INDUSTRIAL ATTACHMENT REPORT: A CASE STUDY AT BUNGOMA

COUNTY GOVERNMENT

BY

FLORENCE NANGUBO RAZIA

ADM NO: CSCM/10273/18

MAIN CAMPUS BUNGOMA

A REPORT SUBMITTED IN PARTIAL FULFILLMENT OF THE

REQUIREMENTS FOR THE AWARD OF A CERTIFICATE COURSE IN
MANAGEMENT (PURCHASING AND SUPPLIES MANAGEMENT OPTION)
AT SANG’ALO INSTITUTE OF SCIENCE & TECHNOLOGY

MONTH (3rd SEPTEMBER -30th NOVEMBER) YEAR (2018)

 ATTACHMENT REPORT

DECLARATION

Declaration by the Student

This attachment report is my original work and has not been presented to any other
examination body. No part of this report should be reproduced without my consent or that
of Sang’alo Institute of Science & Technology

Name………………………………………….Sign…………………Date……..……

SIST/CSCM/10273/18

Declaration by the Supervisor

This attachment report has been submitted with my approval at Sang’alo institute of
Science & Technology.

Name…………………………………………….Sign………………Date……..………

Lecturer Supervising

For and on behalf of Ministry of Trade, Energy & Industrialization

Name………………………………………Sign……………………Date………..….

Bungoma County

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DEDICATION

I dedicate this attachment report to my parents Mr. and Mrs.Mwajuma and to my

husband Mr. Amanang’ole Benard for their continued support, encouragement, passion
for my education and their courage in me. To my brothers and sisters, special thanks for
your inspiration and support throughout my life. Finally to all my friends, you are my
best. God bless you all.

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ACKNOWLEDGEMENT

I would like to express my sincere gratitude to all those who assisted me throughout my
work. Special gratitude goes to my supervisor Mrs. Jane Mbatha for her encouragement
and guidance. I would also like to acknowledge Sang’alo Institute of Science &
Technology for their training and finally Ministry of Trade, Energy&
Industrialization for accepting me to carry out my attachment with them.

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PREFACE

The purpose of this report is to explain what I did and learned during my attachment
period with Bungoma County, Ministry of Trade, Energy & Industrialization.

The report is also a requirement for the partial fulfillment of the requirement for the
award in Certificate in Management (Purchasing and Supplies Option). The report
focuses primarily on the assignments handled, working environment, success and short
comings that I encountered when handling various tasks assigned by the supervisor.

Because the various parts of the report reflect the shortcomings, successes, observations
and comments, it would be imperative that the recommendations are also given.

Therefore the report gives a number of comments and recommendations on the

attachment program.

It is hoped that this report would serve as a stepping stone towards the improvement of
the attachment programmers and to serve as a testimonial of practical’s done to those
who would wish to go for attachment.

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TABLE OF CONTENTS

DECLARATION……………………………………………………………………..ii

DEDICATION………………………………………………………………………..iii

ACKNOWLEDGEMENT…………………………………………………………….iv

PREFACE………………………………………………………………………………v

LIST OF FIGURES……………………………………………………………………viii

SECTION ONE

1.0 Introduction……………………………………………………………………..….1

1.1Background……………………………………………………………………..……..2

1.2 Department attached………………………………………………………………….3

1.3 Duration of attachment……………………………………………………………….3

SECTION TWO

2.1 Attachment Experience………………………………………………………….……4

2.2 General activities undertaken…………………………………………………………4

2.3Specific activities undertaken………………………………………………………….4

2.4An analysis of learnt knowledge and applied skills……………………………………5

2.5 A profile of skills and competence gained…………………………………………….6

2.6Observation and critique……………………………………………………………….8

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2.7Strategyfor utilization of contacts established during

attachment…………………….10

SECTION THREE

3.1 Summary……………………………………………………………………………12

3.2 Conclusion…………………………………………………………………….……13

3.3 Recommendations……………………………………………………………………13

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LIST OF FIGURES

Figure 1.1 Organization Structure…………...……...…………………...……...……3

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SECTION ONE

1.0 INTRODUCTION

1.1 INTRODUCTION TO BACKGROUND

Industrial attachment is a training which every student undergo in College and

Universities of Kenya during the end course undertaken. It is a mandatory unit to be
tested on, for accomplishment of the award of Certificate Course by Sang’alo institute of
Science & Technology. This is normally done in the last semester of the course which
last for two or three months. Students go to an institution related to their course of study.
This is an integral part of curriculum in Collages and University of Kenya to prepare
students for dynamic real life in the job situations, cultivating professionalism aptitude
and attitude, adaptive, interpersonal and collaborative skills. This report is result of three
months attachment. During the attachment it was required to study the organization, the
critiques of the organization and critically relate the theoretical aspects of the purchasing
and supply management Department to the practical situation.

