THE MWALIMU NYERERE MEMORIL ACADEMY

DEPARTMENT OF HUMAN RESOURCE

MANAGEMENT
DAR ES SALAAM.

FIELD WORK REPORT

GAIRO DISTRIC COUNCIL

DURATION: ON JULY 10 - SEPTEMBER 10

WRITTEN BY: SAMSON ROTAN CHAUREMA

REGISLATION NO; MNMA/[Link]/4009/22

YEAR OF STUDY; 2022_2023

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 ACKNOWLEDGEMENT
All thanks are to the almighty God who created all things and give them life; I would like to give

my gratitude to him who gave me life, wisdom and guidance during whole time of writing my

field report. Moreover, for great health and opportunity to be able to go to school particularly

being a student at the Mwalimu nyerere memorial academy

Again special appreciation goes to my father ROTAN CHAUREMA for their

encouragement, advices, financial support, contributed to me as I was undergoing my field

studies. However, any errors, omissions are shortcoming remain my responsibility.

I would like to special thanks to my on-site field supervisor Human resource officers Mr

sandungulu, for his tireless guidance, encouragement, valuable ideas and helpful criticisms

which enabled me to improve and shape this work up to this point.

Also, my deepest thanks are to be sent to the whole administration staff members at Gairo

District Council, for their guidance and support during my field training and also day to day

trainings regaling daily works in the office.

ABSTRACT
This field work report is the outcome of the field attachment that was conducted at Gairo district

council at Morogoro as a field practical study, for a period of five weeks.

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The objective of this field practical is to relate the skills and knowledge acquired by students at

the Mwalimu nyerere memorial academy and to the actual work that is done in a day to day

activity at the real word so it bridges the gap between theories learned at the college to real work

done in organization.

As the issued guidelines directed the report is divided into main three chapters. The 1st chapter

of this report is about the introduction which contains the historical background of the

organization.

Chapter two contains different activities and the lesson learned from each task performed during

field practical at Gairo district council.

Chapter three contains the conclusion and recommendations that was proposed by me to help

improve the practical training.

TABLE OF CONTENTS
ACKNOWLEDGEMENT................................................................................................................i

ABSTRACT....................................................................................................................................ii

TABLE OF CONTENTS...............................................................................................................iii

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DECLARATION.............................................................................................................................v

LIST OF ABBREVIATIONS........................................................................................................vi

LIST OF TABLES........................................................................................................................vii

LIST OF FIGURES.........................................................................................................................x

EXECUTIVE SUMMARY............................................................................................................xi

CHAPTER ONE..............................................................................................................................1

1.0 Introduction and historical background.....................................................................................1

1.2 Vision and Mission of Gairo District Council...........................................................................2

1.3 The Functions of Gairo District Council...................................................................................2

1.4 Gairo District Council Administrative Structure.......................................................................3

1.5 Chat showing Organization Structure of The Gairo District Council .....................................4

CHAPTER TWO.............................................................................................................................5

2.0 Actual Work and Duties Undertaken at Gairo District Council................................................5

2.1 Department Duties Undertaken at Gairo District Council.........................................................5

2.2 Professional Experience and Skills Acquired............................................................................7

2.2.1 Professional Experience..........................................................................................................7

2.2.2 Skills Acquired.......................................................................................................................7

2.3 Problems Encountered by the Student and Possible Solutions..................................................8

CHAPTER THREE.......................................................................................................................11

CONCLUSION AND RECOMMENDATION............................................................................11

3.1 Conclusion...............................................................................................................................11

3.2 Recommendation.....................................................................................................................11

REFERENCES..............................................................................................................................13

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 DECLARATION

SAMSON ROTAN here by I declare that the report has been prepared by me for partial
fulfillment of the Basic certificate in human resource management any matter discussed here

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does not offend any person or institution but only reflect the experience and knowledge gained
during the practical training.

Signature ………………………

SAMSON ROTAN

Date 10/07/2023

LIST OF ABBREVIATIONS

DED ……………………………….... District Executive Director.

DHRO…………………………………. District Human Resource Officer.
DEO ………………………………… District Executive Officer.

