KISII UNIVERSITY
FACULTY OF COMMERCE
SCHOOL OF BUSINESS & ECONOMICS
A REPORT ON STUDENT COMPULSORY SUPERVISED INDUSTRIAL ATTACHEMENT
AT THE NATIONAL MUSEUMS OF KENYA-INSTITUTE OF PRIMATE RESEARCH.
PERIOD: 12 WEEKS, MAY-AUGUST
COURSE OF STUDY: BACHELOR OF PURCHASING AND SUPPLIES
MANANGEMENT.
PRESENTED BY: PETER MBASU MUSYOKA
REG. NO. : CB14/10261/13
SUBMITTED TO THE DEPARTMENT OF MANAGEMENT SCIENCE
DATE OF SUBMISSION; 5TH AUG 2016.
DECLARATION
I hereby declare that apart from references in this report, this report on industrial attachment at
the national museums of Kenya-institute of primate research and presented to Kisii University,
school of Business & economics, Department of management science as a partial fulfillment of
the requirement for the award of a bachelor’s degree in purchasing and supplies management is
the outcome of my investigation.
NAME: PETER MBASU MUSYOKA
REG. NO.: CB14/10261/13.
SIGN: ………………………………………………………
DATE:……………………………………………
INSTITUTE OF PRIMATE RESEARCH(IPR)
INDUSTRIAL BASED SUPERVISOR.
NAME: ……………………………………………………….
TITLE HELD: …………………………………………………………………..
SIGN
:…………………………………….DATE……………………………..STAMP………………
……………………
ACKNOWLEDGEMENT
This attachment was successful due to the cooperation and support of a number of people who
have enabled me gain much more than what the industrial training could have given me.
I would like to extend my heartfelt gratitude to my family members especially my parents for
their support both financially and advise wise.
Many thanks go to my uncle and my relatives who offered any assistance and financial support
during my practical training.
Thanks to my fellow classmates for and other friends for their invaluable support too.
I sincerely thank the National museums of Kenya and institute of primate research for their
unwavering support and for giving me a chance to be part of their family. Worth mentioning is
the invaluable support and guidance I constantly got throughout my training.
I express my deep gratitude to the procurement office staff at large who despite their duties they
agreed to lead my supervised training to be a success.
Thanks to the administration and all the staff of IPR for their unwavering support during my stay
at the institute.
My gratitude goes to my supervisor Mrs. Lillian maheli for her guidance, remarks, and relevant
suggestions throughout my training.
Above all, I thank the lord God almighty for the divine protection, guidance and the opportunity
of a memorable and fruitful period at IPR.
DEDICATION
This training report is dedicated to my parents and my siblings as a result of the support they
gave me during the training period.
EXECUTIVE SUMMARY
The purpose of industrial attachment creates the need for any discerning student to create a clear
picture of what has been done in the form of a report. Field attachment is a field of practical
training experience that prepares trainee for the tasks they are expected to perform on completion
of their training. This report contains information which I gathered during my industrial training
National Museums of Kenya-Institute of Primate Research for a period of three months. As a
student, my involvement in this attachment was to make sure I that I acquire new knowledge and
practical skills, improving my confidence in problem solving and to utilize the opportunity to
relate with different category of people likely to be met in real life situations. This report gives
all the activities I undertook at IPR, the experience I gained, the practical skills acquired and the
personal inputs to the organization. My report gives a brief introduction about IPR and the
work/duties of different departments in the organization. The report also gives details of the
duties/functions of my host department i.e procurement department. The information am giving
in this report reflects all the achievements I achieved according to my objectives set herein. This
report shows the benefits, success, challenges encountered and how I was able to overcome the
challenges. It also shows my recommendations and the conclusion of my training.
TABLE OF CONTENTS.
CHAPTER ONE: INTRODUCTION
1.1: HISTORY OF THE ORGANISATION
THE INSTITUTE OF PRIMATE RESEARCH (IPR) is an organization that operates under the
directorate of the NATIONAL MUSEUMS of KENYA (NMK). The institute was started in
1958 by Dr. Louis S.B Leakey for purpose of conducting primate research mainly on monkeys.
Their operation is mainly in research and it operates as an animal holding facility for research
purposes. The main research programs are in tropical and infectious disease, reproductive health
and biology, primate ecology& conservation biology and non-communicable diseases.
Over the subsequent years the institution has grown tremendously, Its facilities has increased,
this led to the establishment of an administration complex, enlargement of labs and increase in its
staff numbers. As a result the institute has developed and many departments have been
established in order to foster its day to day activities.
1.2: MAIN FUNCTIONS/CORE ACTIVITIES OF IPR.
The Institution operates under two areas of work derived from its mandate. They include:
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To develop and use animal models including primates for preclinical and biomedical
research aimed at providing health care solutions for infectious diseases, human
reproductive disorders and non-infectious diseases.
To carry out studies that can inform policy with regard to management and conservation
of non-human primates and other biodiversity.
1.3. VISION, MISSION STATEMENT, AND CORE VALUES OF IPR
1.3.1. VISION STATEMENT.
The vision statement of IPR is;
To be the best performing institution in biomedical research and innovation for improved human
health and primate conservation.
