KISII UNIVERSITY

SCHOOL OF BUSINESS AND ECONOMICS

A REPORT ON STUDENT COMPULSORY SUPERVISED INDUSTRIAL

ATTACHMENT AT THE COUNTY GOVERNMENT OF MIGORI

PERIOD: 12WEEKS, SEPT 03RD – NOVEMBER 30TH 2018

COURSE OF STUDY: BACHELOR OF SUPPLIES AND MATERIAL

MANAGEMENT

PRESENTED BY: JOEL GORI MARIITA

REGISTRATION NO: CBP14/10426/16

INDUSSTRIAL SUPERVISOR NAME: STEVE OMONDI

SCHOOL SUPERVISOR: GEORGE MORARA

DATE OF SUBMISSION: DECEMBER 2018

Attachment report submitted in partial fulfilment of the requirements for the a ward of degree
in supplies and material management

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 DECLARATION

I do hereby declare without any reasonable doubt whatsoever that this attachment report is my

own original work and has never been presented to the faculty of business for the award of

Bachelor’s degree in supplies and material management. No part of this report shall thus be

duplicated without prior consent.

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 ACKNOWLEGMENT

First and foremost, I take this opportunity to thank the Almighty God for the divine protection,

guidance, and the opportunity of a memorable and fruitful period at the County Government of

Migori.

I sincerely thank the county government of Migori fraternity for their unlimited support and for

giving me an opportunity to be part of their family. Worth mentioning is the invaluable support

and guidance I got throughout my attachment period from my supervisors, managers, colleagues

and other staff member.

I pay my deep sense of gratitude to Mr. Steve Omondi who was my immediate supervisor for

devoting his time and taking me through the procurement process .He also took most his time

showing me practically how procurement work is done. I also acknowledge the work done by

procurement department at large despite their duties; they obliged to lead my supervised training

a success.

My gratitude goes to the supervisors for their guidance, remarks, and relevant suggestions

throughout my attachment.

Last but not least I would like to express my sincere gratitude to my family members especially

my parents and Brother John for their support both financially, morally and in terms of advice

during my industrial attachment session in the County government of Migori.

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 DEDICATION

I would like to dedicate this work to my family from whom I have received great inspiration for

going through this industrial attachment in the county government of Migori.

In addition, I dedicate my work to my family members, parents, brother John,Ben, Boniface and

Daniel and finally to my immediate supervisor Mar. Steve Mondi without forgetting other staff

members who made this training a success.

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 EXCUTIVE SUMMARY

The purpose of this attachment is to fulfil the requirement of bachelor of supplies and material

management by Kisii University. A trainee is required is to prepare a report at the end of

attachment period. The main goal being to get hand on experience in the field of procurement

especially practical knowledge. This report contains information gathered during my industrial

attachment in the County government of Migori. As a student in the attachment I was to make

sure that I acquire additional practical experience to supplement what I learnt in this course of

procurement. During my industrial attachment I was also exposed to the real world work and the

challenges involved which helped to prepare me towards my future career in the field of

procurement.

My report contains a brief introduction of the County government of Migori. The report also

gives detailed activities and experience I gained while in the County government of Migori,

skills acquired, challenges encountered and how to overcome them, strength and weakness,

objective of the training, and achievements. Lastly the report shows my conclusion and

recommendation of my training.