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HRO’s…………………………………. Human Resource Officers.
DCDO ….……………………………. . District Community Development Officer.
DESO/HO……………………………... Health and Environment Officer.
DLFO ………………………………… Livestock and Fishing office.
DT ……………………………………. . District treasurer
DMO ………………………………… District Medical Officer.
EO …………………………………… Economic Officer.
IA …………………………………….. Internal Auditor.
AIDS…………………………………… . Acquired Immune Deficiency Syndrome.
AMCOS………………………………... Agriculture Marketing Cooperative Societies.
CAG……………………………………. Controller and Auditor General.
CHF………………………………………. Community Health Fund.
CMT……………………………………… Council Management Team.
DEO (P)………………………………….. District Education Officer-Primary education.
DE………………………………………… District Engineer.
ICT……………………………………….. Information Communication Technology.
GDC………………………………………. Gairo District Council.
HIV……………………………………… Human Immune Deficiency Virus.
HOD……………………………………… Head of Departments.

DTO………………………………………. District Trade officer.

DWE……………………………………... District Water Engineer.
FFS………………………………………. Farmer Field School.
MRDT……………………………………. Malaria Rapid Diagnostic Test.
MTEF……………………………………. Medium Term Expenditure Framework.

LIST OF TABLES

Table 1: The activities which are performed by people at Gairo District Council

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 KEY

En-
trepreneur
ship
15%

Agricul-
ture
75%

Trans-
portation
5%

Livestockeeping
10%

Restaurant Fishings Agriculture Livestockeeping

Table 2: Population distribution table

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Table 2: Population of people at Gairo District Council.

Male 93,206
Female 99,805
Total 193,011
Source: Gairo District Council.

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FIGURE. 1 GAIRO DISTRICT COUNCIL MAP

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 EXECUTIVE SUMMARY

The government is categorized into three branches central government, legislature and judiciary
all these are responsible to make sure people have their rights maintain peace, security, good
infrastructures, good social services and stimulate the development of the general nation. But
central government works with the local government to ensure that all those important
information and different problems which arises in the community are corrected by local
government and brings to central government in order to come up with the solutions. The local
government is categorized into two areas which are rural local government and urban local
government. My field practical training was in rural local government in Gairo District Council
at Gairo ward. During the practical training I learned a lot of things especially which related with
Human Resource Management and Administration, in the office I gained some experience and
skills such as negotiation skills, communication skills, problem solving skills and how to work
individually and a team work.

Also in my field practical training at Gairo District Council I was learning many things but also
there are some of challenges which are facing the officers who are working in a Gairo District
Council such as shortage of office materials include computers, scanners, photocopy machines,
printers and generator for electricity supplying. If the government will solve these challenges
Gairo District Council will be one of the best District Council in Morogoro region which
increases more revenue in the government because there is high population of people who are
involved with the different activities such as business, agriculture, transportation and
entrepreneurship. The government is needed to increase the budget especially to the local
government because all things start from the local government level then come up to central
government.

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 CHAPTER ONE
INTRODUCTION AND HISTORICAL BACKGROUND

1.0 Introduction
The field practical conducted at Gairo District Council started at September 5 to October 14,
Gairo District Council is among of District Council found in Morogoro Region. Also Gairo
District Council divided into two divisions namely Gairo and Nongwe,In Gairo have 11 wards
which are Gairo ward, Chakwale, Iyogwe, Idibo, Kibedya, Msingisi, Rubeho, Mandege,
Chagongwe, Chanjale and Nongwe but in Nongwe there is 7 wards so the total between Gairo
and Nongwe is 18 wards. All these wards are very important for field training program because
they make student to be active in a particular course for knowing the activities which are
performed in the office after getting the employment and how these activities can be conducted
to know the challenges and how to avoid these challenges.

The Gairo District Council (GDC) Strategic Plan (SP) 2018/2019 – 2022/2023 provides a strategic
direction for the council in the course of fulfilling its mandatory role. Implementation of this plan aims
to achieve sustainable development for the Gairo District Council Community. This aspiration will be
achieved through provision of quality services and creating an enabling environment for the
community’s involvement in sustainable social economic development activities.

The preparation of this plan was highly participatory by involving stakeholder in all stages from
inception to finalisation. The plan has also taken into account the National Planning Framework, and
Sector Policies.

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1.2 Vision and Mission of Gairo District Council.
Vision

To Become a highly competent and dedicated organization for entire community sustainable
development.

Mission

Supporting sustainable socio-economic development initiatives through efficient and effective

utilization of available resources.