1.3.2. MISSION STATEMENT.
To improve human health through advances in biomedical research and development through
responsible utilization of animals as preclinical disease models while conserving non-human
primates for biodiversity.
1.3.3. CORE VALUES OF IPR.
IPR is striving to create an organization that will foster:
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Research integrity and ethics.
Animal care and welfare.
Total quality management.
Local and international collaboration.
Teamwork
Commitment to excellence through professionalism.
Corporate citizenship.
Adherence to good corporate governance.
1.4. ORGANISATION STRUCTURE OF IPR.
The management and administration of day-to-day activities of IPR resides in the office of the
Director, I.P.R. The overall responsibility for policy and general guidance is vested on the board
of directors and the Director General/C.E.O of the National Museums of Kenya. The institute has
international advisory board to advice on various aspects of research projects. The institute has
different departments which facilitates its day to day activities as shown in its structure.
1.5. DUTIES AND RESPONSIBILITIES OF THE KEY DEPARTMENTS IN IPR.
The following are the departments at IPR and their duties and responsibilities.
1. Department of tropical and infectious diseases(TID)- Advances research in
schistosomiasis, malaria, trypanosomiasis, viral infections and emerging and re-emerging
zoonotic diseases.
2. Department of Non-Communicable Diseases (NCD)-Focuses on neurological,
metabolic, cancerous, and cardio-vascular disorders. It is mandated to develop and/or
utilize animal models for basic studies and preclinical research on these diseases of
increasingly socio-economic importance.
3. Department of reproductive health and biology-mandated to studying reproductive
diseases and disorders and designing appropriate intervention strategies.
4. Department of ecology and conservation biology-its mandate is on ecology and
conservation of non-human primates with particular emphasis on threatened and
endangered species and their natural habitats.
5. Department of animal sciences– houses and takes care of the research animals.
6. Administration and human resource department-responsible for coordinating the
development, welfare and retention of human resources. It offers administration support
to IPR research division.
7. Finance and audit departments-working in conjunction with the finance office at the
NMK headquarters, this section is responsible for maintaining the accounting and
financial management services i.e. income and expenditure management, preparation of
annual budgets and receipts of revenue from external and internal sources.
8. Procurement and supplies department-mandated to procure quality goods and services
at competitive prices and operates through a procurement committee which manages the
whole process of procurement.it deals with the purchase of goods and services.
9. Public relations and marketing-its roles are interdependent, helps to manage the
reputation of the institute. Helps in cultivating favorable relations for organization and its
products and services.
10. Information and communication technology department-to render computer-based
and telephone services in an efficient and cost effective manner.
11. Physical operations department-manages the entire infrastructure in the institute.
12. Security department-provides the safety of all the staffs, visitors and all the facilities
within the institute.
CHAPTER TWO: THE PROCUREMENT DEPATRMENT
2.1. KEY FUNCITONS/ACTIVITIES OF THE DEPARTMENT.
The procurement department was my host department during my training at IPR. It serves as the
purchasing unit of the institute. The procurement function of the institute is wide as different
types of goods, services and works needs to be purchased for use by the departments at the
institute.
The following are some of the functions of the procurement department.
1. Prepares, advertise and distribute invitations to prequalify, prequalification documents
and invitations to express interest.
2. Receive, open and safeguard application to prequalify and expression of interest.
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Issue bidding document and coordinate the evaluation of bids.
1. Manage all public procurement and disposal activities of the institute.
2. Conduct periodic and annual stock taking.
3. Preparation of contract documents in line with the award decisions.
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Purchasing on behalf of the institute.
Receiving and management of stores
1. Filling of documents related to procurement process i.e. contracts, tender documents,
prequalification and qualification documents, delivery notes, LPOs etc.
2. Preparation of the procurement and disposal plans.
3. Certify the invoices and payments vouchers to suppliers.
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Processing for the fuelling of vehicles.
Issuing and control of store.
Maintain any standing list of bidders or lists prequalified bidders required by the institute.
2.2. MAIN OBJECTIVES OF THE TRAINING.
The main objectives for the attachment exercise were as follows;
1. To access the interests in the occupation am undertaking i.e. procurement.
2. To be acquainted with the expectations of working in a highly competitive
Environment.
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To get an opportunity to apply the principles and techniques theoretically learned into
real life problem solving situations.
1. To enable and strengthen linkages between kisii university and various organizations all
over the country.
2. Enhance student’s awareness of public service obligation.
3. To make transition from school to the world of work smoothly and to enhance students
contacts for job placements.
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To be equipped with practical skills that may not be appreciated, visualized or even
taught in school like communication skills, dress code, team work, time management
skills , efficient on task and problem management.
2.4. ASSIGNED ROUTINE DUTIES AT THE PROCUREMENT DEPARTMENT.
The following were the duties I was assigned to at the procurement department of the IPR.
1. Receiving goods delivered to the organization by suppliers.
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Taking part in the inspection of goods delivered.
Processing of suppliers invoices for their payment at the accounts.
Issuing and recording of stores.
