INTERNSHIP REPORT Boydens sustainable engineering group

From using my knowledge that I learned at university to practice working at Boydens Engineering Vietnam, together with the warmest helps from staff in HR department, I had a deeply look

TABLE OF CONTENT

TABLE OF CONTENT i

LIST OF ABBREVIATIONS ii

LIST OF TABLES AND FIGGURES iii

PREFACE 1

PART 1: AN OVERVIEW OF COMPANY 2

1.1 Introduction of company 2

1.1.1 Headquarter: Boydens Sustainable Engineering Group 2

1.1.2 Boydens Engineering Vietnam 4

1.1.3 Introduction of HR Department 7

PART 2: INTERNSHIP ACTIVITIES IN COMPANY 9

2.1 Jobs assigned during internship 9

2.2 Difficulties encountered during internship and experience gained 10

2.2.1 Difficulties 10

2.2.2 Experience gained 11

PART 3: STATUS OF USING ENGLISH IN THE COMPANY 12

3.1 The status of using English 12

3.2 Proposal solution 12

PART 4: SUGGESTED THESIS TOPIC 14

CONCLUSION 15

LIST OF ABBREVIATIONS

Acronyms in English

CEO: Chief Executive Officer

COO: Chief O6`perating Officer

MEPF: Mechanical Electrical Plumbing Fire Protection C&S: Structural Engineering For Buildings and Bridges UNIS: United Nations International School

CUWC: College of Urban Works Construction

FIABCI: International Real Estate Federation

HR: Human Resources

HVAC: Heating, Ventilating and Air Conditioning

B-DNA: Belgian Design Nature Architecture

CV: Curriculum Vitae

LIST OF TABLES AND FIGGURES

Image 1: The logo of company 2

Image 2: Shareholders of Boydens Engineering 3

Diagram 1: Organizational structure of Boydens Engineering Vietnam 5

Table 1: Some awards for the last 4 years 6

Today, the integration trend of the market economy has created for businesses many opportunities and even challenges and difficulties Nowadays, businesses compete with each other extremely fiercely in order to survive and develop sustainably, to have a foothold in the market Especially when countries in the world join the global value chain, the competition is not only within the country but also expanded with regional and international enterprises

Therefore, businesses want to succeed, they must constantly improve their English skills to be able to grasp advanced technology as well as attract investment

to raise labor productivity and increase revenue Because most countries have now embraced English as a common communication way in many areas, from trade to travel Moreover, English is being used as the official language in over 70 countries Thus, it plays an important part in business Above all, the need to use English has increased exponentially with this growth

From using my knowledge that I learned at university to practice working at Boydens Engineering Vietnam, together with the warmest helps from staff in HR department, I had a deeply look inside company activities as well as the ability of using English in working environment The report is divided into 4 parts: An overview of the company; Internship activities in the company; status of using English in the company; part suggested thesis topic

However, this is the first time I have come into contact with practical working and my knowledge and experience is limited, so it is inevitable that there are errors

I look forward to the detail comments of the teachers in the department to make this report more complete

Hanoi, February 6th, 2020

Student Nguyen Thuy Linh

PART 1: AN OVERVIEW OF COMPANY 1.1 Introduction of company

1.1.1 Headquarter: Boydens Sustainable Engineering Group

1.1.1.1 General information

scale building, within the public and private sections

We have become one of Belgium’s leading independent engineering firms for technical equipment in the construction industry With over 150 specialists from our various officers in Belgium, Luxembourg, Vietnam and Singapore (Representative Office) We work in close collaboration with key technical experts to form a team focused upon open and efficient communication This in turn enables the exchange

of ideas across the skill sectors, resulting in design solutions of quality, function, value, comfort and distinction in accordance to the highest European standards

1.1.1.2 Development of company

- 1961: Studiebureau Raymond Boydens was founded by Raymond Boydens

- 1989: Dirk Boydens joined the company

- 1990: Wim Boydens joined the company

- 1994: Dirk Boydens and Wim Boydens became the new directions and owners

- 1999: Brugge office moved to new office location

- 2002: The second branch office in Brussels

- 2008: The third branch office in Luxembourg(Bureau d’Etudes Luxembourg Sarl)

- 2013: The fourth branch office in Hanoi Vietnam (Sustainable Engineering Vietnam Ltd.)

