Content: Practice of exporting freezing shrimps at Hanoi seaproducts import and export JSC.
Trang 1FACULTY OF ECONOMICS AND INTERNATIONAL BUSINESS
-*** -
INTERNSHIP ACTIVITY LOG
PRACTICE OF EXPORTING FREEZING SHRIMPS
AT HANOI SEAPRODUCTS IMPORT AND
EXPORT JSC
Full name : Nguyễn Thị Hoa Student ID : 1111150153 Class : A30 (High – quality program)
Instructor : Cao Thị Hồng Vinh (MA)
Hanoi, July 2014
Trang 2Before Internship: Changing
In the first place, I intended to do internship in my current company where I am working as a teaching assistant But then I changed my mind because it is an educational company I decided to do internship in an import-export company as
my major in university
However, it was too late for applying into any company Then I had the idea of coming directly to an import-export company in Huynh Thuc Khang Street where
I often passed by on the way to school
It was a big and classic company with not very large working rooms It is the head office of the company The products are processed in factories located in other places I felt strange and scary I went to administrative and organizational department asking for doing internship But they said that they don’t need students Then I went to other department but they all show unwelcome attitude I thought I should give up and come back to my current working company, but where my report goes to? I believed that if I show my attempt, they would accept
me And finally it did happen when I went directly to Vice Director of the company asking for permission He asked me two times that how I knew about his company and I told him the truth that it is on the way to my university, and asked who introduced me to this company, I said no one Then he gave me permission and I am allowed to come to his company as an assistant in import-export trading department 2 from July 7th
Trang 31 Week 1 (07/07 – 13/07)
Targets in the first week (7/7 – 13/7)
- Learn about the history, business area, business scale of the company
- Make friends with staff of the company
- Learn about the supplier of the company
- Learn about the customers, how to get new customers and maintain relationship with current customers
- Investigate the document set and make comparisons with theory
Week 1 (07/07 – 13/07)
07/07/2014
Met company’s staff Met Director again Mr.Cuong is responsible for instructing me He introduced briefly about Seaprodex Hanoi for me
09/07/2014
Came early to do cleaning and prepare water Read documents about Seaprodex Hanoi, the establishment year as a separate legal entity At first, it was a part of Seaprodex Vietnam Then, due to the increasing scale, it was separated as another company with more than half of the capital is from Seaprodex Vietnam Read documents about main business areas and main suppliers of the company
Looked into the way other people working, helped them to get documents from photocopy
Knew how to use printer, photocopier and fax machine
10/07/2014 Saw the real documents set, compared with the theories learned at
Trang 4school
Had lunch with other people in the company and had closer relationship with them
Read documents about the company in the recent years
Gains and Experiences
- Reached the target of brief understanding of the company
- Knew almost all people in Seaprodex and began to understand business culture
In Seaprodex, there are three import-export trading departments Department number 1 and department 2 are responsible for exporting transactions while department number 3 is responsible for importing transactions Department 1 has
21 people, department 2 where I did internship just has 6 people and the department 3 has 8 people The head of department 2 is Ms Son She has more than 30 years in doing international business However, she did not always take care of the daily transaction but the other staff She stayed in the room and kept working She was quite busy calling and answering the phone I observed her and other people in the room working There were a lot of phone calls coming It seemed that everybody was busy But I like that because it was like a professional working environment! She often asks for advice of Ms.Hai who also has long experience in this area Those two women often take care of the assignments from managers, for example the situation of workers and procession in Xuan Thuy factory, than daily transactions Mr.Cuong, Mr.Manh and Mr Long and Ms.Lan are responsible for those transactions, documents and other stuff
Administrative organizational department has four people This department, I think, is very bureaucratic I knew it because in the last days interning there when
I need to ask for some documents
Mr.Le Van Toan who allowed me to do internship there is the most admirable person He is not always in his room but whenever I saw him, he always does
Trang 5“something with papers”, not as some other people I talked to him sometimes Although he is director of Seaprodex Hanoi, he has never neglected me or showed any signals that made me feel sad and separate Sometimes, people refuse
to do if they do not have direct benefits And I don’t know any of them before, it happened to me
From this internship, I realized how important relationship is in Vietnam
- Knew the customs formalities document set, document set to get money from the bank: its contents and made comparisons
The document set is relatively similar to what I have learned at school except the export license and some special documents for exporting seafood because all export-import companies have to get the export-import licenses when they registered for establishment Then they don’t need to get it anymore except they want to expand their export-import products About the special documents, they are health certificate and microbiological report and analysis issued by NAFIQAD Seaprodex often has products analyzed by “Phòng thử nghiệm Trạm kiểm định chất lượng Nông lâm thủy sản – Chi cục Quản lý Chất lượng Nông lâm sản và Thủy sản Hà Nội” But I am not allowed to go there
- Knew how to scan documents
- Have not had thorough investigation on the Contract
2 Week 2 (14/07/2014 -21/07/2014)
Targets in Week 2
- Investigate types of Contract
- Well complete the tasks assigned
Trang 6- Continue learning fax machine and photocopier
- Continue learning business culture here
Week 2 (14/07/2014 -21/07/2014)
14/07/2014
Investigated types of Contract Continued learning how to use fax machine and photocopier
15/07/2014
Arranged bills of Seaprodex (electricity bill, water bill, internet bill, guess bill…) according to time from the beginning of the year to present
I was instructed to fill in the figures of the above bills to software iHTKK (software helping announcing tax through the Internet
