLISH  INTERNSHIP REPORT Organization VIETNAM INSTITUTE FOR ADVANCED STUDY IN MATHEMATICS Student’s name Pham Anh Tuyet Class K55N2 Student code 19D170121 Super[.]

THUONG MAI UNIVERSITY

TABLE OF CONTENTS

TABLE OF CONTENTS i

LIST OF TABLES AND CHARTS i

LIST OF ABBREVIATIONS iii

INTRODUCTION iv

CHAPTER 1: OVERVIEW OF VIETNAM INSTITUTE FOR ADVANCED STUDY IN MATHEMATICS 1

1.1 Information and Development of VIASM 1

1.1.1 General Information about VIASM 1

1.1.2 Establishment and Development of VIASM 2

1.1.3 The major field of VIASM 2

1.1.4 Organizational Structure of VIASM 4

1.1.5 Achievements in the period of 2012-2022 5

1.2 Information about VIASM Office 6

1.2.1 Organizational Structure of VIASM Office 6

1.2.2 Function and Responsibilities of the Position 7

CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS IN VIASM 9

2.1 The tasks are performed during the Internship 9

2.2 The Difficulties and Experiences in Internship Process in VIASM Office 14

2.2.1 The Difficulties 14

2.2.2 The Experiences 15

CHAPTER 3: THE REALITY OF THE USE OF ENGLISH IN VIASM 17

3.1 Describing the using English in VIASM 17

3.2.Causes of the weaknesses in using English at VIASM 18

3.3 Some solutions to improve the use of English in the working environment at VIASM 19

CHAPTER 4: SUGGESTION FOR THE SUBJECT OF GRADUATION THESIS 20

CONCLUSION 21

REFERENCES 22

LIST OF TABLES AND CHARTS

Image 1.1: Image about VIASM 1

Diagram 1.1: Organizational structure chart of VIASM 4

Diagram 1.2: Organizational structure chart of VIASM Office 7

Table 2.1: Internship schedule in week 1 10

Table 2.2: Internship schedule in week 2 11

Table 2.3: Internship schedule in week 3 12

Table 2.4: Internship schedule in week 4 13

LIST OF ABBREVIATIONS

No Abbreviations English meaning Vietnamese meaning

1 VIASM Vietnam Institute for Advanced

Nam

6 MOET Education and Training in

Vietnam

Bộ Giáo dục và Đào tạo

7 Assoc.Prof Associate Professor Phó Giáo sư

of the country.

VIASM is a research institute in the field of mathematics, directly under theMinistry of Education and Training The goal of VIASM is to become an excellentcenter of mathematics, with a working environment equivalent to some developedcountries in mathematics, for academic exchanges to improve the scientific capacity

of Vietnamese and enhance the position of Vietnamese Mathematics in the world

In an international working environment like VIASM, the use of English isvery common which requires each employee not only to know the job’s expertisebut also to have a good command of English for communication and related work.English is considered the official language of communication among researchers,students, and employees at VIASM After being allowed by the English Faculty ofThuongmai University, I was fortunate to be an intern at the office of VIASM in arole of an administrative specialist I chose VIASM because I find its mission to beimportant and relevant to my career goals After more than four weeks (from2023/01/02 to 2023/02/09), I completed my internship and followed this report as asummary of what I gained from the experience

My special thanks are due to supervisor Mr.Pham Quang Truc who give meassistance and guidance, the teachers at the Faculty of English, as well as the staffmembers of VIASM for helping me complete this report which I have tried tocomplete with full dedication Due to the limited time and my experience, the reportcan not avoid getting mistakes I am honored to receive comments to improve myinternship report

CHAPTER 1: OVERVIEW OF VIETNAM INSTITUTE FOR ADVANCED

STUDY IN MATHEMATICS 1.1 Information and Development of VIASM

1.1.1 General Information about VIASM

Image 1.1: Image about VIASM

(Source: Vietnam Institute for Advanced Study in Mathematics)

VIETNAM INSTITUTE FOR ADVANCED STUDY IN MATHEMATICS (hereinafter abbreviated as “VIASM”) is a research institute

under the Vietnam Ministry of Education and Training (MOET)

