REPORT ON INDUSTRIAL ATTACHMENT

AT KENYA MEDICAL TRAINING COLLEGE, KISUMU CAMPUS

DEPARTMENT OF PROCUREMENT AND SUPPLY CHAIN

BY

MOUREEN KAVEZA

TKNP/B/3803

THIS REPORT IS SUBMITTED IN PARTIAL FULFILMENT OF THE

REQUIREMENT FOR THE AWARD OF DIPLOMA IN

SUPPLY CHAIN AND MANAGEMENT

THE KISUMU NATIONAL POLYTECHNIC

BUSINESS DEPARTMENT

SUPPLY CHAIN AND MANAGEMENT

14 WEEKS (4TH SEPTEMBER -31ST NOVEMBER, 2023)

DECLARATION

I hereby declare that this report on Industrial attachment at Kenya Medical Training College,
Kisumu; department of Procurement and Supplies Chain is my original work and has not been
presented to any other institution. The work has been done under the supervision of my
Attachment supervisor, MR FREDRICK OKIYAH assisted by MR PATRICK OOKO.

No part of this report can be reproduced without my prior written consent or that of THE
KISUMU NATIONAL POLYTECHNIC.

I also wish to declare that I have fully written this report based on the truth and cited the
activities and duties undertook during my attachment duration and that the content of this
report is original and has not been presented by anybody, the report has been obtained in
accordance with academic rules and ethical conduct.

DECLARATION BY THE STUDENT

NAME: MOUREEN KAVEZA

REG NO: TKNP/B/3803

SIGN: DATE:

DECLARATION BY THE SUPERVISOR

This attachment report has been submitted with my approval as the supervisor of THE KISUMU
NATIONAL POLYTECHNIC.

NAME:

SIGN: DATE:
ACKNOWLEGEMENT

In a very special way I find it necessary to acknowledge Kenya Medical Training College, Kisumu
Campus management for considering my application and giving me a chance to gain the
industrial experience. I cannot fail to recognize the help of procurement staff members:

MR. FREDRICK OKIAH – Procurement Officer at KMTC-Kisumu campus

MR.PATRICK OOKO – Assistant Procurement Officer at KMTC-Kisumu campus

I am so grateful for the support I got from them.

I am so thankful to the Kisumu National Polytechnic, particularly the Institutional Management

department for making attachment a mandatory requirement. I have gained so much and I
have been able to put into practice what could otherwise remain theory. To my loving father,
MR Douglas Opeya and my beloved mum Elizabeth Sagina for your tireless financial support
has made me come to this far.

To my encouraging sisters and brothers, your prayers and advices have brought me up to this
far. THANK YOU ALL AND MAY GOD BLESS YOU ALL
DEDICATION

I dedicate this report to the Almighty God who made my attachment to be a successful and to the
Kisumu National Polytechnic
LIST OF ABBREVIATIONS

L.P.O- Local purchase Order

L.S.O- Local service Order
INVEST- Investment
P.V-Payment voucher
R.Q-Request for Quotation
B.Q- Bill of Quantities
D.O- Detail Order
VAT- Value Added Tax
TABLE OF CONTENTS

Declaration
Acknowledgement
Dedication
List of abbreviations and Acronyms
Definition of terms
Executive summary

Section 1: INTRODUCTION- Organizational profile

Organizational structure
Layout of the premise
Occupational safety and health guidelines
Purpose of the report
Limitations of the report

Section 2: ATTACHMENT EXPERIENCES-General activities undertaken

Specific activities undertaken
Knowledge and skills gained
Observation and critique

Section 3: Summary
Conclusion
Recommendation
Reference and Appendices
DEFINATION OF TERMS

Payment voucher-This is a document used in office to prove that a monetary has been occurred
between two parties, used to process payments.

Cashbook-This is a financial journal that contains a cash receipts and payments including bank
deposits and withdrawals.

Detail Order-It’s a buyer generated document that authorizes a purchase transaction. It

includes descriptions, quantities, prices and payment terms.

Impress warrant-This is a cash account that the business uses to pay for petty routine expenses.
It is also known as monetary advance given to an employee for a specific purpose.

Work Ticket-it is a document that shows the time spent by an employee working on a particular
job. It can be used on a basis of billing the cost of direct labor.

Invoice-a commercial document issued by a seller or a buyer relating to sale transaction

indicating the products, quantities and agreed price for products or services the seller had
provided to the buyer.

Good-This is an inherently useful and relatively scarce tangible items produced from
agricultural, construction, manufacturing, mining or activities.

