Tanzania Institute Of Accountancy Tia Ca

TANZANIA INSTITUTE OF ACCOUNTANCY (TIA)

CAMPUS

DAR ES SALAAM

DEPARTMENT OF

PROCUREMENT

BACHELOR DEGREE IN PROCUREMENT AND LOGISTIC MANAEMENT

A REPORT IN ASSESSMENT OF PROCUREMENT AND STORE HOUSE MANAGEMENT

NAME

SAMKY DANIEL AFRICANUS

REG. NO

DSM/BPLM/14/21645

ACCADEMIC YEAR

2016/2017

SUPERVISSION

MR. SAGENGE

SUBMISSION DATE

2017

ACKNOWLEDGEMENT The successful of this field attachment report paper was made possible first through the blessing and the will of our almighty God for a good healthy, strength, unconditional love and my dear parents Mr and Mrs Africanus Samky for facilitating field, writing, and preparations of this field report and for his guidance throughout my Bachelor procurement and supply management and their time to listen, advise they gave me and money they provided me to successfully complete my field training. I would also like to acknowledge all who in one way or another have given support to me in accomplishing my field study. The heartfelt thanks should reach the TANZANIA INSTITUTE OF ACCOUNTANCY MAIN COMPUS Dar es Salaam for introducing the field training. In a special way I would also like to extend my appreciation and thanks to Mkuranga, the organization that hosted me for the whole period of field training and report writing. I thank all organization staff from top management to the lower level for their kindness to offer a good learning atmosphere and provided me required data for this report and especially in marketing. I further extend my gratitude to my supervisor Mr Sagenge lecturer at the Tanzania of Institute of Accountancy Dar es Salaam for the unconditional support in terms of advices, complement, suggestions and comments in which has yield a great experience and make my field work successful and I also appreciate my family and colleagues who assisted me in one way or another for the whole period of my practical training.

EXECUTIVE SUMMARY The main objective of the Practical Training is to provide an opportunity for the student to integrate theory and practice. The result is that student will be able to enhance his/her skills, knowledge, work ability, attitude towards areas of specialization, develops habits of exact thinking and get exposed to managerial responsibilities. This report is divided into four chapters which are; Chapter 1 In this chapter the overview of Mkuranga district council is presented in connection of what leaned in the class and what found in the practical leisure. This part consists of definition of mkuranga District, location it found, residents and the service that provided by Mkuranga District Chapter 2 is about the activities performed and what really found when matching the theoretical knowledge with the practical situations during the practical vacation at Mkuranga District are explained in brief including challenges faced and what generally gained in the period.

Chapter 3 is about the overview of customer services is presented in connection of what leaned in the class and what found in the practical leisure. This part consists of definition of customer service, importance of customer service, skills to improve customer services and the consequences of lacking customer services.

Chapter 4 is about conclusion and the recommendation. The conclusion explains about the strength, weakness and benefits of practical. The recommendation of the practical training; this part explains suggested thing that should be done in order to solve several problems and how to improve practical training. Recommendation is addressing communication skills, course restructuring, and theme selection, freedom of specialization, and review on the duration of practical training.

LIST OF ABBREVIATION LPO

-

Local Purchase Order

RFP

-

Request for Procurement

PAYE

-

Pay as You Earn

PT

-

Practical Training

TIA

-

Tanzania Institute of Accountancy

PMU

-

Procurement Management Unit

TABLE OF CONTENT ACKNOWLEDGEMENT ...........................................................................................................2 EXECUTIVE SUMMARY .........................................................................................................3 LIST OF ABBREVIATION ........................................................................................................4 TABLE OF CONTENT ..............................................................................................................5 CHAPTER ONE .........................................................................................................................6 1.0 INTRODUCTION .............................................................................................................6 1.2 MKAURANGA DISTRICT COUNCIL ............................................................................6 1.3 LOCATION.......................................................................................................................6 1.4 RESIDENTS .....................................................................................................................6 1.5 THE CORE FUNCTIONS OF THE DISTRICT ................................................................7 1.5 SERVICE PROVIDED BY MKURANGA DISTRICT COUNCIL ...................................7 1.6 ORGANIZATION STRUCTURE OF MKURANGA DISTRICT ......................................8 CHAPTER TWO ........................................................................................................................9 2.0 WORKDONE AND LESSON LEARNT ...........................................................................9 2.1 INTRODUCTION .............................................................................................................9 2.1 DUTIES PERFORMED ....................................................................................................9 2.2 THE KNOWLEDGE AND SKILLS GAINED ................................................................ 11 2.3 CHALLENGES FACED ................................................................................................. 11 CHAPTER THREE................................................................................................................... 13 3.0 ANALYSIS ..................................................................................................................... 13 3.1

