Bachelor’s Degree in Managing and Running Organization LE THI HOAI THU Vietnam Trading and Construction JSC Promotion 2015-2018 14B Lane Van Phuc, Ba Dinh district Working period from March 1th to May, 31st 2018 RECRUITING 2D DESIGN DRAFTMANS AND 3D DESIGN STAFFS IN INTERIOR DEPARTMENT FOR IC VIETNAM TRADING AND CONSTRUCTION JSC Tutors in university Mr.LA TIEN DUNG Tutors in enterprise (Name and Position) Ms.NGUYEN LY LINH (Head of HR - Administration department) Acknowledgement After taking internship at IC Design company as well as the education at Faculty of International Training of Vietnam University of Commerce, we so glad that the internship report has finally completed Despite the shortage of specialized knowledge, experience, and mistakes occurred in the report are unavoidable, I’m looking forward to receiving professional comments to improve our knowledge and experience I am aware of being worked in professional environment, approached many staffs and customers are such a wonderful duration for group to finish internship report and get acquainted with real working for future occupation A completed study would not be done without any assistance I would like to give my appreciation to tutors who guide me during my internship First of all, i would like to sincerely thank the teachers of University of Commerce and University of Toulon Var who providing me basic knowledge and skills through the time studying at University Especially, I’m so grateful to Mrs Tran Kieu Trang and Mr La Tien Dung for their guides and advise in helping me to complete the report Secondly, I would like to express my endless thanks and gratefulness to my supervisor Ms Nguyen Ly Linh Her kindly support and continuous advices went through the process of completion of my thesis Her encouragement and comments had significantly enriched and improved my work Without her motivation and instructions, the thesis would have been impossible to be done effectively Thirdly, I would like to thanks to Ms Nguyen Thuy Chi and all members of IC Design, who accepted me and helped me a lot during my internship Thanks to their friendliness and kindness, I have a relax and wonderful intership time, with valuable knowledges Finally, my deep sense of thanks goes to my family, my friends of class DAA12 for providing us with unfailing support and encouragement to complete our project report Table of Contents Introduction In developing society, the existing human resources play an important role in the success of business In addition, with the current population growth rate in Viet Nam proportional to the crowded land condition, the development of residential real estate is a popular choice due to its modern, diverse and suitable design Apartment complexes sprouting up drag on the demand for interior design, opening up a large potential market for freelance designers Just a few years ago, architects took care of the interior, the need to create a distinctive beauty for the homes of today's homeowners require those who have expertise in interior design IC Interior Design, with its core strengths in interior design, especially design of large and high-end projects requiring commitment, passion and aesthetics so in order to compete with big rivals, they must to make a difference in product quality which is demonstrated by architects Along with employees engaged from the first year, in order to meet the demand, serve customer, bring quality designs, take the advantage of service factor To get qualified human resources, the recruitment process should be organized in a reasonable manner and the Company continuously improves their staff quality As students currently majoring in Management of Human Resource and Project Mangerment, in my internship at IC, i realized the importance of this During my internship period at IC, the Company also needs to recruit human resources for two positions of architects and then is probationary Therefore, it is more helpful for my internship period I understood the actual process of recruitment, and know how the reality of the recruitment process of the company occurs Presentation of IC Vietnam Trading and Construction Joint Stock Company 1.1 Overview of IC Vietnam Trading and Construction Joint Stock Company English name: IC Vietnam Trading and Construction Joint Stock Company Head office: 14B Lane Van Phuc, Ba Dinh district, Ha Noi Established: 2013 Representative: NGUYEN Thuy Chi Role: General Director Email: info@icvietnam.com.vn | Website: https://www.icinteriordesign.com/ Hotline: 02462672929 Charter capital: 1.900.000.000 (VND) The company brings together a team of young, passionate creativity, enthusiasm and especially have mind with the profession The staff of the company is always appreciate our work and understand that it is our mission to create living spaces that blow the minds into houses, constructions and bring happiness for people who will live in it Company’s motto is to always put themselves in the customer's place to feel and understand the desires and dreams of the people who will experience that space Therefore, from the beginning of receiving the information until the completion and handover of the works, they always listen, focus and provide the best advice and suite to customers The company has received many satisfied comments from customers so they have been loyal and loyal customers with IC Specially, the percentage of customers returning to the IC is up to 70% This figure is not small and it is the correct assessment of the company's dedication in this field The company hope that with the potential and efforts to continuously improve the quality of designs and services to