Report on two months Industrial Attachment 2019

ACKNOWLEDGEMENTS
The success of this report comes up with joint effort and cooperation of different people, I ‘m
grateful to them and I would like to express my appreciation to the following:

I thank deeply Almighty GOD for everything in life.

I would like to thank my industrial supervisors and academic supervisor who devoted and
committed their time and effort helping me with their close guidance and support, Mr.
Mohammed Arthur, Mrs. Selina Azlaba, Mr. Nyame, Mrs. Paulina Asare, Mr. Dennis
Ankrah, Mr. Richard Nartey and the entire staff of Benefit unit for giving me this opportunity
to carry out my internship in the sector and all other member staff in different departments.

I hold my gratitude, to my KsTU supervisor who tirelessly came to SSNIT-Asafo to see

whether what I was doing was connected to what I studied in the class, thank you for your
guidance.

I hold my gratitude towards Benefit unit staff and SSNIT-Asafo administration at large.

Finally, special thanks go to all members of my family and friends who in one way or another
made the completion of training and this report possible and special thanks to my trainer (Ms.
Theresa YEBOAH).

DEDICATION
This book is dedicated to:

 The Almighty God

 My dearest Mum and Dad
 My brothers and sisters
 To my academic friends and colleagues

I am always grateful for your consideration support in my project and my life as well.

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DECLARATION
I hereby declare that, except where otherwise indicated, this document is entirely my own
work and has not been submitted in whole or in part to any other University.

Name: ARTHUR Timothy

Signed………………………………… Date………/……../…………

CERTIFICATION
This is to certify that the internship report written by Timothy ARTHUR reflects his
internship conducted in SSNIT-Asafo in Benefit department under my supervision and
guidance.

Name of internal supervisor: Mr. Mohammed ARTHUR.

Signature and stamp……………………………………… Date…….../………/2019

CERTIFICATION
I…………………………………………………, certify that this is a genuine internship
report of Timothy ARTHUR who carried out his internship in SSNIT-Asafo sector from
3rdJune 2014 to 9th August 2019 in Benefit unit under my supervision and guidance, for the
award of Higher National Diploma Accounting with Computing, in the Accounting and
Accountancy Information System Department at Kumasi Technical University.

Academic supervisor: ………………………………………..

Signature: ………………………………………… Date: ............/ …… / 2019

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LISTS OF ABREVIATIONS
KsTU. KUMASI TECHNICAL UNIVERSITY.

