Báo cáo thực tập tốt nghiệp ngoại ngữ specialist skills and knowledge in translation field at an giang department of foreign affairs

AN GIANG UNIVERSITY FACULTY OF FOREIGN LANGUAGESSPECIALIST SKILLS AND KNOWLEDGE IN TRANSLATION FIELD AT AN GIANG DEPARTMENT OF FOREIGN AFFAIRS SUPERVISOR: NGUYEN DUC HANH, PHD INTERNSHIP

AN GIANG UNIVERSITY FACULTY OF FOREIGN LANGUAGES

SPECIALIST SKILLS AND KNOWLEDGE

IN TRANSLATION FIELD AT AN GIANG DEPARTMENT

OF FOREIGN AFFAIRS

SUPERVISOR: NGUYEN DUC HANH, PHD

INTERNSHIP REPORT CLASS: DH18TA, ACADEMIC YEAR 2020 - 2021

FULL NAME: TRAN MINH TRI

STUDENT’S CODE: DTH166362

In the process of internship, I have received a great deal of help, guidance andencouragements from teachers and friends

First and foremost, I would like to express my deepest thanks to my instructor,

Mr Nguyen Duc Hanh, who gave me suggestions on how to shape the study and

is always dedicated and ready to give me valuable advice

Secondly, I would like to give a lot of thanks to Mr Phuc, Ms Ngan and all thestaff members at the Department of External Relations to allow us to work andhelping us throughout this internship

Next, I would like to express my gratitude to all teachers in the Faculty of

Foreign Languages for their lectures for four years that help me very much.Last but not least, I would like to thank my family and friends who have

always encouraged, supported, and helped me complete this paper

TABLE OF CONTENTS

ACKNOWLEDGEMENTS 1

TABLE OF CONTENTS 2

LIST OF PICTURES 4

ABSTRACT 5

CHAPTER 1: OVERVIEW OF INTERNSHIP AGENCY 6

1.1 Background 6

1.2 Office hours 6

1.3 Contact details 7

1.4 Duties 7

1.5 Organizational structure 8

1.6 Dress code 9

1.7 Layout 9

CHAPTER 2: INTERNSHIP ACTIVITIES 11

2.1 Main duties 11

2.1.1 Theoretical learning 11

2.1.2 Translation 13

2.1.3 Gaining experience from the instructor of the External Relations Department 14

2.1.4 Listening and pronunciation practice 14

2.1.5 Simulation of welcoming an Indian delegation 15

2.1.6 Presentations 15

2.1.7 Meeting with the director, expressing gratitude, and concluding the internship 16

2.2 Evaluation 17

2.2.1 Advantages 17

2.2.2 Disadvantages 17

2.2.3 Solutions 18

2.2.4 Lessons from the internship 18

CHAPTER 3: CONCLUSION AND SUGGESTIONS 19

3.1 Conclusion 19

3.2 Suggestions 19

1 Suggestions to the Department of External Relations of An Giang Province 19

2 Suggestions to An Giang University and Faculty of Foreign Languages 19 3 Suggestions to students of next courses 19

REFERENCES 21

APPENDICES 22

LIST OF PICTURES

Picture 1: The Department of External Relations 6

Picture 2: The Department organization chart 9

Picture 3: Simulation of India embassy reception 15

Picture 4: The presentation 16

Picture 5: Meeting with the director 17

Picture 6: Background of the simulated Indian Embassy reception 22

Picture 7: Example of a reception between two countries 22

Picture 8: Example of a diplomatic invitation card 23

This report mainly aims to re-describe the entire process of my seven-week

internship at the Department of External Relations of An Giang Province The first part of this report is the overall description of the internship agency including its position, functions, the organizational structure and the staff of department The focus of the report will be presented shortly after the introduction of the

Department of External Relations In this section, I would describe in detail the activities during the internship including domestic and foreign information,

necessary skills and professional and non-professional knowledge In addition, I presented the advantages and disadvantages of the Department of External

Relations as well as the advantages and disadvantages of myself during the

internship At the end of this article, I make conclusions and give some suggestions

to the Department of External Relations, the An Giang University, the Faculty of Foreign Languages and students of the next courses

CHAPTER 1: OVERVIEW OF INTERNSHIP AGENCY1.1 Background

The Department of External Relations is a professional body affiliated with An Giang Provincial People’s Committee It is assigned to recommend the

Provincial People’s Committee on the public administration of external

relations in An Giang as well as it does other functions authorized by the

Provincial People’s Committee and the Laws The Department of External Relations is administratively managed by the Provincial People’s Committee and technically directed by the Ministry of Foreign Affairs