create a perfect product to serve customers best Business lines: IC Vietnam Trading and Construction JSC was established in 2013 with the main business of consulting, designing interior and exterior constructions project: - 1.2 Hotels, restaurants, showrooms; Houses, villas; Apartment buildings, offices; Organize structure Director Vice director HR – Accounting Administrat dept Project Design dept Division ion dept Head of Administ HR rative adminis staff tration personnel Chief accou ntant Accou ntant Quantity Head surveyor of design dept Lead design ers 2D 3D Project interior design Manage design drafts r staffs mans Project Figure 1: Organization structure (Source: HR – Administration Department) 1.3 Swot of IC Design S - High growth in the recent years - Strong relationships with customers (Muong Thanh hospitality, VinHomes Times City,…) - Possessing young, dynamic, creative and longlasting human resources - The percentage of customers returning to the IC is up to 70% - Staffs have great skills and passion - The relationships between employees in the company are very good O - Interior design industry flourishes - Ability to expand and develop strongly in this field - Have many young and talent designers who can apply for company Overview of project W - Lack of personnel, specially designers - Can’t receive high workload - Young and new company => hard to associate candidates - The company structure is being rebuilt so it is not stable T - Increasing strength and domestic competition - Pressure to attract, find and exploit new customer groups, new market staffs 2.1 Introduction about Human Resources – Aministration department When accepted to practice at IC Design, I am practicing in the company's HR department under the direction of Ms NGUYEN Ly Linh Currently, IC’s human resources department consists of three members, with the head of the department being the director of human resources Ms Linh and employees The department has the function of advising, administering, informing and performing administrative tasks as well as recruitment, personnel training, payroll and staff supervision Ms Linh has a Master of Business Administration degree, has over years of experience and has been trained in prestigious institutions at home and abroad The staff of the department also have many years of experience in administration and human resources (over years) They have graduated fairly well at major universities For staff training, not only members of the HR department will be involved, but will also be associated with other department heads for direct instruction and professional training As can be seen, the human resources department of IC has gathered a good human resources, qualified, experienced and highly specialized to run the company's HR operations well 2.2 Reasons to choose the topic Human is an indispensable factor to any organization with a significantly important role in determining the success or failure of any enterprise, especially in the present stage In the increasingly competitive trend, strong human resources in both quantity and quality, both physically and mentally, are considered a competitive advantage leading enterprises to survive, stand and develop on the market There are many companies that are operating in the same business line, requiring them to fulfill the customer satisfaction, make their own mark on the market, and establish their own human resources, the most important factor in order to be successful With the strong development and high urbanization of Vietnamese economy at present, there are more and more building and tower, more and more people are interested in the design of housing In addition, the owners require not only beautiful furniture, but also have to show their own aesthetic taste, which requires skilled professionals to take care of Therefore, the works that the interior designers implemented need to be novel, innovative to bring the impression, unique and not mixed with any previous And also need to have interpersonal skills, expert in materials, professional skills,… in order to meet the demands of customers With this in mind, IC always puts the quality of human and design’s quality on the top priority, with the motto of always put themselves in the customer's place to feel and understand the desires and dreams of the people who will experience that space But at present, due to large market demand, lack of staffs with heavy workload, and even the company have to refuse works in order to give the perfect results for current customers There has a great deal of work pressure leading to many negative effects On the top of that, this job requires skilled and experienced personnel Therefore, IC is in the process of recruiting and training more staffs to meet the upcoming projects In the internship program, I contacted and was successfully admitted to the HR department of IC to experience the internship period After acquiring knowledge and understanding of the company’s difficulties, we actively proposed and were assigned to perform the task of new staff recruitment 2.3 Objectives For the purpose of contributing efforts to the hiring and training of new employees for IC, my internship process aims to: - Make use of human resources knowledge obtained in the university to apply, support the company - Evaluate the current situation of the recruitment and training process of the company - Understand the recruitment process, write job descriptions, job specifications,… - Understand and accumulate more specialized knowledge through practical tasks and activities - Familiarize with a professional working environment With the target set out by the