MAKLAND INSTITUTE OF BUSINESS AND MANAGEMENT
INTERNSHIP REPORT CARRIED OUT ON REPRODUCTIVE HEALTH UGANDA
BY
WAKISIMA JACKSON
CPSM/22/MIBM/048/K/W
AN INTERNSHIP REPORT SUBMITTED TO THE DEPARTMENT OF
PROCUREMENTAND MARKETING I NPARTIALFULLFILLMENT OF AN AWARD
OF A CERTIFICATE IN PROCUREMENT AND LOGISTICS MANAGEMENT OF
MAKLAND INSTITUTE
1
DECLARATION
I, WAKISIMA JACKSON do hereby declare that, this research report is my own original work
and it has not been presented and will not be submitted to any other Institute for a similar or any
other degree award.
Signature.........................................................
Date.................................................................
2
DEDICATION
This internship report is dedicated to my family members, classmates and my Institute Lecturers
for their support they gave me during my course.
3
ACKNOWLEDGEMENT
I would like to express my appreciation to Mr. Mbago Joel has given me ideas and advice during
my
participation
in
the
internship
sessions,
for
their
tireless
inputs,
criticism,
andadvicegiventomeduringthewholeperiodoffacilitationandsupervisionduringtheinternship
period.IwouldparticularlyliketomentioninthisrespectmyinternshipsupervisormadamBakia for her
assistance and kind comments during the whole process of doing internship and compilation of
this report.
Many thanks should go to the management of Reproductive Health Uganda whose permission
created a room for me to conduct internship at the organization in particular Mr. William my
internship supervisor. Other members of Reproductive Health Uganda I would like to thank
includeMr.AlexCraigKiwanukaandmadamGrace,fortheirsignificantcontributionandsupport
they
gave to me making sure my internship becomes a success.
My appreciation also goes to all those who contributed directly and indirectly to making this
internship possible. I would also like to express my thanks to my intern mates with whom I have
exchanged ideas.
I would also thank my friends; Nobert, Dickens, Moses and Paul for their tireless support and
finallymybrotherJulius,andNathanTumuhamyeforhisencouragementforthewholeperiodand
the
financial support he has given to me during the internship period. Lastly, I would like to
exonerate the acknowledged persons and the organization from any liability for errors and
omissions, should it occur in this report.
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TABLEOFCONTENTS
DECLARATION .......................................................................................................................................... 2
DEDICATION .............................................................................................................................................. 3
ACKNOWLEDGEMENT ............................................................................................................................. 4
CHAPTERONE ............................................................................................................................................ 7
INTRODUCTION ..................................................................................................................................... 7
INTRODUCTION: .............................................................................................................................. 7
Objectivesofthepracticum.................................................................................................................... 7
scopeofthepracticum............................................................................................................................ 8
Contentscope ................................................................................................................................. 8
Geographicalscope ......................................................................................................................... 8
Timescope ..................................................................................................................................... 8
Organizationprofile .............................................................................................................................. 8
Background ................................................................................................................................... 8
Organizationalstructure ................................................................................................................. 9
NameandNatureoftheorganizationandwhatitdoes........................................................................ 14
organizationalclients/stakeholders ............................................................................................... 15
CoreValues: ................................................................................................................................. 15
StrategicPriorityArea........................................................................................................................... 16
Manareasofworkanditscorrespondingactivitiesinclude ............................................................... 20