The students are placed in real life situation working along with experienced professional
in the industry. They are able to put into practical knowledge and skills acquired from
their course, and apply in real life situation working along with experienced professional
in the industry. This enables them to gain experience before they graduate.

1.1.1 Objective of attachment

To relate theoretical aspect of academic training to the practical abilities at the work
place.

1.1.2 Specific objectives

i. To develop my career in the field of purchasing and supply management.
ii. To be able to improve in the updated technology advancement in the job market
since technology keeps changing now and then.
iii. To be able to be competent and well versed with all concepts.

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iv. To be able to interact with potential employees and professionals who are already in
the job market for possible career development to learn the attitude that are
demanded in the job market.
v.To acquire high ethical standards and self-discipline such as excellence, transparence,
honesty, integrity, and team work punctuality and keenness.

1.1.3 Bungoma county

Bungoma County is a county in the former Western Province of Kenya. Its capital is Bungoma or
Bungoma Town. It has a population of 1,375,063 and an area of 2,069km2.. In 2010,the
neighbouring Mount Elgon District was eliminated and its lands emerged with Bungoma District
to form Bungoma County.

1.1.4 Vision
 “A hub of diversity and socio-economic development”

1.1.5 Mission
 “To harness all potentials of the county through inclusive participation and collective
responsibility to generate wealth for sustainable socio-economic development”.

1.1.6 Core values included:

 Transparency and accountability
 Professionalism and integrity
 Commitment and teamwork
 Neutrality and objectivity
 Timeliness and excellence
 Advocacy for citizen participation

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Figure1.1 organization structure for department of trade, energy &

industrialization

CECM-TRADE, LANDS &PHYSCAL PLANNING, ENERGY &INDUSTRIALIZATION

CHIEF OFFICER-TRADE, ENERGY & INDUSTRIALIZATION

DIRECTOR –ENERGY & INDUSTRIALIZATION

DIRECTOR-TRADE & ENTERPRISE DEVELOPMENT

DEPUTY DIRECTOR-TRADE & ENTERPRISE DEVELOPMENT DEPUTY DIRECTOR-ENERGY & INDUSTRIALIZATION

ASS.DIRECTOR-MARKET ASS.DIRECTOR B/S DEV ASS.DIRECTOR WEIGHT ASS.DIRECTOR ASS.DIRECTOR ENERGY ASS.DIRECTOR
DEVELOPMENT & SERVICE& ENEGY & MEASURES LICENCING & TRADE
MAINTAINANCE DEVELOPMENT INDUSRIALIZATION
REGULATION

ION

MARKETS DEV & TRADE & ENERPRISE WEIGHTS & LICENCING & RENEWABLE RURAL ELECTRIFICATION & MICRO-SMALLMEDIUM INNOVATION &
MAINTENANCE & industries dev
TECHNICAL SERVICES
DEVELOPMENT MEASURES REGULATION ENERGY TECHNOLOGY

ADMINISRATIVE

OFFICER

I T DEVELOPMENT FINANCE PROCUREMENT ECONOMICS

OFFICE OFFICE OFFICE

FUND

ADMINISRATOR

SUPPORT DRIVERS CLERICAL SECRE

TARY
STAFF OFFICER

FUND

ACCOUNTANT

CREDIT

OFFICE
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Source: National pharmacy (2016)

1.2 Department Attached

At Bungoma County Government, I was attached in the Ministry of trade, energy and
industrialization. The department at the County ensures smooth operations by proving
on time dispatch and minimizes on lead time, this enhances customer loyalty and
reliability. The organization also through this runs efficiently and effectively on a day to
day basis.