Head of Human resources department to recruit 3D design draftsmans, 2D design staffs, every new employee was required to meet various requirements in terms of knowledge, work requirements and professional experience Implementation of the project 3.1 Divide tasks and internship planning 3.1.1 Internship planning and Budget implementation To complete the recruitment process on schedule and to achieve the best results I was decided by Ms Linh to support the cost of implementing the project and was approved for the company's expenses Mission Estimated cost(VND) Phase A: Researching about company and Human Resources of company, analyzing the actual human resources: Task 1: Learn about the company's history, culture and company positions Task 2: Get familiar with the working environment at the company -Task 3: Analyze the actual human resources in design department and the current problems in human resources -Task 4: Analyze jobs: write job descriptions and job specifications Phase B: Understanding methods to attract candidates and setting recruitment plans: -Task 5: Compare recruitment methods (insources, outsources, …) -Task 6: Compare recruitment websites (number of recruitments, 300.000 500.000 candidates, fee ) -Task 7: Make a detailed recruitment plans Phase C: Implementing recruitment process -Task 8: Searching and attracting candidates -Task 9: Screen candidates -Task 10: Interview -Task 11: Interview by direct manager -Task 12: Appraise, review candidate’s design -Task 13: Assign probationary contract 30.600.000 500.000 500.000 Phase D: Evaluating recruitment process -Task 14: Evaluate the recruitment process -Task 15: Realize advantages and disadvantages of recruitment 300.000 process -Task 16: Offer solutions Other cost 500.000 Total 33.200.000 Table 1: Estimated budget 3.2 Understanding recruitment’s methods and setting recruitment’s plan 3.2.1 Analyze the actual human resources in the company and in design department After learning about the regulations and initially familiarizing with the company environment, the first very task to is analyze the actual human resources in the company and in interior design department This department is the most important and their results in work will directly affect the customer’s point of view the company This was the first basic task enabling us to better understand the company’s policies, personnel status and recruitment requirements This helped us gain more knowledge to support the company in the personnel recruitment process Mission implementation In order to be favorable in the analyzing, i sought the help of Ms Linh at first to obtain and read the necessary documents She was enthusiastic in answering my questions and even suggested all employees to give me any answer about department and direct us in details for various issues related to recruitment requirements as well as providing information not contained in the relevant documents Initially, I study the function of each department in the company to find out any relationship among these departments and personnel-related relationship as well After learning the functions and duties of each department, i analyzed the actual human resources in interior department through various documents and data recorded from Ms.Linh and employees in interior department Result: After analyzing the actual human resources in the company and in interior department, I was able to understand about the real situation in human resources of the company and interior department: Targets 2016 2017 2018 Number Ratio (%) Number Ratio (%) Number Ratio (%) Total labor force 18 100 19 100 20 100 Gender Male 44.44 47.37 Female 10 55.56 10 52.63 10 50 Certificate University 18 100 19 100 20 100 Age 20-26 44.44 10 52.63 12 60 27-33 27.78 15.79 15 >33 27.78 31.58 25 10 50 Work level Manager 27.78 26.32 27.78 Design leader 11.11 10.53 11.11 Employees 11 61.11 12 63.15 13 61.11 Table 2: Human Resources of IC Design (Source: HR – Administration Department) Targets 2018 Number Ratio (%) 10 100 Male 70 Female 30 20-26 70 27-33 30 Design manager 0 Design leader 20 Employees 80 Total labor force Gender Age Work level Table 3: Human Resources of design department (Source: HR – Administration Department) Comment: • Labor structure by gender, age, work level of IC Design in 2016-2018: Chart 2: Chart of labor structure by gender of IC company and design department in 2018 It can be seen that the proportion of male and female employees tends to be balanced However, it can be seen that the male labor force predominates in the design department structure with 70% Since the company works in the field of interior design consultancy, it requires ingenuity, sophistication in communication as well as good writing skills these skills which female employees better The male employees are allocated more in the design and technical department because it requires a lot of difficult and complicated techniques, especially have to go far, supervise the projects Especially, the interior 10 3.2.2 Analyze recruitment requirements Upon obtaining better understanding about the company’s actual human resources, I reported back to Mrs Huong about my entire previous work and the issues i found when researching the company’s documents As mastering the general situation, she assigned a new assignment for me to join in the process of recruiting 3D design draftsmans, 2D design staffs to serve the market expansion plan and satisfy an increasing demand, reduce workload for employees and enhance the quality of service for customers The first job we conducted was to collect the recruitment requests from managers and department heads In close coordination with