Services-This is valuable action, deed or effort performed to satisfy a need or to fulfill a

demand.
 EXECUTIVE SUMMARY

An industrial attachment is an opportunity to practically implement the theoretical knowledge

gained in books and in an organization to supplement it. Industrial attachment exercises have
very important roles in the life of an intern or attaches in the production of high quality; skilled
and competent personal with practical experience in area of their specialization. In the Kisumu
National Polytechnic it’s a mandatory requirement that before graduation an industrial
attachment must be put in consideration as it exposes the student to a real working
environment. The duration of this industrial attachment was three months. This report gives an
overview of the entire organization i.e. mission and vision .The organization structure; general
activities undertaken in various department of the organization and challenges faced during the
period. Finally it gives summary; conclusion and recommendation.
 CHAPTER ONE

1.0 INTRODUCTION AND BACKGROUND

1.0.INTRODUCTION

1.1 Organizational background

Kenya Medical training College (KMTC) Kisumu opened its doors as a formal training institution for
nurses in 1953. In those early years, it catered for about 45 students out of whom less than ten qualified in
a year.
Over the years, the Campus has expanded to more than 1000 students with an annual output of over 200
trained health professionals. KMTC Kisumu campus is one of the largest medical training institutions in
Kisumu County.
Programmes and Courses currently offered

 Diploma in Community Health Nursing

 Diploma in Clinical Medicine and Surgery
 Diploma in Medical Imaging Sciences
 Diploma in Pharmacy
 Certificate in Medical Engineering
 Higher Diploma in Ultrasound
 Higher Diploma in Paediatric Nursing
 Higher Diploma in Anaesthesia (in Nursing and Clinical Medicine)
 Short course in HIV Testing Services (HTS)
Facilities

 Well-stocked library
 Well-equipped computer lab
 Well-equipped skills lab
 Wi-fi hotspot
 Hostel block
Student population

The current number of students is 1052 with the number expected to increase in the next intake.
Clinical experience sites

Jaramogi Oginga Odinga Teaching and Referral Hospital and Kisumu County Hospital are the two main
training sites for our students and are both approximately two kilometers from the Campus.
The other sites for rural experience include the Mbale, Mosoriot and Muhoroni Rural Health Training
Centre.
Clubs, societies and sports

The Campus participates in basketball, volleyball, handball, netball, football, athletics, rugby, darts, long-
tennis, scrabble, chess, table-tennis, badminton and draughts at the zonal, regional and national KMTC
sports competitions.
Vision Statement

A model institution in the training and development of competent health professional.

Mission Statement

To produce competent health professionals through training and research, and provide consultancy

services.

Core values

Core values are principle that an organization views as being of central

importance in the organizations that contributes to its achievement.
The KMTC Core values are:

 Accountability
 Integrity
 Responsiveness
 Equity
 Teamwork
 Professionalism
 Creativity and innovation

Governance
The College operates as a Semi-Autonomous Government Agency (SAGA) under a Board of Directors,
headed by a Chairperson, whose role is to provide overall leadership and direction of the College as well
as oversight on all Management operations. The Board has appointed a Chief Executive Officer, who is
charged with day to day running of the College.
1.2 Organizational structure

The KMTC has adopted the following organization structure to accommodate its administration activities

and strategies.

1.Principal

 Oversee overall administration and coordination of academic matters in the Campus

 Offer professional advice and guidance on best practices to achieve academic excellence in
KMTC
 Develop and implement the KMTC curricular
2. Deputy Principal academics

 Oversee implementation of Academic Board resolutions

 Student admissions, welfare and discipline

3. Deputy Principal finance $ Admin

 Approves by signing the campus cheques in the cheques dispatch book

 Acts as a senior principal when the principal is not around.
4. Accountant
 Ensure proper banking arrangements are in place
 Budgetary control
 Co-ordinate, design, implement and control of financial systems in the College
5. Human Resource

 Ensure efficient operational management of the human resources function in the College
 Initiate, develop and implement appropriate human resource policies

6. Procurement

 Co-ordinate and manage procurement and supplies

 Initiate and develop supply chain management policies, procedures and performance
improvement strategies
 Analyze chain management systems
 Analyze the impact of supply chain management policies, rules and regulations
 Ensure high professional supply chain management standards
 Interpret laws and statutes that impact on supply chain management
 Undertake supply chain risk management
 Ensure adequate budgetary and logistical support for supply and delivery of goods and services