Maintaining of store records and controlling of stores.
Processing departmental order forms and writing LPOs for fuelling of vehicles.
Filling documents i.e. processed DOFs, delivery notes, quotations, issue notes.
Processing departmental order forms for local purchases.
Sending requests for quotations.
CHAPTER THREE: EVALUATION OF THE ATTACHMENT REPORT PERIOD.
3.1. BENEFITS OF THE ATTACHMENT AXERCISE.
In respect with my objectives during the attachment training, the whole process has been a
success and all my objectives were achieved well.
I learned a lot of things which added to my experience in the purchasing and supplies field. Apart
from my practical skills acquired in my career, I also was able to acquire new theoretical skills
about my field of study which are of high importance to my knowledge and understanding about
procurement.
3.1.1. ACHIEVEMENTS DURING THE ATTACHMENT EXERCISE.
From my assigned duties and responsibilities, I was able to achieve the following benefits.
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Learned how to do Local purchases of items using the right procedures.
How to process invoices for payments of the suppliers.
How to process for the fueling of vehicles.
How to receive goods delivered by suppliers
How to make quotations and send requests for quotations manually and electronically.
Procedure for the disposal of assets/items.
How to issue items from the stores, updating of the store bin cards and stores
management.
How to do evaluation of suppliers and supplier selection.
How to do inspection of goods.
3.1.2 THEORITICAL ACHIEVEMENTS ACQUIRED.
Apart from gaining experience practically, I gained some experience from theory work. The
following were learned;
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The complete process of procurement.
Procedures for disposal of obsolete, usable surplus stores and equipment.
Tendering procedures for local purchases.
The supplies manual of the IPR.
Purchase procedures.
The PPAD act and regulations 2015.
The functions of the tender, evaluation and inspection committees.
The evaluation process.
3.2. KNOWLEDGE AND SKILLS/LEARNING EXPERIENCE ACQUIRED.
My training exercise has aided me in analyzing my options and my situation. During the
attachment I gained skills in 3 different axes,
Professionally, I had the opportunity to put into practice what I have been learning in the class
like the procurement process, tendering and tender meeting proceedings, sending quotations and
their analysis, evaluation process and evaluation committee proceedings and PPAD ACT. . I
acquired good management, self-motivation and time management skills.
Socially, I have gained a greater level of confidence through my interactions with different
classes of people and top officials. I have gained good interpersonal skills.
Personally, my knowledge about procurement and procurement rules was expanded as I went
through the public procurement and disposal act in details. I have learned and acquired team
work, efficient on task and problem management skills
3.3. DISCUSSION ON GAINED EXPERIENCE AND SKILLS.
One of the most important and obvious goals of an attachment exercise is the acquisition of
actual real world experience. Attachment gives an opportunity to learn first-hand experience that
can’t be taught in class and helps us get practical translation of the theory taught. My training
experience has aided me in analyzing my options and my situation.
The training has individual benefits of liaising the university to the various organizations. Hence
brightening the employment chances of the students in the universities.
Through this attachment, I have gained a good interpersonal skills through my interactions with
my supervisor and the rest of the staffs. This has helped me interact with different people
irrespective of their position
3.4. CHALLENGES ENCOUNTERED DURING THE TRAINING PERIOD.
My training experience has been quite good though I faced by some challenges before and as I
progressed with my training though they didn’t bring me down. Some of the challenges faced
include:
1. Problem of securing a place for attachment- getting a place to be attached was a problem
as many organizations would refuse to answer your letters and others fail to answer the
requests send to them.
2. Finance- during the period of searching the place to be attached, it requires money as
sometimes you have to travel to deliver your attachment requests. This leads to much
spending and the financing is very limited.
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Limited time period-the time for searching for a place to be attached was very limited as
there was delays in getting our attachment requirements from the university. This led to
much spending while seeking for a place to be attached which was in hurry as there was
no much time.
1. Lack of enough work
2. Also, during the training there is neither provision to pay interns nor any drafted
allowances, packages allowed so as to lease expenses during the training period and thus
catering for the daily expenses becomes a burden as financing may not be adequate.
3.5. HOW I OVERCOMED /SOLVED THE CHALLENGES.
Though the challenges faced me, they gave me an experience and taught me more. I acquired
skills in improving my confidence in solving problems and gain the confidence to interact with
different categories of people. The following are some ways I used in solving the challenges I
faced.
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I was able to cope with the limited time period I had and work tireless to see success in
the training, I adopted time management skills which enabled me catch up with the lost
time.
Being proactive-there being no much work, I engaged myself In other productive projects
and activities relating to my career which enabled me gain much experience and
streamline my career.
Some of my relatives aided in assisting me financially to the success of my training.
CHAPTER FOUR: CONCLUSION AND RECOMMENDATIONS.
4.1. 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 asses 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 connections with different types of people. This attachment
with IPR 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 .
4.2. 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.
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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 liase with the students financing institution (HELB) and look
forward to push for grants to support their students on attachment.
The students should be facilitated for doing their industrial attachment as it can be seen
how good and importance it is as the students lack enough funds to facilitate their
upkeep during the training period.