INDUSTRIAL ATTACHMENT REPORT :( A CASE STUDY OF KENYA MEAT

COMMISSION)

PREPARED BY

NYAMBURA MERCY

ADM NO. KIM/31971/2016

AN INDUSTRIAL ATTACHMENT REPORT SUBMITTED IN PARTIAL

FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF DIPLOMA
OF HUMAN RESOURCE MANAGEMENT TO THE KENYA INSTITUTE OF
MANAGEMENT.

19TH April to 20th June

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 DECLARATION
This industrial attachment report is my own Original work and has never been presented for a diploma or
any other award in any university or institution of learning. No part of this research should be produced
without my consent or that of Kenya institute of management and Kenya Meat Commission.

Name: .. Date: .

Signature: .

This industrial report has been submitted for and with my approval as the Kenya Institute of Management
supervisor.

Name: .. Date: ..

Signature: ..

For and on behalf of the Kenya Institute of Management

Name: .. Date: ..

Signature:

Branch manager-Kitengela Branch.

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 DEDICATION

This work is dedicated to my parent and family for supporting me in my education and teaching me to be
God fearing.

I further dedicate this work to my college lecturers for patiently guiding me through my course.

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 ACKNOWLEDGEMENT

This dissertation would not have been possible without the guidance and the help of several individuals
who in one way or another contributed and extended their valuable assistance in the preparation and
completion of this study.

I would like to express my gratitude to KIM for including industrial attachment program which has
provided an opportunity to gain practical working experience in an organization.

My sincere gratitude to Kenya Meat Commission HRD and Training manager for giving me a chance to
do my attachment in the HR department of this organization KMC.Senior supervisor training executive
from HRD for devoting time from their buy schedule and explaining how work is being done in HRD and
assigning me with various tasks during these tasks during these 8 weeks of attachment period.

Lastly, I would like to thank Leonard Sigei of Kenya Institute of Management for their valuable
instructions during attachment program.

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 LIST OF ACRONYMS

KIM-Kenya Institute of management

HRD-Human resource department

HR- Human Resource

STAR System for time and records

OB- Organization behavior

MC managerial communication

KMC-Kenya Meat Commission

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 TABLE OF CONTENTS

Cover page.

Declaration

Dedication..

Acknowledgement

Executive summary/Abstract: .

Chapter One: INTRODUCTION .

1.1 Background of the attachment...

1.2 Details of attachment at KMC.
1.3 Organization profile..
1.3.1 Mission of the organization..
1.3.2 Vision of the organization.
1.3.3 Organization mandate.

1.3.4 Core values.

1.3.5 Organization Structure

1.4 Tasks and Activities of HR and ADMIN DEPT..

1.4.1 Roles and Functions of the HR

Chapter Two: ACTIVITIES UNDERTAKEN

2.1 General activities undertaken

2.2 Specific activities undertaken

2.2.1 Recruitment process and procedures

2.2.2 Medical Insurance data sheet update

2.2.3 Leave management

2.2.4 Attitude and time management

2.2.5 Record management

2.2.6 Employees grievances handling management.

2.3 Outcomes

2.4 Recommendations..

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2.5 Conclusions

CHAPTER THREE: PROGRAM WORKPLACE RELATIONSHIP.

3.1 Summary

3.2 Conclusion.

REFERENCES

1. Organization websites.
2. Log sheets.

APPENDIX

Logbook sheet 1
Logbook sheet 2
Logbook sheet 3
Logbook sheet 4
Logbook sheet 5-8

CHAPTER ONE: INTRODUCTION

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 1.1 BACKGROUND OF ATTACHMENT

The faculty of management, KIM has it ultimate objective of preparing students for professional
pursits of business industry and government. The core objective of the attachment is to fulfill the
requirement of diploma program as prescribed by KIM.
Apart from this, the industrial attachment was completed with the objective of getting practical
knowledge in the HR dept of Kenya Meat Commission.

