UNIVERSITY FOR DEVELOPMENT STUDIES
SCHOOL OF BUSINESS AND LAW
A REPORT ON THE EIGHT WEEKS INDUSTRIAL ATTACHEMENT
TO THE SCHOOL OF BUSINESS AND LAW
SOCIAL SECURITY AND NATIONAL INSURANCE TRUST (SSNIT)
OBUASI BRANCH
SUBMITTED BY;
NAME: ISAAC KWAKYE MENSAH
INDEX NUMBER: BCM/0213/13
DATE: ATTACHMENT STARTED ON 2ND JUNE TO 29TH JULY2016.
PRESENTED TO:
INDUSTRIAL ATTACHMENT UNIT
SCHOOL OF BUSINESS AND LAW
UNIVERSITY FOR DEVELOPMENT STUDIES
BACHELOR OF COMMERCE (FINANCE OPTION)
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ACKNOWLEDGEMT
I give thanks to the Lord God almighty for the strength and opportunity given me to write this
report since no great work can be accomplished without His assistance. Also my next thanks
go to Mr. Williams Micheal Quaye, Archives Manager of S.S.N.I.T. Obuasi for giving me the
opportunity to do attachment in their organization.
I would also love to extend my heartfelt gratitude to both of my senior supervisors and
assistant of the Archive Department by names Mrs. Veronica Eva Opoku Agyeman and Mr.
Kyei Baffour respectively for their sincere help during my attachment period. Lastly I want to
say a big thanks to the entire team of S.S.N.I.T., Obuasi Branch for such a wonderful family
they were to me.
I SAY GOD BLESS U ALL
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Contents
EXECUTIVE SUMMARY .................................................................................................................... 1
UNIT TWO ............................................................................................................................................. 2
2.0 INTRODUCTION OF THE ORGANIZATION .............................................................................. 2
2.1 NATURE OF THE ORGANIATION............................................................................................... 3
2.2 VISION STATEMENT .................................................................................................................... 3
2.3 MISSION STATEMENT ................................................................................................................. 3
2.4 STRUCTURE OF THE OBUASI BRANCH OFFICE .................................................................... 4
2.6 SPECIAL REGULATION/MEASURES CONCERNING INTERNSHIP ...................................... 5
UNIT THREE ............................................................................................................................................. 6
3.0 DESCRIPTION OF ATTACHEMENT............................................................................................ 6
3.2 .DESCRIPTION OF WORK STATION .......................................................................................... 9
3.2.1. Description of Department ............................................................................................................ 9
3.2.2. Report on Familiarization Phase ................................................................................................... 9
3.2.3. Description of Working Place ....................................................................................................... 9
3.2.4. Task Description ........................................................................................................................... 9
3.3 IMPACT OF THE INTERNSHIP .................................................................................................. 10
UNIT FOUR ......................................................................................................................................... 11
4.0 CONCLUSION AND RECOMMENDATION .............................................................................. 11
4.1 CONCLUSION ............................................................................................................................... 11
APPENDICES ...................................................................................................................................... 13
SUPPLEMENTARY MATERIALS..................................................................................................... 13
REFERENCES ..................................................................................................................................... 13
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UNIT ONE
EXECUTIVE SUMMARY
This report provides comprehensive outcome of an industrial attachment done in the Archives
Department at S.S.N.I.T., Obuasi Branch in the Ashanti Region. S.S.N.I.T. as part of the
poverty reduction strategy during old age or the reduction of the exposure to social
contingencies faced by the Ghanaian wage earner and his family similar to those which
prevailed in the 18th century, the government has worked towards providing easy access of
finances to workers who are retired or become invalid due to certain circumstances.
S.S.N.I.T. was introduced as a public institution which will help in the social protection
backed by law to provide individuals with a degree of income security when faced with the
contingencies of old age, survivorship, invalidity etc. S.S.N.I.T. was first established in
Obuasi in the year 1973 with its first manager Mr. I. K Ortsin and the second, Asare-Sintim
Nana(1977 to 1978) and it followed till now where we have the current manager as Mr.