Below is the general information about the Institute

 Official name: Vietnam Institute for Advanced Study in Mathematics

 Vietnamese name: Viện Nghiên cứu cao cấp về Toán

 Tax code: 0105391985

 Office headquarters: No.157 Chua Lang Street, Lang Thuong Ward, Dong

Da District, Hanoi, Vietnam

 Institute Legal Representative: Professor Nguyen Huu Du

 Founding date: 23/12/2010

 Telephone: (024) 3623 1542

 E-mail: info@viasm.edu.vn

1.1.2 Establishment and Development of VIASM

VIASM was established on December 23, 2010, under Decision No.2342/QD-TTg of the Prime Minister and officially came into operation in June

2011 VIASM was established within the framework of the National Program forthe Development of Mathematics from 2010 to 2020 (NPDM) Regulation onorganization and operation issued together with the Decision of the Prime MinisterDecision No 2343/QD-TTg dated December 23, 2010

In 2011, the Institute used the campus of the Hanoi University of Science andTechnology on the 7th floor, of Ta Quang Buu Library With the help of theMinistry of Education and Training, VIASM has moved its headquarters to 157Chua Lang Street, Dong Da, Hanoi since April 2020

The main missions of VIASM are to become an excellent academic center formathematicians in other institutes and universities to carry out valuable ideas andgood quality research, as well as assist talent training This is a place to improvemathematical research capability in universities and institutes in Vietnam, and to bethe main institution in implementing the NPDM

VIASM’s strategy for the period 2010-2020 was approved by the PrimeMinister on August 17, 2010, under Decision No.1483/QD-TTg The goal of theprogram is to find breakthrough solutions to develop a strong Vietnamesemathematics background in all aspects of research and application, meeting thecountry’s development needs in fields such as science, technology, education andtraining, economy, and defense consolidation

After many years of operation, VIASM has officially stabilized with manymajor international cooperation activities and welcomed many domestic and foreignresearch groups to work As a place in charge of important scientific research,supporting and training researchers and training the team of students to participate

in major competitions in the world such as the International Mathematics Olympiad

1.1.3 The major field of VIASM

Support and connect research groups, research fellows, and students

Most of the research fellows come to work at VIASM in research groups.Research fellows are sent on secondment to VIASM to work full-time During their

visits, they might organize academic activities (workshops/conferences,lectures,seminars) which were planned in their research proposals They can also ask theVIASM Board of Directors and the Scientific Council to make adjustments to theirproposals (if necessary) Research fellows can also invite international scientists(mostly professors) to come to collaborate on their scientific activities.

Organize seminars, conferences, mini-course, and workshops

Weekly seminars held by research groups are regular scientific activities.Conferences and workshops have been held with topics associated with researchgroups’ projects This can publicize research projects as well as encourage youngmathematicians, and undergraduate students to do research VIASM has alsoorganized schools (summer, autumn, and spring schools) and training courses forstudents, mini-courses for Math teachers, and public lectures

A regular conference of VIASM is the Annual Meeting which invites fivefirst-rate mathematicians every year to report on developments in their field ofexpertise, and generally not on their own work The reports are to be written by thetime of the meeting and will be published in a special issue of Acta MathematicaVietnamica

Cooperation activities

VIASM has promoted collaborative research about the applications ofmathematics in socio-economic sectors such as telecommunication, transportation,meteorology, hydrology, finance - banking through cooperation agreements withViettel Telecom Company; Department of Meteorology, Hydrology and ClimateChange (Ministry of Natural Resources and Environment); Vietnam Institute ofMeteorology, Hydrology, and Climate change; FPT; Joint Stock Commercial Bankfor Investment and Development of Vietnam (BIDV), etc

1.1.4 Organizational Structure of VIASM

Diagram 1.1: Organizational structure chart of VIASM

(Source: Vietnam Institute for Advanced Study in Mathematics)

Scientific Council

The Scientific Council of the Institute consists of leading Vietnamesescientists and abroad, led by Prof Ngo Bao Chau The Scientific Council assists theMinister of MOET in overseeing the Institute’s activities to discuss issues such asresearch orientation and training, organization and review of research groups