SSNIT SOCIAL SECURITY AND NATIONAL INSURANCE TRUST

MS MICROSOFT

AAIS ACCOUNTANCY AND ACCOUNTING INFORMATION SYSTEM

SSB SURVIVOURS BENEFIT FORM

SSBS SURVIVOURS BENEFIT SUPPLEMENT FORM

NPA (ACT 766) NATIONAL PENSIONS ACT 2008, (ACT 766),

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Table of Contents
ACKNOWLEDGEMENTS .................................................................................................................... 1
DEDICATION ........................................................................................................................................ 1
DECLARATION .................................................................................................................................... 2
CERTIFICATION .................................................................................................................................. 2
CERTIFICATION .................................................................................................................................. 2
LISTS OF ABREVIATIONS ................................................................................................................. 3
CHAPTER 1 ........................................................................................................................................... 7
1.1 ABSTRACT .................................................................................................................................. 7
1.1 INTRODUCTION ............................................................................................................................ 8
1.20 Background of SSNIT internship place. ......................................................................................... 9
1.21 SSNIT at a Glance ...................................................................................................................... 9
i. WHAT IT IS ................................................................................................................................ 9
ii. WHAT IT DOES ........................................................................................................................ 9
iii. Core functions of the Trust: ....................................................................................................... 9
iv. HOW THE TRUST WORKS .................................................................................................... 9
v. FINANCING............................................................................................................................... 9
vi. AFFILIATION........................................................................................................................... 9
1.3 AT THE BRANCH ASAFO WHERE I TOOK THE INTERNSHIP. ........................................... 10
Chapter 2 ............................................................................................................................................... 11
2.1 ACTIVITIES CARRIED OUT DURING TRAINING PERIOD ................................................... 11
2.2 JOB DESCRIPTION ...................................................................................................................... 12
2.2a Task 1. Data entry and checking physical files. ........................................................................ 12
i. Objective: ................................................................................................................................... 12
ii. My responsibilities: .................................................................................................................. 12
iii. Technical details ...................................................................................................................... 13
v. Problems encountered and approach taken to solve them......................................................... 14
vi. Approach taken to solve them: ................................................................................................ 14
vii. New skills/ knowledge acquired: ............................................................................................ 15
2.2b Task Two: Scanning and Uploading Documents unto the Server. ........................................... 15
i. My Objectives; ........................................................................................................................... 15
ii. My responsibilities.................................................................................................................... 15
iii. Technical details; ..................................................................................................................... 15
iv. Scientific professional skills required ...................................................................................... 16
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v. Problems encountered: .............................................................................................................. 16
Chapter 3 ............................................................................................................................................... 17
LEARNING OUTCOMES ................................................................................................................... 17
3.1 My first day on internship ............................................................................................................... 17
a) Context .......................................................................................................................................... 17
b) My role ......................................................................................................................................... 17
c) Action taken .................................................................................................................................. 17
d) Performance .................................................................................................................................. 18
e) Guidance ....................................................................................................................................... 18
f) Improvement ................................................................................................................................. 18
g) Gain/learn ..................................................................................................................................... 18
3.2 My best day on Internship............................................................................................................... 18
i. Context ........................................................................................................................................... 18
ii. My role ......................................................................................................................................... 18
iii. Action taken................................................................................................................................. 19
iv. Performance: ................................................................................................................................ 19
v. Guidance ....................................................................................................................................... 19
vi. Improvements .............................................................................................................................. 19
v. Gain/learn...................................................................................................................................... 19
Chapter 4 ............................................................................................................................................... 20
SELF-EVALUATION OF THE INTERNSHIP ................................................................................... 20
4.1 Expectations of my Internship position .......................................................................................... 20
4.2 The way my expectations were met ................................................................................................ 20
4.3 The new skills acquired .................................................................................................................. 20
Chapter 5 ............................................................................................................................................... 20
5.1. CONCLUSION .............................................................................................................................. 20
5.2 RECOMMENDATIONS ................................................................................................................ 21
a. Recommendations to the KsTU .................................................................................................... 21
b. Recommendations to the SSNIT sector ........................................................................................ 21
Chapter 6 ............................................................................................................................................... 22
6.1 APPENDIX ..................................................................................................................................... 22
Appendix a. SSNIT-Asafo Branch organization chart .................................................................... 22
Appendix b: SSNIT-Asafo Benefit organization chart .................................................................... 23

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6.2 Figure .............................................................................................................................................. 24
Figure a; some pictures taken whiles on work. ................................................................................ 24
Figure 1; duty day at the registration desk. .................................................................................. 24
Figure 2 on duty at the scanning office......................................................................................... 24
Figure 3 on duty at the data entry office. ..................................................................................... 24
Figure b; sample of work I was mostly involved ............................................................................... 25

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CHAPTER 1

1.1 ABSTRACT
Kumasi Technical University (KsTU) is an institution of higher learning institutions which
enables its students to carry out their internship in various organizations purposely to sustain
them with employment environment in the future and this concern the level 100 and 200
students have to conduct the internship attachment and make a report on it after completion.

Then, it is in these views that as an undergraduate student in level 200, AAIS department I
have carried out my internship in SSNIT sector. It is located in Kumasi Asafo near KsTU.

In fact, during this internship of two months I have acquired the process through which
SSNIT beneficiaries go through for their claims. Also how office documents are entered into
SSNIT system and how they are classified so that it easy to get them back. I have been
performed two main activities; the first is data entry and checking of documents. My duties
was to ensure that all documents are entered in the system and kept properly. The second
activity I’ve done is scanning of claims documents and other related documents where I was
having duties to scan and upload documents into the system.