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 TABLE OF CONTENTS
DECLARATION......................................................................................................................................... ii
ACKNOWLEGMENT .............................................................................................................................. iii
DEDICATION............................................................................................................................................ iv
EXCUTIVE SUMMARY ........................................................................................................................... v
CHAPTER ONE ......................................................................................................................................... 1
1.1 HISTORICAL BACKGROUND ........................................................................................................ 1
1.2 LEGAL STRUCTURE ....................................................................................................................... 1
1.3 MAIN FUNCTION OF THE ORGANIZATION............................................................................... 2
1.4 SIZE OF WORKFORCE .................................................................................................................... 2
1.4.2 ORAGANIZATIONAL LAYOUT .............................................................................................. 4
1.5.1 VISION MISION STATETEMENT ........................................................................................... 4
1.5.2 MISSION STATEMENT ............................................................................................................ 5
CHAPTER TWO ........................................................................................................................................ 6
2.0 DETAILED ACTIVITIES AND EXPERIENCE GAINED DURING MY TRAINING .................. 6
2.1 ACCOUNTING DOCUMENTS USED IN PROCUREMENT INCLUDE....................................... 7
2.3 EXPERIENCE .................................................................................................................................... 8
2.4 KEY SKILLS ACQUIRED ................................................................................................................ 9
2.5 CHALLENGES ENCOURED DURING MY TRAINING ............................................................. 10
2.6 STRENGTH AND WEAKNESSES ................................................................................................. 11
2.8 MAIN OBJECTIVES OF THE TRAINING .................................................................................... 12
2.9 ACHIEVEMENTS DURING THE ATTACHMENT PERIOD ...................................................... 13
CHAPTER THREE:................................................................................................................................. 14
CONCLUSION AND RECOMMENDATIONS.................................................................................... 14
3.1. CONCLUSION. ............................................................................................................................... 14
3.2. RECOMMENDATIONS. ................................................................................................................ 15
References .................................................................................................................................................. 15

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 CHAPTER ONE

1.1 HISTORICAL BACKGROUND

The devolved government came into being through the referendum of august, 2010 that brought
the new constitution. This is the origin of all forty seven counties of which Migori County is one
of them. On 4th March, 2013, Migori County Government operations officially began with most
of the national ministries being devolved to the county government. The ministries devolved
include: health; Education, Culture, Sports and youth affairs; Trade and Regulation; Finance and
Economic planning; Public service management; Water and Energy; Transport and
Infrastructure; lands, survey and physical planning; Agriculture, Fisheries, Vetenary and
Livestock and Environment. Migori County comprises eight sub-counties initially called
districts. The sub-counties include: Rongo, Awendo, Uriri, Nyatike, Kuria east, Kuria west, Suna
West and Suna East where the county headquarter offices are situated in the former municipal
council offices.

1.2 LEGAL STRUCTURE

The county government is composed of the executive i.e. Governor, Deputy Governor and
county Secretary, ministries and the County Assembly. The executive provides proper
management to the county government and assents to the bills from county assembly. The
Assembly makes laws, oversees the on-going projects and supervision.

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1.3 MAIN FUNCTION OF THE ORGANIZATION

The main function of the county government is to bring power close to the people, to ensure

equitable distribution of resources and to ensure the locals get involved in the rule of the county

government. The county obtains its funds from the national government and also generates its

revenue through collection of taxes from various activities carried out within the county to

subsidies its budget. The county government have improved the living standards of the locals

through provision of clean water, improved road network, hospitals, agriculture through

provision of training and extension services across the county.

The county government also helps to bring unity among its locals through provision social

services such as playing grounds, public libraries and competitions for different awards.

The county government oversees the following

Agriculture (crop and animal husbandry),Fisheries, County health services, Cultural activities,

Public entertainment and public amenities, County transport, Trade development and regulation,

County planning and development, Pre-primary education, village polytechnics, home craft

centres and childcare Facilities, Implementation of specific national government policies on

natural resources, environmental conservation. County public works and services

1.4 SIZE OF WORKFORCE

The county government have approximately five thousand employees in various department and

the eight sub- counties. Procurement department being the sensitive and most critical, has a total

of twelve employees seven of which are seconded from the National government, four are

clerical officers who have undergone training in purchasing and supplies management and one

permanently employed as a support staff to the procurement department through the public

service board.

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1.4.1 ORGANIZATIONAL STRUCTURE

Organizational structure show in the table below

County
Government

The Legislative

Ministry

Finance Public Environment Trade Health Agriculture,

and Service Development Veterinary,
Economic Manageme & Cooperative Livestock &
Regulations Water

Procurement Lands, Survey &

Department Planning

Head Supply
Chain Road, Transport &
Works & Energy
public works

Procurement Clerical Officers

Officers

Education, Youth,
Sports

Support

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 1.4.2 ORAGANIZATIONAL LAYOUT

Migori County
Commissioner’s office
Migori Referral Hospital

MIGORI COUNTY GOVERNMENT Migori

HEAD QUARTERS Police
Station

Migori prisons
STADIUM

To County Government offices

POSTA

Migori – Sirare Highway

1.5.1 VISION MISION STATETEMENT

Migori County Government is an organization of choice where citizens are ensure of continuous
improvement of the residents of Migori County and the whole country at large.

