RECRUITING 2d DESIGN DRAFTMANS AND 3d DESIGN STAFFS IN INTERIOR DEPARTMENT FOR IC VIETNAM TRADING AND CONSTRUCTION JSC

Bachelor’s Degree in Managing and Running Working period from March 1 th to May, 31 st 2018 RECRUITING 2D DESIGN DRAFTMANS AND 3D DESIGN STAFFS IN INTERIOR DEPARTMENT FOR IC VIETNAM TRAD

Bachelor’s Degree in Managing and Running

Working period from March 1 th to May, 31 st 2018

RECRUITING 2D DESIGN DRAFTMANS AND 3D DESIGN STAFFS IN INTERIOR DEPARTMENT FOR IC VIETNAM TRADING AND CONSTRUCTION JSC

Tutors in university Tutors in enterprise (Name and

Position)

Mr.LA TIEN DUNG Ms.NGUYEN LY LINH

(Head of HR - Administration department)

Acknowledgement

After taking internship at IC Design company as well as the education at Faculty ofInternational Training of Vietnam University of Commerce, we so glad that the internshipreport has finally completed

Despite the shortage of specialized knowledge, experience, and mistakes occurred in thereport are unavoidable, I’m looking forward to receiving professional comments to improveour knowledge and experience I am aware of being worked in professional environment,approached many staffs and customers are such a wonderful duration for group to finishinternship report and get acquainted with real working for future occupation

A completed study would not be done without any assistance I would like to give myappreciation to tutors who guide me during my internship

First of all, i would like to sincerely thank the teachers of University of Commerce andUniversity of Toulon Var who providing me basic knowledge and skills through the timestudying at University Especially, I’m so grateful to Mrs Tran Kieu Trang and Mr La TienDung for their guides and advise in helping me to complete the report

Secondly, I would like to express my endless thanks and gratefulness to my supervisor MsNguyen Ly Linh Her kindly support and continuous advices went through the process ofcompletion of my thesis Her encouragement and comments had significantly enriched andimproved my work Without her motivation and instructions, the thesis would have been impossible to be done effectively

Thirdly, I would like to thanks to Ms Nguyen Thuy Chi and all members of IC Design, whoaccepted me and helped me a lot during my internship Thanks to their friendliness andkindness, I have a relax and wonderful intership time, with valuable knowledges

Finally, my deep sense of thanks goes to my family, my friends of class DAA12 forproviding us with unfailing support and encouragement to complete our project report

Table of Contents

Introduction 3

1 Presentation of IC Vietnam Trading and Construction Joint Stock Company 4

1.1 Overview of IC Vietnam Trading and Construction Joint Stock Company 4

1.2 Organize structure 5

1.3 Swot of IC Design 6

2 Overview of project 7

2.1 Introduction about Human Resources – Aministration department 7

2.2 Reasons to choose the topic 7

2.3 Objectives 8

3 Implementation of the project 9

3.1 Divide tasks and internship planning 9

3.1.1 Internship planning and Budget implementation 9

3.2 Understanding recruitment’s methods and setting recruitment’s plan 10

3.2.1 Analyze the actual human resources in the company and in design department 10

3.2.2 Analyze recruitment requirements 14

3.2.3 Understanding methods to attract candidates and setting recruitment plans 17

3.2.4 Compare recruitment websites (number of recruitments, candidates, fee ) 19

3.2.5 Setting recruitment plans 20

3.3 Immplement to recruit candidates 23

3.3.1 Searching and attracting candidates 23

3.3.2 Receive and screen applications 23

3.3.3 Interview 24

3.3.4 Contract agreement 24

3.3.5 Propose some solutions to improve the quality of recruitment for the company 24

4 Evaluation of the project 27

4.1 Mistakes committed and solution reminded 27

4.2 Difficulties encountered and solutions applied 27

4.3 Achivement from project 27

Conclusion 28

In developing society, the existing human resources play an important role in the success ofbusiness In addition, with the current population growth rate in Viet Nam proportional to thecrowded land condition, the development of residential real estate is a popular choice due toits modern, diverse and suitable design Apartment complexes sprouting up drag on thedemand for interior design, opening up a large potential market for freelance designers Just afew years ago, architects took care of the interior, the need to create a distinctive beauty forthe homes of today's homeowners require those who have expertise in interior design