CHAPTERTWO ......................................................................................................................................... 23
MANAGEMENTOFTHEPRACTICUMEXERCISE ................................................................................. 23
Introduction ....................................................................................................................................... 23
Roleofthedepartmentofprocurementandsupplychainmanagement .................................................... 23
Reportingandinductionoftheorganization .......................................................................................... 23
Thedepartmenttowhichoneisassignedatwork place ........................................................................... 23
Categoryofthedepartment ........................................................................................................... 23
Dutiesofthedepartment ............................................................................................................... 24
Titleoftheheadofthedepartment................................................................................................... 24
ResponsibilitiesthatIhavebeenassigned ...................................................................................... 24
OfficesthatIhaveworkedwithandwhattheydo .............................................................................. 25
Relationshipwithotherofficersinexecutingmydutiesandresponsibilities ..................................... 26
Roleoftheworksupervisor .................................................................................................................. 26
5
Roleoftheuniversitysupervisor........................................................................................................... 27
CHAPTERTHREE:..................................................................................................................................... 28
FINDINGS/OBSERVATIONS ................................................................................................................... 28
Introduction ....................................................................................................................................... 28
WhatIhaveleantattheworkplace ......................................................................................................... 28
Knowledge.................................................................................................................................. 28
Skills ........................................................................................................................................... 29
HowIintendtoutilizewhatIhavelearntformyprofessionaldevelopment ........................................ 30
challengesnoticedduringtheinternship ............................................................................................... 30
Theorganization .......................................................................................................................... 31
Theworkers ................................................................................................................................. 31
Theinternee ................................................................................................................................. 31
CHAPTERFOUR ........................................................................................................................................ 32
CONCLUSIONS,RECOMMENDATIONSANDWAYFORWARD ......................................................... 32
Introduction ....................................................................................................................................... 32
managementofthepracticumProgrammeattheworkplace ................................................................... 32
commentsonthefindings..................................................................................................................... 33
Recommendationsfortheidentifiedproblems/challengesandwayforward........................................... 33
Theorganizationandworkers ....................................................................................................... 33
Tomeandotherfutureinternees. .................................................................................................... 34
Myassessmentofthepracticumexperienceintheorganization .............................................................. 34
conclusion.......................................................................................................................................... 34
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CHAPTERONE
INTRODUCTION
INTRODUCTION:
The internship placement is a requirement by MAKLAND INSTITUTE aimed at enabling
students
gainsanexperienceofhowtolinkclassroomconceptsintotheworkingenvironmenten-
campused with challenges, dynamics, technological advancements, professional ethics and sector
integrations.
Thefieldattachmentstartedon4thJuneto25thJulyThiswasthetimeIlearnedbothformerlyand
informallybypracticallytakingpartinthedailyassignedactivitiesatReproductiveHealthUganda