7. Information Communication and Technology (ICT)

 Evaluate systems ensuring adherence to established ICT standards
 Train and prepare staff maintenance reports
 Oversee system development and implementation
 Prepare progress reports of the systems development
 Design, recommend and evaluate systems
 Implement, maintain and document systems standards

8. Security
 Undertake risk and disaster management
 Deploy, train and develop security personnel
 Initiate, develop, review and implement security policies in the College
 Coordinate emergency procedures and contingency planning
 Maintain records and charts of crimes and incidents
 Oversee security surveys and inspections

9. Registry
 Implement research activities in the College
 Coordinate College examinations
 Compile and coordinate academic reports
 Ensure maintenance of students’ discipline and welfare
 Advise on best management of campuses and student affairs

10. Driver
 Maintain a clean and mechanically sound bus at all times.
 Ensure the safety of all students when entering and leaving the bus.
11. Librarian
 Maintaining budgets for library facilities and resources.
 Managing and delegating daily tasks to team members.

1.3 Layout of the premise/compound

1.4. Occupational Safety and Health Guidelines

Safety measures and health of the staff is also an observation. The entire staffs are covered for
their medical as well as their families. Furthermore the safety signs and well shown fire exit
signs are also established.

When new attaches arrive in the organization the first thing is to be initiated through the
organization health and safety measures.

1.5. Purpose of the report

The purpose of writing this report is to summarize and document my observations, findings,
and experiences during a field industrial attachment.

Thus the report summarizes the work done during this period, problems encountered and
includes suggestions and recommendations on how to counter the problems.
1.6. Limitation of the report

 Inadequate personnel
The department I worked in has a serious shortage of staff that is, understaffing, and this
sometimes makes staff members in the department carry out duties that they've not specialized
in, e.g., Being sent to deliver documents in other offices, work that would have otherwise being
done by different persons like office messenger. This leads to wastage of useful time instead of
being used in executing work specialized in. Sometimes, this would make the supervisors assign
me duties unrelated to my field of study [finance field].
 Power shortage
The department sometimes experienced power shortages, which hindered office operations,
making it challenging to perform office tasks as most works were done using computers.
 Inadequate computers
The department, especially the Finance Accounting Services directorate, had a shortage of
computers. This led to failure to do work within the set deadline because some colleagues didn't
have computers at their desks, making sharing of work requiring the use of computers
impossible.

CHAPTER 2; DESCRIPTION OF THE ACTIVITIES

2.1. Description of activities done and operational processes and quality checks
 Programmes and Courses currently offered

 Diploma in Community Health Nursing

 Diploma in Clinical Medicine and Surgery
 Diploma in Medical Imaging Sciences
 Diploma in Pharmacy
 Certificate in Medical Engineering
 Higher Diploma in Ultrasound
 Higher Diploma in Paediatric Nursing
 Higher Diploma in Anaesthesia (in Nursing and Clinical Medicine)
 Short course in HIV Testing Services (HTS)
Facilities

 Well-stocked library
 Well-equipped computer lab
 Well-equipped skills lab
 Wi-fi hotspot
 Hostel block

2.2 Explanation of each department visited

DEPARTMENT ACTIVITIES IN CHARGE

Stores Receiving and issuing of goods Mr. PATRICK OOKO

Ordering of goods/materials that have

depleted

Arranging of store racks and items

Stock taking

Preparation of shopping carts

Labeling items using codes

Processing invoices for payments

Filling of documents

Procurement Request for quotation Mr. FREDRICK OKIAH

Making Requisition of the organization

products to be purchased
Preparation Creation and printing of
purchase orders

Opening of quotations

Preparation of quotations

Preparation of payment certificates for

products done

Filling of documents for future

reference

2.3. Description of equipments involved in the production/ used during delivery of service
(include diagrams of the equipment)
2.4 Case study

Maintaining and update annually standing lists of registered suppliers in the organization.

Co-ordinate the receiving and opening of tender documents

Preparation of suppliers invoices

Facilitate supplier payment by monthly processing of their invoices

Prepare contract documents, in line with the award decision

Receiving of goods from the suppliers

Maintain and archive documents and records of the procurement and disposal activities for the required
period

Provide information, as required, for any petition or investigation to debar a tenderer or contractor or
any investigation under review procedures;

Conduct periodic and annual stock taking

Verify that the available stock levels warrant initiating a procurement process

Carrying out any other functions or duties as may be provided under the Act or these Regulations and
any other functions that might be stipulated by the Authority.
 CHAPTER 3; SELF ANALYSIS OF KNOWLEDGE

3.1 Achievements

3.2 Specific skills gained

Interpersonal skills
 Acquired when relating with people involved in our daily interactions i.e. when making phone
calls with
 the suppliers as well as other members of the staff

Information skills
 These are skills that help to identify, evaluate, find and manage information needed.