1.3 The Functions of Gairo District Council.

i. To inspect the business licenses at Gairo District Council in the wards, villages and

streets markets to ensure all business man must have the licenses of conducting their

business.

ii. To develop, implement and monitor its strategic plans and budget.

iii. Establish norms and standards in the conduct of its affairs.

iv. Ensure the collection and purpose to utilization of the revenue of the council, in order to

enable district council to perform its function.

v. Attended to collection of the challenge of businessman in the ward and streets markets.

vi. To plan for and provide services and facilities for the local community.

vii. To perform and discharge the functions and exercise the powers under this act or any

other enactment relating to local authorities.

viii. To ensure social and economic development in the district.

ix. Maintain citizen’s participation in various activities.

x. Maintenance of law, order and good governance

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 1.5 ORGANISATION STRUCTURE OF GAIRO DISTRICT COUNCIL

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Figure 1:THE ORGANIZATION STRCTURE
Figure 1: Chart showing organization structure of the Gairo District Council.

ANTHOLOGIES COUNCIL

DISTRICT EXECUTIVE DIRECTOR

HEADS OF DEPARTMENTS

SERVANTS

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 CHAPTER TWO
ACTUAL Work AND Department Duties

2.0 Actual Work and Duties Undertaken at Gairo District Council

2.1 Department Duties Undertaken at Gairo District Council

These are some of Department’s duties undertaken by Human Resource and Management office;

a) To supervise local government workers information system under PO-RALG.

b) To prepare payroll of payment to all department every month.
c) Supervising payment system under GSPP.
d) To prepare plan work of responsibilities and duties to District human resource officers
(DHRO) after every three months and preparation of department meetings.
e) To supervise all workers permission in District Council.
f) To prepare payment budget of workers in District Council.
g) Inspecting all vehicles logbook and filling them every week and provide information to
District Human Resource Officer (DHRO) and also supervising duties of drivers in the
District Council, distribution and fuel usage.
h) To supervise working attendance of all employees in District Council and providing
information to DHRO after every 15th and 30th monthly.
i) To deal with ceremonies and national celebration in Regional and District level as well as
funeral of District officials
j) Attending the District Council Development Committee meeting.
In this meeting the District Council officers are discussing about development of District
societies to protect our environment at Gairo District Council.
k) Delivering public services including hospitals, primary education, health care, local and
main roads, water and sanitation as well as agriculture extension services.
The Council Encourage the community development within the council especially to the
most important social areas like in education and health to peoples. If any problem occur
the District Council officers are the ones who need to inform the central government that
there is some problem in the community because District Council officers are the field

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 officer who meet with people every day and they are participating more with them in
different issues such as challenges facing the District society, servants and Human being.

2.2 Professional Experience and Skills Acquired

2.2.1 Professional Experience
a) I learn how to solve different problems occur to public servants.
b) I learn how to provide services as well as to make closer interaction with societies.
c) I learn how to improve social and economic development for establishment of different
project such as water project, education project and others.
d) I learn how to use resources properly in the particular office and effective and efficient
for members of community
e) I learn the reason on how the employee terminated in the organization such reason as
follow mis condact ,dis ability that means the employee are not able to accomplish his or
her responsibility
f) I learn to updates the employee information in order to know who are employees are to
be promoted by passing through academic certificate ,personal record form (PRF),as well
as duties,responsibility,and skills of the employee in the organization to
g) I learn to transfer document,file from human resource office to registry
h) I learn on how to interview the employee this is where the internal supervisor asking
various question to the employee
i) I learn on how to terminate the employee who go against the contract where by the
employee is terminated in the organization if he or she go against the contract is due to
the following reason incapacity,poor performance and miscontract

j) I learn to handle customers who need service to the human resource office
k) Recruitment and selection l understand to recruit this is due to the organization advitise
the employment opportunity to all candidate who have all qualities to upply for the job .l
learn during office supervisor plan to employee
l) I learn human resource planning this is done due to forcusting for the feature needed or
want in gairo district council is done during internal supervisor discuss various activities
which is done for the feature some of them is like they plan to build canteen which will

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 helps employee to get food which can increase efficience and effectiveness during day to
day activities in the organization

