INTERNSHIP REPORTVnlogs export and import joint stock company

THUONG MAI UNIVERSITY
ENGLISH DEPARTMENT
------

INTERNSHIP REPORT
Company:
VNLOGS EXPORT AND IMPORT JOINT
STOCK COMPANY

Supervisor:

Student

: Nguyen Thi Thom

Ly Kieu Hanh, M.A

Class

: K54N6

Student Code: 18D170287

HANOI, 2022
1


TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................. i
INTRODUCTION .......................................................................................................... iii
LIST OF TABLES, DIAGRAMS AND IMAGES ........................................................ iv

LIST OF ABBREVIATIONS ......................................................................................... v
CHAPTER 1: OVERVIEW OF VNLOGS EXPORT AND IMPORT JOINT STOCK
COMPANY ..................................................................................................................... 1
1.1. Information about VNLOGS ................................................................................ 1
1.1.1. General introduction of VNLOGS................................................................. 1
1.1.2. The process of foundation and development of VNLOGS ............................ 2
1.1.3. Vision, mission and core value ....................................................................... 2
1.1.4. Organizational structure of VNLOGS ............................................................ 3
1.1.5. Business results in the period of 2018-2020 ................................................... 5
1.2. Information about internship department .............................................................. 6
1.2.1. Role of purchasing department ....................................................................... 6
1.2.2. Purchasing department duties ......................................................................... 6
CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS AT
VNLOGS ......................................................................................................................... 8
2.1. The duties in the internship process ...................................................................... 8
2.2. The difficulties and lessons of experience in the internship process .................... 9
2.2.1. The difficulties .............................................................................................. 10
2.2.2. The lessons of experience ............................................................................. 11
CHAPTER 3: THE REALITY OF USING ENGLISH AT VNLOGS ......................... 13

i


3.1. The reality of using English in the company ...................................................... 13
3.2. Suggested solutions to improve the usage of English in the company ............... 14
3.2.1. Solutions for the company ............................................................................ 14
3.2.2. Solutions for employees ................................................................................ 15
CHAPTER 4: SUGGESTED TOPIC FOR GRADUATION ESSAY .......................... 16
CONCLUSION .............................................................................................................. vi
REFERENCES .............................................................................................................. vii

ii


INTRODUCTION
International integration is happening faster and stronger under the influence of
many factors, especially the market economy. Implementing the policy of international
economic integration of the Party, our country has step by step actively integrating into
the regional and world economy. As a joint stock company operating in the field of
export and import, VNLOGS company has made its name and formed a competitive
advantage thanks to advances in applied technology in each step of the operation export
and import of the company.
Being recommended and allowed by the Faculty of English – Thuong Mai
University, I have gratefully experienced as an intern in the office of the VNLOGS. First
and foremost, I would like to express special thanks to the teachers of English Faculty in
particular and all teachers of Thuong Mai University in general. By their knowledge and
dedication, they taught me many meaningful lessons. I also would like to thank Ms. Ly
Kieu Hanh, my respectable supervisor, who always give me precious advices to help me
complete well my internship report.
In the time of practicing in VNLOGS Export and Import Joint Stock Company, I
would like to extend my profound gratitude towards the director of company: Mr. Mac
Huu Toan as well as the whole staff at VNLOGS for giving me many valuable
instructions so that I can learn working skills and apply my knowledge in practice.
Last but not least, I sincerely thank my family and friends who are always by my
side during the part school years. All their support and encouragement are actually the
most significant and valuable motivation for me to perfect this internship period.
Hanoi, January 20th, 2022
Student
Nguyen Thi Thom

iii


LIST OF TABLES, DIAGRAMS AND IMAGES
Image 1: Logo of VNLOGS Export and Import Joint Stock Company...................1
Diagram 1.1: Company’s Structure ...........................................................................4

Table 1.1: Revenue of VNLOGS in the period 2018-2020 ........................................5

Table 3.1: Investigation on the English proficiency of Staffs ..................................13

iv


LIST OF ABBREVIATIONS
No.