HR staffs, we compiled and created a list of positions, vacancy number needed to recruit and developed clear job descriptions We detailed tasks and requirements for each position, as well as skills, personality and qualities that the candidate must have in order to complete the task along with personal experience or strength of a candidate versus the other candidates The list of personnel in need of recruitment is presented as follows: 2D design staffs 3D design draftmans Requirement Amount/Sex -Graduated from the National University of Civil Engineering or HaNoi College of Construction -At least years experiences in recruitment position -Have knowledge of construction and architecture -Understand materials and interior texture -Proficiency in AutoCAD, Office and Sketchup -Communicate well with customers and capture good information -Have teamwork skills, ability to exchange internal information and presentation skills in front of customers -Ability to actively organize and manage projects effectively at the same time -Graduated from schools and majors related to interior design -Have at least years experience in recruitment position -Proficiency in 3DSMax or Sketchup, Vray renderer and Photoshop -Understand materials and interior texture -Have a good aesthetic sense and have artistic eyes on space, color, light and materials -Have knowledges about the different design styles and be aware of new creative design trends -Have ability to communicate with customers and capture good information -Have teamwork skills, ability to exchange internal information and presentation skills in front of customers -Have ability to take the initiative to arrange the work and manage projects effectively at the same time employees Table 4: Need of requirement 12 employees  The following is the recruiting content that i has prepared for the 2D design staff and 3D draftman staffs with the help of Ms.Linh: Job title: 2D interior design staff Job description Deploy technical design documents, design & interior design documents based on 3D design Obey and the work in accordance with the company’s procedures Carry out other professional tasks and tasks as assigned by superiors Job requirements Have a sense of responsibility, positive attitude and progressive spirit Graduated from the National University of Civil Engineering or HaNoi College of Construction At least years experiences in recruitment position Have knowledge of construction and architecture Have ability to capture, analyze, synthesize and process information Understand materials and interior texture Proficiency in AutoCAD, Office and Sketchup is an advantage Have ability to communicate with customers and capture good information Have teamwork skills, ability to exchange internal information and presentation skills in front of customers Ability to actively organize and manage projects effectively at the same time Benefits - Income: 7-15 million / month - A young, friendly and active working environment help for creative work to be effective - Social insurance, health insurance according to government’s rules - The company supports the training of professional skills - Annual travel regime - Other regimes will be discussed directly during the interview SUBMIT Submit your CV and Portfolio by email to trang.ldh@icvietnam.com.vn and linh.nl@icvietnam.com.vn Or Apply directly to Human Resources Department IC Vietnam Trading and Construction JSC: 14B, Lane Van Phuc, Ba Dinh district, Hanoi Telephone: 04.6299.2727 & 04.6267.2929 Website: www.icinteriordesign.com Recipient: Ly Linh - Telephone: 0914339160 Hand written applications are preferred 13 Job title: 3D interior draftman Job description Survey and reconstruct the status of the construction after have informations and requests from the head of department or team leader Design to fit the functions and purpose of use of the customer Create 3D perspective of the interior and exterior designs from the lead concept of the chair and customer Set up lighting and render with Vray or other rendering software Support the preparation of pictures and drawings of plans in order to present to the customer Obey and implement the work according to the company’s procedures Carry out other professional tasks as assigned by superiors Job requirements Have a sense of responsibility, positive attitude and progressive spirit Graduated from schools and majors related to interior design Have at least years experience in recruitment position Have ability to capture, analyze and synthesize and information processing Proficiency in 3DSMax or Sketchup, Vray renderer and Photoshop Understand materials and interior texture Have a good aesthetic sense and have artistic eyes on space, color, light and materials Have knowledges about the different design styles and be aware of new creative design trends Have ability to communicate with customers and capture good information Have teamwork skills, ability to exchange internal information and presentation skills in front of customers Have ability to take the initiative to arrange the work and manage projects effectively at the same time Benefits - Income: 7-15 million / month - A young, friendly and active working environment help for creative work to be effective - Social insurance, health insurance according to government’s rules - The company supports the training of professional skills - Annual travel regime - Other regime’s will be discussed directly during the interview SUBMIT Submit your CV and Portfolio by email to trang.ldh@icvietnam.com.vn and linh.nl@icvietnam.com.vn Or Apply directly to Human Resources Department IC Vietnam Trading and Construction JSC: 14B, Lane Van