INDUSTRIAL ATTACHMENT REPORT.

A CASE STUDY FOR COUNTY

GOVERNMENT OF NYERI, DEPARTMENT OF HEALTH SERVICE.

NYERI COUNTY, KENYA.

SUBMMITED BY;

NAME: BATHOLOMEO KAMAU.

REGISTRATION NUMBER: B011-01-0670/2021

A REPORT SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS

FOR THE AWARD OF BACHELOR OF PURCHASING AND SUPPLY CHAIN
MANAGEMENT,

DEPARTMENT OF OPERATIONS AND SUPPLY CHAIN MANAGEMENT,

SCHOOL OF BUSINESS MANAGEMENT AND ECONOMICS,

DEDAN KIMATHI UNIVERSITY OF TECHNOLOGY.

FEBRUARY 2024,
 DECLARATION.
I declare that this is my original work and has not been presented in any other institution of
higher learning for examination, no part of this attachment report should be produced without
my consent or that of Dedan Kimathi University of technology.

Signature…………………………. Date………………………

Batholomeo Kamau Njoroge

Industrial based supervisor’s declaration.

This attachment report has been submitted with my approval as the university supervisor.

Signature……………………… Date…………………………….

Mr. Zakary Njoroge

 DEDICATION
This report is dedicated to my loving and caring parents Njoroge and Sally, for their tireless
effort to make sure that I have completed the industrial attachment in very good time.

I would also dedicate this report to the staff of procurement and county health department and
the management of County Government of Nyeri for giving me an opportunity and conducive
environment to conduct this industrial attachment in their premises.
 ACKNOWLEDGMENT.
My gratitude and regards go to the management of Dedan Kimathi University of Technology for
giving me this opportunity and chance to go and able to carry out my practical learning so to apply
the theoretically learnt lessons in actions within the procurement department.

Secondly, I would also like to express my sincere gratitude to the Almighty God for his
strength and knowledge. He guided and protected me throughout the industrial attachment
period.

I also want to thank the entire Nyeri county government and especially the department of
Health services for their cooperation, and support in assisting me acquire more knowledge
and skills on my professional journey to serve and lead.

I would like to express my heartful gratitude to my industrial supervisor Madam Terry Nderi
and Mrs. Catherine Mwai for their professional guidance, patience, commitment and tireless
supervision throughout the attachment. Thank you for being a guide in this professional
journey. God bless you abundantly.

I would also thank my university industrial attachment supervisor Mr. Zakary Njoroge for his
guidance, commitment and tireless support in this academic journey.
 EXECUTIVE SUMMARY
The purpose of the report is to demonstrate details, responsibilities and experience I have
gained during my attachment period and also to translate the theoretical learnt lessons in
class into practical. The report is a partial fulfilment of Dedan Kimathi University of
Technology attachment program. The report focuses largely on the responsibilities handled,
achievements, and working environment and challenges that I encounter when conducting
various errands assigned to me by the organization through my supervisor. The attachment
period was of a maximum of eight weeks as from 16th October 2023 to 8th December 2023,
during which I acquired additional practical experience to supplement the course of study in
the institute. In this report, the background of County Government of Nyeri Department of
Health Service is highlighted together with organizational structure of the organization.
Table of Contents
DECLARATION.......................................................................................................................ii
DEDICATION...........................................................................................................................ii
ACKNOWLEDGMENT...........................................................................................................iv
EXECUTIVE
SUMMARY…………………………………………………………………………………...v
CHAPTER ONE: INTRODUCTION........................................................................................2
1.1 Introduction......................................................................................................................2
1.2 Background Information of County Government of Nyeri..............................................2
1.3 ORGANIZATIONS VISION, MISION, OBJECTIVES AND FUNCTIONS....................2
1.3.1 Vision............................................................................................................................2
1.3.2 Mission..........................................................................................................................2
1.3.3 Core values....................................................................................................................2
1.3.4 Organisational structure....................................................................................................3
1.4 A description of the various departments of County Government......................................4
1.4.1 procurement officer………….………………………………………………………………………………………………….4

1.4.2 Administrative officer....................................................................................................4

1.4.3 Accountant.....................................................................................................................5
1.4.4 County health officer.....................................................................................................5
1.4.5 The registry and records personnel………………………………………………. …6