Braimah Nayo Skudjo(2015 till now). S.S.N.I.T. Archives Department, Obuasi branch was
created in 1999 with its first Branch Manager in the person of Mr Sampson Baddoo and have
Mr. William Micheal Quaye as its current manager. The Archives (Records) department is
also known as the Northern Sector Archives. The Archives Department has five (5) Regions
as its operational area and they are Ashanti Region, Brong Ahafo Region, Northern Region,
Upper East Region and Upper West Region. The Archive Department keep all files of the
listed Regions above. The file kept by the department includes Administrative files, Personal
files and Establishment files. The department do sort all the files into their various categories,
list the Establishment files and also keep all the files in repositories for future references.
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UNIT TWO
2.0 INTRODUCTION OF THE ORGANIZATION
Colonization and the introduction of new methods of work transformed the traditional
structures and working conditions resulting in the development of the paid employment in
urban areas. The Ghanaian wage earner and his family were uprooted from their traditional
environment and exposed to social contingencies similar to those which prevailed in the
industrialized countries with the advent of industrial revolution in the 18th century.
The history of Ghana’s Social Security scheme dates back to the appointment of the Asare’s
committee. The then managing director of Ghana Commercial Bank, Mr. T.D Asare in 1960
who was tasked to look into the possibility of establishing a National Pension and Insurance
Scheme for workers. The committee was assisted later by an International Labour
Organization (ILO) expert on Social Security matters, who made benefits to workers who
suffered work injuries etc.
The president of the First Republic Osagyefo Dr. Kwame Nkrumah announced that
“Government was giving consideration to the possibility of establishing a National Pensions
and Insurance Fund to manage the pension and provident fund of all employers”. On the 17th
February, 1965 the Parliament of the First Republic passed a Bill known as Social Security
ACT, 1965, ACT 279 to establish a Social Security Fund to provide for contributors,
survivors, benefits under superannuation, invalidity among others.
The country thus, witnessed a landmark improvement in the life of workers in the country.
For the first time a Social Security Scheme of national dimension was provided for workers.
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2.1 NATURE OF THE ORGANIATION
As part of the poverty reduction strategy during old age or the reduction of the exposure to
social contingencies faced by the Ghanaian wage earner and his family similar to those which
prevailed in the 18th century, the government has worked towards providing easy access of
finances to workers who are retired or become invalid du e to certain circumstances.
S.S.N.I.T. was introduced as a public institution which will help in the social protection
backed by law to provide individuals with a degree of income security when faced with the
contingencies of old age, survivorship, invalidity etc.
2.2 VISION STATEMENT
To be the model for the administration of Social Protection schemes in Africa and beyond.
2.3 MISSION STATEMENT
To provide income security for workers in Ghana through excellent business practices.
Core Values
The core values of SSNIT include;
•
Integrity
•
Accountability
•
Responsiveness
•
Innovation
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2.4 STRUCTURE OF THE OBUASI BRANCH OFFICE
Obuasi branch office is made up of six (6) units. The units include; Management Information
System (MIS), Benefits Unit, Accounts/Cashier Unit, Compliance Unit, Relationship
Customer management (RCM) Unit and Prosecutions Unit.
2.5 ORGANIZATIONAL STRUCTURE OF SSNIT, OBUASI BRANCH.
BRANCH MANAGEMENT
BRANCH SECRETARY
SECURITY
DRIVERS
MIS UNIT
BIOMETRIC
UNIT
ACCOUNTS
UNIT
BENEFITS UNIT
CASHIER
RECORDS
UNIT
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COMPLIANCE
UNIT
DATA CAPTURING
MEMBER DATA
UPDATE
RCM UNIT
PROSECUTIONS
2.6 SPECIAL REGULATION/MEASURES CONCERNING INTERNSHIP
Students who wish to do internship with the organization should pre-notify it at least for
some number of months either one or two before the due date. It is the manager who assigns
new students on internship to the various units and supervisors after receiving the go ahead
from the Area Manager. Students are then taken through orientation and the safety
regulations of the organization when necessary. Students who are on internship are required
to conduct themselves like the regular workers.