Abbreviation

English meaning

Vietnamese meaning

1

VNLOGS

VNLOGS Export and

Công ty cổ phần xuất nhập khẩu

Import Join Stock

VNLOGS

Company
2

TT

Telegraphic Transfer

Chuyển tiền bằng điện

3

LC

Letter of Credit

Thư tín dụng

4

B/L

Bill of Lading

Vận đơn

5

D/O

Delivery Order

Lệnh giao hàng

v


CHAPTER 1: OVERVIEW OF VNLOGS EXPORT AND IMPORT JOINT
STOCK COMPANY

1.1. Information about VNLOGS
1.1.1. General introduction of VNLOGS

Image 1. Logo of VNLOGS Export and Import Joint Stock Company
- Official name: VNLOGS Export and Import Joint Stock Company
- Trading name: VNLOGS.,JSC
- Head Office: 26A1, 49 Alley, Le Duc Tho Street, My Dinh 2 Ward, Nam Tu Liem
District, Hanoi
- Tax Code: 0107001486

- Tel: 0987287988

- Email:

- Website: vnlogs.com

- Director: Mac Huu Toan
- Type of business: Joint stock company

1


1.1.2. The process of foundation and development of VNLOGS
VNLOGS Export and Import Joint Stock Company was established by Mac Huu
Toan and four main shareholders, officially operating on September 22, 2015. Through
the initial time of building the organizational structure system with many initial
difficulties, put into operation from 2015 until now, the company has continued to
stabilize and develop.
• 2015: The company provided export and import entrustment services, document
management and logistics for domestic and international business. At this time,
the company mainly developed the logistics service route Korea - Vietnam.
• 2016: This is a year of rapid market demand, VNLOGS continued to open more
specialized inspection and licensing services.
• 2017: The company deployed more export logistics services.
• 2018: This is a special year for VNLOGS, a growing VNLOGS with the capital
contribution of one shareholder. The company continues to set up logistics
services to import goods from China by sea.
• 2019: With the outstanding development of 2018, VNLOGS opened more import
entrustment services by sea.
• 2020- 2022: The company has continued to expand the import entrustment service
from China and entrust import by road. Along with the staff's constant efforts
under the leadership of the Board of Directors, the company has gradually
affirmed its position in the logistics market. The company established a network
of agents and shipping lines such as Smooth International Logistics Limited,
Yangming, etc.
1.1.3. Vision, mission and core value

• Vision:

2


VNLOGS Export and Import Joint Stock Company makes continuous efforts
towards building a leading enterprise in transportation, export and import, logistics,
constantly improving service quality, satisfying customers. With the rapid development
of technology, VNLOGS company gradually upgraded to become a supply chain,
operating in more fields.
• Mission:
With the motto "Every customer is served wholeheartedly and thoughtfully as the
company's only customer", VNLOGS always respects and commits to bringing
customers the best products and services, ensuring both quality and reasonable price.
• Core values:
- Customer service: VNLOGS provides customers with high quality and best services,
always understanding that customers expect the company to provide safe, on-time and
reliable services.
- Integrity: VNLOGS is based on integrity, ethics, passion and responsibility.
- Humans: VNLOGS creates a friendly, disciplined but creative working environment,
focusing on improving skills and appreciating the contribution of employees in the
success of the company.
- Technology: VNLOGS always actively applies new technology to improve efficiency
and convenience for customers.
1.1.4. Organizational structure of VNLOGS
VNLOGS JSC is a small enterprise with quite a simple structure, including four
main departments. Although each department has its functions, a department can not
work effectively without a connection with other departments.

3

Board of
Directors

Purchasing
Department

Sales
&Marketing
Department

Customer Service
Department

Financing and
Accounting
Department

Diagram 1.1: Company’s structure
VNLOGS has built a team of experienced personnel in the field of logistics, import
and export who are trained from famous universities and college. Each department has
a special function:
• Board of Directors: be responsible for managing the company's business
activities, developing business strategies, controlling the progress of work reports
and evaluating performance.
• Purchasing Department: be accountable for sourcing and placing orders
according to customer requirements. In addition, it is in charge of negotiating,
selecting and managing suppliers. It is also responsible for the management and
tracking and reporting related to purchasing activities.

