INTRODUCTION Being recommended and allowed by English Department – Vietnam University of Commerce, I have gratefully experienced as an intern in Representative
CONSTRUCTION CO., LTD. After one month (from 02/01/2018 to 30/01/2018), with 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 gratitude towards teachers at English Department – Vietnam University of Commerce as well as my managers and colleges in representative office of HANSHIN ENGINEERING AND CONSTRUCTION CO., LTD at Hanoi. Especially, I would love to express my sincere thanks to my beloved supervisor- Mrs. Do Thi Minh Quyen-Business Development Manager and Mr. Lee Soon Chull- Chief Representative of Hanoi Office for guiding and supporting me a lot
to fulfill the report. I am looking
forward to get review and comment as well as recommendation for futher development my assignment Due to the limitation of time, knowledge and experience, the report would properly have several shortages. I would be grateful to receive any comments and recommendations from the teacher to complete my report successfully. Hanoi, January 01, 2018 Student Đỗ Thị Thu Hương LIST OF ABBREVIATIONS 1. Co.,LTD 2. HR 3. MOT 2
: Company Limited : Human resources : Ministry of Transportation 2
4. DOC 5. PIT
6. QS 7.CMS 8. VEC 9. ODA
: Department of construction : Personal Income Tax : Quantity Survey : Construction Method Statement : Vietnam Expressway Corporation : Official Development Assistance
LIST OF TABLES AND CHARTS 1. Chart 1: HANSHIN E&C Vietnam Rep. Office Organization chart
PART 1: OVERVIEW OF HANSHIN ENGINEERING CO., LTD COMPANY 1.1. Formation and Development of HANSHIN ENGINEERING CO., LTD 1.1.1. General introduction about HANSHIN ENGINEERING CO., LTD Name of company : Name of trade Head office Hanoi Representative office
Establish date Tax code Representative Products and services
HANSHIN ENGINEERING CO., LTD HANSHIN ENGINEERING CO., LTD 65-32, Jamwon –dong, Seocho-ku, Seoul, Korea. Unit 7.8th Floor, 117 Tran Duy Hung, Cau Giay, Ha Noi. Tel: (84-4)37262321/22 Fax: (84-4)37262324 11/01/2005 0101594039 General Director: Lee Soon Chull Housing construction Engineering Electricity
Hanshin E&C Co.,Ltd was established in 1950 as housing construction, and went on with construction, engineering, electricity, and plant businesses, and grew to be one of the most prominent general construction companies in Korea. Hanshin takes pride in having been not only contributing to the improvement of housing environment by providing about 260,000 housings, but also playing a key role in the construction of national infrastructure by construction highways, roads, subways, high-speed railroads, and wide area waterworks for the past half a century. The capital of Hanshin E&C Co.,Ltd is 49,599,815,000 Won and total assets ( resent a settling term current) is 1,690, 086, 363,881 Won. Also, Hanshin is already internationally reputed for its technologies and upto-date construction capabilities by participating in large scale international constructions such as housings of the Jubail Royal Family Council in Saudi Arabia, Religious Complex Building in Kuwait, public housings in Al karjih, Saudi, highways throughout Riyadh-Jeddah-Damman, Bebehani company building, residential & commercial complex buildings, and Al karjih public housings in Saudi Arabia, sports clubs, etc. 4
Nowadays Hanshin E&C Co.,Ltd has many subsidiaries in different countries. Representative office in Hanoi is one of the main foreigner subsidiaries of the corporation. Since the establishment the representative office in Hanoi has awarded many projects in the country such as: Hanoi HH4 commercial and housing building, BIDV tower, Noi Bai international airport to Nhat Tan Bridge connecting road construction, Trung Hoa interchange and etc. 1.1.2. Business purpose, vision and function of the company - Vision: Hanshin Engineering & Construction Co.,Ltd will advance to be the best group with nature-friendly and human –centered construction culture with mixture of tradition and high technology. Based on ‘filia piety’, we will truthfully research and work hard to give good impression to customers. - Business purpose: + To create the nature- friendly business culture, it will continuously take parts in the activities to improve the system management and maintain the process. + We will continuously work for reduction of the sources and pollution and keep the monitoring system by understanding and fulfill the request including relevant regulations. + We will keep information in the form documents and will do the best to train all the employees to follow and act on this policy to run the business smoothly and efficiently. +We will regularly examine overall business system and maintain the fair and clean business culture to open company’s information to any related business partners any time through various ways. - Function The company is a liaison office for head office in Vietnam. Contacting with government office, local partner to set up the network, promote business and participate into the International Bidding to get project. 1.1.3 The organizational structure
The organizational structure of the company is built in the form of online functionality and fit with the type of business. The organizational model is made according to the following diagram: Chart 1: HANSHIN E&C Vietnam Rep. Office organization
Managing DirectorChief of Vietnam Rep. Office
HR– Accounting Department
Business and Project Department
(Source: Labor-Organization Department)