IC Interior Design, with its core strengths in interior design, especially design of large andhigh-end projects requiring commitment, passion and aesthetics so in order to compete withbig rivals, they must to make a difference in product quality which is demonstrated byarchitects

Along with employees engaged from the first year, in order to meet the demand, servecustomer, bring quality designs, take the advantage of service factor To get qualified humanresources, the recruitment process should be organized in a reasonable manner and theCompany continuously improves their staff quality As students currently majoring inManagement of Human Resource and Project Mangerment, in my internship at IC, i realizedthe importance of this

During my internship period at IC, the Company also needs to recruit human resources fortwo positions of architects and then is probationary Therefore, it is more helpful for myinternship period I understood the actual process of recruitment, and know how the reality ofthe recruitment process of the company occurs

1 Presentation of IC Vietnam Trading and Construction Joint Stock Company

1.1 Overview of IC Vietnam Trading and Construction Joint Stock Company

English name: IC Vietnam Trading and Construction Joint Stock Company

Head office: 14B Lane 6 Van Phuc, Ba Dinh district, Ha Noi

Established: 2013

Representative: NGUYEN Thuy Chi

Role: General Director

Email: info@icvietnam.com.vn | Website: https://www.icinteriordesign.com/

Company’s motto is to always put themselves in the customer's place to feel andunderstand the desires and dreams of the people who will experience that space Therefore,from the beginning of receiving the information until the completion and handover of theworks, they always listen, focus and provide the best advice and suite to customers Thecompany has received many satisfied comments from customers so they have been loyaland loyal customers with IC Specially, the percentage of customers returning to the IC is

up to 70% This figure is not small and it is the correct assessment of the company'sdedication in this field

The company hope that with the potential and efforts to continuously improve the quality

of designs and services to create a perfect product to serve customers best

 Business lines:

IC Vietnam Trading and Construction JSC was established in 2013 with the main business

of consulting, designing interior and exterior constructions project:

- Hotels, restaurants, showrooms;

- Houses, villas;

- Apartment buildings, offices;

1.2 Organize structure

Figure 1: Organization structure

(Source: HR – Administration Department)

Project Manage r

Quantity surveyor Accou

ntant

Chief accou ntant

Lead desig ners

3D desig n drafts mans

2D interio r design staffs

- Strong relationships with customers (Muong

Thanh hospitality, VinHomes Times City,…)

- Possessing young, dynamic, creative and

long-lasting human resources

- The percentage of customers returning to the IC

is up to 70%

- Staffs have great skills and passion

- The relationships between employees in the

company are very good

- Can’t receive high workload

- Young and new company => hard to associate candidates

- The company structure is being rebuilt so it is not stable

O

- Interior design industry flourishes

- Ability to expand and develop strongly in this

field

- Have many young and talent designers who can

apply for company

T

- Increasing strength and domestic competition

- Pressure to attract, find and exploit new customer groups, new market

2 Overview of project

2.1 Introduction about Human Resources – Aministration department

When accepted to practice at IC Design, I am practicing in the company's HR departmentunder the direction of Ms NGUYEN Ly Linh

Currently, IC’s human resources department consists of three members, with the head ofthe department being the director of human resources Ms Linh and 2 employees Thedepartment has the function of advising, administering, informing and performingadministrative tasks as well as recruitment, personnel training, payroll and staffsupervision

Ms Linh has a Master of Business Administration degree, has over 7 years of experienceand has been trained in prestigious institutions at home and abroad The staff of thedepartment also have many years of experience in administration and human resources(over 3 years) They have graduated fairly well at major universities

For staff training, not only members of the HR department will be involved, but will also

be associated with other department heads for direct instruction and professional training

As can be seen, the human resources department of IC has gathered a good humanresources, qualified, experienced and highly specialized to run the company's HRoperations well