• Sales & Marketing Department: take charge of doing market research on
consuming trend all over the world, looking for potential customers, updating new
specifications, new products and answering all of customer’s enquiries.
• Customer Service Department: monitor and implement the chain of logistics
services for customers including freight forwarding, customs procedures,
International payments. It also deals with and resolves any customer complaints
to create and maintain positive relationships.

4


• Financing and Accounting Department: manage the company’s financial status,
take responsible for accounting the business activities, manage company’s assets
and capital, set up financial plans. It also supervises the implementation of the
finance related to contracts, collects debts and writes financial statement.
1.1.5. Business results in the period of 2018-2020
No.

Items

2018

1

Logistic service for goods 2,125,042,962

2019

2020

2,277,538,087

3,779,167,922

from Korea to Vietnam
2

Inspection services

1,509,871,457

2,168,309,062

5,179,161,389

3

Export logistics service

3,170,479,623

3,309,229,025

5,600,006,533

4

Logistic service for goods 3,036,210,615

6,711,778,639

3,045,872,121

from China (by sea)
5

Import entrustment services 0

3,778,639,011

5,525,942,021

6

Logistic service for goods 0

0

12,779,579,053

from China (by road)
7

Other

1,022,458,012

1,262,741,202

2,619,884,950

8

Revenue

10,864,062,669

19,508,235,026

38,529,613,989

Table 1.2: Revenue of VNLOGS in the period of 2018-2020 (unit:VND)
According to the business result report of VNLOGS in three years, the company’s
business performance tends to increase gradually over years. VNLOGS' revenue in 2019
increased by more than 8 billion compared to year-on-year. By 2020, the company's
revenue will increase by more than 19 billion compared to 2019, a remarkable increase
compared to 2018.

5


Although the impact of the COVID-19 pandemic, the company's revenue still grew.
The reason for this strong growth is due to the right strategy of the company when
expanding logistics services for Chinese goods to Vietnam and Import entrustment
services, especially the brand value of VNLOGS is increasing. In addition, VNLOGS
knows how to capture the market, has experience in exporting and importing goods, so
it is quite easy for the company to check the documents and clear the shipment. The
market expansion brings in a relatively stable source of revenue, and the import and
export transactions to each country are at a stable level. It also brings in a large number
of customers and partners. Therefore, it can be concluded that VNLOGS has stable

business activities, growing and developing every year.
1.2. Information about internship department
1.2.1. Role of Purchasing Department
The purchasing position can be considered the "backbone" of the company, where
deciding on successful contracts can determine the performance of the business.
Purchasing is part of a company's strategy because the ability to procure raw materials
determines the success or failure of other activities. A business can not survive if input
prices are higher than sales profits, making it impractical to sell products.
1.2.2. Purchasing Department duties
At VNLOGS, the purchasing department is divided into two main parts: the
European purchasing department and the Asian purchasing department (mainly Korea
and China).
The purchasing department performs the following common tasks:
•

Following the state, local, and federal procurement laws

•

Working with government agencies for subsidies and other benefits

•

Acquiring goods at competitive rates

6


•

Maintaining long-term exclusive partnerships with top vendors

•

Placing best bids and acquiring orders before business competitors

•

Sending lucrative proposals to acquire vendors in advance
In general, they all have to buy goods at the best possible price. Purchasing

department must continuously evaluate materials based on quality and, more
importantly, on pricing! Purchasing staff must achieve bulk discounts on these orders
and negotiate with alternate vendors for better pricing.

7


CHAPTER 2: INTRODUCTION ABOUT THE INTERNSHIP PROCESS AT
VNLOGS
2.1. The duties in the internship process
During my internship at VNLOGS, I was able to broaden my horizons in the field
of purchasing by various tasks assigned by my supervisor and have the opportunity to
dedicate myself to the Purchasing department. As a trainee to the purchasing department,
I was taught the necessary knowledge as well as the fundamental skills to perform my
job. I would report my job during the internship days as follow:
WEEK

INTERNSHIP PROCESS

Week 1

- Visiting around the office and greeting seniors in each department in

(From

the company.