NEW THINGS LEARNED ......................................................................................... 13

3.2 THE GAINING FROM THE FIELD LESSON................................................................ 13 3.3 GAPS BETWEEN THEORY AND PRACTICE.............................................................. 14 3.4 IMPROVE GAPS IN THE PLACEMENT PROCESS ..................................................... 14 3.5 THE STRENGTH AND WEAKNESS OF PRACTICAL ................................................ 15 3.5.1 STRENGTH OF PRACTICAL TRAINING .............................................................. 15 3.5.2 WEAKNESSES OF PRACTICAL TRAINING......................................................... 15 CHAPTER FOUR ..................................................................................................................... 17 CONCLUSION AND RECOMENDATIONS ........................................................................... 17 3.0 INTRODUCTION ........................................................................................................... 17 3.1 CONCLUSION ............................................................................................................... 17 3.2 RECOMMENDATIONS ................................................................................................. 17 REFERENCE ........................................................................................................................... 18

CHAPTER ONE 1.0 INTRODUCTION In this chapter the overview of Mkuranga district council, the definition of mkuranga District, location it found, residents and the service that provided by Mkuranga District 1.2 MKAURANGA DISTRICT COUNCIL Mkuranga is one of the 6 districts of the Pwani Region of Tanzania. It is bordered to the north by Dar es Salaam, to the east by the Indian Ocean, to the south by the Rufiji District, and to the west by the Kisarawe District. According to the 2002 Tanzania National Census, the population of the Mkuranga District was 187,428 The Mkuranga District is administratively divided into 18 wards: Bupu, Kimanzichana, Kisiju, Kitomondo, Lukanga, Magawa, Mbezi, Mkamba, Mkuranga, Mwalusembe, Nyamato, Panzuo, Shungubweni, Tambani, Vikindu, Kiparang'anda, Njianne and Vianzi 1.3 LOCATION The district was established in 1995 from parts of the territory of Kisarawe . Its area is 2,432 km² and the coast of the Indian Ocean is a 90-kilometer seven villages are located along the coast is the ngubweni, lungs, Kerekese, I'm not sure Coast, Mdimni, allocating and Kifumangao. Villages Boza, Maruti, Kwale and Koma are on a small island not far from the sea shore. There are mangrove forests and the animals that are in danger of being destroyed still have stocks here. 1.4 RESIDENTS Locals are especially Zaramo , Wandengereko , Wamatumbi and Makonde . Residents of the occupied territories with villages cut 15 101. The majority (over 90%) maintain their living through farming, especially the cultivation of cassava ,rice and beans . Cash crops are cashew, coconut, pineapple and orange . This area was the epicenter of Tanzania cashew cultivation of about 35,000 hectares were used for this crop but 70 years since agriculture began to decline.

Residents of coastal villages are fishing, Most people are poor and a survey of 2005 showed that the average family was 4.5 people with an output of Tshs 600,000 (equivalent to US $ 600) that is less than $ 150 per year per person

1.5 THE CORE FUNCTIONS OF THE DISTRICT (a) Integrated development planning for the district as a whole, including a framework for integrated development plans of all municipalities in the area of the district municipality. (b) Potable water supply systems. (c) Bulk supply of electricity, which includes for the purposes of such supply, the transmission, distribution and, where applicable, the generation of electricity. (d) Domestic waste-water and sewage disposal systems (e) Municipal roads which form an integral part of a road transport system for the area of the district municipality as a whole. (f) Regulation of passenger transport services.

1.5 SERVICE PROVIDED BY MKURANGA DISTRICT COUNCIL Issuing of land plot For the people to cultivate their crops for District and other their life at mkuranga district, and the of the people living at mkuranga depend in farming at all, without make farming their life will never go up, so they must have to keep more power to vegetable cashew and fruits of different for selling it. Issuing of District licence The district have been given the power or authority to provide District licence topeople who are starting their District for legality of District conduction at mkuranga district example bodaboda District registration, entrapreneurs, and all other District like shops, meal mashines, salon, mamantilies and stationaries Education service At the district there are many numbers of people living there so the district management were planed different and many schools and they have plane to establishe different schools at their ward depend on the number of people that are goes up every day.