1.3: Duration of Attachment

My attachment took exactly three months as stipulated by the requirements of my study.
From 3rdSeptember-30thNovember, 2018. During these entire months they were
interesting and full of knowledge and learning that made me of so much understandable

SECTION TWO
ATTACHMENT EXPERIENCES

2.1 General Activities Undertaken

Over the period of three months that I was attached in Bungoma County Government
I used to issue items from the Store to various user departments as needed to ensure that
the activities of the organization was running smoothly and efficiently so that there was
adequate provision of services to the customers.

Also I generally used to carry out some office printing and labelling, filling tender
documents, also among the general activities I did filing of import and sales files in
various file cabinets.

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2.2 Specific activities undertaken.

2.2.1 Stocktaking.

I was involved in physical stocktaking exercises, and stock card reconciliation against
actual stock visa vie stock summary sheet generated from the inventory software ERP
Tally. This is to know the current status of stocks available and create a chequer system
to check on deficits and surpluses and also assist in management for forecasting.

2.2.2 Stores arrangement.

Also sorting of stock in the store by putting same items of particular together and of the
same description and use for easy identification when it comes to issuance. Among this is
labelling using masking tapes to pack items together.

2.2.3 Dispatching.
I also dispatched tenders to various prospective suppliers who had been invited to tender
for delivery of various items to the organisation.

2.2.4 Receiving goods.

I too learnt the process of receiving goods from different suppliers. The process entailed
checking the delivery note against the LPO to ensure the quantities match, doing
physical verification of the of the goods, checking the invoice if the prices correspond
with the ones quoted on LPO and finally the inspection of the goods to ensure that they
are in good condition. Then acceptance of the goods if all the above comply.

2.2.5 Documentation.

I also learnt to raise Local purchase orders, way bills, credit notes, debit note and goods
return note which are the major documents used in Stores department.

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2.2.6 Filing.

Filing is a major important issue when it comes to stores and therefore I filed various
documents which included; the Local purchase orders, copy of customer invoices,
international purchase orders and supplier invoices in different folders for easy retrieval.

2.2.7 Updating records.

Issuance and reception of various items is a normal routine within the organization and
therefore once either of them is done the stores and stock control ledger cards must be
updated in correspondence of what has been done in the form of First in First out (FIFO)
when doing issuance of items from the store.

2.3 An analysis of learnt knowledge and applied skills.

For the period of three months I attached at Bungoma County Government, I can
openly agree that I acquired a lot of experience in the work that I carried out in the
Ministry of trade, energy & industrialization preparation of my professional career. In
this I learnt how to deal with various suppliers who will deliver items to the organization,
various criterions of used in short listing and selecting qualified suppliers, how to deal
with various documents used in the stores like stock cards and how to record them.

Among them is the unit of issue you use when issuing items like number, packets, tonnes,
and rims among others. In this area the theoretical knowledge of the Public Procurement
and Disposal Act I assisted in inspection of items delivered when it comes to description
of items by sample, use, or any other as the Act stipulates and this assists the inspection
team to carry out the exercise in a quick and fast way to save time.

Also I applied the theoretical skills that I had in possession in tabulating, clarifying and
recording of invoices to sheets.

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Also I carried out filling of tender forms and submission of the necessary requirements
before due time or closure of tenders.

Finally I was able to learn on importation of goods processes and the documents used like
the IDF (import declaration form) which is obtained from the Kenya revenue authority,
import permit which is obtained from the pharmacy and poisons board, in case of
pharmaceuticals and the Bill of lading which confirms that the consignee is the real
owner of the goods.

2.4 A profile of skills and competencies gained/acquired.

1 .Social Skills Acquired

I learned how to interact well with the employees of the organization. This was beneficial
because I was able to work with them well due to the social skills applied.

I also worked hand in hand with the management team and was also able to interact well
with the clients.

2.Conceptual skills
Conceptual skill relates to the managers ability to think in the abstract. Abstract means
creating ideas from nothing. It is the ability to see opportunities others cannot see. A
manager should be able to foresee any anticipated price rise or shortages of certain stocks
and take corrective measures in advance.

3. Stock control method.

The recommended method of controlling stock is First in First out (FIFO) not unless and
otherwise recommended by the warehousing manager. FIFO is used in a way that the first
items that were delivered to the store should be the first items to leave the store when
issuance is done and in that protocol.

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4. Tenders and quotations.

A tender is a formal offer contracted to a supplier/client to perform a certain activity as

per the agreement and quotations. This is done in a repetition of one expression as part of
another one in form of units.