December
27th, 2021
to January
2nd, 2022)

- Reading documents, the terms, confidentiality in the contract and sign
the internship contract.
- Starting the training and familiarization process under the guidance of
team leader.
- Joining the orientation session with new members of the company to
understand: history of formation, development process, human resource
structure, operating principles, core values that the company are aiming
for.
- Learning how to looking for suppliers: After receiving a request to
buy products from customers, I need to look for reputable suppliers with
quality and reasonable prices through ecommerce platforms such as
Alibaba, Amazon, Taobao, 1988, Tmall, Trade Korean, Global source
and especially through google search engine (google search), and
through relationships with the agents' customs officer.

8

Week 2

- Learning how to negotiate prices: After finding a supplier, I proceed

(From

to contact and exchange with suppliers via phone, Gmail, messaging

January

apps. We negotiate around issues such as quantity, quality, payment

3rd, 2022 to methods. Then directly negotiate prices and force prices with suppliers.
January
9th, 2022)

- Checking sample: After the supplier sends the sample through the
courier companies (DHL, UPS, Fred Ex, TNT), I conduct a sample
quality check in terms of size, material, quality, colour, see if it is the
same as what we discussed earlier.

Week 3

- Learning how to make payment contract: Mainly pay by LC, or TT,

(From

here for the first product purchase.

January

- Learning how to make payment: Directly contact the bank opening the

10th, 2022

LC to pay with the partner. When the goods have been received,

to January

confirm with the bank, and the bank will transfer the money to the

16th, 2022)

partner's bank.

Week 4

- Knowing the way to preparing B/L, commercial contact, packing list,

(From

invoice send the pre-alert for foreign agents.

January
17th, 2022

- Participating in the general meeting of all countries about the new
feature of the application as well as the proposed plan for the company.

to January
21st, 2022)

- Finding and preparing materials for the internship report.
- Having a warm party with everybody at VNLOGS.
- Writing and accomplishing my internship report.

2.2. The difficulties and lessons of experience in the internship process
Working as an intern at VNLOGS offered me thousands of challenges, but it also
provided me with invaluable experience and lessons for my future career.
9


2.2.1. The difficulties
The first week at the company was the most challenging of my four-week
internship. This is the first time I experience the actual working environment and
everything is new to me. Then, I faced a lot of challenges in terms of both knowledge
and skill.
❖

My knowledge difficulties

My knowledge of office computers and machines such as printers, copiers and fax
machines is limited, so I have to spend a lot of time on them. In addition to product
knowledge, many processes and procedures I still do not understand and still need a lot
of help from management.
I have a lack of knowledge about purchasing items, I have not experienced many
different products and items. I misunderstood the details of documents, which could have
an adverse impact on the activities such as drafting sales contract, Invoice, CO,ect.
Working in the purchasing department, English is not enough. Because my

company's partners are from all over the world, English is not their native language and
I need to learn another foreign language to be able to understand them.
❖

My skill difficulties

I found the job requires a lot of skills such as negotiation skills, communication
skills, search skills, time management skills, but I am still confused with it. This is the
first time I negotiated the price with a foreign supplier. I had difficulty negotiating the
price with them, actually with that supplier before, but this is the first time I have
cooperated with them. They demanded to raise the product price by 1.5 times. I insisted
on emailing clear and uncompromising politeness at a fair price. I actively searched for
other suppliers to hedge my risk, and we finally agreed with a reasonable price.

10


2.2.2. The lessons of experience
After my internship at purchasing department of VNLOGS, I gained a lot of
practical experience. It can be said that the lessons I received are extremely valuable, the
have helped me improve my knowledge and skills.
❖

Lessons of knowledge

The internship allowed me to apply the knowledge I learned at Thuong Mai
University, especially the knowledge related to the business English major and many
product knowledge. It is sure that my English skill has been improved. English is an
indispensable tool when you have decided to work in this industry. Because meeting,
dealing with foreign partners, drafting contracts, sending emails are all in English.