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UNIT THREE
3.0 DESCRIPTION OF ATTACHEMENT
I was assigned to the Archives Department. This department is also known as the Northern
sector Archives. The Archives Department has five (5) Regions as its operational area and
they are Ashanti Region, Brong Ahafo Region, Northern Region, Upper East Region and
Upper West Region. The Archive Department keep all files of the listed Regions above. The
file kept by the department includes Administrative files, Personal files and Establishment
files. The department do sort all the files into their various categories, list the Establishment
files and also keep all the files in repositories for future references.
•
WEEKLY REPORT OF WORK SCHEDULE
SSNIT, Obuasi branch begins work at 8:00 am and closes at 4:30 pm from Monday to Friday.
Therefore workers should report to office before the time stated above. Below are the
activities that took place within my eight weeks (8) of internship at the SSNIT office.
WEEK 1
On Monday, 6th June 2016, I went to the SSNIT office to meet the Snr. supervisor of the
Archive Department since I had had a call a day before that I can start my attachment with
the Archive Department on this fateful day. The Snr. supervisor and her assistant took myself
and my other colleagues on attachment round. They showed us the various repositories and
the type files that are kept in there. The assistant Mr. Kyei Baffour then introduced us to the
working staff in the Branch Office and the Branch Manager (Braimah Nayo Skudjo). Then
we were taken through orientation and familiarization within the organisation. During the
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week after the orientation I was asked to sort files that is separating file from each other using
the year or area name. We also did shelving which is putting the files in their respective
shelves.
WEEK 2
Monday, 13th June 2016, started a new week. We were asked to sort personal files using the
branch names. Thereafter we shelved them into their respective shelves. We also listed some
establishment files unto a listing sheet and placed them in boxes. We also shelved them in
their respective shelves.
WEEK 3
Monday, 20 June 2016, started the third week and within the week, we were asked to sort
administrative files using the year and month and also personal files. Also, we shelved both
administrative files and personal files into their respective shelves in their various
repositories.
WEEK 4
Monday, 27th June 2016, started the fourth week and during the week, we were asked to sort
personal files using the branch names and afterwards we shelved them into their respective
shelves. We also listed some establishment files and arranged them in boxes. We were also
asked to look through a list and retrieve some files for the manager. Friday, 1st July was a
Republic Holiday and therefore a National holiday which made the weekends a long one.
WEEK 5
Monday, 4th July 2016, was the first working day of a new month and in the course of the
week, we were asked to sort establishment files and administrative.We also listed the
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establishment files and put them in boxes.We also shelved the boxes into their respective
shelves in their various repositories. Also, within the week, there was another public holiday
which was Eid ul- Fitr and it was on Wednesday, 6th July 2016.
WEEK 6
Monday, 11th July 2016, was the beginning of the 6th week and within the week, we were
asked to sort some personal files and we also listed them on listing sheet. Afterwards, we
parked them in boxes and placed them in their respective shelves. We were also asked to
retrieve files from the shelves.
WEEK7
Monday, 18th July 2016, started the seventh week and during the week, we were asked to
sort administrative files and personal files. We also listed the establishment files and placed
them in boxes. We also shelved the boxes containing the establishment files into their
respective shelves.
WEEK 8
Monday, 25th July 2016, was the beginning of the eighth week and in the course of the week,
we were asked sort personal files and also some administrative files. We also shelved the
personal files and the administrative files into their respective shelves in their various
repositories.
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3.2 .DESCRIPTION OF WORK STATION
3.2.1. Description of Department
The Archives (Records) Department has 5 staffs that are in charge of the Records keeping.