thatIputonrecordthatisanexperienceworthtotunemyworkingprofessiontodayandthedays coming.
Objectives of the practicum
 To use or apply the knowledge and skills acquired during classroom teaching on trial
basis.
 To Gain early understanding and appreciation of the practical real life situation
challenges associated with the application of the theoretical knowledge acquired.
 To obtain enhanced development and acquisition critical skills needed to proactively
observe and analyze problems/challenges encountered while executing career duties
and responsibilities.
 ToInteractwithandlearnfromexperiencedprofessionalsinaworkenvironment.
 To develop expedited professional self-awareness, internalization of career job
requirements and experiences.
 Toparticipateandacquireearlyexposuretorangeofprofessionalactivitiesassociated with
my career focus and work place setting.
7
 Tobeabletowriteadetailedinternshipreportaftertheinternshipperiod.
scope of the practicum
This includes the content scope, geographical scope and time scope.
Content scope
The internship covered the supply, procurement, logistics and other activities, skills and
experiences faced during the exercise.
Geographical scope
The internship was carried out from Reproductive Health Uganda
Time scope
Theinternshipstartedon4thJuneandendedaugust
Organization profile
Thisincludesthebackgroundoftheorganization,organizationalstructure,natureofthe organization and
what the organization does and its clients/stakeholders.
Back ground
Reproductive Health Uganda Started in1957as the Family Planning Association of Uganda
(FPAU).
HU is fully accredited member of the International Planned Parenthood Federation (IPPF). the
largest NGO promoting and providing Sexual Reproductive Health and Reproductive Rights
(SRH&RR) in the world with a membership of 148 associations in 182 countries, Re-accredited
in 2004.
The incidental visit of Miss Edith Gates, the Executive Director of path finder Fund of the U.S.A
to Uganda in 1957 led to the formation of the then Family Planning Association of Uganda. She
sold the idea of Family Planning to progressive African and Asian women of Mothers Union
throughwhichaminiatureofFPAUwasformedinKampala.Herinitialactivitiesinvolvedgiving
8
information and sensitizing communities about family planning until much later actual services
delivery was introduced and The Organization Pioneered provision FP in Uganda 1957
Membership to IPPF accords RHU: Annual unrestricted grant, Technical Assistance and
backstopping, Global voice together with 152 Mas, Global marketing of best practices through
eIMS & Website.
The organization has branches in districts like Apac, Arua, Bushenyi, Bwaise, Fort Portal Gulu,
Hoima, Hoima, Iganga, Kabale, Kapchorwa, Katego, Lira, Luwero, Mbale, Mabarara, Mityana,
Owino, Tororo, Karamoja-Moroto with the headquarters being at Katego-Road, Kampala.
Visionandmission
vision
A Uganda where everyone’s SRHR are fulfilled and protected without discrimination
Mission
Tochampion,provideandenableuniversalaccesstorightsbasedSRHRinformationandservices
to
vulnerable and underserved communities’ especially young people.
Organizationalstructure
The RHU organogram gives an outline of the structure of authority, responsibility, and
accountability. The is intended to illustrate the “Chain of Command” between the Board,
Executive Director, and all other directors, Senior Management Teams, In-charges, Service
Providers, Officers, Technicians, & Support staff.
RHU’sorganogramisreviewedatleastannuallyandupdatedasneededtoreflecttheagencies
personnelincluding“chainofcommand”.TheManagerIn-ChargeofHumanResourcesor
9
designee is responsible for completing this review and/or update. Current employment/positions
include:
Board of Trustees: Responsible for overseeing the implementation of the policies and activities
of the Association in consultation with the Executive Director. Appoint and/or dismiss the
Executive Director in accordance with the Association’s procedures and his/her terms and
conditions of employment.
Executive Director: Responsible for managing and leading the Association towards meeting its
vision and Mission in a cost-effective manner. The Executive Director reports to the National
Executive Committee.This position hires, trains, and supervises the Directors, Managers and
Senior Management Team members. TheExecutive Directormay delegate management offiscal
operations to the Director of Programs and Director of Finance and Administration.
Director of Programs: Responsible for developing and managing Sexual Reproductive Health
Programme that meets the Vision and Mission of RHU. The position is supervised by the
Executive Director.
DirectorofFinanceandAdministration:Responsibleforprovisionofstrategicandoperational
financialoversighttotheentireRHUprogrammeandavailguidanceandtechnicalsupporttoRHU
Management and staff on appropriate administration and accountability of its financial resources
in accordance with prevailing financial management and accounting practices; leads and guides
the RHU accounts team to achieve timely and quality deliverables. The position is supervised by
the Executive Director.
10
GovernanceandHumanResourceManager:Thispositioncompletesa
broadrangeofHuman