- 2015: The fifth branch office in Ho Chi Minh city

- 2016: Opening of B-DNA Boydens Engineering as founding member

1.1.2 Boydens Engineering Vietnam

1.1.2.1 General information

WIM BOYDENS

CO-OWNER

DIRK BOYDENS

CEO AND CO-OWNER

KURT CORVERS

COO

Image 2: Shareholders of Boydens Engineering

- Company name: Sustainable Engineering Vietnam Limited Liability Company( also known as Boydens Engineering Vietnam)

- Website: https://www.boydensvn.com/

- Facebook: https://www.facebook.com/BoydensNV/

- Email: hanoi@boydensvn.com

- Telephone: 024 3519 0808

- Fax: 024 3519 1004

- Address: 14th floor, Geleximco Building, 36 Hoang Cau, Dong Da, Ha Noi

- Deputy managing director: Nguyen Thi Trang

1.1.2.2 The process of formation and development

Boydens Engineering Vietnam is a branch of Boydens Sustainable Engineering Group Company has established since 2013 with a full license for the following fields:

- Energy consultancy

- Consulting MEPF electromechanical design

- Consulting on civil structure design and C&S road and bridge

Mission: Boydens Engineering Vietnam is dedicated to delivering the most advanced solutions in the various technical engineering disciplines, thus providing the best solutions tailored to our clients specific needs We also provide solutions that are appropriate to local conditions such as economy, culture, climate and people Especially, we strive deliberately and with great responsibility for sustainable and low energy building solutions that minimize negative impacts on the environment

Currently with 35 energy engineers and consultants, Boydens Engineering Vietnam takes an active part in the technical design consultancy for sustainable buildings in Vietnam, with some typical projects such as:

- UNIS United Nations International School (Hanoi)

- CUWC Green Building (Hanoi)

- Grand Mercure Van Mieu Hotel (Hanoi)

- Xuan Phu Hai Hotel and Resort (Quang Nam)

- MPC Tower (HCM city)

1.1.2.3 Organizational structure

a Boydens Engineering Vietnam’s organizational structure

Boydens Engineering Vietnam Company has the management structure as described below:

b Roles and funtion of each department in the company

- The Director of the company is the person authorized by the Council’s Members, operating all activities of the company including the production, managing assets, capital, officials, workers, political security, social security and other jobs as decentralized by the Council’s Members He are wholly responsible for his decisions to the the council However, he lives and works mainly in Belgium He will periodically come to Vietnam to check activities of company

- The Deputy Manging Director, on behalf of the director, directly organizes and runs all activities of the company according to the plan assigned to implement the production plans, social and cultural activities, complying with policies of state, rules and regulations of the company Especially, she plays an important part in coordinating and creating conditions for departments of the company to operate effectively

Diagram 1: Organizational structure of Boydens Engineering Vietnam

- Back Office Executive:

+ Listening and answering the phone, receive and process initial information, guide guests to the functional departments to solve the problem

+ Arranging working schedule, meeting schedule and preparing machines and equipment for meetings, interviews or parties, receptions

+ Drafting and storing documents - records

+ Making timekeeping for employees and announce rules and regulations of the company to employees

+ Managing the infrastructure and equipment:

+ Advising company leaders on issues related to procedures, legal documents and support to manage programs and plans for the company

- Operations Manager: They are who design, analyze, build and test drafts to fulfill functional objectives and requirements while considering the limitations imposed by practicality, regulation, safety and cost During design process, the responsibilities of them may include defining problems, conducting and narrowing research, analyzing criteria, finding and analyzing solutions, and making decisions They must weigh different design choices on their merits and choose the solution that best matches the requirements and needs Their crucial and unique task is to identify, understand, and interpret the constraints on a design in order to produce a successful result

1.1.2.4 Some typical achievements of the company

2019 Best Green Business- EuroCham Business Award

2017 Ashui Awards: Engineering of the Year

Ashui Awards: Green Build of the Year Ashui Awards: Future Project of the Year

2015 Prize for Architecture- Province West Flanders

Heat Pump City of the Year Green Building Solutions Award- renewable energy Belgian Prize for Architecture