International Advisory Board

The role of the International Advisory Board is to meet regularly to evaluatethe performance of the institute and give suggestions to improve and develop theactivities at the institute The International Advisory Board was established in 2011and consists of six members who are Prof Jean-Pierre Bourguignon, Polytechnic

University of Paris; the President of the European Research Commission, Prof.Robert Fefferman- University of Chicago; Prof Benedict Gross- HarvardUniversity; Prof Phillip Griffiths-Institute for Advanced Study, Princeton; Prof.Martin Grötschel-Berlin Academy of Sciences and Humanities- Brandenburg; Prof.Madabusi Santanam Raghunathan- Institute of Technology Bombay (India).

Office and Research rooms

Since its establishment, the Institute has only had an office due to the goal ofensuring a lean and efficient operation The office undertakes administrative work,supporting conferences and research groups Research groups are organized to carryout scientific research tasks appropriate to each stage of the Institute’s development.Since 2018, the Institute has had a Data Science Laboratory with members who arecollaborators from domestic and foreign universities and institutes

1.1.5 Achievements in the period of 2012-2022

Thanks to the scientific reputation of Professor Ngo Bao Chau - ScientificDirector and members of the Scientific Council of the Institute including leadingscientists in the country and internationally From January 2012 to June 2015, therewere 91 international mathematicians coming from 14 countries and 32 Vietnammathematicians from abroad working at VIASM

In 2013, after 3 years of operation, VIASM was recognized by the EuropeanMathematical Society as one of the few “Emerging Regional Centers of Excellence”

in developing countries for the period 2013-2017 and the period of 2019-2023.VIASM is also a member of the Asia-Pacific Association of Mathematics inIndustry

Scientific activities at VIASM (during the period 2016-2021) have had asignificant impact on the research and application of Mathematics, facilitatingcollaboration between Mathematics and other sciences in Vietnam Since 2018, theInstitute has expanded activities such as an Open Math Festival to many differentareas outside of Hanoi Currently, the Asian region has only four recognizedresearch institutes in developing countries, including Iran, Vietnam, Malaysia, andIndonesia VIASM also pioneered the organization and implementation of manyactivities such as publishing Pi magazine, organizing Math exams, and organizing

the Vietnam Mathematical Congress with nearly 800 participating scientists.

In 2019, the Institute successfully organized the Vietnam - US MathematicalConference with the number of nearly 300 scientists attending, of which 50% werescientists from other countries In 2010, the number of mathematical publications inVietnam was about 300 articles By 2019, that number rose to 767 articles.According to data from the Vietnam Scientific Quantitative Group, the number ofISI publications on Vietnamese mathematics in the period from 2010 to 2018 hasincreased continuously, especially in 2018 ranked 32nd in the world with 304articles

With the above achievements, the National Program DevelopmentMathematics for the period 2010-2020 has contributed to bringing VietnameseMathematics from 55th to 35-40th place in the world and to the top of ASEAN.After 10 years in operation, the VIASM has fulfilled its initial objectives tobecome an excellent center for Mathematics, create an ideal academic environmentfor scientists and university lecturers to implement mathematical ideas and researchtopics in both pure and applied Mathematics; Provide support for talent training.VIASM’s operating model with excellent results achieved over the past 10 years is

a clear demonstration and has been institutionalized in accordance with Resolution52

1.2 Information about VIASM Office

1.2.1 Organizational Structure of VIASM Office

Currently, VIASM Office has 20 people including a Chief of Office, a DeputyChief of the Office, a Accountant, eight Administrative Specialists, and contractstaff according to Decree 68/2000/ND-CP

After nearly 10 years of renting the office, in 2020, the Institute officiallymoved to its headquarters at 157 Chua Lang, Dong Da, Hanoi, thus generating alarge amount of work related to the operation and administration infrastructure Atthe same time, in 2021, the Institute implemented the activities of the Math Programfrom 2021 to 2030 with new goals and tasks, so the demand for personnel of theInstitute has increased significantly since the end of 2020 In the coming period, theInstitute is expected to recruit new personnel to meet the job demand