Hiring of social halls The government also are there to get money, so’ by the mkuranga district they make the effort to construct the different halls of different shape and size but not as many as to cover all human needs and wants at a time because human needs and wants are many as compare to resource which are scarce. This effort made were and will increase the goverment economy compatible with human get service at a reasonable price than the private halls Enviromental cleanless As the head policy of preserving environment the district have keep more power to make sure that as the day assigned as enviromental cleanless all peoples at mkuranga disrict to engage compatible to makethe environment looking clear towherethey liveand where they make their District, in different of order be sued. 1.6 ORGANIZATION STRUCTURE OF MKURANGA DISTRICT DISTRICT COUNCIL CHAIRPERSON

WARD COUNCIL

MP’S

RESERVED SPACE

WARD DEVELOPMENT COUNCIL

WARD DEVELOPMENT COUNCIL

WARD DEVELOPMENT COUNCIL

(WEO- VILLAGE CHAIRPERSON

(WEO- VILLAGE CHAIRPERSON

(WEO- VILLAGE CHAIRPERSON

VILLAGE COUNCIL

VILLAGE COUNCIL

VILLAGE COUNCIL

CHAPTER TWO 2.0 WORKDONE AND LESSON LEARNT 2.1 INTRODUCTION In this chapter the activities performed and what really found when matching the theoretical knowledge with the practical situations during the practical vacation at Mkuranga District are explained in brief including challenges faced and what generally gained in the period.

2.1 DUTIES PERFORMED During the practical training at Mkuranga District the student performed the following duties, 2.1.1 Preparing advertisements for exhibition

Advertisements are public notices designed to inform and motivate. Their objective is to change the buying behavior of the recipient, so that he or she is persuaded to take the action desired by the advertiser. When posted on radio or television, an advertisement is called a commercial, Exhibitions may be permanent displays or temporary, but in common usage, "exhibitions" are considered temporary and usually scheduled to open and close on specific dates example NaneNane exhibition, Preparing leaflets for exhibition, for a service that is provided by Mkuranga district example for those come to visit at Mkuranga place and to win the mind of people to understand what is Mkuranga District, Preparation of reports, there was an exhibition report which gives information on how the exhibition went on especially in the section of PMU and ward reports which gives information on how the PMU perform duties. Issuing of materials for exhibition, was provide to the people who are registered tto go to the nanenane exhibition, example, caps, T-shirts, furniture equipments and hankerchief for covering the table at the exhibition area Lesson learnt, i was able to prepare advertisement document for a certain event issues and to post it to the public to announce them for the new product

2.1.2 Receive and inspecting the materials. I and receiving team we were responsible for verifying the goods brought by the supplier where we tend to check the materials received against the supplier’s packing slip and against a copy of

organization’s purchase order to verify that the correct items have been delivered. Also the quantities of the materials are verified in the same manner. Lesson learnt; I was able to compare the purchasing order with the receiving note that supplied by supplier and knowing which goods are vital to make hundred inspections. 2.1.3 Stock taking I was involved in the process of counting, measuring of all items in store and recording the results which also involved physical verification of items. This is among the key function of the store department in Mkuranga district which done in every month or semi annual or at the end each of the financial year. I participated in the stock taking process where I counted all the items, weighing or measuring the items and recording each items in the store in order to discover the discrepancy or difference between the physical items and documents in the store. Lesson learnt; in stock taking process there is card to fill or record that stock taker count in the store house, I was able to fill all that and get more experience 2.1.4 Communicating with wards

Communication is act of conveying intended meanings from one entity or group to another through the use of mutually understood signs rules, when there is new information, needs or changes in procedures and services like white paper for school that all procurement are made at the district and to collect various documents from the office and informing them to collect some attachments. The ward my lack some of the material and they fair to tell their leader so fo that we here the needs that wards want and they lack in order to help them to have them at a time Handling complaints, agents and other customers submitted their complaints to seek the solutions on matters affecting their District such as fees and tariffs. Attending meetings, the purpose was to discuss on how conduct PMU training at the exhibition area for those people who will come to visit our District block. Lesson learnt; i was to organize people and fellow staff, and announcing them about the change and the new entry in our district and how to combat with them

Receiving the materials from exhibition, all those materials that are taken to the show have to be returned to the store for the new work at the future time Make a stock taking for the all materials within the store house, and all those materials taken to out the store for knowing the balance, damage and that getting scratch for replenish them or repair them.