The functions and responsibilities of several departments: Managing Director- Chief: is a person who runs company’s daily works and is responsible for the Chairman of the Company, head office implements the rights and duties assigned General Manager: Being responsible for the management and operation of the departments and supporting the Director in corporate governance, connecting with local business partner and promote marketing activities in Vietnam market. Division Manager: Support the Managing Director- Chief and General Manager to direct and handle regularly the field activities of the enterprise under his assignments. Technical- Department: Managing the technical work of the company. It also guides and supervises construction units according to the technical requirements, procedures and rules to ensure the quality of projects. Studying the document and giving comment, preparing and translating technical document as per assigned such as: quantity survey (QS), cost estimation and construction method statement (CMS) HR– Accounting Department: Carried the related work of human resources (recruitment, insurance, PIT, compensation) and accounting work ( tax, bank, support project site for the taxation and related accounting matters). Business and Project Department: contacting with all related organs and authorities, local business partner, following and updating the information, attending meeting, supporting for interpretation and translation, taking minutes of meeting MOM for timely assigned projects, document work for all projects as assigned. 1.2 Internship Description Business and Project department: + Contacting with all related organs: ministry of transportation (MOT), department of construction (DOC) to get information about project planning and process, update information, circular, resolution and others to approve projects, department of industry and trade to update information about tax regulations and foreigner management. 7
+ Attending the meeting: with business partner such as: local construction companies, the employers (project investor), taking note, supporting for translation and preparation document, meeting agenda. Before that, arranging meeting, recording and making the minutes of meeting to circulate in office. + Administration work: carry logistic for all staff including: hotel booking, ticketing, and office management (office supplies and logistic works: stationery, office and car rental, all of copy, scan, printer maintenance, domestic oversea postage).
PART 2: INTERNSHIP PROCESS AT THE COMPANY 2.1. Internship description Working as administration work, support project site office for establishment including procurement works and handle the incoming and outgoing letter in business department. During the internship I supported mainly Ben Luc- Long Thanh Expressay construction project, Package A6, project office site is located in Dong Nai province. Current projects – ongoing projects: Ben Luc – Long Thanh Expressway Construction Project – Package A6. Project Status: Company has been awarded the project on September 2017 and signed
Representative Office is in charge for preparation work and set up the project management office at the site. The Employer is: Vietnam Expressway Corporation (VEC). Local parent: BMT Joint Stock Company. Detail works: I was responsible for contacting partner to make meeting arrangement. It is connecting to arrange time schedule with partner, draft letter to request meeting and reply letter to the partner. I have to check mail every-day to ensure that information was not omitted, responded in a timely and updated immediately. I am aslo in charge for logistics works such as: booking round air ticket trip from Hanoi to Hochiminh, searching and booking hotel (reference: room- type in Aquari hotel at Thi Sach street, Dist. 1 Hochiminh city). Translating document as assignment: I have to translate incoming and outgoing letter or correspondences and other documents from English to Vietnamese and vice versa. Printing and binding documents for manager bring to business trip. Before the meeting, I may draft meeting agenda as requested by the office and prepared relevant documents. In the meeting I support my manager by taking note briefing main content outline after that make meeting minutes of meeting for her reference and then circulate for internal use. Updating regularly circular, direction, regulation to fill incoming document or 9
circulate document for internal using. Besides, I also did daily work in the company such as: answering the phone, receiving the partner, organizing the document on each project and other works my manager gave me. 2.2. Difficulties and lessons learn 2.2.1. Difficulties This is Construction Company. Therefore, it has many terminology, technical word, abbreviate such as: Construction Method Statement (CMS), Quantity survey (QS) and etc. At the first time, I had much trouble when reading and writing memo although my manager gave me much support. The first time I read the contract I cannot understand fully the content because it had many technical words. I had to contact this every day so the first time is really difficulties for me. However, after that the manager gave me the list of some English of special in construction and this helped me a lot in my work. Meeting Schedule is also one of my difficulties when working at the company. Sometimes the business partner changed schedule. As a result, all of plan for business trip including ticket and hotel need to be changed accordingly in short- time. Meanwhile seat and room is not available and it needs to be arranged urgently. I did not have much experience in this problem and did not know solve in very short time so I needed the support and guidance from my manager. My biggest difficulty during the internship time is translation and interpretation skills. Thus I lack of actual experience and knowledge about construction sector as well as technical words in this sector. Sometimes, it is hard to catch up the speed and meaning therefore the quality of work not proper. Moreover this is the first time I have chance to work direct with many foreigners who come from many countries such as: Japan, China, Korea and so on. They speak English very fast so it is hard to hear. 2.2.2. Lessons learn After about one month working as an internship at Hanoi representative office of Hanshin engineering & construction Co., Ltd, I gained much experience. 10
Firstly, I achieved the skill how to draft correspondence letter: style, wording, formality and so on. Secondly, communication skill is improved very much by contacting to the business partner and exchange information. I also learned other admin skills such as: hotel booking, ticketing, and office management (office supplies: stationery, office rental, all of copy, scan, printer maintenance, domestic oversea postage). Last but not least I think that my translation and interpretation skill are improved so much and better than before. Through reading, writing memo, contract I can have further development my source of vocabulary, improve reading and writing skills. Speaking and listening skill also is much better caused I have change to talk and work directly with foreigner every day.
