INTERNSHIP REPORT YGC logistics joint stock company

TABLE OF CONTENT
TABLES AND CHARTS........................................................................................ii
LIST OF ABBREVIATIONS................................................................................iii
INTRODUCTION...................................................................................................1
PART 1: OVERVIEW OF YGC LOGISTICS JOINT STOCK COMPANY.....2
1.1. General information of YGC...........................................................................2
1.1.1. General introduction about YGC...................................................................2
1.1.2. Foundation and development.......................................................................2
1.1.3. Vision of YGC logistics JSC...........................................................................3
1.1.4. Mission of YGC logistics JSC.........................................................................3
1.1.5 Core values of YGC Logistics JSC..................................................................3
1.1.6 Policies of quality.............................................................................................3
1.1.7 Business sector.................................................................................................4
1.1.8 Company’s structure........................................................................................4
1.2 Department of internship..................................................................................5
1.2.1 Role of Sales Department................................................................................5
1.2.2 Mission............................................................................................................. 6
1.2.2 Department’s structure....................................................................................7
PART 2: INTERNSHIP PERFORMANCE AT YGC LOGISTICS JSC.............8
2.1. Roles and responsibilities during internship phase........................................8
2.2 Challenges and lessons learnt...........................................................................9
2.2.1. Challenges.......................................................................................................9
2.2.2. Lessons learnt.................................................................................................9
PART 3: PROBLEM OF USING ENGLISH IN THE COMPANY...................11
3.1 The use of English in the company.................................................................11
3.2 Solutions and recommendations for the problem..........................................11
PART 4: THESIS TOPIC OF INTEREST..........................................................13
CONCLUSION......................................................................................................14
REFERENCES......................................................................................................15

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TABLES AND CHARTS
Image 1.1: Logo of YGC Logistics JSC....................................................................2
Diagram 1.1: Company’s structure............................................................................4
Table 1.1. Labor structure of sales department 2015-2017........................................7
Table 1.2. Quantity of people and English capacities in 2017...................................7

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LIST OF ABBREVIATIONS
JSC: Joint Stock Company

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INTRODUCTION
Nowadays, 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. Thus, import and export
play an important role in the growth and development of the economy.
As a joint stock company operating in the field of import and export, YGC
forwarding 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 – THUONGMAI
University, I have gratefully experienced as an intern in the office of YGC Logistic
JSC. After one month (from 1/1/2018 to 26/1/2018), under the valuable support and

instruction of managers and colleges in the company, I was able to apply the
knowledge obtained at university into practice, meanwhile collecting basic
information to complete the internship report.
I would like to express my sincere thanks to teachers at English Department –
THUONG MAI University as well as the staffs of YGC Logistic JSC for helping
me complete this report. Since the practice time is only in the early stages and my
ability is limited, I look forward to receiving your comments in order to perfect the
paper.
Hanoi, January 28, 2018
Student

Tran Thi Tai

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PART 1: OVERVIEW OF YGC LOGISTICS JOINT STOCK COMPANY
1.1. General information of YGC
1.1.1. General introduction about YGC
Name: YGC Logistics Joint Stock Company
Registration Number: 0107069269
Tax Code: 0107069269
Website: />
Image 1.1: Logo of YGC

Address: 7, Tram Troi town, Hoai Duc district, Hanoi

Logistics JSC

Telephone: 84 4 6684 4282

Email:
1.1.2. Foundation and development
YGC Logistics JSC is an international freight forwarder which was founded in
2014 and fully licensed by Hanoi Authority for Planning and Investment – a
member of VIETNAM LOGISTICS BUSINESS ASSOCIATION with an extensive
and professional agent’s network over the world.
YGC Logistics JSC is specialized in the field of international freight
forwarding, providing international and domestic freight services, cargo clearance
services, import / export permits, specialized inspection branch….
By 2017, YGC Logistics has agents in more than 100 countries, seaports and
international airports to create a reliable and flexible logistics service network to
meet the diverse needs of local customers. Point / delivery, type of service, type of
goods, time of delivery and delivery. YGC currently offers services in Hanoi, Hai
Phong, and Ho Chi Minh City.
YGC Logistics started its global forwarding service with a team who are
young and dynamic, having deep experience in shipping and logistics industry and
providing service for customers in consumer, medical, lab, machining and heavy
equipment industry, etc.
Over the past three years, YGC has provided services to more than 10,000
customers and became a familiar partner for customers who need transportation
methods. In 2017, YGC Logistics was in top 15 of air cargo agents in Vietnam with
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average volume of 100 tons in export shipment per month to main destinations in
China, Japan, the US and Europe.
1.1.3. Vision of YGC logistics JSC
YGC Logistics always strives constantly to become a national and
international powerful enterprise. YGC provides professional, perfect services to
customers, look forward to be one of the enterprises with the best quality and most