2.2 THE KNOWLEDGE AND SKILLS GAINED During the practical training the student acquired important skills which can enable to strengthen the understanding of the activities undertaken. Such skills and knowledge gained are as follows, Acquired procurement skills and experience in a practical way, this is due to the daily duties performed by the student during the training period by using her own interpretations. Student gain excellent communication skills, both oral and written in the field training. Communication skills are the most important and required after skill that employers look for in candidates. Creative thinking and problem solving skills, Creative thinking and advanced problem solving techniques are used as a foundation of Theory training and practice in virtually every aspect of theory. Gain interpersonal skills, customer services and effective procurement knowledge, as this is through the daily interactions with procurement specialist and districts Workers.

2.3 CHALLENGES FACED It is difficult to match the theoretical skills with a practical and somehow what is thought to be there, before attaining a duty may be found to have some differences in procedures, application and the general performance of the duty. The challenges found during the field report training were as follows, Limitations in acquiring appropriate knowledge concerning the office, due to the confidentiality of some documents, there were not allowed to be exposed to any student but only to Workers of the organization even though there are unnecessary prohibiting of facts which when released can enable a student to learn more. Short duration time of practical training, there are duties which a student left them in process because of the time given by the training institute (TIA) is too short. Due to this barrier some further skills and experiences cannot be achieved. Understanding customer expectations and knowing how to exceed them, customer expectations are constantly changing. A big challenge for Districtes is keeping up with what their customers want and then

knowing how to exceed those expectations. This is where talking to customers is the best strategy. Listen to customers and ask them questions and analyze the data to see any trends in customer behavior. Choosing the right technology to create better experiences, the challenge lies in finding the right technology to improve the right parts of the customer experience. You cannot rely on technology as the answer to your poor customer experience. It is simply an enabler that can improve your experience and expand on the customer experience strategies you are implementing. The right information is not being sent to the right people, critical information is not being shared among key stakeholders. Top management is not engaging Workers who have most of the customer contact in the important decisions of the organization. Workers are not getting important information to management.

CHAPTER THREE 3.0 ANALYSIS In this chapter the discussion on how theories taught in the classroom related to the practical training, skills learnt and development, the benefits of practical training, weakness, strength, gaps between theories and practical and the way to improve the gaps between.

3.1 NEW THINGS LEARNED It is more appropriate for students to have their practical training in large organization, the reason being sensitivity of transactions, number and volume of transactions and analytical skills requirement. While in mkuranga many things were learnt a few being; Ability to do with multiple tasks, The role of privacy and secrecy of the organizational information, The usefully of Local Purchasing Order (LPOs). How to prepare Mini Competition Quotation and Circular resolution, Role and responsibility of any employee, Key success factors like hardworking and trustworthy, Smartness needed in keeping inventory, Integrity, The use of computer software, Time management All these plus other analytical skills were obtained from experienced, competent senior and junior staffs and through interactions to other staffs. 3.2 THE GAINING FROM THE FIELD LESSON Skill development; the skills which I obtain from learning in theory developed through practice. Therefore my skills in procurement procedure develop from one level to another, now I can perform different duties/task concerning procurement effectively and efficiently. This made me an expert in the field of procurement. Knowledge; for the case of knowledge I got a lot of new knowledge in different duties/task assigned to me daily, that is when it comes to execution of them. For example in snap checking and all necessary requirement and procedures followed in doing it. New attitude; Practical training helped me to have more self-confident behavior, that is having notion that I can do something. Now in field of procurement I am capable of performing different activities.