2.2.2 Skills Acquired

i. Negotiation Skills
In the field training I learned how to negotiate the two people or groups which have the
misunderstanding. Through negotiation I know how to communicate effectively and
efficiently with the people who speak different language and how to talk with them. The
important things which I learned also concern with the issue of negotiation any negotiator
first he or she needed to have some specific skills includes social skills, assertiveness,
empathy, flexibility and ethics all this help any person who want to be negotiator to build
powerful negotiation skills and became a better dealmaker and leader. To solving the
problem has helping me to learn differences in how people view negotiations and behave
during them.

ii. Communication skills

Due to the different duties which I was conducted in the field training example to write a
student re-field response letter which guarantee their field practical training in Gairo
District Council. This was helping me to increase the spread in writing also was helping
me to know some procedures of writing the different kinds of letter in offices especial
official letter. Also due to the differences people who were coming in the office their
interaction with them I learned the communication skills such as spoken communication
skills this was helping me to share with them the different ideas.

iii. The ability to deal with people from variety of background;

In the society there are people who have the different characteristic and I Learned that
within the society not all people will be on your side there will be a few numbers of
persons who will not support you. Due to this situation I learned it better to focus more to

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 what you believe and through these other persons will be influenced within your
successes. Other persons when inter in the office are coming with the bad language
example they are using force in order to get a service and others using their rank of
authority which have to get the service while we believe all have the right to get the
service like other people without breaking the government law.

iv. Problem solving skills

There are different approach which are used in solving problems in the community, but
in the field training I learned to using the law procedures for example when I attended in
a county council the law section procedures were directed the members of county council
to make the decision for those problems including salary problems, employment
problems, family servants problems, retire problems and social welfare case.

v. Team work skills

According to the works which our field supervisor has given us in groups like to type
different letters, scanning documents, using GSPP salary system and solving the different
public servants problems. Through this duty I learned that the team work is more useful
in any organization because help the group members to complete their task on time and to
achieve their goal according to their plan had made early. Also due to the field training I
learned to work as a team work help a person to share the different ideas with other
members this will help me to create a good image to others and gain a lot of things which
will help me in the future.
Vi. Computer skills
During my field practice l learn on how to use computer this is due to now days many
organization perform different duties in the computer .the following are the some duties
performed during my field work like preparing payroll,employee assessment,written a
official letter,sending employee document all of those activities need computer to
perform those activities also is done due to the following application such as Microsoft
word,Microsoft Excel,data base,as well as [Link] it is very important to me because it
give me more opputunity in my daily life especially in education career
Vii. Leadership skills

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 During my field practice l learn more how to lead others this is where internal supervisor
is well lead their employee in the organization where by this is high big quality to any
human resource manager to be have ,this it can lead organization to achieve organization
mission , vission as well as achieve the goals
[Link] management skills
During my field practice l learn on how to manage time this is due to in every day should
attend in the office on not more than 7;30 Am which help me to manage time and also
there some activities which l was guidedet ime all of those it help me to develop my
career and also it help me to increase efficiency and effectiveness

2.3 Problems Encountered by the Students and Possible Solutions as well as recomentation
The following are problems encounted during the field practice
i. Shortage of organization fund
In Gairo District Council there is shortage of money which leads the head of department
fail to provide office service like printers, white paper, scanners, computers,
communication telephone, electricity supply generator and others. During the field
training I failure to perform other duties due to the problem of fund.

ii. Presence of complex organization structure

In Gairo District Council there are many offices such as DED, DHRO,DEO,
HRO’s,ICT, DESO, DLFO, DT, DMO, EO,AIDS, AMCOS, CAG, CHF, CMT, DEO,
DED,CDO and many others. This become difficult to understand a lot of important
thing which lead to time consuming.

iii. Different field training practical

Also some duties which I was conducted in my field are not matching with my
department this cause my learning to be difficult and to fill unexpected duties in my

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 logbook, because the activities which conduct daily I write in my log book for example
transfers of file documents from my department to other department or record office

iv. Small size of the office

In my department I was we were so many students of field practical training and it’s so
hard all of us to participate the same work for a time, through this case it cause the
division of offices but same department and make others jobless at whole day.

v. Financial problem during field practical training

Organization Gairo District Council does not having money for paying student field
practical training, so it’s so hard if a student also does not having savings for supporting
and conducting his/her field practical in transportation and meals.
VI. Shortage of office equipment
Gairo district council there is no enough equipment which can help staffs to perform effectively
for example there is no enough office chair .This is big problem especially to the student who
need to learn so in order to improve the management should purchase those equipment in order
to ensure organization goal

The following are possible solution to the problems encountered by students.

i. The government should provide the education

about the importance of presence of enough equipment in the office and must give
money at Gairo District Council in order to buy enough equipment for the office example
generator, photocopy machine, printers and computers which will help the officers to
work effectively and solving servant’s problems on time.
ii. The government should provide and improve the fund
at Gairo District Council which will help the District council to buy and having enough
office equipment and other materials needed in the offices so that works can be done
early.

