Báo Cáo Thực Tập Internship Report Administrative Assistant.docx

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Xxxxxxx UNIVERSITY
INTERNSHIP REPORT
ADMINISTRATIVE ASSISTANT AT INTERNATIONAL
COOPERATION DIVISION AT QUANG BINH DEPARTMENT OF
FOREIGN AFFAIRS
Instructor:
Student’s name:
Student’s code:
Course:
Class:

1
ACKNOWLEDGEMENT
During my graduation, I received a lot of support from my professors,
instructors, companies and families who gave me the strength and inspiration to
help me complete this essay. First of all, I would like to thank all lectures at the
xxxxxxxxxxxxxxxxxxx for helping me gain insights, knowledge and open up
my perspective.
I am also very thankful to my instructor Mr. Nguyen Van A for his excellent,
open, and thorough instructions, from the very first days I worked on the report
to help me accomplish excellently. I would like to express my thanks to the
Department’s management and my colleagues who have created favorable
conditions for me to accomplish this task well. In the end, thanks to my family,
my relatives always accompany me, my support, my belief that I can
wholeheartedly care for my favorite work, achieving high results.
I hope, along with this report, will partly contribute to improve the sale
process at Quang Binh Department Of Foreign Affairs.
With high appreciation,

2
FREFACE
International integration is the process of linking and connecting countries
and territories together through participation in organizations, institutions,
mechanisms and activities of international cooperation for the development goals
of each country and territories, forming collective power to solve common issues
of common concern.
In essence, international integration is a highly developed form of
international cooperation aimed at achieving common goals and interests in all
areas of socio-economic life. In the era of globalization and the strong impact of
the scientific and technological revolution, international integration is
indispensable and needs exist and develop of countries. For Vietnam,
international integration is a major strategic orientation to successfully
implement the cause of building and defending the Socialist Fatherland. Since
joining international integration, we have created and strengthened the
environment of peace, cooperation, making the best use of favorable
international conditions, "contributing significantly to the cause of economic
development - society, increasing national synergy, maintaining independence,
sovereignty, unity and territorial integrity of the country, maintaining political
security and social order and safety; improve the people's life, consolidate the

3
belief of all strata of people in the renewal process; empowering Vietnam in the
international arena.
Understanding the importance of international cooperation in the new era, the
trainees themselves are constantly looking for opportunities to practice at
agencies with international cooperation offices and have been fortunate to have
the opportunity to practice at Quang Binh Department Of Foreign Affairs with
the position “Administrative Assistant” of International Cooperation Division for
a period of 2 months from September 30 to November 29, 2019.
As an “Administrative Assistant” in the International Cooperation Division of
Quang Binh Department Of Foreign Affairs, I was very lucky to experience and
gain many useful knowledge and skills which definitely will help me a lot in the
future. This internship report consists of three chapters and was organized as
follow:
Chapter 1: Introduction of Quang Binh Department Of Foreign Affairs
Chapter 2: Practical Trainng Programs
Chapter 3: Conclusion and Suggestions

4
TABLE OF CONTENTS
FREFACE ........................................................................................................................1
CHAPTER 1. INTRODUCTION ....................................................................................4
1.1. Overview of Quang Binh Department Of Foreign Affairs.................................6
1.2. History of Quang Binh Department Of Foreign Affairs ....................................6
1.3. Organization Structure and Management.........................................................10
1.3.1. Organization Diagram of of Quang Binh Department Of Foreign Affairs
10
1.3.2. Functions and Duties..............................................................................10
CHAPTER 2: PRACTICAL TRAINING PROGRAMS...............................................13
2.1. Training activities at Quang Binh Department Of Foreign Affairs.....................13
2.2. Experience ...........................................................................................................19
CHAPTER 3. CONCLUSION AND SUGGESTION..................................................20
3.1. Conclusion ...........................................................................................................20
3.2. Suggestion............................................................................................................23

5
LIST OF TABLES AND FIGURES
Figure 1: Group Photo at the 10th Aniversary of DoFA Establishment ..................9
Figure 2: Organization Structure and Management of DoFA Quang Binh ..........10