Tenders and quotations of specific various activities are drawn in respect of their
financial year in the organization.

5. Communication skills.

Proper communications skills lead to efficiency and effectiveness in any organization

process. Communication initiated a sense of relations whenever I dealt with suppliers of
various kinds, the staff within the organization in various departments, non-working staff
who can be visitors or customers It came to my point of realization that good
communication habits promotes harmony and coordination of various activities taking
place and promotes understanding of one another.

6. Team work skills.

In fact all the time that we were carrying any activity my supervisor always encouraged
team work. Unity as I was told always gives rise to efficiency, effectiveness and accuracy
in doing things.

The team members of the working staff initiated this whenever it came to doing a certain
task.

7. Management techniques.

In theoretical principles of management actually in the environment if one of the five

functions of management failed then there will be inefficiency in the work done and

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therefore I learnt that the attributes of planning, organizing, co-ordinating, directing and
staffing are the major issue when it comes to proper management.

When all this have been done to the latter then at the end result efficiency and
effectiveness is achieved.

8. Employee relations skills.

This is a point which determines how you associate with the working colleague so that
everything could be in a streamline flow.

Employee relations is a crucial issue because it determines the overall flow of activities
and therefore I was advised to relate well and whenever there was a difference in
agreement there were proper mechanisms laid down to solve the issue when a problem
arises.

9. Honesty and integrity practices.

Honesty and Integrity are the key pillars in any organization.

Integrity was all the time reserved and to make sure that this is followed to the latter they
even included it in their staff working charter such that it can keep on reminding every
staff and guide them on what to do.

Other Skills Acquired

During my stay at Bungoma County Government, I was able to improve my self

confidence in the organizational set up. This is beneficial in that I managed to meet
challenges of various natures but I was able to face them and believe that I can be able to
deal with such challenges in the near future if they occur. I also developed decision
making process in an organization so as to achieve efficient and effective.

2.5 Observation and critique.

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Positive observations

The use of advanced technology has also helped greatly for this institution in achieving
its goals. For example there are minimal communication costs, less employee movement,
accuracy and up to date work standards all brought about by embracing the new
technology and so many others benefits all thanks to technology.

Human resource is the most valuable asset that any organization can own. Bungoma
county Government has very skilled and competent human resource base. It has also
continually increased their skills through conducting various seminars and on the job skill
couch in order to make sure that its employees are able to perform their duties
professionally.

Within the organization, customer satisfaction was highly maintained by the

organizational management and other employees.

All set rules and regulations for undertaking any function within the organization are
highly adhered to by organizational employees.

The organization’s departments operations are integrated which makes it easy for the top
level management to monitor all operations and functions within all departments.

Monthly meeting are conducted within all departments of the organization to review the
monthly progress and undertake challenges faced.
There are weekly staff meetings, observations, and input from staff.

Negative Observations
Bungoma county government has minimal weaknesses and they include the following,
High cost operations which may occur due to lack of thorough market survey or
involvement of suppliers whom may tend to take advantage of its resources due to own or
political interests.

I also observed that organizations pay undue attention to punctuality of employees as

opposed to the value the employee is going to add in the organization. For instance, some

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employee could be late with five minutes and deliver more than the employee who came
in well before time and the organization proceeds to punish the employee for being late
for five minutes.

The organization has not considered the security of the stores department; there are no
doors that restrict movement of employees in and out of the stores

Bureaucracy, as Elton Mayo states ‘what the law states must be’. This is a Private
institution which is governed by fixed procedures and laws which may at times hinder its
employees from using their creativity to do duties in other ways. For example the use of
long procurement procedures in acquiring goods and the payment procedures which
requires a lot of signatories that’s consuming a lot of time.

A Complex decision making procedure is also a major weakness in this organization. A

lot of consultation is required and most times the other directors are no within the
country. This therefore makes the decision making process not effective at times.

The access to the office was restricted only within the working hours and therefore one is
not able to use the facilities like internet or the computers over the weekend at will.

2.6 Strategy for utilization of contacts established during attachment.

Since the labor market is open for the East Africa and the whole world, I intend to use my
contacts to be able to get job opportunities available within Kenya and outside Kenya.
The global market is a need of labor in various areas and without information it very
difficult to access the opportunities.