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1.5.2 MISSION STATEMENT
To facilitate and promote public participation, public development through provision of essential
services such provision of clean water, hospitals, schools, polytechnic, universities, roads,
agriculture and social responsibility.

1.5.3 Core values

The county government of Migori is striving to create:

 Public focus and corporate social responsibility

 Integrity
 Team work
 Care

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 CHAPTER TWO

2.0 DETAILED ACTIVITIES AND EXPERIENCE GAINED DURING MY TRAINING

During training I was assigned in the department of procurement in the county government of
Migori. There are various ministries in the county such as Agriculture, Education, Water, Trade
and etc.

Procurement department serves as a purchasing institute. The purpose of the procurement

department is to acquire goods and services through tendering, quotations and leasing/ contract
agreement.

The following are the functions of procurement department in the county government of Migori

 Preparation of budget for each financial year. This is done through giving all the
activities that are required to be carried out within a given financial year.

 Preparation of standard tender documents that meet the requirements and the
specifications.

 Issue of bid documents and coordinate evaluation of bids-

 Manage all public procurement and disposal activities of the institution

 Preparation of contract documents in line with the evaluation report and letter of award

 Certify the invoice and payment vouchers for all the activities which have been
completed.

 Advertisement and distribution to pre-qualified, and invitation to express of interest

 Carry out purchasing activities on behalf of the organization for instance tendering,

 Prepare and keep list of pre-qualified bidders

 Ensure that goods are a acquired from the right source, in the right quantity, and at the
light time and should also ensure that that the goods have been delivered and received

 Receiving and inspection of goods bought by the organization

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  In-charge of store. The procurement department is in charge of the goods which have
been stored and it is the responsibility of procurement department ensures that the goods
are in safe custody. It also ensures that goods are issued and bin cards updated.

 In-charge of stock taking exercise-

 Advice the management on which procurement method is to be used( rendering

professional advice to the accounting officer

 In-charge of ADHOC committees

 In-charge opening tender documents

 Storage of purchasing documents/records. This is concerned with the storage of

information such as requisitions, bid documents, invoices from suppliers,
acknowledgement letters, agreement letters and other crucial documents. This documents
are crucial in case dispute arises between the two parties they be used to solve the
problems and will help to create good customer relationship.

 Purchasing specifies and manages quality.

 Ensuring that goods are received in time and at the right place

2.1 ACCOUNTING DOCUMENTS USED IN PROCUREMENT INCLUDE

Local Purchase Order (LPO) / Local purchase order (LSO)

It used to place order for supplies/services. Generally produced in quadruplicate (four copies),
and they have the following functions:

 The approved original copy and the duplicate are sent to the supplier. The supplier signs
the duplicate and stamps it then it is brought back together with the invoice, delivery note
and the goods/items. The duplicate is then filed.
 The original approved copy is retained by the supplier.

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  The triplicate is attached with four payment vouchers, original copy of the delivery note,
invoice and the Comparative statement to facilitate the payment of the supplier.
 The quadruplicate remains in the Local Purchase Order book.

Counter Receipt Voucher. (S. 13)

Used to receive the items purchased. It is also produced in triplicate and the three copies have the
following functions:

 Original copy- used for filling in S. 13 file.

 Duplicate copy- is usually attached with the LPO, the invoice and payment vouchers to
facilitate payment.
 Triplicate copy- usually left in the receipt voucher book.

Stock control Cards/ ledger book/ bin card

Used to control the items received in the store. It also indicates the re-order level and the re-order
quantity of a given item.