In addition, in my internship I got chance of getting experience in filing, registering new

members and networking of the working environment. Before going in my internship I had
purpose of matching theoretical skills learned in classroom into field practices. The time I
was given full confidence of performing my tasks, it was the best day that I will never forget.
Briefly, depending on experience gaining in working place environment I am planning to
continues my studies by doing MBA and professional courses so that I will be important
person that will give back to the Ghanaian society and worldwide as well.

Finally, I would like to encourage parents, KsTU, private sectors and other sponsors
involving in education to perform their part accordingly so that internship would be running
in effective manner and provide the greatest performance.

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1.1 INTRODUCTION
An internship is a short-term experience in which intern receive training and can build skills
in a specific field or career area. An internship can be paid or unpaid and can vary in hours
and length. The important element that distinguishes an internship from a short-term job or
community service is the intentional "learning agenda" that the intern brings to the
experience. Consider doing an internship to gain career-related experience during their
studies or upon graduation.

Internship is one of the credit courses offered in KsTU academic program which is to be
undertaken by all students. It is often carried out in different companies and Institution that
are available in Ghana. The internship is practical course where students used to get theories
in class than practices. This is got either when attending various lecturing, reading handouts
and their researches in libraries as well as on internets. Answering to the needs for students to
apply theoretical competences and acquire hands-on skills in order to resolve the problem of
manpower in the labor market, Kumasi Technical University has set an internship period
before the student graduates. These periods are classified in that the students spend two
Months. All that periods are opportunities for students to get accustomed with work
environment and to transform theories learn in class into practical. It is in this framework that
as a student in Level 200 in the Accounting and Accountancy Information System
Department has to conduct internship.

The internship also is set to prepare the students to get global picture on how job are done
from the view point of the field. It has crucial importance in accordance with real and
professional applications of the concerned principles and techniques.

In this course the trainee makes an assessment on the organization under study and in the
addition, the study and ultimate report by the student, generates greater implication to the
organization and the accomplishment of University studies in Higher National Diploma
Accounting with Computing, in the Accounting and Accountancy Information System
Department.

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1.20 Background of SSNIT internship place.

1.21 SSNIT at a Glance

i. WHAT IT IS
The Social Security and National Insurance Trust (SSNIT) is a statutory public Trust charged
with the administration of Ghana's National Pension Scheme. The Trust is currently the
biggest non-bank financial institution in the country.

It primary responsibility is to replace part of lost income due to Old Age, Invalidity and
payment of Survivors' benefits to deceased dependents.

The Pension Scheme administered by SSNIT has a registered active membership of over 1.2
million and over 140, 000 pensioners who collect their monthly pension from SSNIT.

ii. WHAT IT DOES

The Social Security and National Insurance Trust (SSNIT) is governed by the National
Pensions Act 2008, (Act 766) which has a contributory 3-tier Pension Scheme with SSNIT
operating the Mandatory first-tier scheme.
The contribution rates are

 Employers - 13% of workers basic salary

 Workers - 5.5% of workers basic salary
 Total 18.5%. Of this 13.5% is remitted to Mandatory first tier managed by SSNIT and
5% to the Mandatory second tier privately managed occupational scheme.

iii. Core functions of the Trust:

 Be responsible for the general administration of the Social Security Scheme and any
regulations under it.
 Provide income protection for the contributors under specified contingencies, e.g.
Superannuation Pension, Invalidity Pension and Survivor's Lump sum, and such other
contingencies as may be specified by Law.
 Be responsible for the management of the fund and
Carry out any other activities incidental to the realisation of its objectives.

iv. HOW THE TRUST WORKS

The core business activities are decentralized with most of the functions carried out in 50
Branches, monitored by eight (8) Area Offices and supervised by the Operations Co-
ordinator. The Management of the fund is at the Head Office.

v. FINANCING
The scheme is self-financing through the contributions of members and returns on the
investments of the funds. The contribution rate is 18.5% (worker - 5.5%, employer 13.0%) of
the earnings of a member.

vi. AFFILIATION
The Trust has been in Social Security Business since 1965. In 1998 it won the "Good
Corporate Citizen Award". It is a member of the International Social Security Association
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(ISSA) which is affiliated to the International Labour Organisation (ILO). The Trust is the
first Social Security Organisation to go Pension in Africa South of the Sahara.