Resource activities in the employment, recruiting, payroll, benefits, compensation and employee
relations function areas. This position is supervised by the Executive Director.
Clinic Services Manager: the position is responsible for provision of technical support and
guidancetoRHUservicedeliverydivisioninlinewithnationalandinternationalmedicalprotocols
toensureprovisionofrightsbasedandqualityservices,andtoparticipateinresourcemobilization, in a
timely manner. This position is supervised by the Director of Programs.
MonitoringandEvaluationManager:Thepositionprovidesstrategicmonitoringandevaluation
oversight to the entire RHU programme and avail guidance and technical support to RHU
managementandstaffonhowtoachieveperformancetargetsinatimelymannerinaccordanceto RHU’s
mission. This position is supervised by the Director of Programs.
Advocacy& Communications Manager: Provides technical support and guidance to RHU
CommunicationandAdvocacy,relatedtoSexualandReproductiveHealthandRights,toachieve
tangible advocacy outcomes and results. Position is supervised by the Executive Director.
Internal Auditor: The position ensures adherence to RHU Policies, Regulations and Internal
control systems. The position is directly supervised by the Programme and Finance Committee
and also the Executive Director (small extent).
SeniorManagementTeams:Thepositionsareintegrallyinvolvedwiththedesign,development,
and
implementation of the inclusiveness initiatives. These participate in making strategic evaluations
of different programmes in line with the institutional vision, mission and objectives. The
positions are supervised by the Executive Director, Director of programs and Managers.
11
Accountant: The position coordinates, manages and advises management on matters pertaining
to finances of the Association with particular emphasis on the operation of RHU branches. The
position is supervised by the Director of Finance.
In-Charge Laboratories: The position plays a vital role in the overall safety of the laboratories
and is responsible for overseeing laboratory operations to ensure labs run smoothly while
remainingincompliancewithallnationalandlocalregulations. Thepositionissupervisedbythe Clinic
Services Manager.
Service Provider In-Charge: The position manages and provides Sexual and Reproductive
Health(SRH)servicesatRHUoutletsinaccordancetoMinistryofHealth(MoH)guidelines.The
position is supervised by the Medical Coordinator
Service Provider: The position is responsible for provision of SRH services to all clients
according to MOH guidelines. The position is supervised by the Service Provider In-Charge
Accounts Officer: The position is responsible for maintaining Organization Project Accounts,
LogisticsandSuppliesinlinewiththeprojectfundingagreement/financialprocedures.Positionis
supervised by the Account.
Project/YouthOfficers:ThepositionisresponsibleforcoordinationtheimplementationofRHU
assigned Projects/ programmes. The position is supervised by Service Provider In-Charges and
Gender& Youth Coordinator
Laboratory Technicians: The position provides Laboratory backup services to service delivery
points for quality of care. The position is supervised by the Service Provider In-Charge
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Administrative Assistant/ Executive Assistant: The position Provides personal administrative
supportandassistancetoexecutiveDirector.ThepositionissupervisedbytheExecutiveDirector.
HumanResource&RegistryAssistant:Thepositionmaintainsandfacilitateseasyaccesstothe
Organization’s activity and Asset records; and provides support services to the Human Resource
Department. The position is supervised by the Governance and Human Resource Manager.
Logistics Officer: Is responsible for assisting the Logistics and Supplies Coordinator in the
managementofRHU’sassetsandinventoryinlinewiththeguidelinesoutlinedinthemanagement tools.
The position is supervised by Logistics and Supplies Coordinator
Support Staff: The position plays an important role in ensuring a safe and supportive work
environment.Thishelptokeeporganizationoperationsrunsmoothlyandefficiently.Theposition
supervised by Service Provider In-Charge.
13
is
Intern(me)
NameandNatureoftheorganizationandwhatitdoes
Reproductive Health Uganda is national, voluntary, non-discriminatory, not-for-profit,
nongovernmental organization registered under the Trustees Incorporation Act of Uganda, with
capacity to sue & be sued.
TheorganizationEngageinSRHRpolicydissemination,popularizationandquality,rights-based
integrated Sexual and Reproductive Health Rights (SRHR) services to the people in Uganda,
empowerscommunitiestoengageinsocialaccountabilityfortheprotectionandfulfilmentof
14
their SRHR, provides antenatal related services to through its clinics located in 18 districts in
Uganda including Kampala, Hoima, Apac, Lila, Iganga, Tororo among others.
organizationalclients/ stakeholders
The stakeholder of Reproductive Health Uganda includes; International Planned Parenthood
Federation, the Government of Uganda, Youth, women, men children, Ministry of Health,
employees of the organization and the General Public.
Core Values:
ThefollowingvaluesshapethewaysRHUrelatesanddelivers services:

Voluntarism
We take Volunteering to be an altruistic activity where an individual or group
provides services for no financial or social gain "to benefit another person, group
or organization

Rights Based
A human rights-based approach is a conceptual framework for the process of
human development that is normatively based on international human rights
standards and operationally directed to promoting and protecting human rights

Integrity
Integrity is the quality of Reproductive Health Uganda being honest and having
strong moral principles, or moral uprightness. It is generally through our staff
members and those associated with the organization to hold oneself to consistent
moral and ethical standards

Choice
15
Sexual health requires a positive and respectful approach to sexuality and sexual
relationships, as well as the possibility of having pleasurable and safe sexual
experiences, free of coercion, discrimination and violence

Result Oriented
Our broad management approach whose core focus is achieving results knowing
that results are important, and focusing resources to achieve them. Aiming at
improving management effectiveness and accountability by defining realistic
expected results, monitoring progress toward the achievement of expected results,
integrating lessons learned into management decisions and reporting on
performance
StrategicPriorityArea:
RHU’sdirectionisinformedbyits2016-2022StrategicPlan,andthemain4Outcome Areas
1.
OutcomeArea1(Advocacy):40%ofthedistrictsinUgandaimplementingatleast3 SRHR
policies:
Whereas Government has put in place supportive SRHR policies, their implementation is
constrained by limited dissemination, domestication and insufficient resources. This situation is
worsened by the limited levels of awareness about the availability of, access to and utilization of
SRHR services especially among vulnerable and marginalized populations including young
people.Inaddition,someoftheSRHRinterventionse.g.familyplanningandSEforyoungpeople
havecontinuedtoexperienceresistancefromculturalandreligiousinstitutions.RHUinterventions
focusoncreatingawarenessaboutpoliciesandguidelinesrelatedtoSRHRtargetingreligiousand
cultural leaders as well as the general population with specific focus on vulnerable and
marginalizedcommunities.RHUadvocatesforincreasedresourceallocationforSRHRservices
16
in addition to tracking resources use. The advocacy efforts further focus on monitoring
development of plans to implement the various policies.
2.
Outcome Area 2 (IEC/SCE): 10 million people of which 60% are youth empowered to
exercise their SRHR
AccordingtotheNDP,theunmetneedforfamilyplanningishighat28percent.Thisispartlydue
to
limited access to SRHR services especially among vulnerable and underserved young people
includinginemergencysituations;negativeattitudesreinforcedbylimitedknowledge;mythsand
misconceptionspredominantintheruralandremotecommunities.Thissituationhasarisenpartly
because of the inability of duty bearers to fulfill and protect the rights of their constituents. It is
alsocontributedtobythelowempowermentofcommunitiestodemandforsocialaccountability,
inadequate commodity security, ill-equipped health facilities, limited SRHR service scope
especially in the lower-level health facilities, limited availability of youth friendly services,
inadequate service provider skills and poor attitudes. Limited access to SRHR services is further
worsened by the low male involvement, high poverty levels and weak coordination of services
delivery.
ToaddressthehighunmetneedforandaccesstoSRHRservices,RHUcreatesawarenessamong
policy
makers on the magnitude of the problem and implications; and build capacity for service
providers and communities to empower women and men to demand for favorable policies and
adequate resources forSRHR services to improve health outcomes.. RHU further expands its
services to underserved communities by carrying out community sensitization and through its
multi-pronged service delivery approaches, targeting the able-to-payclientsinordertogenerate
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addedrevenueforscaleup.Effortaredirectedtowardsadvocacyforincreasingtheavailabilityof
appropriatenumbersofskilledSRHRprovidersandotherSRHRresources,inadditiontostrategic
partnershipswithpublicandprivateinstitutionsandCSOs.Inordertomeettheincreasingdemand
foritsservices,improveitsvisibility,efficiencyandproductivity,RHUstrategicallyembracesthe
application of modern technology in different health-related area such as using social media for
timely awareness and demand creation; real time evaluation, reporting and information