Phuc, Ba Dinh district, Hanoi 14 Telephone: 04.6299.2727 & 04.6267.2929 Website: www.icinteriordesign.com Recipient: Ly Linh - Telephone: 0914339160 Hand written applications are preferred 3.2.3 Understanding methods to attract candidates and setting recruitment plans • Compare recruitment methods (insources, outsources, …) a Form of internal recruitment at the company The recruitment is usually through the following forms: - Moving employees internally into new positions due to promotion of the supervisor or the employee themselves based on the results of the work and the assessment of management - Promoting eligible employees - Students who practice at the company are qualified and have a desire to work at the company - Through the introduction of employees working at the company, or close relatives, friends to find a suitable person to work Because of the unique job, the internal recruitment form at the company is always preferred, especially two forms: the design staff at the company usually introduce relatives, friends and trainees want to become official staffs at the company after graduation The company has at least employees from the introduction of others and they immediately become official staffs until now This is a safe solution for the company because the staff has an understanding of the work and development goals of the department, the development orientation of the company; so they will adapt to new jobs more easily and easier to set goals However, the management and implementation of the work in the company is easy to become mold, lack of new components, breakthroughs, creativity in addition to the company may miss many qualified candidates outside social and easy to cause split in the company which will cause disunity b Form of external recruitment at the company In order not to fall into that situation, the company is now more focus on external recruitment: - From universities: The company organize employment workshop at National University of Civil Engineering last year and the result is quite good, when there are 15 candidates to sign the Probationary contracts, and in the end, candidate become official staff until now, but the source is not experienced and has to spend most of their time focusing on graduation - From the students who are intern at the company want to stay, now the number of these students are increasing significantly, so this is the most cost-effective candidate selection, but in opposite: The recruiting efficiency is not high because they are just students so they not have enough knowledges and experiences to get to work right away and the company The company has to spend a certain amount of capital to re-train and add more professional skills needed - From Social Network (Facebook, Twitter ): Nowadays, social network is used by everyone in the world and Vietnam is not an exception Therefore, so many recruitment fanpages are established in order to bring candidates closer to employers In the other hand, because there are so many people use, there are more job, more recruitment are posted including competiors The competition is huge and the candidates have more choices - not apply for only our company, which is harder to attract candidates - Internet recruitment websites: This is the place to post and search records, It is an effective source of quantity, giving the employer many choices to choose There are two options when posting jobs on the website The post is free of charge and others is charged - WebMail, Mail recruitment: This is the place to receive direct recruitment from candidates and job sites Candidates who read the recruiting information on the recruitment website will apply to the company’s account on the recruitment website or submit directly to the recruitment mail of the company Each source of recruitment has its strengths and weaknesses, none of which is good at all and non of which are ineffective, the choice of which source depends on the company want to recruit which position, at any time, from which to choose the appropriate sources At present the company is using these sources: posting recruitment on the job website and facebook, use webmail and mail recruitment Other sources are rarely use The recruitment of candidates from outside will be more professional, systematic, more selective candidates and more talents into the company However, this also means spending more money, more effort, and may have the status of recruited candidates are lack of loyalty to the company 16 So, in order to get the best candidates, the company decided to use both sources and mainly focus on: insources, facebook, website recruitment, webmail and mail recruitment 3.2.4 Compare recruitment websites (number of recruitments, candidates, fee ) As noted above, there are two options when posting jobs on the website The post is free of charge and others is charged • Post recruitment is free of charge: Available on recruiting sites such as: http://www.careerlink.vn/,http://www.timviecnhanh.com/,http://www.jobstreet.com/ These websites have little high quality CVs, There are no statistics on the number of applications submitted, CVs of candidates are often forwarded to the company’s recruiting mail so sometimes CVs of candidates are lost The company usually uses this • kind of free recruitment for low position requirements, not urgent Post recruitment is charged: At present, the company is using: careerbuilder as recruitment website As the top recruiting website, CareerBuilder.vn brings the optimal value to the user This site is owned by CareerBuilder USA - the world’s largest job and employment network In Vietnam, CareerBuilder.vn has been the