3.3 GAPS BETWEEN THEORY AND PRACTICE During practical training it time for discovering a link between theory and practice. Normally it is what one has in theory that he/she will apply when it comes into practice otherwise heavy training might be needed. Theory on the other hand does not cover all what is needed in the labor market given a variety of tasks undertaken in different organizations. While at mkuranga the following gaps existed between theory and practice Computer Knowledge: The computer course which is provided at the Tanzania Institute of Accountancy is more theoretical based which cannot meet the demand of the labor market especially in both procurement and finance field due to lack of some specialized procurement packages which are very essential in the field. Communication skills and interpersonal skills this is one of the problems which university students encounter in the working areas. For example for the organizations which are running international and domestic the use of proper language as medium of communication is very essential. This is due to the fact that there is a frequently interaction with other staffs as well as bidders who are foreigners either face to face or through telephone. 3.4 IMPROVE GAPS IN THE PLACEMENT PROCESS 3.4.1 Freedom of Specialization Students should be given some freedom to choose as to which particular section of the organization they would like to be placed. This is important as students will choose what is in line with what they plan or aspire to be their future carrier. Also this freedom will help the students be morally motivated which will help both the student in learning a lot from the training and the organization by getting more quality work from the student. 3.4.2 Rotation to Various Sections Should be encouraged to rotate into different departments/units of the organization for them to be more exposed, This is to be done with caution without taking in unsuccessful specialization of the student whereby more emphasis in terms of tasks and time should be set for his/her specialization,

3.5 THE STRENGTH AND WEAKNESS OF PRACTICAL 3.5.1 Strength of Practical Training 

It enables students to meet different challenges in their carrier when working with people of different levels of education and how to execute them by following rules of employment. When in the organization there are young people having various qualifications and responsibilities, most of them being fresh graduates from other universities and they were successful in their careers. This is a motivation to plan for future career development.



Practical training program is an essential tool in widening students’ skills and understanding in what they have been taught theoretically in class. It enables students to experience different working environments prior to completion of their degree programs.



It helps in building confidence and understanding to students in various fields other than only the understanding within the carrier. For example widening knowledge on Information Technology and its application to various sectors, while in class it’s not easy for such things to be full covered.

3.5.2 Weaknesses of Practical Training During practical training there are number of problems that were faced but below some were discussed which are; 

Financial difficulties, the field attachment was costly activity, it need a lot of funds to assist for transport, stationeries and meal allowance. And the loans we get are not enough at all.



Limited time, the period of two month is very limited since some organization are so big so it is not easy for an intern to fully learn about different operations in such limited time. This program is very important to the student therefore it needs a lot of time at least six months.



Little attention to interns since most of the staffs claims to be busy with their duties hence they have no spare time to teach the interns.



Work schedule, in a sense that there is no series of what to do and when. This occurred automatically simply because of many task to be finished at a time and shortage of staff members of PMU office.



Poor cooperation with some other member of organization Some member of organization their not real willing to share or cooperate with field students, they are just not comfortable to share with field student different matter.

CHAPTER FOUR CONCLUSION AND RECOMENDATIONS 3.0 INTRODUCTION The aim of this chapter is to present the conclusions drawn from the results of the field report and the recommendations to Mkuranga District and TIA at large.

3.1 CONCLUSION The field training has been a good training to students in their field as it enables the students to increase the knowledge in the area of their specialization. The field training to students has been designed appropriately as it enables the students to gain experience, confidence, working skills and expanding their knowledge before their employment after completing their studies. Also it promotes the efficiency and effectiveness of the students after their employment as a result may lead to higher productivity to the organization in which they will be employed. The training helps the students to experience different type of behaviors existing in organizations through interacting with different people which may prepare the students how to interact with staff members by the time will be employed.

3.2 RECOMMENDATIONS Practical Training is very important and motivating if well organized and properly implemented. TIA should increase the time for field practical to be at least 90 days or more than now for a student to become expertise in different activities Introduce additional software packages in its syllabus such as PDF, text converting software and utility programs which on my practical training faced difficulties in the application of mentioned software. Supervisors from TIA should visit their students during the practical training rather than living the being supervised by internal supervisors who treat solely trainee as an Workers. Mkuranga District should reduce the limitations for effective learning to the student so as to build more knowledge about the work in the field of marketing, procurement and public relations. Mkuranga District should increase the number of students who want an opportunity for field practical to provide knowledge to many Tanzanian students by reducing bureaucracy and widen the vacancies to all who want practical training opportunity.

REFERENCE Goodman, J.(2009) Strategic customer service, Harvard: AMACOM Shaw, C. (2002) Building great customer experiences, Revised edition, United Kingdom: palgrave macmillan Danesi, Marcel (2009), Dictionary of Media and Communications. M.E.Sharpe, Armonk, New York. Turner, L. H., & West, R. L. (2013). Perspectives on family communication. Boston, MA: McGraw-Hill. www.unitiv.com/quality customer care services (25/05/2016)