Picture 1: The Department of External Relations

1.2 Office hours

The working hours of the Department are from Monday to Friday (except publicholidays)

- In the morning, they work from 7 am to 11 am

- In the afternoon, they work from 1 pm to 5 pm

The Department of External Relations has the following duties:

o Submitting to the Provincial People's Committee for approval of a long-term andyearly master plan of external relations activities, programs, and projects

authorized by the Department of External Relations' administration and related

to the local socio-economic strategy

o Recommending that the Provincial People's Committee develop yearly externalrelations programs for reporting to the Ministry of Foreign Affairs and PrimeMinister approval

o Suggesting The Provincial People's Committee issues legislative papers

governing An Giang's external relations operations and is responsible for theirsubstance

o Executing legal instruments governing external relations operations, authorizedexternal relations master plans, and information education and communicationlinked to the Department of External Relations' jurisdiction

o Assisting the Provincial People's Committee with consular matters

o Supervising non-governmental groups' operations, as well as national territoryand border issues

o Proposing the formation of an external relations committee by the ProvincialPeople's Committee to meet the demands of the province's economic growth

o Assisting the Provincial People's Committee in studying and evaluating the implementation of overseas Vietnamese policies in An Giang under the Ministry

of Foreign Affairs' supervision

o Organizing international conferences and seminars, and also putting

international agreements into effect

o Collaborating with appropriate ministries and authorities and providing

favorable conditions for them to engage in foreign economic operations in AnGiang

o Collecting, analyzing, and synthesizing information on politics, security,

international, and regional economy impacting An Giang and recommending tothe Provincial People's Committee ways to deal with it in collaboration with relevant authorities

o Reporting on foreign affairs execution in An Giang on a regular and ad hoc basis

to the Provincial People's Committee and the Ministry of Foreign Affairs, asrequired by law

o Conducting investigations, resolving complaints, combating corruption and negativity, and dealing with law-breaking occurrences in the context of externalrelations

o managing and using the allotted money and property in accordance with lawsand decentralization by the Provincial People’s Committee

o Performing additional missions as directed by the Provincial People's

Committee's laws and missions

Retrieved from website: http://songoaivu.angiang.gov.vn(2021)

1.5 Organizational structure

The formation of a professional division inside the Department must guarantee that the Department's work is fully covered, that each department's roles and

responsibilities are clearly defined, and that there is no overlap with other

departments within the department The Department of External Relations has successfully structured the entire organization into the appropriate number of

specialized divisions to fulfill their duties and works most effectively, with the mainfunction of managing external activities directly for the People's Committee

of An Giang Province, as follows:

Board of Directors

Specialized Division

(International Relations, Inspection Division

Border Management and

Consular Division)

Office

Picture 2: The Department organization chart

1.6 Dress code

Mr Phuc advised that we wear casual clothing for both ladies and men

throughout our internship, but we were also permitted to wear casual or

business attire

Furthermore, personnel of the Department of External Relations are obliged todress in specific ways for specific diplomatic events The "uniform" they wearwill be determined by the function, which might be casual, informal, or formal

1.7 Layout

Each division has its own personnel to take on the job of each part, as seen in theorganizational chart above

Board of Directors

- Mr Huynh Cong Huan – Director

- Mrs Ngo Thi My Ngoc – Deputy Director

Specialized Division (International Relations, Border Management and Consular Division)

- Mr Dang Van Nen – Head of Division

- Mr Men Mon Dy – Deputy Head of Division

- Ms Huynh Quang Thanh Truc – Deputy Head of Division

- Mr Chau Chanh Ke – Deputy Head of Division

- Mr Tran Ky Viet – Official

- Ms Nguyen Hong Nhung – Official

- Ms Nguyen Thi Dieu Hue – Official

- Ms Nguyen Thi Kim Yen – Official

- Ms Ngo Thi Kim Ngan – Official

Inspection Division

- Ms Ngo Thi Phuong Mai – Chief Inspector

Office

- Ms Nguyen Thi My Chi – Chief of Office

- Mr Nguyen Van Phuc – Deputy Chief of Office

- Ms Trinh Thi Huynh – Official

- Ms Nguyen Thi Kim Quyen – Official

- Ms Nguyen Thi Ngoc Xuan – Official

- Ms Huynh Ngoc Xuan – Official

CHAPTER 2: INTERNSHIP ACTIVITIES

following order:

o An introduction to basic international facts, economics, and culture

o An investment and development partnership strategy

o Understanding and collaborating with the regions of each country

appropriate to local circumstances

o Foreign information content in local agencies and units

Time management skills

This is only a little portion of my internship, but I am extremely pleased with it and believe it is important According to Mr Phuc “The key to making a

difference in every human being is the method of time management” Time management may be done in a variety of ways, including:

o Making definite, detailed plans

o Taking careful note of the golden timeframes

o Developing focus and discipline

o Starting as soon as feasible and never procrastinating

o Choosing a target that corresponds to the completion time

o Keeping one's living area and workplace clean and orderly

o Not working in accordance with inspiration

o Learning to say no when it's essential.