6
CHAPTER 1. INTRODUCTION
1.1. Overview of Quang Binh Department Of Foreign Affairs
Fullname: Quang Binh Department Of Foreign Affairs
Abbreviation: QBDofa or the Department
Director: Mr. Nguyen Ngoc Quy
Phone: (0232) 3815565; fax: (0232) 3822804
Email: sngv@quangbinh.gov.vn
Website: https://sngv.quangbinh.gov.vn
Address: 23/8 - TK1 - Dong Phu - Dong Hoi - Quang Binh
Establishment date: 2004
1.2. History of Quang Binh Department Of Foreign Affairs
Founded in 2004 on the basis of restructuring the External Relation
Division of the Provincial People’s Committee’s Office and the Border Board of
the Provincial People’s Committee, Quang Binh Department of Foreign Affairs

7
(DoFA Quang Binh) has made continuous growth and development, making
significant contributions to the provincial socio-economic development.
Since Quang Binh province has been re-established in 1989, catching up
the trend towards regional and international economic integration the Provincial
People’s Committee (PPC Quang Binh) has set up an External Relation Official
Group under the management of PPC Quang Binh’s Office.
In response to the proposal from Quang Binh province, the Prime Minister
issued Decision No. 209/2003/QĐ-TTg dated October 10, 2003 approving the
establishment of the Department of Foreign Affairs. Quang Binh PPC
promulgated Decision No. 07/QĐ-UBND dated February 03, 2004 establishing
Quang Binh Department of Foreign Affairs on the basis of restructuring the
External Relation Division of the PPC’s Office and the Border Board of the PPC.
Shortly after its inception, the Department has focused on rearrangement
of its organizational structure, issuance of its operation regulation and
implementation of its key tasks.
By the end of 2014, the organizational structure of DoFA has gradually
completed, with key positions as follows:

8
 DoFA Leadership: 01 Director and 02 Deputy Directors.
 04 Divisions and 01 Unit: Administrative Office, Consular Division,
Border Division, International Cooperation Division and Inspectorate -
Legal Affairs Unit.
 27 staff members (of which 90% has obtained undergraduate degrees or
higher education degrees.
On December 7th, 2014, Quang Binh DoFA celebrated the 10th anniversary
of DoFA Quang Binh establishment to look at its developments so far for
acknowledging the significant contributions of the previous generations, for
motivating the DoFA’s staff to take pride in the growth of the agency as well as
for elaborating the vision and key tasks of the agency in the future in a way
which will bring about substantial contributions to the development of Quang
Binh province.

9
Figure 1: Group Photo at the 10th Anniversary of DoFA Establishment

10
1.3. Organization Structure and Management
1.3.1. Organization Diagram of of Quang Binh Department Of Foreign
Affairs
Figure 2: Organization Structure and Management of DoFA Quang Binh
1.3.2. Functions and Duties
Quang Binh Department of Foreign Affairs has following functions:
Director: Mr. Nguyen Ngoc Quy
Office
Internatio
nal
Cooperati
on
Division
Consular
and
Overseas
Vietname
se
Division
Border
Managem
ent
Division
Inspector
ate
Deputy Director (Ms. Do Thi Hoai Thu and
Ms. Nguyen Thi Huong Giang)

11
 Quang Binh Department of Foreign Affairs (QBDofa or the Department)
is in charge of consulting for the PPC in state administration of foreign
affairs and national border and territory; public services under its
jurisdiction; and implementing a number of tasks and jurisdiction as
assigned and authorized by the PPC, in accordance with the law.
 QBDofa is under the PPC’s direction and management on organization,
staffing and work; simultaneously under the direction, guidance,
inspection on professional competence of the Ministry of Foreign Affairs
(MOFA).
 QBDofa has its own legal status, seal and separate account for operations;
based in the City of Dong Hoi, Quang Binh Province.
Regarding its duties, QBDofa has below duties:
 Submitting the PPC
 Submitting the Chairman of the PPC
 Guiding, inspecting, implementing, and disseminating legal documents,
planning, plans, programs, schemes, projects and other issues related to
foreign affairs and national border affairs;
 On outbound and inbound delegations work

12
 On consular affairs
 On external information
 To foreign NGOs and individuals:
 On national border and territory:
 On foreign economics:
 On foreign culture:
 On oversea Vietnamese
 Uniformly managing and organizing international conferences and
seminars, signing and implementing international agreements at the local
level in accordance with the law.
 On friendship and cooperation with foreign countries
 Conducting translation and interpretation in the Department’s operations
and as requested by the Provincial Standing Party, People’s Council, and
People’s Committee.
 Implementing other tasks assigned by the PPC in accordance with the law.

