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GUIDE TO HOST FOREIGN INTERNS

ABROADER's Know-Hows

“Your company has never hosted an international intern? No need to worry, we have many best practices to share.
Need advice on what benefits to provide for the intern? We have you covered! Visa paperwork?
Don’t panic, we know what to do!”
Welcoming an international newcomer to your organization would spark a lot of joy and excitement, however, it sometimes can also come with unexpected inconveniences when there is a lack of mindset and logistical preparation. After 6 years of sending international interns to more than 150 organizations in different locations in Vietnam, we have gained several valuable lessons, now composed into a guide to help both our partner organizations and interns to get the most out of their hosting/interning experience. As an upcoming or prospective host organization, it is highly recommended that you check out our guide to host to have a full look at what is expected of you and what to prepare before, during and after hosting an international intern. A summary of the guide is  as below.

EXPECTATIONS FOR HOST ORGANIZATION:

  • Provide meaningful work experience and work benefits for the intern as agreed upon and described in the Internship Offer Letter

  • Assist the intern in integrating with your organization’s work environment, staff and day-to-day business, including providing them with an “induction and orientation on general work procedures,” “workplace safety” and “who is who” on their first day and throughout their first week
    For a list of what information the intern needs to know when arriving at your organization, please refer to Appendix 2-Orientation Checklist in this guide to host

  • Appoint a supervisor to oversee the intern and guide  them through the assigned tasks and adjusting to the organization’s work culture
    For more information on the role of the intern supervisor, please refer to Appendix 1 - Tips when working with international interns in this guide to host

  • Provide necessary resources or equipments required for the intern to perform their tasks or execute their projects

  • Communicate with the intern about the right kind of work attitudes and professionalism through interactions with other people in your organization

  • Provide the intern with on-going evaluation on their performance and progress and support them when needed: 
    The 3 main checkpoints for the intern’s performance evaluations are

    • After week 1 (as the first week is key to setting foundation for the internship); and after the first month
    • Mid-internship evaluation (if specified)
    • End-of-internship evaluation where the your organization, the intern and ABROADER together conduct a final evaluation of the program 

End-of-internship Evaluation


*On occasions, the intern will be on a credit-bearing internship and your organisation may be required to complete some forms from their home university apart from our end-of-internship evaluation form. ABROADER will always explain the whole process fully and try hard to answer any questions you may have.

Other than these scheduled evaluations, you are encouraged to talk informally with the intern and ABROADER throughout the internship to provide feedback whenever needed.

  • Stay in close contact with ABROADER’s Program Coordinator throughout the internship for any matters related to the intern 

  • Other logistics: You can rest assured that all support services needed for the intern to arrive  and be able to do an internship at your organization, including visa application, accommodation, travel insurance, onsite support, and career/cultural training, will be arranged by ABROADER. In some cases, we may need to ask for your assistance in arranging some of these logistics. For example, regarding the visa application, we will support the intern in applying for a business visa, which allows them to work at companies in Vietnam with or without a stipend. In this process, you may be asked to provide us with papers to verify that the intern is accepted to do the internship at your organization. 

EXPECTATION FOR INTERN'S SUPERVISOR(S):

  • Speak good English

  • Communicate with the intern regularly

  • Arrange at least 1 weekly meeting with the intern (about one hour) to check on their progresses and give feedback

  • Set up clear work plan

  • Express clearly and directly what the intern is expected to do

  • Provide clear deadlines for tasks

  • Give the intern direct, timely feedback for their works

  • Give compliments when the intern does a good job – Everyone wants positive encouragement when it is due. This also encourages students to try harder and to improve!
    In the case that the supervisor is absent/ away from work: big tasks should be assigned to the intern so that they have something to work on while the supervisor is away and  a second supervisor/contact person should be assigned; the intern should report back to their main supervisor as well as their temporary supervisor.

  • Take part in a face-to-face end-of-internship evaluation session whereby the intern, ABROADER and the supervisor(s) will sit down together to review the internship program and areas to keep and/ or improve.
    Per the requirement of the Internship Program, the intern’s performance in the internship will be evaluated based on their abilities, skills, attitude, teamwork and attendance record. The supervisor(s) are therefore invited to complete an Intern Evaluation Form and return it to ABROADER prior to the day of the evaluation session.

WORKING STYLE OF INTERNATIONAL INTERNS:

Generally, international interns, especially those from Western countries like the U.S., UK, Australia, Canada, etc tend to:

  • Be able to work independently if their supervisors give them authority and clear deadlines

  • Like being given variety of different tasks

  • Be more direct in communication. They may not know when Vietnamese are not happy with them if they do not speak it out loud.

  • Need clear deadlines and work plan so they know what they are working towards


You are clear about what is expected of a host organization and want to proceed?
INQUIRE NOW to become an ABROADER Partner Employer!
Or email our Program Coordinator at partner@abroader.org if you still have any questions.

The girl did the internship is still young and inexperienced, but she learned very fast. She took time to reflect on herself and managed to stay calm during crisis. We learned a lot about how to strengthen the program and help the students have a better experience. We also learned how to deal with cultural differences, as well as manage expectations. We got the chance to exchange different points of views and different working protocols. lso learned how to deal with cultural differences, as well as manage expectations. We got the chance to exchange different points of views and different working protocols.