1.1.1 Specific industrial attachment objectives.

To gain practical experience of the jobs carried out in the HR department of the company.

To compare theoretical knowledge of HR with the practical experiences carried out at the
company.

To gain ideas from the experienced people working for HR department

To understand challenges faced by the HR department.

1.2 DETAILS OF ATTACHMENT AT KENYA MEAT COMMISSION.

Name of the company Kenya Meat Commission

Address Name of executive:Eliphas CHOGE
Website: www.kenyameatcom.co.ke
Email:info@Kenyameat.co.ke
Telephone:045 26041/ 0728077218
Position Attachee
Department HR and ADMIN dept
Working duration 8 weeks
Working hours 8:00-4:00

Name and Designation of internship supervisor at Isaac Osango, HR KMC

company.
Name and Designation of attachment supervisor at Leonard Sigei, KIM Kitengela
KIM.

1.3 ORGANIZATION PROFILE

Kenya Meat Commission was founded on 1950 by government of Kenya. Its a parastal
company.KMC operates as a meat slaughtering and processing company in Kenya. It produces

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 fresh and canned meat products. The company also provides lamb carcasses: by products, meat
and bone meals, skins hide and canned products.KMC offers its products to board members and
staff, hotels and institutions, retailers, wholesalers, individual customers, export markets and
tanneries.

1.3.1. Mission of the Organization.

To procure, process and market high quality meat and meat products at competitive prices using
efficient and environmentally friendly systems to the satisfaction of customers and stakeholders.

1.3.2. Vision.
To be a preferred world class meat and meat products processor.

1.3.3 Mandate.
In cognizance of the Commission mandate (Laws of Kenya CAP 363), KMC shall consistently
purchase quality livestock, process efficiently into high quality meat and meat products and
profitability of the commission.

1.3.4 Core values.

1. Customer Service Excellence-we are dedicated to satisfying customer needs and honouring
commitments that we have made to them.
2. Continuous Improvement and innovation- We continuously improve our performance, our
products and our service.

1.3.5 ORGANIZATION STRUCTURE.

Board of
Commissioners

Management
commissioner

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 Sale Finance and ICT
HR and Procureme Engine s nd Accounting
ADMIN nt ering Mrk
t

Housing
nd

Register

Time office

1.4 TASKS AND ACTIVITIES OF HR AND ADMINISTRATION DEPARTMENT.

1.4.1 Tasks and Responsibility of human resource department.

The Human resource department has broadly classified the functions into two topics of what we
believe and what we do.

What we believe.

We believe in professional service for profit. Our HRs philosophy is to provide employee
recruitment and retention programs which produce optimum employee satisfaction and

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 performance. We are enablers that support people in reaching their full potentials by giving
managers, employees the tools to develop and succeed in their roles.

What we do.

1. HR representatives initiate partnerships with all managers and supervisors of the company.
2. The corporate HR and legal staff are resources to consult when confronted with issues, or
when outside feedback may be seen as beneficial.

3. HR representatives should develop business strategies that are alignment with the companys
objectives by focusing on all aspects of the human assets.

CHAPTER 2: ACTIVITIES UNDERTAKEN.

2.1 GENERAL ACTIVITIES

The following are activities undertaken.

Medical Insurance Data Sheet Update
File management
Employees relation

The first responsibility I was assigned on this 8 weeks attachment period was file management. Secondly,
was allocated the work of recruitment, interview and suitability of employees data sheet update. Attitude
and time management, Leave management, payroll management and performance management.

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 2.1.1 INTRODUCTION

The HR department deals with the management of the people within the organization. The department is
responsible for attracting employees designating them in their positions and ensuring their performances.

All employees record is retrieved from the system for time and recording (STAR) and is updated
everyday. The attendance annual leaves, causal leaves, sick leaves etc are also updated on a daily basis
into the system.HR also handles the following

Employee orientation and placement.