13
CHAPTER 2: PRACTICAL TRAINING PROGRAMS
2.1. Training activities at Quang Binh Department Of Foreign Affairs
DATE ASSIGNED TASKS LESSONS LEARNED
30/9 – 4/10 Taken a tour of the whole
department, get a brief
introduction of the
department such as the
establishment,
development,
departments, and
operations.
Assigned to the
department for
internships
Have basic knowledge
about the formation,
development, functions,
tasks and working
activities of the
department.
7-11/10 Be introduced to the
International Cooperation
Division and the work to
Better understand the
functions, tasks and
working methods of the

14
be done during the
internship
International Cooperation
Division
Understand the work that
needs to be done in the
room during the
internship.
14-18/10 Translate draft boards on
long-term, five-year and
annual plans, programs,
projects, projects on
national territorial border
work and international
cooperation before
submitting them to the
Provincial People's
Committee
Grasp the contents of
draft, long-term, five-
year and annual plans,
programs, projects and
projects on national
territorial border work
and international
cooperation.
Know how to apply
English in real
documents, learn many

15
new words as well as a
tool to support
translators.
21-25/10 Support the review of
illegal documents and
plans on national
territorial border work
and international
cooperation.
Learn how to check
documents, plans and
programs.
Know the importance of
writing plans and
programs, it is important
to prepare it carefully and
seriously because they
involve many partners.
28/10 -1/11 Study and participate
with brothers and sisters
to organize the
implementation of the
national territorial border
Learn how to build a plan
to solve the territorial
border issue between
Vietnam and Laos, the
East Sea;

16
work, including
participating in
developing plans to solve
the territorial border
issue between Vietnam
and Laos and the East
Sea;
4-8/11 Support the organization
of training courses,
propaganda and
dissemination of laws,
guidelines and policies of
the Party and the State on
the national territorial
borders; guide, check and
manage documents, texts,
maps and records on the
borders under the
Know how to organize
training classes.
Know how to propagate
and disseminate Party
and State laws,
guidelines and policies
on national territorial
borders.

17
provincial management
11-15/11 Organize the
implementation of
international cooperation,
in particular, study and
formulate projects on
building cooperative and
friendship relationships
between Quang Binh
province and foreign
units and localities to
submit to the provincial
People's Committee for
approval and organize
the implementation of
such projects
Know how to research
and build projects on
building cooperative
relationships
18-22/11 Coordinate with relevant
agencies and Vietnamese
Know how to select and
verify foreign partners in

18
representative agencies in
foreign countries to
collect, select and verify
foreign partners in
business, joint ventures,
economic cooperation
and investment in the
locality province as
assigned by the PPC
business, joint ventures,
economic links,
investment
25-29/11 Summarize of work done
during the internship
period, writing reports
and receiving honest
reviews and suggestions
at the internship
Know how to summarize
the work done, write a
report, as well as actively
ask for opinions and
assessments of the
agency about my
internship

19
2.2. Experience
When practicing at the International Cooperation Division, I understood more
clearly about the functions, tasks and working activities of the international
cooperation department.
In addition, to be able to do well the assigned tasks during the internship, I
realize that English plays a very important role because without the
knowledge of foreign languages, I will not be able to communicate with
foreign interns, can not translate documents into English or vice versa, can
not study a lot of useful information (especially information of foreign
partners who want to invest and do business in Vietnam).
As an administrative assistant at the International Cooperation Division, I
also learned a lot of valuable experience, besides soft skills to help complete
the assigned tasks such as communication, proactive, research, translation; I
also know how to work and complete tasks in the international cooperation
department.