dissemination; research; advocacy; e-medicine and diagnosis (e.g. clients’ appointment
scheduling, digital imaging, treatment and counseling, etc.) and virtual learning, etc.
3.
Outcome3:35millionqualitiesintegratedSRHRservices provided
RHU builds infrastructure and enhance institutional, financial and human resource capacity to
deliver integrated quality SRHR services to its clients with particular focus on young people, the
vulnerable and the marginalized. It will also focus on the strengthening of RHU’s humanitarian
responseinemergencysituations,inadditiontocommoditysecurity.Comprehensiverights-based
SRHR services are provided through static, outreach and community service delivery models.
Demand creation is realized through awareness creation, continuous quality improvement, and
social enterprise, the adopting of health insurance and public private partnerships.
4.
Outcome4:Asustainableandaccountableandresultdriven organization
RHUislargelydonordependent,moresoinanincreasinglycompetitiveenvironment.Atpresent,
RHUderivesonlyabout5%ofitsannualbudgetfromlocallygeneratedincome.Thisispartlydue to the
nature of the target population it serves mainly underprivileged, hard-to-reach populations as
well as young people) that are unable to pay for the services. It is further compounded by
inadequate number of staffs especially in RHU’s branches which deliver the bulk of services and
generatemostofthelocalrevenue.Theservicedeliverypackageisequallylimitedleadingto
18
reduced opportunity to serve more clients who have to be referred to other service providers. In
addition, the limited availability of high-tech health-related equipment at some service delivery
points hinders the provision of a comprehensive package of services which is inadequate to cater
tothedemandsandneedsofanincreasingnumberofmiddleincomeclientswhowouldotherwise
contribute towards generation of more revenue. RHU’s financial and program management
systems are sometimes inadequate to support operational efficiency and effectiveness as well as
timelyandinformeddecision-making.Additionally,manyRHUvolunteersdonotactivelyengage
in
advocacy or resource mobilization and their selection as volunteers is not always based on
quality, expertise or experience.
To address these gaps, RHU introduces business development interventions to increase locally
generatedrevenue.Thisisaccomplishedthroughadoptionofdifferentapproachessuchastheuse
of
cutting edge medical and communication technologies, recruitment of higher level technical staff
in clinics, promotion of staff development and widening the scope of SRHR services. The
qualityimprovementunitwillbestrengthened
tocontinuouslymonitorandassureservicequality
inallRHUclinics.ThereisalsostrongemphasisonsocialfranchisingtopromoteSRHRservice delivery
in the private sector. To address operational efficiency and effectiveness, institutional
assessments will periodically be conducted to identify areas for financial and organizational
strengtheningandimprovement.Therewillalsobeefforttoidentifyvolunteertrainingneedsand address
them.
RHUalsoengagesinsocialenterpriseandraisesitsstandardsofservice,enablingittoattractmore
middleclassclientsthroughmodelclinicsthatwillbedeveloped.Itwillalsobuildthecapacityof
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its staffand volunteers to deliver integrated SRHR services in tandem with the needs of different
clientele,includingthemiddleclass.RHUofferscompetitivetrainingandconsultancyservicesto
Government and other health service providers in order to generate more internal revenue. RHU
also strengthen its financial management and governance systems as well as feedback and
reporting mechanisms to its stakeholders as a measure to foster organizational accountability. To
ensure credible data generation and information that will inform organizational performance,
monitoring and learning, as well as target setting and to support results-based management for
staff, the M&E system will be strengthened and computerized, and staff will be trained.
estructuresandsystems
Manareasofworkanditscorrespondingactivities include:
Adolescents

Information&counsellingonSTIs/HIV/AIDS;safesex,sexuality&relationship,and
reproductive health

Contraceptiveservices,especiallydualmethods,emergencycontraception

DiagnosisandmanagementofSTIs

HIVCounsellingandTesting services

Pregnancytesting,goalorientedantenatal careandpostnatalcare

PostAbortion Care

Screeningforcancer ofthe cervix

SGBVinformationandservices

Creatinglinktoopportunitiesforeconomic,educationalandactivecitizenship.