choice of the leading companies with the advantages: rich source of data with more than 1,800,000 registered members Hundreds of thousands of complete and updated documents CareerBuilder.vn helps job seekers and employers reach their goals CareerBuilder.vn helps the community create a world where work and quality of work are more important Ms.Linh had give me an account to manage the recruitment website of careerbuilder for the company And i have more knowledge about this kind of recruitment The company has signed with careerbuilder years to recruit with over 30 million VND which is high But in the other hand, their customer care services are great They help us to become more prominent than other employers, and since we use this website, everyday has at least 2-3 CVs of candidates apply for us The quality of CVs are good and suitable, they also inform us about new applications through recruitment mail of company Thanks to them, the company has more CVs and there are many candidates are in the process of probation at the company In the near future, the company will continue cooperate with careerbuilder 3.2.5 Setting recruitment plans and recruitment process: 17 Based on previous preparation, the company satified with the selection on recruitment methods, content, and decided follow this recruitment process: Analyze recruitment needs Complete the application after Search and attract signing Receiving and screening Evaluate probation applicartion Carry out probation Interview Figure 3: Recruiment process This is the general recruitment process applied for almost all positions; however, there may be some necessary changes in the process to suit each candidate position The detailed step-by-step description of the company’s recruitment process is presented as below: Step 1: Analyze recruitment needs This step determines whether the size, capacity of personnel in each department meet the work needs of the department or not Recruitment requests from Heads of departments that are in need of recruitment are sent to HR staffs Vacancy number required and recruitment requests are also considered for the preparation of recruitment announcements There are many important criteria set out by the Company to determine the recruitment needs: According to the production and business plan: HR staffs are in charge of evaluating the performance of each department at each time through the Head’s request form; if the current number of employees does not meet the workload, HR staffs will recommend to the Head to recruit more people Qualification level: In order to meet work requirements, it is required to have professional, specialized knowledge, special skills or sufficient number of personnel to carry out the work, at the request of Director or the relevant unit 18 Personnel change plan: When there are any employees retiring, moving or terminating the contract, Human Resources Department must review, adjust the balance among various departments in the Company In case of any shortage of personnel, HR staffs will identify the recruitment needs and then propose personnel supplement Step 2: Search and attract candidates It is required to identify whether target candidates are recruited from internal or external sources The recruitment announcements are widely posted in the mass media to attract candidates Such announcements must be designed in an impressive, attractive manner at first with the aim of attracting many potential candidates, maximizing the quality of candidates Candidates are required to follow the company’s form or resume (CV) including personal information, educational background, experience, goals, personal interests to send to the Recruiting division according to the methods guided in the announcements Step 3: Receive and screen applications After the submission of applications ends, the Company gathers and selects those who have the most suitable information to the requirements of vacancy to participate in the test and essay writing round Any inappropriate applications are kept for the positions and stages later Step 4: Interview This is considered the first official meeting between the candidate and the Company Through this interview, the company can gain more information to evaluate the suitability of candidates to the vacancy There are some key factors to be considered during the interview, including: Communication skill, ability to work (independently or in groups), ability to organize work and planning, logical thinking and problem-solving skill, as well as some information in the application such as: educational background, experience, skills, etc In this interview, it is possible for the candidates to ask some relevant questions There may be more than one interview depending on the candidate and vacancy Selected candidates are received a notice within 10 days of the interview Step 5: Sign a labor contract Candidates selected through interviews take part in a one-on-one appointment to agree on a labor contract and related issues, including: type of contract, job description, salary, working 19 ... in interior department through various documents and data recorded from Ms.Linh and employees in interior department Result: After analyzing the actual human resources in the company and in interior. .. of advising, administering, informing and performing administrative tasks as well as recruitment, personnel training, payroll and staff supervision Ms Linh has a Master of Business Administration... the interior, the need to create a distinctive beauty for the homes of today's homeowners require those who have expertise in interior design IC Interior Design, with its core strengths in interior