2.2 Reasons to choose the topic

Human is an indispensable factor to any organization with a significantly important role indetermining the success or failure of any enterprise, especially in the present stage In theincreasingly competitive trend, strong human resources in both quantity and quality, bothphysically and mentally, are considered a competitive advantage leading enterprises tosurvive, stand and develop on the market There are many companies that are operating inthe same business line, requiring them to fulfill the customer satisfaction, make their ownmark on the market, and establish their own human resources, the most important factor inorder to be successful

With the strong development and high urbanization of Vietnamese economy at present,there are more and more building and tower, more and more people are interested in thedesign of housing In addition, the owners require not only beautiful furniture, but alsohave to show their own aesthetic taste, which requires skilled professionals to take care of.Therefore, the works that the interior designers implemented need to be novel, innovative

to bring the impression, unique and not mixed with any previous And also need to haveinterpersonal skills, expert in materials, professional skills,… in order to meet the demands

of customers

With this in mind, IC always puts the quality of human and design’s quality on the toppriority, with the motto of always put themselves in the customer's place to feel andunderstand the desires and dreams of the people who will experience that space

But at present, due to large market demand, lack of staffs with heavy workload, and eventhe company have to refuse works in order to give the perfect results for currentcustomers There has a great deal of work pressure leading to many negative effects Onthe top of that, this job requires skilled and experienced personnel Therefore, IC is in theprocess of recruiting and training more staffs to meet the upcoming projects

In the internship program, I contacted and was successfully admitted to the HR department

of IC to experience the internship period After acquiring knowledge and understanding ofthe company’s difficulties, we actively proposed and were assigned to perform the task ofnew staff recruitment

2.3 Objectives

For the purpose of contributing efforts to the hiring and training of new employees for IC,

my internship process aims to:

- Make use of human resources knowledge obtained in the university to apply, support thecompany

- Evaluate the current situation of the recruitment and training process of the company

- Understand the recruitment process, write job descriptions, job specifications,…

- Understand and accumulate more specialized knowledge through practical tasks andactivities

- Familiarize with a professional working environment

With the target set out by the Head of Human resources department to recruit 2 3D designdraftsmans, 2 2D design staffs, every new employee was required to meet variousrequirements in terms of knowledge, work requirements and professional experience

3 Implementation of the project

3.1 Divide tasks and internship planning

3.1.1 Internship planning and Budget implementation

To complete the recruitment process on schedule and to achieve the best results I wasdecided by Ms Linh to support the cost of implementing the project and wasapproved for the company's expenses

Phase A: Researching about company and Human Resources

of company, analyzing the actual human resources:

Task 1: Learn about the company's history, culture and company

positions

Task 2: Get familiar with the working environment at the company

-Task 3: Analyze the actual human resources in design department

and the current problems in human resources

-Task 4: Analyze jobs: write job descriptions and job

specifications

Phase B: Understanding methods to attract candidates and

setting recruitment plans:

300.000

-Task 5: Compare recruitment methods (insources, outsources, …)

-Task 6: Compare recruitment websites (number of recruitments,

candidates, fee )

-Task 7: Make a detailed recruitment plans

500.000

Phase C: Implementing recruitment process

-Task 8: Searching and attracting candidates

-Task 9: Screen candidates

-Task 10: Interview

-Task 11: Interview by direct manager

-Task 12: Appraise, review candidate’s design

-Task 13: Assign probationary contract

30.600.000 500.000 500.000

Phase D: Evaluating recruitment process

-Task 14: Evaluate the recruitment process

-Task 15: Realize advantages and disadvantages of recruitment

Table 1: Estimated budget

3.2 Understanding recruitment’s methods and setting recruitment’s plan

3.2.1 Analyze the actual human resources in the company and in design department

After learning about the regulations and initially familiarizing with the companyenvironment, the first very task to do is analyze the actual human resources in the companyand in interior design department This department is the most important and their results inwork will directly affect the customer’s point of view the company This was the first basictask enabling us to better understand the company’s policies, personnel status and recruitmentrequirements This helped us gain more knowledge to support the company in the personnelrecruitment process

Mission implementation

In order to be favorable in the analyzing, i sought the help of Ms Linh at first to obtain andread the necessary documents She was enthusiastic in answering my questions and even

suggested all employees to give me any answer about department and direct us in details forvarious issues related to recruitment requirements as well as providing information notcontained in the relevant documents.