1.3 AT THE BRANCH ASAFO WHERE I TOOK THE INTERNSHIP.

The Asafo branch has four (4) main departments namely, the customer service and Benefit
Department, Data Entry department, Account department and the Compliance and
prosecution department with each department with separate investigators. I was fully
assigned to the customer and benefit department precisely Benefit unit under data entry
section.

The benefit department has two distinct units, The Survivals Unit and The Pensioners Unit
which are both supervised by separate supervisors. The Survival unit receives and captures all
documents about deceased person or beneficiary and finally process to ensure that every
beneficiary has received his/her percentage portion of the said amount. Some of the
documents used are, Requirement Form, SSB2, SSB2S, SSB3, SSB3S, SSB4, SSB6, SSB7
and many more.

These forms require the person reporting the death to provide the death reporter’s full name,
contact, house address and valid Identity card. As well as the deceased person’s full name,
last place of residence, last place of work, SSNIT No, date of death, name(s) of child/ren,
spouse(s), brother(s) sister(s), parent, next of kin, and other details. Finally a prove or an
evidence of death which could be any one of Letter from Last Employer, Letter From
Religious Leader, Death Certificate, Letter of Administration, Medical Certificate of Cause of
Death and Affidavit from Chief or a Leader of a Town.

The investigators would then conduct investigations and write reports. Finally the
beneficiaries which are normally stated by deceased person or by the National Pensions Act
2008, (Act 766), are identified and being called to provide their bank details for their money
to be paid.

The Pensioners Unit also receives and captures all documents about those who are regarded
as reduced pensioners, full pensioners, invalidity persons and people leaving the country of
which they are not returning again. Reduced pensioner is someone who is 55 to 59years, with
full pension starting from 60years. Invalidity person is that one, who had been medically or
physically proven and declared as not being able to work.

These persons would be investigated on ground from documents such as; retirement letters,
medical reports, passports and VISA, and others. They would then be asked to fill forms such
as; SSB1, SSB7, SSB9, including others. Computation of their money would be done and
finally they would be called to provide their bank details for payment to be done in a lump
sum or monthly.

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Chapter 2

2.1 ACTIVITIES CARRIED OUT DURING TRAINING PERIOD

The internship was extended over a period of two months and a week from 3rd June 2019 to
9th August 2019.

Weeks Activity Comments

1st week -Registration -First day was an induction
day.
-All interns were taken
through the process involves
in enrolling a new member
onto the scheme.
2nd week -Continuation of registration - I was tasked to do
registration.
3rd week -Scanning. -I was scanning benefit’s
documents and other related
documents.
-uploading the scanned
documents into the server.
4th week -Receiving customers -I was moved to benefit unit
where I was introduced to the
staff.
-I was taken through how to
receive customers.
-Receiving customers.

5th week Data entry - I was taken through the

process of capturing.
-Capturing of data.
-Documentation.
-Capturing of data.
-receiving customers
6th week through Scanning -I was scanning benefit’s
to 9th week documents and other related
documents.
-uploading the scanned
documents into the server.

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2.2 JOB DESCRIPTION

The SSNIT Asafo branch, the place where I conducted my internship, has a number of
different departments; however I carried out my practical training in benefit department.

In my internship I have many tasks and responsibilities that I supposed to carry out, I was
supposed to look and try to work hard so that come up with great experience gain from my
hosting institution. Concern my job as I have said in the report I have working as benefit’s
data entry officer, checking of physical files. Secondly scanning and uploading documents
into the server.

2.2a Task 1. Data entry and checking physical files.

i. Objective:
Our main objective was to ensure that files are complete endorsed and entered into the
software accordingly and kept properly so that it can be easy to get them.
Those are my specifics objective under data entry;
 Confirming information, operating plans of data entry and documentation and
maintaining files.
 Focusing on details and enter information perfectly.
 Entering all perceptive information of accounts in electronic files.