Filling skills
 These are skills applied when filling different document in their respective classification of
information.

Document handling
 This is done by:
 Proper record keeping
 Proper filing of documents
 Recording of documents i.e. LPOs

Employee relation
 It involves;
 Having good relationship with staffs
 Handling of clients with a lot of care
Team cohesiveness
 Means togetherness of people or groups within the organization
DEPARTMENT ACTIVITIES IN CHARGE

Stores Receiving and issuing of goods Mr. Elijah Odongo

Ordering of goods/materials that have Miss.Lorreta Mugah

depleted

Arranging of store racks and items

Stock taking

Preparation of shopping carts

Labeling items using codes

Processing invoices for payments

Filling of documents

Procurement Request for quotation Mr. Tom Osuri

Making Requisition of the organization

products to be purchased
Preparation Creation and printing of
purchase orders

Opening of quotations

Preparation of quotations

Preparation of payment certificates for

products done

Filling of documents for future

reference
Details of placement department

Finance department

Mainly deals with control of cash inflow and outflow for the company, budgeting company’s
money spending. This department also does the following;

Maintenance of the company’s books of accounts

Preparation of quarterly financial report

Preparation of the annual statement of account

Coordinating the preparation of annual budget

Ensuring proper financial control in the management of the company

Procurement Department

The procurement section spends a large portion of the company annual recourses on purchase.
If properly streamlined, the section will adequately carryout it’s indented function which
include;

Supplying the company with steady flow of goods and services to meet the needs and
objectives of the user departments

Purchasing goods and services effectively and ethically to obtain value for every shillings spent.

Maintaining co-operative relationship with suppliers

Assisting in disposal of surplus, scrap and obsolete items

Ensuring that purchases are made only against authorized requisitions

Advising management and user department on the appropriate

Purchasing procedures on various user items

ICT Department

Deals with Integrating various organization departments

ATTACHMENT EXPERIENCE

GENERAL ACTIVITIES UNDERTAKEN

Specific activities undertaken

PROFILE OF SKILLS AND COMPETENCE GAINED

Interpersonal skills

Acquired when relating with people involved in our daily interactions i.e. when making phone calls with
the suppliers as well as other members of the staff

Information skills
These are skills that help to identify, evaluate, find and manage information needed.

Filling skills

These are skills applied when filling different document in their respective classification of information.

Document handling

This is done by:

Proper record keeping

Proper filing of documents

Recording of documents i.e. LPOs

Employee relation

It involves;

Having good relationship with staffs

Handling of clients with a lot of care

Team cohesiveness

Means togetherness of people or groups within the organization

OBSERVATIONS

The organization encourages team work among its employees. Through the good spirit of team work
and good interactions with the organizations staff and my fellow attaches, we were able to exchange
ideas, skills, and experience and work strategies.

Chief finance officer should encourage bulk purchase of drugs to enable an organization to enjoy
economies of scale

SUMMARY

The attachment was successful with regard to its objectives to give practical exposure to compliment
course work. It gave me an in-depth exposure to a busy working environment where some of the
theoretical principles and models were applied. There’s indeed a strong similarities between what was
learnt in class and skills required to manage the marketing career.

CONCLUSION
The business courses such as Purchase and supply, Accounting, Communication Skills, Customer care,
Strategic management and Organization Behavior are particular very relevant. This has helped me to
draw numerous lessons for the purpose of this report.

RECOMMENDATIONS

In recommendation they should employ more staff to department where there is shortage of
workers in consideration of the interns so as to cope with high workload especially during peak
periods.

All procurement activities should be done by trained procurement personnel

There should be more attachment opportunities to student from different institution to enable
them gather exposure and experience towards their area of study and get employments with
ease.

I also recommend that the workers to be initiated through excessive training programs to
improve their efficiency in their work and quality outcomes.

The organization should provide Barcodes which monitors movements of stocks in store.

Some offices that carry out a lot of printing works should be installed with printers so as to
minimize on the movement from one office to another going to print.

References

Reports on KENYA MEDICAL TRAINING COLLAGE KISUMU CAMPUS

Appendices

Student Attachment logbook

Recommendation letter from the industrial attachment supervisors