16/07/2014
Photo documents Check email of Seaprodex VAT bill and (normal bill), know what expense is considered as the cost of business, what is not
17/07/2014-21/07/2014
Days off (summer vacation)
Gains and Experiences
- Observing people working for a while, I went taking out one of the book – file from the shelf and studied by myself as I did the first day at work Mr Cuong said to me that I could ask her anything I felt foggy on and that I had to research
by myself for some few days because at the moment, he was busy solving some problems of the company He promised to share with me her professional experience later on The documents I read is some past Contract of the company, which help me understand main articles in Contracts
Trang 7Sometimes, I asked if I could do anything to help them but they said it was OK, and that they could manage their workload on their own and that they could not share their workload with me because I were not able to do it I am not able to go too far from Hanoi while the main factory of the company is located in Nam Dinh province
- Know the differences between Principle Contract and Economic Contract which is the former is directive, basically while the latter is established based the former and more detailed
- Know the differences between international contract, renting contract, warehouse renting contract, foreign contract and domestic contract
- Know what expense is considered as the cost of business, what is not
- Understand partly the difficulties of the company when solving problems or completing issuing related to tax, administrative procedures…
- Know the content which is often discussed through email between companies, its style and words
- Know how to use photocopy and fax machine
3 Week 3 (21/07/2014 -26/07/2014)
Targets in Week 3
- Understanding customers, suppliers
- Observe the negotiation skills and maintaining relationship with partners
- Well complete tasks assigned
Week 3 (21/07/2014 -27/07/2014)
Trang 8Date Content
21/07/2014
Knew what an enquiry likes Make draft of the offer in English to customers in China, Japan, USA,…
23/07/2014 Asked for some documents to write report
25/07/2014 Learn how to use ECUS (partly)
Gains and Experiences
- Know how to offer products, what an enquiry looks like
The follow is an example of an quiry from an importer from South Korea
“We are an importer from South Korea We often import seafood Currently, we are willing to import shrimp with the following detailed information:
1 One layer freezing shrimp (white nippers)
S 50 pcs 6.1-6.5 140g
M 50 pcs 6.6-7.0 160g
L 30 pcs 7.1-7.5 120g
Packaging: 20 trays/carton
2 White shrimp (Vannamei shrimp)
Packaging: 290g net weight (300g gross weight)
Please inform us about the availability of those products and the price list We are glad to do business with you Thank you!”
About customers, they are often from Japan, USA, South Korea and China Japanese customers often make payment by L/C and their quality investigation is very clear while USA customers often make payment by T/T and their quality investigation is so strict and normally not as clear as Japanese customers Doing
Trang 9business with USA customers is very risky Most transactions are made by L/C However, in the internship report I talked about a consignment to USA which is made by T/T
- Know how ECUS works Mr Cuong sent me an excel file recording export transactions from 2008 to 2011, in which I could find the some information like the name of the commodity, Invoice Number, Quantity, Shipment date, Custom Declaration Number and Payment value He also gave me an export – log in which he notes the name of the commodity, quantity, name of supplier, name of forwarder, Invoice date, Invoice number, Custom Declaration number, Estimated Time of Departure, Estimated Time of Arrival, Document Set Number and Book – file Number It was such a hard task as after listing all kinds of commodities exported by Seaproducts Hanoi, I had to find the exact HS code for each commodity To do this, I had to look for the Customs Declaration Number in the excel file, then search for the corresponding Document Set number and Book – file Number in the import – log After that, I take out that document set from that book – file to find the customs declaration, in which the HS code of the commodity is specified It took me the whole day to do that! Finding the tariff rate for each commodity is simpler
4 Week 4 (28/07/2014 – 2/8/2014)
Targets in Week 4
- Know about Health Certificate for exporting sea products
- Finish the report
Trang 10Week 4 (28/07/2014 – 2/8/2014)
28/07/2014 Check errors in Export Contract in English and Vietnamese
Certificate
02/08/2014
Photo and scan documents Get the confirmation of Seaprodex Hanoi for the report Parties with Mr.Cuong and the other staff in Import-Export Trading Department 2
Gains and Experiences
- Know the process of export sea products in Seaprodex Hanoi This week, Mr.Cuong was still busy but he was not as busy as usual He shared with me his professional experience He said the field of import – export was not as difficult
as I had thought When he was a student, his major was accounting, not international trade or anything similar to that When he graduated, he worked as
an accountant at Seaprodex Hanoi just for a short time before switching to the Import – Export – Trading department At his early time working in this department, he did not know anything about import and export All he has done is self studying and accumulating his own experience I was really admired him as
he learnt everything by himself with no training from anyone He said that when submitting the documents to the Custom or inspection company or any other government authorities to do any formalities, if they required submitting other documents to complete the procedure, then we have to contact the person/ organization that issues these documents to ask for the lacking documents The mechanism is quite simple He reassured me that the procedure for import and export was not very difficult, just a little complication in preparing the documents
Trang 11Then he showed me the procedure to exporting a consignment applied at Seaprodex Hanoi
- Know the process of getting health certificate as shown in Internship Report
- Complete the reports and get the seal, comment of Seaprodex Hanoi
- After finishing the report, I asked Mr Cuong about my report and he said it was very clear and detailed enough He was very satisfied with my report He asked
me to make a Vietnamese version of it, as the report was written in English I said
“yes” and then translated it into Vietnamese, made another version for him