YouthfriendlycentresforSRHinformationand services,carrierguidanceandrecreation
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AIDS(HIV/AIDS)

InformationandcounsellingonHIV/AIDS,STIs,positiveprevention,sexualand reproductive
health needs of PHAs, etc.

HIVCounselling& Testing

HIVstigma,denialanddiscriminationand mitigation

ManagementofSTIs

Male circumcision

Screeningforcancer ofthe cervix

ManagementofOpportunistic Infections

PreventionofMotherToChildTransmissionofHIV(PMTCT)

Anti-retroviralTherapy(ART)inthelast5yearsoftheStrategicPlan

HomeBased Carethrough referral andpartnerships tobeimplemented inthe last 5-years.
PostAbortionCare&safemotherhood

Information and counselling on pregnancy, abortion, post abortion care, options on child
care centres, delivery and skilled births, etc.

Goaloriented antenatalcare (ANC)

Superviseddeliverycareandemergencyobstetricscare,when needed

PostNatalcareservicesforthemotherandherbaby

PostAbortionCare(resuscitation,evacuationofproductsofconception,postabortion family
planning and management of other presenting reproductive health conditions)

Emergency contraception
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Access

Informationandcounsellingonfamilyplanning,fertilityand infertility

Familyplanningmethods:permanentandlongtermmethods,mediumandshortterm methods

Hormonalreplacementtherapy

Management ofconditionsassociatedwithmenopause (screeningforcancer ofthecervix and
breast in women)

Managementofconditionsassociatedwithandro-pause(screeningforcancerofthe prostate,
management of impotence, etc.)
Advocacy

SRHandrightsawarenessand protection

InformationandcounsellingonSGBV(SexualViolence:rape&defilement;Genderwife
battering & female genital mutilation)

IncreaseresourcecommitmenttoSRHthroughbudgetreviewandanalysis.

Advocate for government compliance to regional, national and international conventions
like the MDGs, Maputo Plan etc.

Advocacyforcommodity security

Right of Access

IdentifyandadvocateforneglectedissuesliketheFGM,dowry,accesstoabortion/PAC
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CHAPTERTWO
MANAGEMENTOFTHEPRACTICUMEXERCISE
Introduction
Thischapterincludestheroleofthedepartmentofprocurementandsupplychainmanagement,reporting
and
inductionby the organization,the department towhichIwas assigned, role ofthe work supervisor and the
role of the University supervisor.
Roleofthedepartmentofprocurementandsupplychainmanagement
The role of the logistics and supplies department is to conduct all the procurement, disposal, logistics
(transport scheduling) and all supplies related activities of Reproductive health Uganda and all the
Clinics and Branches located in other parts of Uganda (18 districts).
Reportingandinductionoftheorganization
I reported on 5th June 2018 at 7:52AM to the Internship and Youth Coordinator Mr. Alex, thereafter,
together with other internship students we were taken through orientation by showing us the different
offices and other places around the organization. I attended a compulsory training for two weeks in
Sexual andReproductive Health Rights. Thereafter on 15th-July 2018, I was takento the department to
which I belonged that is the Logistics and Supplies Department and introduced to my site Supervisor
Mr. William who also introduced me to other officers that I was to be working with.
The department to which one is assigned at work place
I was assigned to the department of Logistics and Supplies.
Category of the department
The supply chain management department
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Duties of the department
Thedutiesofthelogisticsandsuppliesdepartmentincludethefollowing.

Planningoftheprocurementand logisticsactivitiestobe donethroughoutthefinancial year.

Workingwiththestoresdepartmenttocarryoutperiodicandannualstocktaking.

Forecastingdemand fordifferentrequirementslikedrugs,stationeryandothersupplies.

Solicitationofbiddingdocumentsfrompotentialsuppliersfollowingtheadvertisementofbid
opportunities.

Conductingdailyprocurementactivitiesandsolicitationofsupplierquotationswheneverarequirement
arises.