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 iii. The government should build field practical training offices and must be expand in size
for performing well activities
at Gairo District Council hence the office available in District Council is not small in size
but as students we are so many sometimes. When the office is large in size its gives the
chance for the student and staffs members to sit in one office and conduct some works in
cooperation.

iv. The government should allocate some money for field practical training which will help
the students to get food and transport while they are in conducting of their practices.

v. The Government should increase the time for field practical training at least 3 months.
This helps the student to gain a lot of knowledge and know more in the activities done in
the office.
vi. The government should provide education of keepingconfidancial information
This is due some office especially to the human resource office they use personal
computer which is very harmful to the organization because it can course linkage of
employee information example of confidancial information is like employee
contract,document related to the health so those all information should keeping in a safe
area where unauthorised person can not access those document

Reccomentation to my college Mwalimu nyerere memorial academy

I,. The Mwalimu nyerere memorial academy should provide enough time to during field
practice .according to this situation will help us to learn more for example there should give
enough time atleast 3 month which will help us to increase experience,confidence as well as to
develop our carear

ii,. The management should write proposal to the government to request for enough fund to
surpot student during field practice

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This is the one among the big problem to the student where by many student they live far way
from their home so they need money for accommodation such as cost of living , sometimes to
buy food and so on .when government provide enough money will help as to more enjoyful and
will gain more confidence during field practice

III,. The management should improve in provision of information to the student

When the management of Mwalimu nyerere memorial academy improve the provision of
information to the student will help us to prepare field report ,logbook at a right time before
supervisor access .

CHAPTER THREE

CONCLUSION AND RECOMMENDATION

3.1 Conclusion
The field practical training was very successful due to the experience which I got and learned
which related to Human Resource Management and Administration. The duties which my field
supervisor gave me was helping me to improve more and those activities I conducted at Gairo
District Council was helping me to become more professional in a lot of issues concerned with
my department. Most leaders say it is difficult to manage the people because each person born
from different circumstances which made them to be like the way they are acting in the society,
but I learned one thing in order to manage people first thing is to make sure you create a good
relationship with them.

Also the activities undertaken in many field practical training within a council in HR department
were to write the letters to public servants like Appointment letters, seniority letters, retirement
letters, permission letters, holiday letters, warning letters and charge sheet letters.

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In Tanzania the authority structure of urban and rural is different. The urban comprise of city,
municipal, town councils, wards and streets. In rural areas the authority is composed of district,
township, village councils and ward. Local authorities are entrusted with different functions and
powers but the main function is to provide services to the communities within their jurisdictions.
But all these have the same responsibilities to work in the part of local government in nowadays
the central government has given the District Council more power like making some laws and
solving the issues such as salaries litigation case and solving the conflict which arises in the
council,

3.2 Recommendation
Recommendations which I would like to offer in my field practical training activity undertaken
are the problems encounter Gairo District Council were shortage of equipments and tools for
helping in the different activities in the office example of these equipment were generator,
computers, photocopy machine and printers because the equipments present in the offices are not
enough. This becomes difficult when needed to create documents from the machine and takes a
lot of time to complete it that’s because there is shortage of machines to work in the offices.

Small size of the office activities, this is another problem which faced the office of Gairo district
Council because when field training students come to participate their practicals it will cause
them to be in division of offices while they are in one department and the same training which
lead to others to be jobless at whole day or doing works which is out of what they supposed to
do.
The government should provide the education about the importance of present of enough
equipment in the office and must give money for making it, in order to buy enough equipment
for the office needs example computer, photocopy machine and printers. When the office is large

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in size this gives the chance for the student and staff to sit in one room offices and when findings
the file or documents takes a short time get it easy.

The government should set field training practical fund so that students they can perform well
without any substandard of either hungry and to be late at work because others they far from
field training offices. But when there is fund that will help us to contribute in any work we
needed without bother.

REFERENCES
Gairo District Council website, administrative. [Link]

Standing Orders for the Public Service (2009). Third Edition.

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