 Helping out other workers in copying, typing, filing and other duties.
 Maintaining staff's works and ensuring all responsibilities are completed on time.
 Performing managerial tasks including filing.
 To use my abilities efficiently for organizational as well as individual development by
teamwork and personal efforts as data entry clerk in organization.

ii. My responsibilities:
 Entering different data in the computer
 Checking of physical files.
 Entering physical files into the system.
 Checking whether those files are in the system or not.
 Prepared documents for data entry
 Entered data into designated database and forms
 Recorded all tasks and activities
 Printing of payments advices and acknowledgement letters.

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iii. Technical details
In order to ensure quality of work in benefit department, I‘ve got a task of entering, checking
of physical files that were done in the sector from different activities.
However, SSNIT sector is a government institution that receives several different categories
of people from the sector and even other people doing business in the sector which has
different attitudes and behaviors. More to this, some of them have little knowledge on the
institution’s rules and regulations; this requires giving your time and effort to satisfy their
needs by explaining, helping and directing them for the interest of maintaining their
satisfaction.
For this task I have acquired different skills on how I can arrange different staff documents in
order to make someone else to get it easily and to avoid any subsequently loss of documents.
Know how to offer service with different people of different attitudes and behaviors. Creating
good relationship between the sector and its stakeholders and preparing and keeping
documents.

I was supposed to enter the physical files into the system and checking whether such file
appear in the system and if not find I was supposed to enter it so that after in checking they
will be aware whether such file is in the system or not.

iv. Scientific/professional skills required

In my task professional skills required depends on structure of work given and its content
where I have elaborate above how the task was structured, it requires having communication
skills and listening skills, computer literacy skills because we need to enter given data in the
system. It requires providing a solid foundation of critical analytical skills, promotes ethical
awareness, and enhances communication and networking skills. Briefly the required skills
needed under data entry can be summarized as below;

 Skilled to write and speak English.

 Strong interpersonal and communication skills.
 Expert to make use of MS-Office.
 Exceptional management and leadership skills.
 Exceptionally self-starter and self-motivated.
 Hardworking
 Able to work with inflexible work schedules.
 Ability to learn from mistake.
 Able to learn codes from computerized files system.
 Outstanding skill to keep data privacy.
 Excellent ability to provide good customer service.
 Good awareness to safety issues.

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v. Problems encountered and approach taken to solve them
The first day of doing new things in new environment is not an easy task because of new
responsibility that is not routinely done but I tried all my best for that the following are some
of the problems encountered during my internship period:

There’s no doubt that the internship environment is changing. Jobs that used to be entry level
have turned into internships with no paid vacation or benefits.

Any job will have challenges, but after two months of my own internship experience, I've
found that there are some common intern challenges in my internship

a) Busy working environment

Because interns are just glad to get a foot in the door, at my internship place sometime they
used to take advantage of me as intern by giving me very long hours of dull repetitive work
which required to work even in the weekend in order to meet the deadline .

Solution: I tried to keep my long term career goals clearly in mind to make it all feel worth
the effort and I used to persist in order to make my work satisfactory to my supervisor.

b) Lack of adequate direction

Sometime my supervisor gives me a project to do and he forgot that I am new in the field,
and even the directions don't quite make sense to me. This goes along with “don’t assume.”
Ask ask, ask! Even it’s my right as an intern and it’s their duty as a supervisor, it is somehow
challenges if you didn’t given clear explanations on what to do and the way of doing such
project.

Solution: Sometimes supervisors are not located on site. I tried to use different means of
communication so that I can communicate with my supervisor through email; email is useful
when outlining complicated directions, but usually a phone call is quicker and can
communicate more. It also gives your supervisor a voice to attach to your name, thus making
you more memorable.

c) Lack of enough cooperation

Sometime I faced problem for my coworkers; it is not often to happen but it arrived that there
was no enough collaboration about some staff issues.

vi. Approach taken to solve them:

I have been tried to approach my supervisor for advice and adequate guidance, I’ve been tried
to follow all guidelines given and work in team for any matter happened as we work in group
I get opportunity to enhance skills through group activities. I used to take care and to have
due diligence and to work always with clear purpose.