Conductingdisposalprocessesfortheassetsthathavereachedtheirusefullives.

ApprovinginvoicesforfurtherapprovalbyhigherofficeslikethedirectorofFinanceforpayment.

Conductingmarketresearchtoascertainpossiblealternativesourcesofsupplies.

Receivingandverificationofalltheprocuredsupplies,worksand services.

Logisticsscheduling forthe wholeorganization andits Branches.
Title of the head of the department
Logistics and Supplies Coordinator.
Responsibilities that I have been assigned
 Picking/solicitingquotationsfromsuppliersforvariousprocurement requirements.

Placing/writinglocalpurchaseorders

WritingGoodsreceivednotesfortheitemsdeliveredtoRHU

Forwardinginvoicesandvendoranalysisformsforapprovaltothedirectoroffinance

Forwardinginvoicestotheaccountsdepartmentfor payment.
24

Verificationofgoodsreceivedfromsuppliers.

Enteringofthe goodsreceived (drugs)in theERPsystem

Updatingstock registersand takingpartinthe stocktakingexercise.

Writinglettersofawardtotheshortlistedsuppliersof2018/2019.

Analyzingsupplierquotationstoselectthelowestquote for placinglocalpurchaseorders.

Writingofproductspecificationstobepurchasedbeforerequestingforsupplierquotations.
Offices that I have worked with and what they do
 Office of the Director of Finance: Responsible for approving procurements and invoices and heads
the finance/ accounts department.
 Accountsoffice.Responsibleforwritingcheques,clearinginvoicesandpayingpettycashpluspreparing
the payrolls.
 Logistics and Supplies Coordinator’s office; responsible for approving procurements, approving
supplier analysis, and heads and coordinates the entire procurement and Supplies activities.
 Stores office; responsible for requesting the procured/sourced supplies (drugs and other medical
supplies)fromthelogisticsandSuppliesdepartment,updatingofstockregistersandissuingthesupplies
to
final users.
 Office of the Director of programmes; responsible for approving programs, local purchase orders
and service orders approval and other roles in his jurisdiction.
 OfficeoftheRegistry;responsibleforarchivingthedocumentsoftheorganizationthatwillbeusedfor future
reference and audit purposes.
25
Relationshipwithotherofficersinexecutingmydutiesandresponsibilities
I have had a good relationship with the accounts officers whenever I would be submitting invoices of
the suppliers for payment.
Ihave had agood relationship withthe DirectorofFinance Mr. Wilberforce at thetimes whenIwould be
submitting the orders, supplier analysis forms and the invoices for approval.
AgoodworkingrelationshiphasbeenregisteredwhileworkingwiththeDirectorofProgramsasIwould be
submitting local purchase and service orders for approval.
I have had a good relationship with Mr. William the Ass. Logistics and supplies Coordinator plus Mr.
David the Chief Logistics and supplies Coordinator while executing the tasks they assigned to me.
I have related with the officers in the youth corner especially Mr. Alex, Abubaker, Madam Grace and
other officers.
Role of the work supervisor
Mr. William Ssekitto who is a logistics officer of RHU and was my work supervisor was responsible
for;
 AssigningmetasksandresponsibilitiesatworkinstructingandguidingmeonwhatIdidn’t
knowwhileexecutingtheassignedtasks
 Assessingmylevelofprogressatwork
 Guidingmeonreport writing
 Orientingandintroducingme totherestof thedepartmentsandofficers thatIworkedwith.
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Role of the university supervisor
MadamBakiawhowasmyUniversitysupervisorwasresponsible for;
 Guidingme on howto writetheinternshipreportanditsapproval.
 Assessingmyperformanceandprogressattheworkplacetogetherwiththesitesupervisor.
 ExaminingthechallengesandproblemsI faced.
 AscertainingwhetherIwasconductingactivitiesonadailybasis.
 Visitingmeattheworkplacetoascertainmycapabilities.
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