PART 3: USING ENGLISH AT THE COMPANY 3.1. Using English in business In recent years, Vietnam’s economy is growing deeper into integration so it leads to demand for high-quality human resources. We need candidates who are not only deep understanding but also fluent language. Moreover, the company is in the field of construction, engineering, trading, importing and distributing products so it also requires staffs who are good at English. Thus, English has become a vital part of every sectors, it is the key to open up opportunities in exploring and exploiting new market for business. As in international construction company, Hanshin Engineering and Construction Co.,Ltd uses English the most in technical and business and project department for every oversea project. Technical Department: The technicians should be aware of all technique part in English. They often search and study the technical design for projects, study company profile of local partner and make the report. They often translate catalogues and manuals of suppliers into Vietnamese to understand the best about
products such as their functions, specification, operation and etc, as well as provide Vietnamese profile to partner. Business and Project Department: English is the main language using for every transactions with business partners, prepare bidding document, contract negotiation for all of term and conditions. As international construction company, Hanshin often participate into the international competitive bidding for Official Development Assistance (ODA) projects. All the related document is made in English. HR- Accounting Department: As the foreign company operating in Vietnam, they shall follow every regulation and the law on tax, human resource management. All of the monthly report such as: social insurance report, personal income tax declaration monthly report to Department of Industrial and Trade, etc shall be translated into English for reporting and getting approval from Chief Representative. In addition, Logistics Division also provide logistics services, therefore, they often communicate with their agents abroad to supply customer’s information, prices, customs clearance services and etc. Hence, employees of Logistics Division are very good at English and meet customers’ expectation. However, they have no maximum exploitation of the potential of staffs in using English in labor- organization department. Most of staffs are not able to master specialized English .In fact, they have no capacity to use professional English of construction sector. A number of senior staff bad at English skills creating some barriers in transactions with foreigners. 3.2 Some solutions to improve the use of English in the working environment. They should organize some regular training programs of specialized English for the entire staffs, especially new staffs in the company. The departments in company can sum up some documents of specialized words and different ways of using English to help the successor overcome this barrier more easily. They should have the rewarding policy, increasing the wages for employees who have the good qualifications and ability to use English well in the 12
workplace. This policy is aimed at motivating and encouraging employees to work and improve professional English. It is important to create more opportunities for staffs from the departments to interact directly with foreign clients in the trading activities from many different countries for employees.
PART 4: GRADUATION THESIS PROPOSAL Translation of typical terms used in Construction Company.
CONCLUSION Hanshin E&C Co.,Ltd considers bringing a more comfortable life to community as their great mission. Those successes of the Company are concretized in the number of revenue and benefit as well. Besides numerous advantages of organizational structure, management and staff qualifications, capital and market expanding and some other problems remain the big challenges which require the Company to promptly take proper measures in order to fulfill business targets. The report is my record of the overview of Hanshin E&C Co.,Ltd and my experiences in the company. During one month serving as an intern in the Business Department of the Company, I had chance to apply knowledge gained at school to practice and learn more about styles, attitudes, methods of working, communication in business environment, which help create a more clear direction for my future career. One more time, I would love to express my sincere thanks to teachers at English Department – Vietnam University of Commerce and my manager – Mrs Quyen at Hanshin E&C Co.,Ltd, who have helped me a lot to accomplish the report. Hanoi, January 20th 2018 Student Đỗ Thị Thu Hương