CHAPTER 2: HOST ATTACHMENT DEPARTMENT..........................................................7

2.1 Key functions/activities of the procurement department.....................................................7
2.2 Staff establishment of the procurement department in terms of number of employees and
their responsibilities...................................................................................................................8
2.3 Students assigned duties.......................................................................................................8
2.3.1 Knowledge and skills gained.......................................................................................10
2.4 Student's main objectives for attachment exercise.….……………………………………….…………….……..…11
CHAPTER THREE..................................................................................................................12
3.1 Success and failures of the attachment exercise................................................................12
3.2 Challenges encountered during the attachment period......................................................12
3.3 How I was able to overcome the challenge........................................................................12
3.4 Some of the recommendations I would like the university to improve on the attachment
exercise include........................................................................................................................13
CONCLUSION........................................................................................................................14
REFFERENCES......................................................................................................................15
 List of figures.
Figure 1. 1 organisational structure............................................................................................3

LIST OF ABBREVIATIONS AND ACRONYMS

LPO -Local Purchase Order

LSO –Local Service Oder

S11- Requisition form

S13- Counter Receipt Voucher.

 CHAPTER ONE: INTRODUCTION

1.1 Introduction
This report is a summary of industrial attachment I carried out at Procurement Department in
County Government of Nyeri. This is an essential component of the Kenyan universities
curriculum where a student partaking a certain course is required to go out in the real world
and put the theory part of the curriculum into practice. This is important for the student
because it gives him or her first-hand information pertaining the challenges, he or she is
likely to face once he or she is through with the course work ready for employment.

1.2 Background Information of County Government of Nyeri.

The County Government of Nyeri is located in the former Central province and its main
inhabitants are the kikuyu. It has 8 sub counties and 30 wards. The sub-counties include:
Kieni East, Kieni West, Mathira East, Mathira West, Nyeri Central, Mukurweini, Tetu and
Othaya. The wards include: Aguthi, Chinga, Dedan Kimathi, Endarasha/Mwiyogo, Gakawa,
Gatarakwa, Gatitu/Muruguru, Gikondi, Iriani (Mathira), Iriaini (Othaya), Kabaru,
Kamakwa/Mukaro, Karatina, Karima, Kiganjo/Mathari, Kirimukuyu, Konyu, Magutu, Mahiga,
Mugunda, Mukurweini-Central, Mukurweini-West, Mweiga, Narumoru/Kiamathaga, Rugi,
Ruguru, Ruringu, Rware, Thegu and Wamagana. The 8 sub counties and 30 wards
collectively form the County Government of Nyeri.
The County Government of Nyeri administration
It has two arms of government:
The County Executive
The County Assembly
The County Executive
This is the arm mandated with day to day running of county affairs. It is headed by the
governor who is deputized by his/her deputy. Nyeri County Governor is H.E Mutahi Kahiga
deputized by H.E Dr. Kinaniri waroe.
The County Assembly
It formulates laws that govern the county with the approval of the governor. The laws
formulated must be in line with the Kenyan constitution. Despite, devolution being
implemented after the promulgation of the new Kenya constitution 2010, Kenya still remains
a unitary state with one head of national government. However, the constitution, has the
devolved the powers from the national government to the counties.

1.3 ORGANIZATIONS VISION, MISION AND CORE VALUES.

1.3.1 Vision
‘An efficient and high-quality health care system that is accessible, equitable and affordable
to all.’

1.3.2 Mission
‘To promote and provide quality integrated, preventive, promotive curative, rehabilitative
and palliative services to all Nyeri county residents.’

1.3.3The Core Values

 The core values of this organization define the whole character of the Department of health
services members. They set a platform through which the institutions ethics are formulated.
They include:
 Patriotism
 Professionalism
 inclusivity
 Team work
 Integrity
 Accountability

1.3.4 Organisational structure

ORGANIZATIONAL STRUCTURE OF THE COUNTY GOVERNMENT OF NYERI

County Government

County Assembly
County Executive

Speaker The Governor County public service

board.
Deputy Governor
County assembly members
County public service board
County Executive
County assembly committee secretariat.
committee members

County assembly secretariat The governor’s press service.