There is the Records Manager, beneath it there is a supervisor and then one other worker, a
driver and a security man.
3.2.2. Report on Familiarization Phase
Firstly, we were introduced to all the workers within the department. Our snr. supervisor then
took as to the various department and introduced us to the other workers . We were told we
are free to go to any one for assistance. We worked with all of the workers and therefore we
worked had a good time with them. We could go to any of the workers for any assistance we
needed.
3.2.3. Description of Working Place
The records department has 3 offices which are the manager’s office, administration and
General Office. And also have 4 repository rooms where the files are kept for safe keeping.
3.2.4. Task Description
The Archives Department has five (5) Regions as its operational area and they are Ashanti
Region, Brong Ahafo Region, Northern Region, Upper East Region and Upper West Region.
The Archive Department keep all files of the listed Regions above. The file kept by the
department includes Administrative files, Personal files and Establishment files. The
department do sort all the files into their various categories, list the Establishment files and
also keep all the files in repositories for future references.
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3.3 IMPACT OF THE INTERNSHIP
The internship program has prepared me both mentally and academically to face the realities
of working conditions or environment. It has helped me by practically exposing me to the
theories learnt in the classroom. This internship again has impacted in me positively which
can help me in the near future as to planning my career and an insight about the job
environment with respect to the public sectors. The supervisors evaluate the assigned task and
individual performance by monitoring how attachment students go about doing an assign
tasks. With this experience I believe, it will help me to perform my project work with ease. I
can also work in a team with others and also build my degree thesis effectively and going a
long way to increasing my chances of starting my career by providing a work experience in
the public sector. This internship has also impacted me on how to relate to people and how
the staff of an organization should relate to people to maintain status quo in terms of respect.
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UNIT FOUR
4.0 CONCLUSION AND RECOMMENDATION
4.1 CONCLUSION
The SSNIT office Obuasi branch has great growth and potential, it has to improve on
education and sensitization of the general public especially those in the typical villages (both
clients and non-clients) of the scheme on the benefits of registering with the scheme and
monthly contributions to build up before the age of retirement. The scheme has to increase
and improve the means of sensitizing the people of its jurisdiction.
4.2 GENERAL OBSERVATION
It is observed that, SSNIT Obuasi branch operates in an environment where illiteracy rate is
high. This makes it difficult for most people to appreciate the relevance of the SSNIT.
Talking about illiteracy even most educated people when interviewed may just have a little or
no understanding of SSNIT which is very pathetic.
The lessons learnt from the internship program include how to relate with co-workers and
clients in the organization. Lastly I have also learnt how to records are kept in SSNIT which I
can apply in any organization I find myself.
Some of the challenges faced by office include;

The link or network maybe down which slows down work in the office

It is difficult locating files to be retrieved since the listings of files are done manually.
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4.3 RECOMMENDATION
During my eight (8) weeks stay in this institution as a student on internship, I will
recommend the following measures to help improve on the services the scheme renders to its
clients.
•
The scheme should improve its education and sensitization channels to enhance the
free flow of information within the general public.
•
The scheme should frequently organize workshops and seminars for the staff to
increase in their efficiency and effectiveness of staff.
•
There could be an electronic system to help locate files to improve the file retrieval
system.
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APPENDICES
SSNIT…………………………………………Social Security and National Insurance Trust
RCM UNIT……………………………………Relationship Customer Management Unit
SUPPLEMENTARY MATERIALS
Other Relevant Information of SSNIT
Address: P.O. BOX M 149, ACCRA, GHANA
Phone: (233) 021232997
Fax: (233) 021232999
Website: www.ssnit.org.gh
REFERENCES
•
http://www.ssnit.org.gh
•
SSNIT. (2015). Social Security and National Insurance Trust Dairy 2015. (Brochure).
Accra: SSNIT
•
Mr. Kyei Baffour, Personal Communication, July 25, 2016
•
Mr. Braimah Nayo Skudjo, Personal Communication, July 28, 2016
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