Recruitment process
Payroll administration
Training and developments

2.2 SPECIFIC TASKS UNDERTAKEN

2.2.1 Recruitment process and procedures.

The recruitment process includes analyzing the requirements of the job, attracting employees to
that job, screening and selecting applications, hiring and integrating the new employees to the
organization.

The following are steps of recruitment process that I learnt:

Step 1: Identify the job vacancies in the Organization.

Step 2; advertise the job.

Step 3: Long list the candidates who have applied for the job.

Step 4: Shortlist according to job requirements.

Step 5: Come up with interview schedule

After interview, selection of employees follows orientation and placement of the new employees follows.

I gained practical skills pertaining recruitment process in the company.

2.2.2 Medical Insurance Data sheet Update.

All employees are entitled for the medical insurance .Where employees can claim their insurance cover
payment per year based upon the employees position in the organization. The medical insurance claim
could be reimbursement of the checkup that an employee or family members of the employee undergo.

The claim document should be attached with the claim form filled by the employee. Hence all the update
requests are collected and the data sheet is updated. I was responsible in updating the data sheet for
employees. The data contained Name of employees, Date of birth, marital status, address and contact
number.

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 2.2.3 Leave Management

All employees are entitled to annual, casual, sick leaves. I learnt the need of proper record keeping of
employees leaves. At least 5-6 weeks in a year is employees leave. Majority of annual leaves are paid
leaves .I was responsible in recording employees annual leaves in the company system.

2.2.4 Attitude and time management

In this particular company, HR department has a branch of department that deals with employees attitude
and time management. I learnt the need to keep records concerning employees attitude and timing in the
organization as this promote accountability and productivity of the organization. Learnt skills are as
follows log in and out of employees at workplace.

2.2.5 Record Management

This also falls under HR department. It is concern with record keeping of the company documents, files
and receiving of letters and documents before being delivered in particular departments. Here all
employees files are stored in a proper manner.

2.2.6 Employees grievances handling management.

Employees grievances are concerns, problem or complaints raised by an employee about workplace
issues such as their work, workload, where they work. During my 8 weeks attachment I learnt that the
following steps are to be followed in employees grievance management.

1. INFORMAL ACTION Initially and as soon as they can the line manager should have a
quiet word with the employee making the complaint. Problems can often be settled
quickly and informally in the course of everyday work. However, if the grievance is not
settled at this stage or circumstances make this route inappropriate then, if they have not
already done so, the employee should be requested to submit a formal Grievance letter.

2. INVITE EMPLOYEE TO A FORMAL MEETING This should be held in a private and

confidential room between the Manager designated to hear the Grievance and the
employee who may be accompanied by a work colleague or Trade Union official. This is
the opportunity for the grievance to be thoroughly discussed and any witnesses called.

3. INVESTIGATION Depending on the complexity of the grievance it may be necessary

to adjourn the meeting so that further investigation may take place before any decision is
taken.

4. COMMUNICATE DECISION & KEEP RECORDS After the grievance meeting and
any investigations have taken place, the employer needs to decide whether to uphold or
dismiss the grievance and communicate this decision to the employee in writing without
unreasonable delay, usually within 10 working days. The HR Director or Manager
handling the employee grievance must ensure that the minutes of all formal grievance
meetings are taken and copies given to the employee for information. The minute taker

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 should not be part of the discussions about the outcome of the grievance or appeal other
than to record the key points of the discussion.

5. APPEAL if the Grievance is rejected or partially rejected then the employee has the
right to appeal against that decision. The appeal should be heard promptly and wherever
possible by a Manager not previously involved in the case. The employee may be
accompanied as before and notified in writing of the decision, again within 10 working
days is standard practice.

2.3 Outcomes and Benefits.

Based on my 8 weeks term as attachment is realized that I was successful to gather a lot of
significant learning experiences which would be helpful in my future career. The HR department
of the Kenya Meat Commission offered me ample space and opportunities, not only to learn but
also to exhibit my skills as a HR team member. My contributions were well recognized by the
organization. I successfully completed all the assigned duties and handed them over to the senior
supervisor at the end of the attachment. Interview schedule and result summary update was
completed successfully .Where I tried to update the data to the best of my knowledge as HRD is
the department that connects all the department of any organization, I was introduced to many
department heads and seniors who gave me a wider spectrum of the organization. The following
are skilled gained by the end of eight weeks industrial attachment:

How to update medical insurance cover of company employees.