Counter requisition and issue voucher (S11)

It is either used for receipt or issuing of the items

2.3 EXPERIENCE
Having interacted with so many employees, suppliers and visitors helped me gain more
knowledge in the field of procurement and public relations

 Monitoring and supervision helped me learn from how unit supervisors perform their
work in time and perfectly. I learnt the importance in completing your work in time as

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 this will give time to through what you have done and make correction in case of
mistakes.
 Punctuality- this is one of the experience I gained while doing my industrial attachment
in the county government of Migori. This help one to help one to carry out his duties
without any delays and this will help to reduce conflict from Senor Management.
 Absenteeism- one of the experiences I learnt while on my industrial attachment was that
for one to be out of duty one has to ask for permission.
 Handling visitors and guests – I learnt the essence of listening to all guests who could
visit the organization for one reason or the other. I could give them precise information
and hospitality and hospitality as required so that they can feel welcomed and
appreciated.
 Self – motivated- I learnt how to work with little experience or no supervision by
observing time. This helped me a lot develop my personality at work place.

2.4 KEY SKILLS ACQUIRED

1. Communication skills

My communication skills really improved during the three months of attachment. I learnt
greatly improved the ability to listen carefully what was communicated to me in order to
avoid mistakes as most communication was oral. In-case the information was too long I
learnt how to take down notes.

2. Interpersonal skills

I improved my interpersonal skills through the interactions I made with the county
government staff, security guards on the ground, clients and visitors

3. Typing Skills

My typing skills improved because I used to be given work to type and this improved
my typing speed by typing faster.

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 4. Team work

I learnt that for the activities of the organization to go on smoothly, all the concern
departments should work together as one team. Such departments include human
resource department, accounts a department, procurement department, security
department and maintenance department

5. Writing skills

My writing skills improved during my industrial attachment because I was given

documents to such as ledger book, counter requisition and issue voucher (S11) and
counter receipt voucher (S13) to fill. This improved my writing skills because my
supervisor used to give me direction on how to write whenever I made mistakes.
Cancellation is not accepted in case you need to cancel then one has to do so using a
single line

6. Management skill- Time management is crucial and therefore I learnt I how to work
under no or minimum supervision.

2.5 CHALLENGES ENCOURED DURING MY TRAINING

The following are the challenges I encountered during my industrial attachment

Adopting working environment

Because I was new in the organization, it took me some time to get used and cope up
with the environment. At first I did not have much to do and I had to remain vigilant and
sit as the day ended without having much to execute. This created idleness and boredom
in me. This was solved by the supervisor who assigned me some duties to perform.

Difficulty in detailed description

I got problems in making detailed descriptions since I got confused about an appropriate
language or statement to make/ write. I got an opportunity to overcome this because my
supervisor gave me an opportunity to ask anything that was not clear. Through his

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 guidance I became conversant with all the procedures. It was not easy to perform various
duties by myself.

Monotony of the work

During my period of attachment I had to endure boredom especially towards the end due
to monotony of work / activities which were familiar and therefore there was no
opportunity to learn more new ideas.

Lack of finance

Catering for my daily expenses such as transport, lunch and other personal items like
soap was a problem because there is no provision of payment for the trainees or was there
any drafted allowances .This was solved by some relatives who assisted financially and
this made my attachment a success.

2.6 STRENGTH AND WEAKNESSES

STRENGTH

1. Punctuality

Being at my work place in time helped to accomplish my assigned duties in time and this helped
me to avoid conflict with my supervisor and work mates.

2. Team work

I learnt the benefits of working together as a team for effective performance of the assigned
duties. Team work also helped to complete the assigned duties in time and it also helped to
correct errors and omissions because colleagues can easily identify mistakes and will help you to
make corrections immediately than when you are alone.

3. Working environment

During my attachment I was able to understand different working environment and how to work
in such environment so that you can have your goals accomplished. This boosted the
understanding which is mainly theoretical and practical.

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 4. Hard working

During my industrial attachment, I learnt to work hard so to improve the wellbeing to establish a
good and stable relationship with all attachees who we were assigned with in the same office.

5. Paying attention

A lesson of being a good listener made me to perform perfectly because I could easily take notes
of what communicated to in order to avoid mistakes/omissions.

6. Giving thanks

I learnt the art of giving thanks to whoever helped in one way or another and therefore this
helped to improve my public relation skills.