County Secretary, head of county

Public service and secretary to The Director

the county.
The communication officers

Interns and Attaches

Finance Agricul Water, Education Road, County Physical Youth,gender

ture, Sanitati , ICT & Infrastructu public planning, &social
& livesto on Health service housing services.
Sports re, publc
Economic ck & Service works& manage &urbaniza
& ment tion.
Planning. Fisheri s. energy.
es. Natural
resourc
e.
 Figure 1. 1 organisational structure

1.4. Description of the various departments of the institution.

I.4.1 Procurement officer.

He is primarily in charge of overseeing the procurement of supplies and equipment for the
organization and prioritizing cost efficiency and quality. He performs the following
duties;

I. Undertaking routine procurement duties

II. Oversee storage of procured items and ensure security and safe custody of stores.

III. Procurement and storage of stores.

IV. Oversee the issuing and rationing of stores.

V. Making recommendations for disposal of unserviceable and/or other stores.

VI. Assisting in periodic stock taking and Maintain inventory and stock control.

VII. Any other duties as may be assigned by the Supervisor

VIII. Assisting with the daily activities of the procurement department.
IX. Planning for the purchase of equipment, services and supplies.
X. Monitoring and enforcing the company's procurement policies and procedures.
XI. Reviewing, comparing, evaluating and approving products and services.
XII. Managing inventories and maintaining accurate records.
XIII. Maintaining and updating supplier information.
XIV. Maintaining good supplier relations.
XV. Negotiating contracts.
XVI. Researching and evaluating prospective suppliers.
XVII. Preparing budgets, cost analyses and reports.

1.4.2 Administrative officer.

He aids in administrative duties. His duties include;

 To scrutinize all proposals of the establishment section, to supervise the work

of appointments, postings, transfers etc.
 To attend union matters, cases of disciplinary action etc.
 To scrutinize important proposals of accounts and general section.
  To exercise general supervision on the work of furnishing various information
etc.
 To receive complains for the nursing staff and to send them to the medical
superintendent with her comments after preliminary investigations whenever
necessary.
 Hiring and managing staff
 To examine current care standards and implement new ways to provide quality
care
 To evaluate personnel and prepare daily reports
 Report to board of directors

1.4.3 Accountant
i. To maintain and protect employees’ payrolls
ii. To create and process invoices
iii. To oversee procurement activities as it provides funds to them
iv. Maintains general ledger accounts for all assets, liabilities, income and expenses
v. To prepare billing reports
vi. To process funds
vii. To manage company’s payable and receivable accounts
viii. To track organization expansion.

1.4.4 The public health officer.

This is an individual who is very important to the County government of Nyeri in the
department of health service. She ensures qualified public and personal care staff. Other
responsibilities include:

 The public health officer counter checks each and every food item purchased by the
medical facility and ensures it’s of high health standards.
 To implement laws and regulations that secure health and ensure safety.
 To identify and investigate health issues and health hazards in the people.
 Educate or train medical team regarding precautionary medicine problem.
 To notify, educate and empower people regarding health problems.
 Prepare precautionary health reports which include problem explanations, analyses,
alternative solutions and suggestions.
 To direct and control prevention programs in specialized areas like infectious disease.
 To develop tools to address behavioural causes of diseases.
1.4.5 The registry and records keeping personnel.
The personnel handles filing of documents and archiving all forms of data, he or she prints
and photocopies any electronic data etc. He or she responsible for maintaining an effective
and well-organized filing system through automation and digitization programs. The
personnel is also responsible in issuing counter issue vouchers to the relevant departments for
issuing of goods for the same. The other duties of the department include;

a. Sourcing all necessary information from other offices and departments and
passing it to the members as appropriate.
b. Ensuring the safety of the members’ personal files.
c. Keeping track of the movement of files.
d. Bench marking with other organizations to ensure a high standard of work
and best practices.
e. Issuing cheques or relevant information to members
f. Updating members register from time to time
CHAPTER 2: HOST ATTACHMENT DEPARTMENT

2.1. Key functions/activities of the procurement department

I was attached in the county health service which is under procurement department. The
procurement department objective is to Ensure timely procurement of goods, services and
works of pharmaceutical and non-pharmaceutical materials and also ensure products ordered
are in the right quality and quantity. They also Assist in developing and implementing
policies, and administrative systems in line with budgetary allocations in the county health
department for all functions