Solutions:

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I tried to work hard and using knowledge so that I overcome the stated problem by respecting
time and to be punctual in all tasks I was supposed to perform, I have to ask where I am not
good at, and to follow all instructions on how work is expected to be carried out.

vii. New skills/ knowledge acquired:

1. Having knowledge on new software.

2. Increasing speed while typing.

3. Problem solving skills

4. Persistent

5. Able to work in teams

2.2b Task Two: Scanning and Uploading Documents unto the Server.
i. My Objectives;
Our main objective was to ensure that files and documents which had been entered unto the
server and completely endorsed are scanned clearly in A4 size, uploaded unto the system,
received nodes and submitted for further approval and process.

ii. My responsibilities
 Checking and ensuring that all files and documents are complete.
 Checking and ensuring that all files and documents are completely endorsed.
 Checking and ensuring that all files and documents are clearly seen after scanning.
 Completing files and documents by adding separators.
 Scanning of files and documents into A4 paper size.
 Uploading scanned files and documents unto the system.
 Receiving nodes of scanned documents.
 Submitting files and documents that the nodes had been received to supervisors for
approval.

iii. Technical details;

Technically this task requires much time and carefulness, for every scanned file or document
there should be a cover sheet and a separator. The cover sheet contains a reference number,
SSNIT number, date of birth, date of completing the document and other details which are
bar coded in the systems language. This directs and links the files uploaded unto the system
to the already records in the system. A separator is used as a header for grouping the files in
the document when uploaded unto the server. You must ensure that files are scanned under
the right separator. More to this, I was supposed to upload the scanned files into the system
and check whether the node of such file had been accepted and appeared in the system and if
not find, I was supposed to re scan it so that after checking they will be aware whether such
file is in the system or not.

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iv. Scientific professional skills required
Scanning of benefits documents and related documents in SSNIT sector is not an easy work
thus it requires those professional skills below:

 Excellent reading skills to build relations with you the computer.

 Ability to organize.
 Good literacy and numeracy skills
 Can handle large documents
 Flexible regarding your working hours.
 Practical experience of using computer and scanner machine
 Effective time management and be able to prioritize.

v. Problems encountered:

a. Busy net-working environment

Normally for this task of scanning it was not an easy work for me because I was supposed to
scan 50 to 80 documents every day. It is very problematic you can imagine how boring it
would be, repeating a simple process for longer time. The biggest challenge that I’ve met and
I was supposed to do it under deadline in order to avoid the head office not to identify is
when I used different separator to scan and upload document unto the server. It was a
problem because my supervisor couldn’t identified and he went ahead to promote it for
payment to be made. There was network failure as at that day, it was which means work can’t
be done on the next day and the network is such that when you log out after 4:30pm on
Friday you can only log in on Monday.8:00am.

Solution: I had to stay till 8:30pm where the network became a bit okay and then re-scan the
right documents and finally uploaded it to the server.

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Chapter 3

LEARNING OUTCOMES
The chapter deals with what was learnt during the course of all internship duration, what were
the challenges encountered and how those challenge are overcame, conclusion and
recommendations.

3.1 My first day on internship

a) Context
My internship started from 03/06/2019 to 09/08/2019, the first day it was about the
presentation of the internee in office and different departments, the development of
instruction program and orientations in order to master the environment that I was going to
operate in.

On my first day I was surprised on how they welcomed in the institution with great courtesy
for me. The tasks and project that I was assigned to were very interesting. At the beginning, I
work and communication wasn’t easy at all. My first day on internship was not easy for me;
when I entered, there was the point in time when our branch manager was asking me to share
with workers why I choose SSNIT sector as place of conducting internship. It takes much
time to discuss about it, but they were very convinced with my explanations. In few minutes I
have start implementing theoretical skills learnt at school into practical knowledge. I was in
the benefit office where I tried to introduce myself in the department and all other workers
wanted to ask me as many questions as possible, where am I coming from? What are my
objectives? Why did I choose to be trained there, hence it was difficult for me to cope with
the environment, difficult to feel at home, because everything was quite new for me. At the
end of the day I can say that my overall my introduction with my institution went really well.
The work fits my education and I felt I could learn a lot. I felt really accepted in the SSNIT
sector Asafo branch my internship place.

b) My role
During that situation, my role was patiently receiving every person in whatever he/she say to
me. Because in every institution people are different in their personalities and behaviors there
are difficult persons, there are good ones; therefore I accept them as they were, so that our
school image and reputation cannot be affected.

c) Action taken
The problem was to be familiar with others at work; the major action taken is socialization,
networking with other friends who are already employed, so that situation of being isolated
can never happen to me.