7. Apologising

I learnt the art of giving apologies for any mistake I made during my industrial attachment .I
used to report and accept my mistakes I did to my supervisor rather than him getting them from
the other person / colleague. I came to know that one can learn through mistakes made by him /
mistakes which has been made by colleagues.

8. Weaknesses

I came to learn that my communication skills need an improvement. Although my supervisor

noted that my communication skills is perfect

I do understand that I am quite aware of limitation in speaking

2.8 MAIN OBJECTIVES OF THE TRAINING

The following are the main objectives for the industrial attachment

 To gain or access interest in the field of procurement

 To get an opportunity to apply the skills/ techniques and principals I learnt into real life
problem solving situations
 To be equipped with practical skills that may not be taught in schools such as code of
dressing and time management skills

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  To have transition from school to the world smoothly and to enhance student contract for
job placement
 To enhance student awareness for public service obligation
 Help to improve public relations
 To be acquainted with expectation of working in a highly competitive environment

2.9 ACHIEVEMENTS DURING THE ATTACHMENT PERIOD

On my duties and responsibilities while I was on my industrial attachment I was able to gain the
following

 Learnt how goods are acquired in the organization using the right procurement procedure
 I learnt how receiving and inspection is done for the purchased goods
 Learnt how to raise quotation and how selection of suppliers is done
 Learnt how fuelling of vehicles is done
 Learnt store control procedures and the importance of store control procedures to the
organization
 Learn how evaluation of suppliers is done and the criteria used to select the supplier who
meet the requirements.
 Learnt how to source suppliers and contractors
 Learnt how to process invoice for payment and
 Learnt how the procurement documents such as duplicate. For both L.P.O and L.S.O for
future reference

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 CHAPTER THREE:

CONCLUSION AND RECOMMENDATIONS.

3.1. CONCLUSION.
The supervised industrial attachment of the university gives students the opportunity to apply
and put what has been learned in class into practice. This exposes them to work methods not
taught in the class.

It also provides an opportunity for the students to assess their interests in their career been
undertaken and also acquaint them with expectations of working in a highly competitive
environment.

The training strengthens the linkages between the university and other institutions all over the
country. In review, the training has been a success and I was able to gain practical skills, work in
a fantastic environment and make connection and interact with different types of people. This
attachment with County government of Migori has made me gain much practical knowledge and
experiences in my field of study (procurement) as well as enriching me with the interaction with
the business world.

The training has instilled me some integrity like being punctual, being submissive to and taking
views of supervisors, communication skills and efficient in task and problem management. As a
result, my objectives were met and well achieved. Not only did I gain practical skills but
also acquired management, self-motivation and good interpersonal skills.

This training program should therefore be maintained for students to learn more practically as
this has being an excellent and rewarding experience and I hope other interns achieved as much
as I did.

I was able to grow my interest in my career and make good transition from what I have been
learning from school to the outside world of work.

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3.2. RECOMMENDATIONS.
The attachment is very beneficial to students as it assists them to blend academic work with that
of the industry therefore much emphasis and importance should be given to attachment exercise
by the students. Since the experience for the 12 weeks was enormous, the following should be
put in place to better future benefits of students and the institution at large.

The institution should allow enough time to the students for their preparation and search of their
attachment and their requirements as provided by the institution as early as possible.

The institution should liaise with the students financing institution such as (HELB) and look
forward to push for grants to support their students on attachment so that those who travel from
long distance can have accommodation/ transport allowances. The organization where the
students are attached should also offer some assistance to the attachees such as providing them
with lunch and even transport allowances. This will enables the students to develop positive
attitude towards the industrial attachment and hence developing their career.

The organizations where the students are attached also need to prepare attachment programmes
so that the learners can be taught well and gain enough experience.

The students should be facilitated from both the University and the industry where they are
attached for doing their industrial attachment as it can be seen how well and importance it is as
the students lack enough funds to facilitate their upkeep during the training period.

Lastly the organization should put more emphasis on their trainee as this will help the students to
gain more practical experience.

References
 Google map
 Purchasing and supply chain management six edition by Kenneth Lyons and Michael
Gillingham

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