Diagram 1.2: Organizational structure chart of VIASM Office

(Source: Vietnam Institute for Advanced Study in Mathematics)

1.2.2 Function and Responsibilities of the Position

In general, the Chief of Office and Deputy Chief of Office work with theBoard of Directors to give initiatives and monitor the activities of the office Theadministrative specialists who undertake administrative work, supportingconferences and research groups to ensure routine tasks of the Institute Thefollowing are the responsibilities of Administrative Specialists at VIASM

Administrative work

Administrative specialists will be in charge of all paperwork, bookkeeping,administrative data storage, and information linkage to specialized departments.They receive correspondence via email or post office, draft documents, andcontracts according to the assignment of tasks, copy the data, and transfer it toindividuals and departments at the request of the board of directors

Organizing briefings, seminars, summer schools, mini-courses

The administrative specialist is responsible for detailed planning for eventsand arranging meeting rooms on schedule and logistics for seminars, courses, andspecial schools at VIASM and stakeholders On a larger scale, in internationalconferences and annual meetings, all administrative specialists will be assignedspecific tasks in the organization, including sending invitations and bookingconference rooms, accommodation for speakers and researchers, conferencecontent, lecture content, etc

Manage administrative cost

Administrative expenses including telephone, taxi, express delivery, stationery

are sent to the general administrative specialist The administrative specialist mustensure that the administrative expenses are in accordance with regulations, andcases that exceed the regulations should be reported to the Board of Directors.

Allocate and control stationery and supplies for departments

Stationery, supplies, equipment, machinery imported, and machinery broughtfor repair will all be received, checked, handed over, and distributed byadministrative specialists Computer systems, air conditioners, and relatedequipment when needing maintenance are reported to general administrativespecialists to arrange to handle

Manage information and data in general

Administrative specialist in charge of information related to seminars,workshops, conferences, special schools, management and exploitation of allVIASM facilities, minutes of meetings, information, resumes, and profiles ofstudents and researchers When it is necessary to extract, copy, print documents,and transfer to related parties, all must be approved by the Board of Directors

Plan a field trip for students and lecturers

After each special school or international course, VIASM will organize fieldtrips for students and lecturers The administrative specialists will propose and get aconsensus on the tourist destination, make a travel plan, and submit it to the Board

of Directors for approval, book hotel rooms, and contact travel agencies to organizetours They compile to get a list of members for each field trip, arrange hotel rooms,and notify specific travel times so that departments can adjust and solve arisingproblems during the field trip

Organizing parties, rewards

Programs to take care of staff life at VIASM are also part of the duties thatadministrative specialists have to perform Budgets and plans will be prepared at thebeginning of each month and implemented in the same month Implementationdetails will be handled by the specialist responsible for coordinating with theparties, ensuring all activities go smoothly

CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS IN

VIASM 2.1 The tasks are performed during the Internship

I spent four weeks and worked as an administrative specialist on training inVIASM (from 2023/01/02 to 2023/02/09) My working timeline is according to theworking timetable of the Institution which is according to the calendar of Stateofficials (from Monday to Friday)

Office time: - In the morning: From 8:00 AM to 11:30 AM

- In the afternoon: From 13:00 PM to 17:30 PM

The following are the jobs that I learn about and undertake during myinternship weeks at the Institution

2.1.1 Week 1: From 2 nd January, 2023 to 6 th January, 2023

1 Monday, 2nd January - Meet the director of VIASM to confirm their

decision to let me become an intern

- Discuss with VIASM’s Board of Directors thework I undertake during the internship

- Get to know the staff in the office

- Visit function rooms and listen to instructions

on how to use equipment in the office

- Learn information about the history, mission,development orientation, basic rules of VIASM

2 Tuesday, 3rd January - Meet Assoc.Prof Nguyen Ha Nam was

responsible for guiding me during my internship

- Listen to the task and implement the bilingualNewsletter Vol 2 design

- Participated in a VTV meeting with VIASM’sBoard of Directors and write minutes of the meeting