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d) Performance
The performance was different from other similar occasion, I tried to face because the
situation was not easy. I tried to use my conscience, patient, persistent and also be polite to
overcome all problems I faced. I was functioning hard like our personal work since it was my
first time to come in this institution as trainee, this occasion was different from the current
one, I kept on learning more in this institution.

e) Guidance
I needed guidance from my supervisor and other co-workers, so that I can understand what I
will do in my daily activities as I was in orientation stage. for that reason I needed guideline
know boundaries.

f) Improvement
I got the opportunity to know the relationship among workers and the reporting structure of
organization. I have been improved my relationship among others. What I had to improve
about this situation was the better understanding of each task that I was assigned to perform
and how to improve the quick service to our customers.

g) Gain/learn
subsequently I understand that if anybody gets into new field of running environment, he/she
is provided with proper orientation in the first few days to facilitate him /her cope up the
environment, this day that I started the internship job gave me a lessons of not to talk too
much, not get isolated, receiving everyone in whatever he/she says and also show my
confidence, I real know the life of external environment and not joking with life.

3.2 My best day on Internship

i. Context
My best day of internship is when I had full responsibility of receiving customers and to give
them orientation on how the process is done; this showed me the climate of trust that I was
given by my supervisor.

As a trainee I tried to use my effort, and to use due diligence in order to offer services timely
and accordingly in order to ensure customer satisfaction.

ii. My role
I was supposed to receive and explain the process involves in reporting death, to give them
orientation, to record and filling of forms, entering data to the system and finally scanning,
uploading and accepting nodes.

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iii. Action taken

Basing on the lesson I learnt in classes’ module, I tried to put them into application, I was
planned to learn more about software which are used in government institutions.

iv. Performance:

The action taken above helped me much in acquiring knowledge and skills

v. Guidance

The guidance from my worker was necessary for me, so that I can know the limit to avoid
misallocating documents as well as I was given full responsibility. Therefore; I tried to do
everything with care and due diligence in order to have good image and reputation our
campus. In that time, I was without my internal supervisor to show me procedures to go
behind that’s why I have to be careful in order to avoid sudden mistake that can causes bad
effect in our Institution and the customers as well.

vi. Improvements
My improvement is from the understanding of working environment conditions of the
organization as far as human resources care is concerned and the relationship the company
has with its external environment.

v. Gain/learn
 In the sequence of SSNIT registration, I learnt more about SSNIT registration; and
how I can handle the problem without the guide of my supervisor and I get the
opportunity to learn different behaviors of people and how you can orient different
behavior in positive manner.
 Be punctual whether it is finishing an assignment for the deadline or just meeting a
friend or co-worker for a meal, punctuality is key. People will respect someone who
can keep track of time and progress. It is an essential trait to have, because it will
improve both an individual's social life and their career path.
 Treat everyone with respect; no matter to whom you are talking to, be respectful. One
never can be sure who they will be for help some day so be nice to everyone. One
day, it could pay off. It would be a shame if the one person who could help you was
someone you disrespected and were mean to.

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Chapter 4

SELF-EVALUATION OF THE INTERNSHIP

4.1 Expectations of my Internship position

During my internship position, I expected to have gained more about how accounting
policies, principles, process and procedures are applied in different organization especially
government entities so as to become a qualified Banker who can even work not necessarily in
bank but who can contribute in other sectors and add value in any organization I will have
chance to work. It is in this regard I have expected to have understood the working
environment, networking; socialization and to know any institution deals with both internal
and external environment.