2014 FIABCI World Prix d’Excellence International

Wienerberger Brick Award

Table 1: Some awards for the last 4 years

After making the efforts and working hard, they have achieved a number of important awards These awards are a reconirzation of the professional and

consumers of company I am grateful when working as an intern at the company

1.1.3 Introduction of HR Department

1.1.3.1 General information

- HR department is an indispensable part of a business, an interview place and recruit new employees, a department that takes care of working environment and makes decisions related to worker welfare

- Mission:

+ Recruiting talents to strengthen the company's workforce

+ Ensuring that each individual feels satisfied with their rights, most comfortable in the workplace as well as working together effectively

- HR department is divided into 4 sections:

+ Recruitment

+ Compensation and Benefits

+ HR admin

+ Training and Development

1.1.3.2 Internship Section: Recruitment

a Basic information

Recruitment is the section of seeking and recruiting personnel for businesses This section will plan for recruitment and directly implement recruitment campaigns So they will have to be very carefully from preparing to performing Recruitment must also coordinate with other departments, find out the recruiting needs of each department to decide on the content of recruitment, the time of posting, the using channels, or how to attract have a great source of qualified candidates to apply

b Detail duties

- Planning and deploying the recruitment to meet the operational and development needs of the business

- Posting recruitment information on channels, provide full information for candidates, access to potential candidates

- Screen the CV and record of candidates

- Arrange interview schedule for candidates

- Preselect candidates directly or by phone

- Check and evaluate candidates' capabilities

- Organizing the events to attract workforce

- Building a network of potential candidates for recruitment needs

- Preparing documents, types of correspondence: confirmation letter, rejection letter, recruitment report

- Linking with quality human resources: Universities, Colleges, vocational training units suitable for the business sector of the unit

- Solving legal issues in recruitment

PART 2: INTERNSHIP ACTIVITIES IN COMPANY

2.1 Jobs assigned during internship

I was given the opportunity to work in Boydens Engineering Vietnam from December 30th,2019 to February 6th, 2020

During the internship, I work as an employee in Recruitment It may be hard at that period when I have few experiences, I have to I have to learn more about HR information, especially Recruitment However, it was fortunate that the knowledge I learned in school such as: Commercial Correspondence and Administration Science, helps me take the job easier and faster

After having a thorough understanding of general information about recruitment, I gradually catch the job I began to be tasked with collecting development needs for departments and companies I may personally screen the CV and arrange interview schedule for candidates In addition, I can handle emails regarding the confirmation letter, rejection letter, recruitment report for candidates Moreover, I also participated as an assistant in interviews’ company Through interviews, I grasped and learned quite a lot Therefore, I can prepare carefully to look for a job in the future

Based on what I learned at Recruitment, my supervisor also asked me to organize an event to attract workforce This is a challenge but also an appreciation

by my supervisor With the warmest helps from staff in Recruitment, I successfully organized the event, attracting over 2000 candidates in Hanoi, thereby making some

notes about organizing an event, catching someone’s attention about what I do Above, it is really my memorable moments

Fortunately for me, during my internship, I had the opportunity to be guided about legal issues in recruitment It is a necessary information for me to avoid from risks I encountered when looking for a job In addition, I also have a clearly view of recruitment I am interested in recruitment step by step I found that recruitment is very attractive because of the challenges and the achievements

2.2 Difficulties encountered during internship and experience gained.

2.2.1 Difficulties

2.2.1.1 Working environment

I am quite difficult to adapt to the new environment, so it takes me a little time

to get acquainted with my colleagues, as well as the working speed and working style However, sometimes I feel quite pressured on candidates They were absent in the interview after confirming their attendance Sometimes, I receive unclear needs from other departments It is difficult for me to plan or select potential candidates However, I got warm-heartedly help from staff from HR department, especially Recruitment They are very good-hearted They give me many helpful advices both job and life I am really grateful

2.2.1.2 Lack of HR and Recruitment knowledge

I took my internship at the foreign company, especially at Recruitment section, where my colleagues use English to work with others On the other hand, I learned a lot of knowledge about economics and commerce at school, this knowledge is not too specialized in recruitment This is challenge for me

At school, I only studied general knowledge about HR Therefore, I don’t have enough information about either HR or Recruitment Like most of intern, I made mistake, even the smallest thing

However, I gradually improved professional ability I didn’t make mistake I

am cheerful when completing mission

2.2.1.3 Distance