professional services in Vietnam and international markets with the slogan: "The
Logistics solutions provider"
1.1.4. Mission of YGC logistics JSC
YGC always strive to make the company becomes a powerful, lasting
enterprise, build and develop brand with great competitiveness inbound and
outbound of the country.
1.1.5 Core values of YGC Logistics JSC
- "Solidarity" creates the power of company.
- “Conscientiousness – Reputation” for all customers and partners.
- “Accuracy – Timeliness” is the responsibility to make the brand.
- "Development - Sustainability" is the target.
- "Professional and standardizing" is the core value of the company.
1.1.6 Policies of quality
- Identify the needs exactly; give the best solution to the customer
- Timely response to service requests and satisfaction of the customer,
responsible for what we commit
- Provide a wide range of transport and related services in according with
international law and standards
- 24/7 Customer Services
- Build staff with high-level to response the development trend of the logistics
industry.
- Constantly improve the quality management system and quality of service to
satisfy the needs of customers.

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1.1.7 Business sector
- Air freight: YGC’s comprehensive air service provides an end-to-end
logistics management solution that reduces transportation search costs, accelerates

decision-making and improves communication among all parties involved in the
supply chain in all major airports worldwide.
- Sea freight: YGC sea freight delivers cargoes to all cities, countries and
handle necessary formalities required, such as collection at origin, customs
clearance and delivery to the consignee’s designated places, along with constant
tracking of shipping to give complete visibility throughout the movement.
- Project cargo: The main industries that Project team focuses on are: auto
mobile, mining, pulp and paper, water treatment.
- Custom broker: Customs formalities to commercial goods, aid shipment,
transit cargoes, exhibits, temporary export/re-import, non-commercial goods.
Consultancy focuses on customs declaration, tax access and other relevant tax &
duty policies, customs formalities and clearance in other countries.
- Warehouse and distribution: Standard pick/pack and fulfillment services,
Trans loading, customs bonded, consolidation, deconsolidation, cross-dock, custom
labeling.
1.1.8 Company’s structure
YGC Logistics JSC is a small enterprise with quite simple structure including
3 main departments.
DIRECTOR

ACCOUNTING
DEPARTMENT

ADMINISTRATION
AND HUMAN
RESOURCES

SALES
DEPARTMENT

SALES AND
MARKETING

CUSTOMER
SERVICE

Diagram 1.1: Company’s structure
(Source: Ygc-logistic.vn)

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- Director: takes charge of the management of the company’s business, makes
the strategic and operational decisions of the company and is responsible for
ensuring that the company meets statutory obligations.
- Accounting Department: manages the bookkeeping and financial reporting
of company under instruction of the director, be responsible for setting up,
maintaining and managing company’s accounting system, records and reports the
cash flows, both in and out.
- Administration and human resources: is responsible for supervising the
work done by the staff of the organization, providing administrative aid in human
resources, information management system, handling the employee-centered
activities of company. Human resources curbs excessive spending through
developing methods for trimming workforce management costs, which includes
negotiating better rates for benefits such as health care coverage. In addition, human
resources ensures competitive and realistic wage-setting, employment trends and
salary analysis based on job functions.
- Sales department:
+ Sales and Marketing is charge of doing market research on consuming
trend all over the world (especially potential markets), looking for potential

customers, updating new specifications, new products and answering all of
customer’s enquiries.
+Customer services: provides customers with information to address
inquiries regarding freight and services, deals with and resolves any customer
complaints to create and maintain positive relationships. Customer services of YGC
also serves in a sales capacity such as: taking orders, determining charges, and
overseeing billing or payments.
1.2 Department of internship
1.2.1 Role of Sales Department
In general, the role of sales department is to engage in a variety of activities
with the objective to promote the client engagement of a service.
Sales Department helps Director on work of selling company’s forwarding
services such as: advising and offering services to customer, doing market research