20
CHAPTER 3. CONCLUSION AND SUGGESTION
3.1. Conclusion
In short, my main job during 2 months of internship is to practice as. The
internship has helped me to have many interesting experiences, helped me to
recognize my strengths and weaknesses, to recognize working in the real
environment so that i can better understand myself to continue promote strengths
and train to overcome weaknesses. Internships bring a lot of useful things to my
job and my life after coming out of university.
Experiencing the two months internship, overcoming the initial difficulties
and obstacles, it is a time for final year students to learn and accumulate their
luggage before officially coming to work after graduation. I have gained many
valuable experiences after internship:
 Firstly, the lesson on initiative: Initiative is the biggest and first lesson that
most of bio-trainees need to learn. Proactively getting to know people,
actively learning about internships, proactively proposing and working
with people, all of them help us quickly integrate into the new
environment. When coming to the internship, each person has a different

21
job, not everyone has the time to follow closely, wholeheartedly just for
us. So being active in everything helps me seize the opportunity and learn
many practical things.
 Secondly, the internship gave priceless lessons from practice: The
internship is the time when I understand more clearly what my future job
is. Being able to work in real life, giving the opportunity to apply the
knowledge at school we call theory that will help me quickly see my
shortcomings and promptly improve it. At the same time, with the help of
experienced seniors, it is a valuable opportunity to gradually plan your
own future.
 Thirdly, i have more friends and new relationships: After a period of
practice, suddenly we become "Rich" by making new friends, colleagues,
and great friends in the profession and these relationships sometimes help
us in our career development and the future without requiring the value of
money.
 Fourthly, internships help us to equip new skills and new opportunities:
Soft skills, which is what every student wants to equip when leaving
school to be confident and start their new and first jobs when leaving
school chair. After a period of practice, if you try your best, always

22
proactive in everything, then the value you get in the future will be many
times the effort you spend. Practicing is not only a time for you to learn,
but it is also a great opportunity for you to show your ability. If you do
well, you have shown people that you are really suitable for this job,
maybe an invitation to become an official employee when we graduate.
The benefits that the internship brings will definitely help students with a
different perspective. Don’t waste times practicing because every day will
teach you a lesson; bring you new experiences to help you grow more and
more in your career.
 And finally about maturity: In the first days of practice, you will surely be
surprised at work, fear, embarrassment, even if you do not understand, you
will not dare to ask and hide your "ignorance".. You may be reprimanded
or yelled at. But it is these pressures that will force you to make more
effort to complete the task, to not be a failure. Gradually you become more
confident, more mature and it will be much easier to go to work really
later. Not only do students preparing to graduate need internships,
freshmen and sophomores can practice if they are confident enough. Get
rid of your fears and create a career path for yourself, starting with an
internship!

23
3.2. Suggestion
Internships are always a necessary period for students. So why is it
necessary and why should students go to practice? The common psychology of
many students that practice is not important. Instead, they like to go home, travel
... then find a company/ department to confirm the internship report is complete.
They are shy, they are afraid that because they do not know anything, the
company/ department will not let them work as an employee but only do errands
like making tea, pouring water, photo papers ... In fact, it is rarely happens,
moreover practice brings a lot of useful things for your work and life after you
step out of university. Actual work environment when working, things will be
very different from your normal classroom, no longer dozing off during school
hours, going to school late or hiding from homework. You will have to comply
with the company / department schedule, complete all assigned tasks and have a
really serious attitude when working. You will get acquainted and experience
soft skills such as teamwork, communication, management. Internships are an
opportunity for students to learn, apply theories they have learned in practice,
and get used to the formal working environment and achieve higher success
when actually going to work. Many students even prepare to graduate and still
have not shaped what they will do and how it is. Internship will be considered as

24
a "reagent", help you consider whether you like or suitable for this job? How
would you like to work? Is the job in the major you are studying exactly what
you imagine? Practice giving you a clearer and more specific view of your future
direction.
After the internship, I think the school should create more opportunities
for students to practice and students should also actively create opportunities for
themselves to practice so that they can experience working in a real environment.
This also helps students to be more stable for future work.

25

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