Here are the activities of procurement department: -

 Receiving and inspecting the goods in order to ensure compliance on the terms and
conditions of the contract by ensuring they are of the technical standards required.
 Inventory managemet.it help to determine when to replenish stock to avoid stock-
build or stock-outs in county health service
 Ensuring goods services and works are procured at the right price, time, quality,
quantity, pace and source
 Conducting annual stock taking and preparing a consolidated procurement plan
 Determines cost per department
 Maintains and updates annually standing list of registered tenders required by the
procuring entity
 Advices accounting officers on whether to award the contract to the suggested
contractor
 Coordinate the evaluation of Advice’s and proposals
 Procure products and services
 Approve the extension of the tender’s validity period
 Coordinate the receiving, opening of tender documents and also evaluation process
 Prepare contract documents in line with award decision
 To certify the invoices and payment vouchers to suppliers
 Prepare LPOs and LSO for suppliers to be paid
 Carry out market surveys.
2.2. Staff establishment of the procurement department in terms of number of
employees and their responsibilities.
County health service department of procurement has two permanent employees who act as
procurement officers. They oversee all the county health service day to day activities

Other responsibilities;

 Issuing goods to user departments

 Preparation of LPOs and LSOs
 Filling documents
 Record keeping
 Preparation of standard quotation form
 Receive and inspect goods from suppliers
 Signing delivery notes

2.3. Students assigned duties.

During my attachment I was involved in many procurement activities which served as a good
learning experience. These activities include the following;

 Inventory control
I recorded received goods in the bin cards and also deducted issued goods from the cards.
The bin-cards enabled us to know the available physical stock.

 Receiving and inspecting goods

The department is responsible for examining incoming deliveries to ensure the goods
ordered match the goods received in relation to quantity and type and that the shipment is free
of damage. I counter checked goods supplied against procurement requisition with the help
of the user department. After confirming that the goods are in the right quantity and have
been supplied as per specification, I helped in filling inspection and acceptance certificate by
the committee.

 Preparing LPO and LSO

The LPO is the commitment document and triggers the process of supply of goods from the
supplier. I prepared and recorded LPOs and LSOs and thereafter forwarded them to the
accounting officer to be committed. This is assurance that there are funds and supplier is
guaranteed to be paid.
  Issuing goods to user departments
I issued goods to user departments through counter requisition voucher which indicates unit
of issue and quantities needed latter the issuer signs (store clerk). FIFO method was applied
when issuing the goods.

 Evaluation of quotations

The procurement department used to send request for quotations to suppliers so that they can

quote the prices for various supplies. The suppliers were given a certain timeframe for them

to have submitted back their quotations. Once this time has elapsed, the submitted quotations

are evaluated and the supplier with the lowest price is chosen.

 Sorting and filling of documents

Some of the documents were usually mixed up and so I had to sort them out, consolidate

them and file them in their specific files. There were documents such as LPO’s that had over

three copies and these copies were to be separated and filed correctly in their given files.

Since we received and issued supplies on a daily basis, documents such as delivery notes and

stores requisitions were filed daily in a chronological manner.

 Preparing standard requisition forms

Stores requisitions are issue notes that are posted by the user in the ERP to request for goods

in the stores. These issue notes are first signed by the stores manager and then the user to

show that the goods have been issued to the user department. The document is signed in

triplicate form and one of the copies is given to the user for filling. These issue notes are the

ones audited so that they can show the track of goods out of the stores.

 Preparing invoices

After a supplier has supplied all items as per the LPO, an invoice is prepared. This invoice

contains all the items that have been supplied and their respective prices. The invoice is

attached to the LPO, delivery note and an inspection and acceptance certificate that align to
the items in the invoice and then these documents are taken to the finance department where

payments are processed. In case there is a mistake that a supplier has done during writing out

the deliveries, the payments are not approved until that mistake has been approved.