Effective communication has been a great challenge to my life. I am now happy that I
have finally learned how to communicate effectively and now the very long challenge to
my life will come to the end.

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Now that I can solve any problem at any given time due to the skills and knowledge that I
have acquired that I lacked before. It is of great appreciation that now I will always be
able to make right choices.

For me to succeed in my course of specialization, I highly needed leadership skills at all

times. Now that I have gained it, then my career development will be highly and greatly
enhanced.

I would use my contacts to develop business links and network in customer building and
information exchange. The information exchange would be a very rich source research
data for marketing, business management and product development.

The contacts that I have gathered will be a rich source of knowledge and research. I will
use the contacts for regular consultation in my area of specialization and develop a
personal relationship for future career development strategy.

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SECTION THREE
SUMMARY, CONCLUSION AND RECOMMENDATIONS.

Summary

In general I can summarize that my placement at Bungoma County for attachment is a

great opportunity to enable me move to greater heights so that I can understand my
professional career to date and in future course of higher learning.

Also I learnt that in the stores filing is an essential activity. This is because of reference.
Various documents needs to be highly documented and filed then stored. In this
arrangement they should be indicated against their states of nature for example the year
they were prepared or used, where they were use and who prepared them. Through this
accountability is realized and responsiveness in case anything happens.

Among the documents that were to be filed are the tender documents filed according to
the financial year drawn, copy of the customer invoices, international LPOs and the
supplier invoices.

Also the store is a major department in any organizations. It carries the organizations
inventories, safeguards the goods against pilferage and damages and ensures smooth
running of the organization by issuance of required goods and receiving of the ordered
goods fast and efficiently

Finally the skills and competencies I gained from Bungoma county government it will
helps me to know and identify the various mechanisms and procedures which are placed
within the organisation and also the dangers associated with unethical behaviour within
the working environment.

I have realized that the industrial attachment is a powerful tool to enforce competence
and confidence in practice of career. The challenges and difficulties encountered being
the pillar of strength and personality development.

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3.2 CONCLUSION

I would like to thank the management of Bungoma county government for enabling me
to do my attachment in their organization. Also I would like to thank the entire staff for
their cooperation and assistance that enabled me to learn skills that are needed for today’s
procurement world. I would also advice the management of Bungoma County
government to create more chances of attachments to the incoming generations to better
our countries economy and achieving our vision, mission statements.

This is a good professional apprenticeship experience that gave me the opportunity to

gain practical experience in a professional environment. It was an opportunity for me to
take what have been taught in class and apply it in real world. It gave me a chance to
develop communication skills and interpersonal skills, build my knowledge base about
management and practice a higher level of responsibility and confidence. It was also an
opportunity for me to network and make useful professional connections.

I am very glad that I have had the chance to attend my attachment in the organization.

3.3 RECOMMENDATIONS

I would recommend that attaches should be very keen when going for attachments
especially on duties assigned by their supervisor to finish them on time limited. Also
attaches should exercise integrity in terms of self-discipline and respect to others staff
personnel so that organization such as Bungoma County will benefit in the market. Also
the company should concentrate more on training the personnel to increase the levels of
service by introductions to various areas the attaches were not attached.

The stores Department should also create good working schedules to enable suitability of
work and efficiency in everything they do. The company should also buy the latest
automated machine used by other organization.

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Above all, in order to minimize communication problems and to maintain an atmosphere

of tolerance, understanding and corporation in the multicultural workplace, managers
need to have an effective knowledge of their employees, to understand how their social
conditioning affects their social believes about work and to have the communication
skills to develop confidence and self-esteem among diverse work groups.

The employee’s punctuality is very important for the growth of the organization and its
image in the eyes of the society.

3.3.1 My Recommendations include

i. Bungoma county government should organize social functions where employees
can interact through other like team building events. This is important because
employees get to know each other more in a different forum.
ii. Bungoma county government should provide more training to the employees
especially on their area of specialization and be trained on safety and fire
responses of the building.
iii. The organization could do more in terms of motivating the staff example is
conducting salary review more often; this will help the organization satisfy their
employee’s needs, recognizing employees like rewarding the best performing
employees in the organization.
iv. Students should also be allowed to rotate in different departments in order to
develop them in to all-round managers and give them the privilege to have an
overview of the whole organization’s management.

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