TAN TAO UNIVERSITY

Neurology Research Internship Host ,Long An Province, Vietnam

It’s our pleasure to work with Maile and ABROADER; her internship in Vietnam did actually help us a lot. Being Maile’s internship supervisor while she’s working at VPHA, I was able to observe her proactive spirit in trying to complete her assignments perfectly while going out of her way to suggest improvements in our work. During her internship, a large number of comments and feedback was provided from Maile to help us improve our communication work; she also did a training session for VPHA’s staffs on developing communication, which we highly appreciated. Maile’s previous experience in communication and social media, her knowledge in Public Health Field also helped a lot with the work we planned for her: Project “Communication campaign about tobacco control using social network Facebook in Vietnam, 2015”, Vietnam Journal of Public Health Abstract and preparation for campaign for World No Tobacco Day and Vietnam No Tobacco Week in May 2017. The only thing I would suggest she can improve on is to learn to say “No” more often to avoid burden in work. We (the staff at VPHA) can also agree that her open-mindedness, strong enthusiasm in work, great voluntary spirit, willingness to learn and share contributed a lot to our work culture and has made it extremely easy for us to work and connect with her. We are extremely satisfied in cooperating with ABROADER and hope our collaboration would last and bring mutual benefits for us in future.

VIETNAM PUBLIC HEALTH ASSOCIATION

Public Health Internship Host ,Hanoi, Vietnam

We wish to have more opportunity to collaboration with ABROADER in hosting interns/volunteers in the coming time. However, if it is possible, we would like the internship duration to be longer. ABROADER Vietnam and their staff have provided a valuable support on facilitation process of this program. We are much appreciated their good arrangement and well-facilitation.

SUSTAINABLE RURAL DEVELOPMENT (SRD)

Sustainable Agriculture Internship Host ,Hanoi, Vietnam

Kaoru’s responsibility as an intern at Pan Pacific Hotel was to welcome and farewell the guest and takes care of our Japanese and VIP guest. As a hospitality student, Kaoru has a fair knowledge of the hospitality industry and soft skills necessary for the job like communication, team work, working under pressure. Due to the short duration of internship Kaoru hasn’t been able to keep up with everyone in the team. However, we was very glad to see that she showed profound interest in learning from our advice, training and abide very strictly to the rules of attendance and punctuality. We can say that the biggest strengths she brought to her internship in Vietnam are Team work, Enthusiasm, Hardworking and Punctuality. We would like to thank ABROADER Vietnam for an internship program that is beneficial not only to the intern but also to us as the host organization. We were able to have a more diverse manpower, our staff got to learn about a whole different culture and with Kaoru, our team became multi-cultural making it easier to engage and assist guests.

Pan Pacific Hotel

Hospitality Internship Host ,Hanoi, Vietnam

Chau was assigned to Project Department, to provide assistance in communications and networking. She meets all the expectation of us, including job knowledge, employability skills, punctuality & observance of working hours and job attitude. Chau is diligent, polite and sociable. She is keen on learning and working, analytical.. We want to send our thanks to the ABROADER's Internship program and Chau Nguyen. We are open to welcome other qualified interns sent by ABROADER's program

MICROFINANCE AND COMMUNITY DEVELOPMENT INSTITUTE (MACDI)

Social Work Internship Host ,Hanoi, Vietnam

We hosted 3 Singaporean students in our testing lab. Their main tasks are helping with our lab services team, conducting experiments on food, air and water samples. We also helped in one of our research with literature review. Since only part of our team speak English, there was a language barrier, but the students manage to overcome through body languages and Google Translation. They also bonded with our staff by going for lunch together. Overall, they are good students and we hope there will be more such collaborations in the future.

HANOI UNIVERSITY OF PUBLIC HEALTH

Pharmacy & Biology Internship Host ,Hanoi, Vietnam

Brian Tieu delivered above and beyond and really took steps to show his proactive initiative and desire to learn and absorb as much out of this experience as possible. He was really dependable and delivered under pressure which is essential in communications!

WWF Vietnam

Communiations Internship Host ,Ha Noi, Vietnam

ABROADER team is very responsive and helpful with our communication with interns. The culture sessions are impressive and it makes the memorable internship for the international students.

JoiKid

Developer Internship Host ,Ha Noi, Vietnam

We have received interns from ABROADER twice since last 2019. Thanks to the students, we could systemize our structure and training documentation. Right now, event management is a growing industry with not many real institutes so the staff might not be 100% trained to their potential. However, these Singaporean interns help us with understand what course of actions should be taken. Even though some students seemed stress at first and became passive, we tried to give them some encouragement and support from all of our team. They've become better and start to progress profoundly. Some designer interns weren't best with their English while we only know English as our main foreign communication, we still managed to break the language barrier together. Moreover, that the interns speak Chinese helped us do business with many Chinese customers.

Kingsmen

Business & Marketing Internship Host ,HCMC, Vietnam

I was genuinely surprised on what students could do. Before the program I had my doubt on students, since previously I worked with some Vietnamese students and they did not really have any concrete results after their time here. Thus, I and Mr. Phuong were both blown away by the results of their works. After 8 weeks, they had completed 1 business pitch deck, 2 promotion videos, English translation of our website, 1 article to be featured in Hanoi’s heritage map book and started 3 business leads, including one with the U.S Embassy in Hanoi. We are very thankful for what they have done and hope they can continue working with Vun Art in other ways when they came back.

VỤN ART

Social Work Internship Host ,Hanoi, Vietnam