4.2 The way my expectations were met

My expectations were met with the help of each and every person we work with. It is in this
regard I got opportunity to deal with different activities where I have been used different
policies and principles which are applied in government entities, I am very sure That my
expectations were met because now I am ready to work In any institution and perform
accordingly. I got chance to learn diverse skills that can help me also beyond the banking
industry and as we know at the labor market they need people that has diverse skills who be
able to adapt any unusual changes.

4.3 The new skills acquired

The new skills acquired is the practical data entering, better understanding customer service
and working with different people, to know how some software operates, to know the
functioning of government entities, to how SSNIT pension calculation is done. The new skill
is not limited to that, but to know the procedures of registering an establishment under SSNIT
and prosecuting defaulters.

Chapter 5

5.1. CONCLUSION
During this training, I acquired a lot of knowledge through how theoretical principles are put
in practice and this was the general objective for this practical work. During my internship I
was often forced to use my knowledge. Thus, the trainee completed his training with the
general knowledge of activities of SSNIT at large.

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Adapting to the spirit of work and how to communicate with customers are also major assets
in my training. My training also gave me some social lifestyle experiences such as: team
work, participation, time management and how to behave in the work environment.

I would like to conclude by saying that this internship binds us all the good work done by our
predecessors that has given us a good reputation in KsTU. The university should put much
effort to provide to students more practical skills. The theories must be accompanied by
practical. To increase the time in which the internship take so that student may have a time to
explore the field and get more knowledge about how to focalize acquired theoretical
knowledge to practical skills.

5.2 RECOMMENDATIONS
a. Recommendations to the KsTU
 The internship is one of academic requirements that must be accomplished by
students before completing their HND. The higher learning institutions like KsTU
should improve the way on how its students carry out that special learning step.
 KsTU should provide internship letter at time because, students used to struggle by
applying internship at the deadline.
 KsTU should provide guideline to students before the internship because students
suffered a lot by doing useless work which consumes time and money.
 It is not easy for students to apply for internship in different organizations; I would
like to use this opportunity to request KsTU to apply for internship for its students
into organizations.
 The internship should be extended for at least the period of three to four months
because of its great importance in the contribution the internee’s practical knowledge
of theory acquired during the academic studies.
 Finally I recommend that one day of academic supervision is not enough, I would like
to request the administration of the KsTU to multiply times of academic supervision
in order to realize and recognize what the internee is performing in field, sometimes
we perform better than other students from other institutions. Our performance is
recognized by the host organization but our institution is not aware for those
activities.

b. Recommendations to the SSNIT sector

Generally, as student studying Computerized Accounting, the two months I spent in SSNIT
sector, I should have been assigned to the accounts department so I could improve upon the
theories studied in class. In this case, I recommend SSNIT should assigned student intern to
departments in relation to their program studying.

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Chapter 6

6.1 APPENDIX

BRANCH MANAGER

SECRETERY

COMPLIANCE & DATA ENTRY AND

BENEFIT UNIT PROSECUTION ACCOUNTS UNIT REGISTRATION
UNIT UNIT

SUPERVISOR SUPERVISOR ACCOUNTANT SUPERVISOR

COMPLIANCE DATA ENTRY

SURVIVORS UNIT PENSIONERS UNIT PROSECUTORS CASHIERS
OFFICERS OFFICERS

QUALITY CHECK
UNIT
INVESTIGATOR INVESTIGATOR

MEMBER ESTABLISHMENT
DATA ENTRY DATA ENTRY REGISTRATION REGISTRATION
OFFICERS OFFICERS OFFICERS OFFICERS

CUSTOMER
SERVICE UNIT

Appendix a. SSNIT-Asafo Branch organization chart

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BRANCH
MANAGER

SECRETARY

SUPERVISOR

SURVIVORS PENSIONERS
UNIT UNIT

INVESTIGATOR INVESTIGATOR

DATA ENTRY DATA ENTRY

OFFICERS OFFICERS

CUSTOMER
SERVICE UNIT

Appendix b: SSNIT-Asafo Benefit organization chart

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6.2 Figure

Figure a; some pictures taken whiles on work.

Figure 1; duty day at the registration desk.

Figure 2 on duty at the scanning office

Figure 3 on duty at the data entry office.

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Figure b; sample of work I was mostly involved

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