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and developing products. Sales department in YGC is also responsible to Director
for such activities in the assigned tasks.
1.2.2 Mission
- Common tasks
+ Implement building strategies, annual budget plans and submit to the
director for approval.
+ Organize human resources and assign work to complete the work plan which
has been approved in each period.
+ Conduct internal reports in accordance with the company's regulations and
other reports as required by the director.
+ Develop professional procedures and regulations in the field of sales,
marketing and customer services; evaluate the effectiveness of these processes and
regulations in practice to continuously improve and enhance the activities of

company.
- In the field of customer relations:
+ Propose policies for customers, groups of customers and submit to the
director then follow the approved policies.
+ Do research and develop new group of target customers.
+ Maintain and develop relationship between company and customers.
+ Collect and manage customer information and customer records in
accordance with regulations.
- In the field of sales and marketing:
+ Collect market information to determine market demand, target markets and
new markets. Determine the market scope for the current forwarding services and
forecast the demand for new service and characteristics of the areas.
+ Identify the possibility of selling, propose recommendations on quality of
current services, set policies, research and complete packaging rational services
category.
+ Do research on distribution channels, establish distribution network (s), and
identify ownership relationships, benefits, cooperation, information in the
distribution system.

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+ Control of cost elements to analyze the variation of fixed costs and variable
costs in relation to the provided services, projected prices, and break-even analysis.
+ Develop advertising programs, sales promotion.
1.2.2 Department’s structure
Sales department of YGC is divided into 2 branches: Sales marketing and
customer service.
Branch
Sales marketing

Customer service
2015
12
7
5
2016
15
9
6
2017
19
11
8
Table 1.1. Labor structure of sales department 2015-2017
Year

Total

According to the table, labor structure changes over the years to match the
development of YGC. The department must constantly recruit new employees and
find the most suitable candidates for the company.
In order to do business with foreign agents, staff at sales department have to
communicate well in English. We can see the statistics in the table below.
Quantity

Advance

Basic

Incompetent

Sales

3
10
6
0
department
Table 1.2. Quantity of people and English capacities in 2017
A good salesman at YGC must have good sales skills and communicate well
in English to finish the assigned tasks. Therefore, everyone always try their best to
improve themselves every day.

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PART 2: INTERNSHIP PERFORMANCE AT YGC LOGISTICS JSC
2.1. Roles and responsibilities during internship phase
During one month internship at the company, namely sales department, I had
the opportunity to come into contact with the work related to the logistics industry
and more particularly the work related to customer services.
The tasks that I have been accountable for will be listed as following:
- Sales:
+ Develop services and offer to potential customer.
+ Supervise the general process of import and export.
+ Receive orders (booking), contact shipping lines, airlines to get the price of
booking.
+ Prepare bills of lading (bill of lading / air way bill) and send the pre-alert for
foreign agents.
+ Do related work for shipment by sea and air.

+ Contact with foreign agents, customers and shipping companies, airlines to
handle requests related to transport goods.
+ Check, update and manage customer records in the system.
- Customer services:
+ Advise clients and agents on customs clearance procedures to ensure that
customers fully enjoy tax incentives, meet import-export conditions, save costs.
+ Check clearance documents, ensure the accuracy and customer benefits.
+ Help solving problems arising in the process of customs clearance and
inland transportation.
+ Gather feedback from customers to review and propose ways to improve the
efficiency of work.
+ Timely response information related to the shipment such as costs, lack of
papers ... to the person in charge of the department or negotiate with customers.
+ Update progress cargo business for employees or customers if requested.

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2.2 Challenges and lessons learnt
The opportunity to work as an intern at YGC Logistics JSC brought me
thousands of challenges, yet also helped me learn a lot of valuable experience and
lessons for the future work.
2.2.1. Challenges
Besides some knowledge of products (solid expertise: to access, interpret,
support, and "fishing" line), there are some basic knowledge that I haven’t noticed
before such as: The sales knowledge in general, and the basics of marine (like
schedules, rates, market conditions, the port of unloading ...).
During my time at YGC, I found that the job required a lot of skills in caring,
persuading and communicating with customers which are extremely important
skills and needed to improve every day. Also, I was not integrated well enough and

also didn’t get used to work environment of company soon.
Because this is the first time I have a chance to work for a company, I
haven’t arranged tasks in order of priority and the duration of each job.
2.2.2. Lessons learnt
During one month working as an intern at sales department of YGC logistics
JSC, I have learned lots of things regarding some behavioral issues which may help
in my further career growth:
- Enhancing communication skills: More than I had expected I experienced
language difficulties. I thought that I could communicate well in Vietnamese and
with my basic knowledge of English; however the way I give my opinion is a little
bit difficult to understand. Therefore I was reserved in communication at the
beginning, but in the course of month it went better. My stay has contributed to my
communication skills, I have learnt to make a more confident impression and to
express my ideas and opinions more certain, but I would like to pay more attention
to it in the future.
- Team work: When I work at the company, I have a chance to improve the
coordination with my teammates and division of work appropriate to each person in
order to accomplish goals and achieve targets of month which I have learnt at my
university.