Importance of a good relation between HR department and employees.
Grievance and complaints handling mechanisms
Importance of employees leaves management.

2.4 RECOMMENDATION

Few recommendations based upon my understanding and knowledge. They are:

1. More team building and across department exercises should be introduced so that the
department can interact and come up with a better package product to fascinate the
quests.
2. Lots of paper work thus making work tiresome and wastage of time in document and data
retrieval.
3. Medical Insurance Data sheet-Lacks the correct format for recording dates. There has to
be one format English (AD) to record the dates. Current practice confuses the recipient of
the data for e.g.: It is difficult to understand if 4/1/2017 is 4th January 2017 or 1st April
2017.

2.5 CONCLUSIONS

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My one year and three month learning experience in KIM gave me a solid foundation to
understand hardcore corporate culture.Therefore, I was quite prepared to blend in the department
that carried huge responsibilities and these 8 weeks industrial attachment in Human Resource
Department of KMC has honed by understanding of HR practice. It gave me an important
exposure and an insider look of such a big organization.

I could use my theoretical knowledge of HR in real practice while participating in many

discussions.

CHAPTER THREE: PROGRAM WORKPLACE RELATIONSHIP.

3.1 SUMMARY

The industrial attachment program was a truly rewarding experience.

I encountered with real life HR activities and also received the opportunity to perform in those activities.

The company offered a friendly and cooperative environment. Everyone in the HRD was occupied with
their own routine work which I believed limited my learning possibilities.

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However the attachment has helped me bridge the gap between real life practices. This 8 weeks
attachment has certainly helped me learn how tasks are performed in the workplace.

Our curriculum has provided us with an extremely relevant academic knowledge. All the academic
learning may have not been applied in practices; I could still see the need of its implementation how it
could bring about positive changes to the HR department.

A. Organization Behavior (OB).

The study and application of knowledge about how people, individuals and groups act in the
organization. I was impressed by the nice, welcoming ambience and even more with the friendly
behavior of the coordinators which demonstrated that HR department was successful in keeping a
stress free working environment.

B. Management Communication (MC)

Effective communication is the one key component of the Human Resource in any organization
and it becomes particularly more important for a company to have a good communication
between the management and the staff will be passed down the line in the form of good
communication between staff and the customers.

3.2 Conclusion

It was an absolute worthwhile experience working at the Kenya Meat Commission. The friendly
welcoming staff and the space they have created for a trainee allowed me with ample opportunities to
learn and know myself as worker.

This experience brought out my strength and also the areas I needed to improve. It added more
confidence to my professional approach, built a stronger positive attitude.

On completion of this internship period, I came to know about the importance of HRs and the role of HR
manager, Training executives, HR senior supervisor and HR senior assistant in an organization.

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As an Attachee, though I had a limited space to work, I still managed to grab plentiful of experiences. I
made the best of every opportunity I was given and made utmost use of my abilities and knowledge to
fulfill all my responsibilities. I could implement my academic skills into practice and my efforts were
highly acknowledged.

Hence, I can sum up by saying that my attachment experience was a milestone to my academic and
professional experience. I thoroughly enjoyed the challenges that came along every single day. These
lessons that I have learned will be a valuable one for my future endeavors as well.

REFERENCES

1. Organization website.
2. Logbook sheets-daily activities records.

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APPENDIX

1. Logbook sheet week 1

2. Logbook sheet week 2
3. Logbook sheet week 3
4. Logbook sheet week 4
5. Logbook sheet week 5
6. Logbook sheet week 6
7. Logbook sheet week 7
8. Logbook sheet week 8

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