Without English, it isn't easy to work. In addition, must actively learn and improve
specialized English.
I also know that I need learn another foreign language. If you have two or more
foreign languages, you can easily improve your position, easily enter new markets.
Always prioritize your second foreign language as your favorite language such as
Chinese, Korean, Japanese, German,...
After the internship, I have had an profound insight into international trade such as
import, export procedures as well as customs procedures.
❖

Lessons of skills

I learned many soft skills. As a purchasing intern, sometimes finding the right
supplier is not easy, sometimes I encounter short-tempered suppliers, or those who are
the price is too high compared to the company's financial ability, or the quality of the
goods is not satisfactory. I must always be persistent, calm and not give up. Besides, I
got confidence through communicating with customers and suppliers every day. I also
learned how to work myself and got more initiative. I also learned how to build myself

11


some necessary skills to serve the job such as risk management skills, supply
management skills, good customer care skills, work pressure skills and work
arrangement skills.
I learned how to communicate with the new colleagues. They guided me
wholeheartedly in work and gave me valuable lessons in the life. I also learned some
necessary characteristics such as attentiveness, initiative, honesty, loyalty and
professional attitude in order to work well with other colleagues. Moreover, I realized
that I must maintain and develop these relationships. They may be related to my future

and they can open a lot of doors for me to show myself and have more opportunities.
The difficulties and experiences I obtained are the luggage and valuable lessons after I
graduate. This is all that I summed up after my internship.

12


CHAPTER 3: THE REALITY OF USING ENGLISH AT VNLOGS
3.1. The reality of using English in the company
Nowadays, English has become a global language that allows people all over
the world to communicate with one another. VNLOGS is not an exception, especially
VNLOGS is a logistics company which often cooperates with many foreign agents
to provide the best transportation services to customers. To adapt as well as develop
sustainably and long-lasting among the competitive market, the company encourages
staff to use English in the workplace.
VNLOGS is an export-import and logistics enterprise, so it works with many
foreign partners, employees often have the opportunity to practice English and each
employee has an English level equivalent to 450 TOEIC or more. Staff and
professional training are always cared for and created maximum conditions by the
company leaders, often having professional training sessions.
However, the English level of the staff is still not high, they still have difficulties
in communicating with foreign partners and customers. Staff who master all four
skills of listening, speaking, reading and writing is still limited. Most of staff skills
are at basic level, only used to read documents, not really communicate fluently.
Because English is not their mother language, and they only use English as a tool. In
addition, when working with foreign partners and customers, approaching with many
different accents, making them misinterpreted the other's intentions. Staff in the
financing and accounting department and customer service department use English
as not influent as the rest of the departments and they have difficulty in compiling
figures suitable for foreign clients and communicating with customers.

Specifically on the qualification of the employees in each department of the
company will be more clearly expressed in these following table:

English level

Toeic 450-650

Toeic 650-850

Quantity

Ratio

Quantity

Ratio

(person)

(%)

(person)

(%)

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Purchasing Department

15

10

67

5

33

Sale & Marketing

20

15

75

5

25

15

12

80

3

20

5

4

80

1

20

Department
Customer Service
Department
Financing and
Accounting Department

Table 3.1 Investigation on the English proficiency of staffs
3.2. Suggested solutions to improve the usage of English in the company
3.2.1. Solutions for the company
The company should determine the advantages of having both good English
skills and expertise. From these, it will take measures to improve the English skill of
its staffs.
To improve English level, VNLOGS should invest in organizing English
courses for the staff, create conditions for the employees to have the opportunity to
take part in English training courses. VNLOGS can recruit staff with good English
right from the time of recruitment, VNLOGS should evaluate realistically,
objectively, prioritize candidates with good foreign language communication skills,
should not just look at a few Certificates included in the curriculum vitae.

On exceptional occasions, the organization can construct a mini-exam for the
entire team and award those who have shown significant progress in English
communication. This will help improve the staff's English proficiency and the
efficiency with which they use English. It also creates a playground for employees
and stimulates a passion for foreign languages in each individual.
The company can pay high salary for staff who have a good command of
English, which a motivation for them to improve their English skills.

14