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- Confidence and initiative: I got confidence through communicating with
customers every day. Moreover, everyone has their own work to do, so they can’t
have time to pay more attention to me, I learned how to work myself and got more
initiative.
- Skills related to sales and customer services: Working at sales department
brought me opportunities to learn lots of sales skills and customer services because
I have to communicate with company’s agents and customers every day to get my

job done.
- High sense of responsibility and discipline: Working for a company with a
professional environment requires me to motivate myself to be more disciplined and
responsible to accomplish my work.
- Time management and work arrangement skills: These are important skills
which will definitely develop my career in the future.
- Working well under pressure and multitasking skills: I balance my
responsibilities of servicing client complaints on the phone, and on email, along
with attention to supplier reconciliations.
- Flexibility and adaptability: I learnt to be calm and ready to make a quick
decision when faced with an unexpected challenge, accept the changes and be ready
to implement them.

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PART 3: PROBLEM OF USING ENGLISH IN THE COMPANY
3.1 The use of English in the company
Currently, English has become a popular language in Vietnamese company
due to extensive international cooperation and integration. YGC is not an exception,
especially YGC is a logistics company which often cooperates with many foreign
agents to provide the best transportation services to customers.
Therefore, staffs of every department must have professional qualifications as
well as English to meet the need to communicate with customers. However, English
is not their mother tongue, it is difficult to avoid errors when using it. I will point
out some English communication problems that current YGC staffs often encounter.
- Listening, speaking, reading, and writing skills are at a basic level, as
employees communicate directly with agents from different countries with
differences in accents, vocabulary, and pronunciation, it leads to the interruption of
communication.

- Facing difficulties in using words when sending emails or doing business
with clients.
- In addition, staff in the accounting department use English as not influent as
the rest of the departments and they have difficulty in compiling figures suitable for
foreign clients.
3.2 Solutions and recommendations for the problem.
The problems when using English of the staff in YGC can fully overcome if
company offers reasonable solutions and train employees to voluntarily improve
their English skills.
Some solutions that I think it can help to improve English skill of staffs:
- Company should organize programs and activities related to English with
attractive incentives to encourage employees in the company to develop
comprehensive English skills.
- Improve the quality of recruitment process: YGC Vietnam should conduct
actual, objective assessments, give priority to candidates with good foreign

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language communication skills, and should not only look at some certificates
attached in the CV.
- Encourage departmental staffs to participate in online or offline courses at
centers to improve their English proficiency.
- Staffs should also improve their English by converting daily communication
from Vietnamese to English 2-3 hours per day.

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PART 4: THESIS TOPIC OF INTEREST

Name of topic: English major student’s difficulties and expectations in
learning written translation at Thuong Mai university.
Rationale for the research: Translation is a main subject for the students of
English major at Thuong Mai University. There are two forms of translation: written
translation and spoken translation. At Thuong Mai University, written translation is
taught for the students of English major classes from the beginning of the second
year. Because translation is still new and strange for their first time learning, most
of the English major students still have difficulties in learning this kind of subject,
(2014-2018 curriculums). This study will be conducted to find out the students‟
difficulties as well as their expectations when they begin to learn written translation
in order to make suggestions that can partly help them overcome these obstacles in
studying this course. Besides that, the study also aims at making some suggestions
as a useful reference helping adjust learning and teaching method to get a better
result in learning and teaching process.

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CONCLUSION
After 4 years of development, YGC Logistics JSC has initially affirmed its
position in the logistics industry and became a reliable partner for many domestic
and foreign customers.
During one month internship at YGC, I had a great opportunity to apply the
knowledge obtained at university into reality and learned more working skills,
communication in business environment, generated valuable experience that help to
develop my future career.
I would love to express my sincere thanks to all managers and colleges at
YGC Logistics JSC for helping me accomplish this report as well as my beloved
teachers in English Faculty.
Hanoi, 26 January 2018

Student

Tran Thi Tai

14


REFERENCES
I would like to express our gratitude to the following researches for
providing the very useful information sources so that I could complete this
report:
1. Vietnam Logistic Association
2. vla.com.vn
3. ygc-logistics.vn
4. John W Langford ( 2007 ), Developing a Questionnaire, Logistics:
Principles and Applications, Second Edition

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