2.3.1. Knowledge and skills gained.

i. Team work skills
Working with colleagues in the procurement department instilled me in team working skills. I
discovered how team work makes work easier in the organisation by ensuring smooth work
flow.

ii. Technical skills

I was able to learn how to use the ERP system and prepare all the documents that were being
processed by the system. It helped me save on time since the documents posted there were
from different departments and this made it easier to get the documents rather than going to
pick the documents physically

iii. Communication skills

Communication is an important tool in development of an organisation. During the
attachment I was able to interact and relate to the employees through the communication
skills that I did acquire where you first need to listen what they have to say and respond to
them effectively.

iv. Decision making skills and problem-solving skills

In execution of my day-to-day assignments in the store, I gained skills on how to make
decisions that are base with a reason which helped increase efficiency. For example, I would
ensure I finished recording transactions for goods issued on the same day to avoid pilling up
of counter requisition voucher hence made work easier the next day.

v. Time keeping
Some tasks needed to be performed and completed in time.to accomplish these, I would
arrive at work place in time and I was also motivated to do tasks assigned to me.

vi. Planning and organisational skills

Planning is a very important aspect in the success of every organisation.in J.M Kariuki
hospital, planning is very crucial especially before allocating funds to different departments
and at the start of every financial year.

vii. Interpersonal skills

I learnt these skills through communicating and interacting with the suppliers and the user

departments. I was able to express the right information to them by relating well with them.

viii. Organization skills and behaviour

These skills enabled me to understand how every process of procurement flows from one

person to the other. Several people are involved in these processes and they must give their

consent so that the process can be completed.

ix. Listening skills

This skill enabled me to give the needed responses to directives given and they also enabled

me to capture every detail that I was taught concerning the stores management and this

effected my performance in the industrial attachment.

2.4. Student’s main objectives for the attachment exercise

The industrial attachment enabled me to apply the theoretical knowledge that I had learnt in

school and also it exposed me to the various activities that are done in the procurement

department in an organization. I was able to interact with the staffs in the organization and

also serve the user departments and the suppliers accordingly. I broadened my knowledge by

learning the practical skills that are required in a formal job.

The industrial attachment gave me a clear view of how to work in a formal job and how to

deal with the challenges that you may encounter while performing your duties. I learnt that

there are ways in which the challenges are addressed so that eventually solutions can be

provided. I also was able to build on my confidence since I used to interact also with the

senior management and this help me in expressing myself in a good way.

CHAPTER THREE

3.1 Success and failures of the attachment exercise

During my attachment at County Government of Nyeri in Department of Health service, I
gained a lot of exposure on the carrier journey. Also, I was able to apply the principles and
techniques learnt in the university into real-life problem-solving solution.

I got clear understanding of procurement process from the point when a procurement
requisition is raised up to the award of the contract.

I also gained skills on how to improve the public relation as I interacted with various
departments and stakeholders of county health service department

I was also able to improve my listening skills during opening of tenders and evaluation of
bidders.

3.2 Challenges encountered during the attachment period

 Being able to cope with the new environment and know the new people that I met was a
challenge to me
 I was not able to get accommodation around the organisation hence I had a long distance
to walk before I get in the organisation.
 Getting to understand some technical terms and conditions of how things are done was a
challenge hence I consult each time I found it challenging.

3.3 How I was able to overcome the challenge

 About coping with new environment, my supervisor with other departmental attendants
would do me orientation and by the second week I was comfortable with the new
environment.
 The distance challenge was overcomed by trying to wake up early in order to be
punctual at work
 How I was able to understand different technical terms and conditions of how things are
done was by consulting each time from my supervisor and also participating in every
procurement activity that was carried by the organization.
3.4 Some of the recommendations I would like the university to improve on the
attachment exercise include
1. Giving attachment letter early to enable one to get attached early and have enough time
to learn and be equipped with real life knowledge and skills
2. Ensuring that the attachment supervisors we are allocated attend to the organisation to
check on what the student have been I helps to improve assurance that the student was
attached to the organisation
3. The university should make a clear outline of the organisations that the students should
be attached and also the tasks and duties they are expected to carry out or enquire
about.
 CONCLUSION.
I concluded my attachment successfully and I was impacted with the necessary skills required
in a corporate work environment. I have sincerely gained more experience concerning my
career at County Government of Nyeri in Department of Health Service. I thank the
organisation for having given me that opportunity to pursue my attachment carrier in the
organisation. I learnt how to work with other employees and also the suppliers since through
this I was able to perform my duties efficiently. The skills that I learnt in my attachment are
very important since they are the once used in the in the corporate environment. In my
attachment, I didn’t just stick to one department but also interacted with other department
which made me understand the whole concept of an organisation and how it operates
REFFERENCES.
Student’s attachment Logbook.