Diplomacy

Through this section, Mr Phuc gave us information on diplomacy It's the art ofbargaining and negotiating between persons who represent a group or a country.This term usually refers to international diplomacy, which is the process of directing and implementing international relations through the intervention or reconciliation of diplomats on issues such as the economy, trade, culture,

tourism, war, and peacekeeping, and is also known as foreign relations

Diplomats generally negotiate international treaties before the politicians of countries provide their initial formal approval

Diplomatic protocol

Diplomatic protocols are an essential component of diplomatic operations It is critical that diplomatic etiquette be followed anytime there is diplomatic action

In this section, Mr Phuc presented the rules in the diplomatic protocol including:

o Mutual respect, equality, non-discrimination, reciprocity, and integrating international law with national rules and customs must all be incorporatedinto the diplomatic etiquette

o How to greet a group of international guests

o Seating is arranged according to rank

o The way to receive foreign guests and to give a party

o Gifts and flowers

o The national flag, the national anthem and the national emblem

Communication skills

Mr Phuc taught us communication skills which are essential for success, duringthe internship Effective communication methods, the form of communication, causes of ineffective communication, communication aspects, factors affecting communication, communication experience, communication techniques,

feedback methods, relationship-building skills, and emotional control skills were all explained by Mr Phuc I learnt a lot over this process, practiced and

implemented what he taught in daily conversation, and now I'm more confident

in my ability to communicate

How to write remarks and minutes

Next, Mr Phuc demonstrated how to take minutes in a meeting, write entire remarks and minutes, and show us a few simulations Now I know how to write acomplete remark This can help me get things done quickly, such as drafting minutes and remarks at company meetings, increase professionalism in the workplace, and cut down on time while still knowing what was discussed

Summarizing the report

Mr Phuc assigned a topic to each of our groups in this part The collaboration between Vietnam and Japan was the subject of our discussion He requested that

I condense this report into 2000 words, containing general facts, economic conditions, diplomatic and political connections with Vietnam, Japan-Vietnam relations, and other details Mr Phuc then demanded to study the required facts

to collaborate with a foreign country, such as population, weather, culture, and soon After completing this exercise, I learnt the basic method for summarizing the report

2.1.2 Translation

After a week of getting to know the Department of External Relations, we carriedout translation since it was necessary for the department's work, including

translation from Vietnamese to English and vice versa:

+ English - Vietnamese: It included "Embassy of India, Hanoi - Note Verbale to

Oc Eo Cultural Relic Management Board"; "strategic management of

stakeholders-LRP"; "job attraction and career choice motivation in a socialist market economy the case of the young Vietnamese workforce"; "Reverse Bloom:

A new hybrid approach to experiential learning for a new world"; "behavioural adaptability in VUCA Acting for sustainable performance post-COVID" Mr Phuc thoroughly examined and corrected the translations He also discussed

translation techniques that can save time and make it easier for the reader

and listener to grasp My ability to translate has considerably increased

+ Vietnamese - English: It included "Letter of Intent Between Ha Tinh Province and MV State"; "circular guiding the implementation of tax liabilities applying toforeign organizations and individuals" Mr Phuc checked spelling, grammar, sentence structure, and vocabulary after we finished the translations He also taught us how to compose sentences, utilize intonation, and use proper situations

2.1.3 Gaining experience from the instructor of the

External Relations Department

During the internship, Mr Phuc offered numerous life experiences, necessary skills, and efficient learning methods Mr Phuc also offered career guidance and specific recommendations for future career paths He also shared a lot of personalstories with me, so I learned a lot from him

2.1.4 Listening and pronunciation practice

In the last week of the internship, Mr Phuc tested our listening abilities This is acrucial ability Mr Phuc had provided us with English conversation films, and

we had to rewrite all that the keywords had heard After the listen, Mr Phuc assessed and advised us on how to write correct information, keyword writing, and expressive abilities He used to test our pronunciation abilities during the internship by providing us with a word to pronounce After that, he made a correction and came up with a solution