Initially, I study the function of each department in the company to find out any relationshipamong these departments and personnel-related relationship as well After learning thefunctions and duties of each department, i analyzed the actual human resources in interiordepartment through various documents and data recorded from Ms.Linh and employees ininterior department

Result:

After analyzing the actual human resources in the company and in interior department, I wasable to understand about the real situation in human resources of the company and interiordepartment:

Table 2: Human Resources of IC Design

(Source: HR – Administration Department)

Table 3: Human Resources of design department

(Source: HR – Administration Department) Comment:

 Labor structure by gender, age, work level of IC Design in 2016-2018:

30.00%

70.00%

Labor structure by gender of design department in 2018

Female Male

Chart 2: Chart of labor structure by gender of IC company and design department in 2018

It can be seen that the proportion of male and female employees tends to be balanced.However, it can be seen that the male labor force predominates in the design departmentstructure with 70% Since the company works in the field of interior design consultancy, itrequires ingenuity, sophistication in communication as well as good writing skills theseskills which female employees do better The male employees are allocated more in thedesign and technical department because it requires a lot of difficult and complicated

techniques, especially have to go far, supervise the projects Especially, the interiordesign industry in Vietnam still have prejudice that men are more suitable than women, sothe proportion of men attending field is still higher.

In general, the proportion of men and women in the company is quite equal and reasonablewith the requirements of work at the company

 Labor structure by age:

Từ 27 đến 33 tuổi

Từ 20 đến 26 tuổi

10.00%

90.00%

Labor structure by age of design department in 2018

Từ 30 đến 40 tuổi

Từ 22 đến 29 tuổi

Chart 3: Chart of labor structure by age of IC company and design department in 2016-2018

With the nature of work requires dynamism, creativity and ability to under pressure, thecompany’s human resources are quite young, most concentrated in the age of 20 to 26 with ahigh rate every year from 44.44% (2016) to 75% (2018), most of whom are employees with 1

to 3 years of experience, consistent with the company’s five years of development About25% of employees over 33 years old and the number is non-fluctuating, usually only 5, is notmuch and mainly holds important positions in the company because management levelsrequire experiences and professional knowledges Number of employees from the age of 27

to 33 is first roughly equivalent to that of employees over the age of 33 but then decreases to15% by 2018, most of whom have had a close relationship with the company from the earlydays of establishment

In general, young staffs have many advantages such as flexibility, sensitivity, many ideas,more time for work, fast adapt to the working environment This is in line with thecompany’s years of development and the nature of the work This explain why in interiordesign department, staffs in the age of 20 to 26 accounts for 90% So, even they are young,but almost of them is attach to the company since the early days and right after they finished

school They can immediately catch up with company’s staffs about the overall design styleand familiar with company’s customers This helps the company build a strong and loyalteam However, the company still lack of personnel, poses a challenge for company to attractmany good candidates.

 Labor structure by level:

100% of employees have university degrees which demonstrate that the company from thefirst stages of development has focused on qualifications and degrees The company has ayoung, high-qualified staffs is a great strength in the present time This team will adaptquickly to the changes in technology, working methods, high demands, ever-changingcustomers, from that bringing new and creative ideas to achieve high efficiency at work and

to satisfy even the most demanding customers

3.2.2 Analyze recruitment requirements

Upon obtaining better understanding about the company’s actual human resources, I reportedback to Mrs Huong about my entire previous work and the issues i found when researchingthe company’s documents As mastering the general situation, she assigned a new assignmentfor me to join in the process of recruiting 2 3D design draftsmans, 2 2D design staffs to servethe market expansion plan and satisfy an increasing demand, reduce workload for employeesand enhance the quality of service for customers

The first job we conducted was to collect the recruitment requests from managers anddepartment heads In close coordination with HR staffs, we compiled and created a list ofpositions, vacancy number needed to recruit and developed clear job descriptions Wedetailed tasks and requirements for each position, as well as skills, personality and qualitiesthat the candidate must have in order to complete the task along with personal experience orstrength of a candidate versus the other candidates The list of personnel in need ofrecruitment is presented as follows:

2 employees