ZETECH UNIVERSITY

BACHELOR OF PROCUREMENT AND SUPPLY CHAIN MANAGEMENT

INDUSTRIAL ATTACHMENT REPORT

MAY-AUGUST 2023

WILLIAM MATHENG MAINA

REG. NO.: BPSM-05-0005/2020

ZETECH UNIVERSITY

P.O. BOX 2768-00200

TEL. 0719034500/0748254411/0748254410

Email.info@zetech.ac.ke

Website: www.zetech.ac.ke
 DEDICATION.

I would like to dedicate this report and hard work during my course work attachment at Premier
food limited to my family particularly my dear mother, my sister and my brother for their
moral and financial support that has taken me this far. Much of my appreciation goes to my
lecturers, colleagues, and my supervisor at Premier food limited and other who offered their
valuable and unending assistance to me in one way or the other during my period of attachment.

ACKNOWLEDGEMENT

It’s my pleasure to acknowledge Premier food company for offering me the opportunity to
carrying out my industrial attachment in that organization, where I learnt a lot through their
generous assistance. I’m greateful to Procurement department at Premier food limited and other
department within premier food limited for exercising my tactical, technical and managerial
skills which form basis of this report. Lastly I’m expressing my sincere gratitude to my
supervisor Dr.Patrick kisangau Director Wote town campus for his moral, technical and
managerial skills he assisted me to acquire

ABSTRACT

My attachment duration at Premier food company was one of enjoyable and unique opportunity
for me for practically engaging my knowledge I gathered in class work at Zetech university and
put it into real practice. In that period I did not only practice skills and knowledge acquired in
class but also free will engagement in provision of logical solution to daily dynamic business
problems arising in procurement and supplies field.

SECTION 1

1.0 INTRODUCTION
 This report reviews the event of my three months attachment at Premier food limited which
makes up part of my course work for completion of bachelor of purchasing and supply chain
management. It shows out the experience I gained during my attachment period that runs
between May to August 2023 at Premier food limited

SECTION 1.1 BACKGROUND OF MY ATTACHMENT AREA

PROFILE OF PREMIER FOOD COMPANY LIMITED

P.O. BOX 441-90300

TEL. 254-704
Email. seku@wote.ac.ke

1.1.2 Roles and responsibilities of the department

I. Procurement
II. Receiving of supplies
III. Recording and record keeping
IV. Preparing procurement plans for the organization

Procurement- this department is at the centre stage of all the activities within this organization.
Procurement department is very important for the day-to-day running of Premier food company.
This department controls all the stores including , enterprise store and stationary stores. In this
case the procurement department should be carefully be handled to avoid stock out or over-
stoking for efficiency and effective performance of Premier food company.

Some activities of procurement department include;

i. Preparation of tender document

ii. Evaluation of suppliers and supplier rating
iii. Inspection and stock control
iv. Regular and constant stock taking
v. Supplier appraisal
SECTION 1.2 DEPARTMENTS ATTACHED

I was attached at procurement department which is entitled to the following duties;

i. Procurement
ii. Receiving and inspecting of stocks
iii. Storing and issuing of stock acquired to ensure efficient and effective performance within
the organization
iv. Making requisition order
v. Linking the organization with its suppliers

SECTION 1.3 DURATION OF MY ATTACHMENT

I was attached at procurement department of premier food limited for a period between may-
august 2023 that is three months

SECTION 2

2.0 ATTACHMENT EXPERIENCE

2.1 GENERAL ACTIVITIES

Most undertaken activities on day-to-day basis was to ensure supplies was active at all the times,
this was because every department within the organization relied on procurement department on
their performance

2.1.1 General office cleanliness and arrangement

Since procurement office was the centre of all activities within the organization and busy
department most employees get to office early. This ensured office is well arranged and tidy in
good time to ensure proper attendance to the clients

2.1.2 Distribution of relevant documents

Files with relevant documents required were issued to relevant offices for right action and
verification in a timely manner.
2.1.3 Daily filling of requisition

Once requisition form has been approved it is taken back to procurement department for proper
filling in their respective files and numbered for easy identification when needed for reference

2.1.4 Careful handling of information

It was a responsibility to handle any information file and other office activities with care and due
diligence while exercising your roles and ethics

2.1.5 Attending to various personalities

Since the institution I was attached was a parastatal and made up of various different satellite
campuses which has common headquarter, I some time met suppliers from headquarter

2.1.6. Proper documentation of various departments

During my attachment period I ensured proper documentation of every record from various user
departments to ensure in time preparation of Local Purchase Order (LPO) and tender
documentation for suppliers

2.1.7 Ensuring the rightful authority has the information

The organization in which I was attached in was a parastatal; there was an order of hierarchy of
and order of protocol to be observed. I gave information about my observation to my supervisor
and for advice when needed.

2.1.8 Receiving Complains/Feedback from various User Department

In my attachment duration I received complaints from various user departments on quality of

services and materials I issued to them on daily basis

2.1.9 Maintaining Records and Proper Filling

During my attachment I ensured record from various clients are properly kept and updated on
time and filling supplier documents in their respective files and coding their suppliers

2.2 Most Specific Activities Undertaken

During the period of attachment at SEKU Wote campus I undertook specifically the following
procurement activities

2.2.1 Record Management

It involves receiving incoming vouchers, Local Purchase Orders according to user department,
capturing relevant data to the department

2.2.2 Data Entry

Because mostly orders are made, the requisition specification should be made available in the
computer system. This eases in defining specification of orders as standard are already self and
factored as a requirement for making purchase order.

2.2.3 Quotation Opening

I undertook part in quotation opening during my period of attachment at South Eastern Kenya
University.

2.2.4 Attending Tender Committee Meeting

In my period of attachment at South Eastern Kenya University Wote Town Campus I had an
opportunity of attending tender committee meeting whereby suppliers were subjected to scrutiny
and validating whether they have enough capacity to supply South Eastern Kenya University
without shortage.

2.2.5 Sitting in Disposal Committee

I had an opportunity of sitting in disposal committee which is held quarterly, whereby obsolete,
worn out, old and unserviceable assets of the organization are disposed.

2.2.6 Spot Checking

This is ensuring that every stock is rightfully placed in their respective stores. This enables the
store keeper identify in time the stock which is running out hence making sure timely orders are
placed.

2.2.7 Drafting Memos

The modes of communicating or conveying massage was through memos, letters and mailing.
These were some activities which were part of my everyday life at South Eastern Kenya
University when lodging complains to suppliers, recommendation letters were also drafted.

2.2.8 Periodic Stock Taking

I was assigned a responsibility of taking the stock after every seminar and also on weekly basis
to identify in times what was running out of stock for early orders placement.

2.2.9 Supplier report preparation

Supplier report was prepared based on supply of items allocated to the supplier in the tender
document or local purchase order documents. Report listed the items, specification, quantity to
be supplied, price of the items, quality of item needed. This assisted in supplier evaluation on
later days

2.3 Office Management

This include activities that functional officer would undertake in the process of day-to-day
performance. These activities included conveying of massages, controlling, coordinating, and
giving directives to subordinates staff.

2.3.1 Analysis of learns knowledge and applied skills

In my period of attachment I had an opportunity to learn, it also enabled me develop skills

related to work, organization, learn how to relate with workmates, senior staff and the public in
general.

The knowledge I acquired during my course work I had to transform it in to practical world by
ensuring that all aspects are co-operated in my daily activities in my attachment period. I ensured
all clients and stakeholders are attended with due diligence and maintain the standards and
principles of organization and procurement ethics.

2.4 Profile and Skills and Competence Gained

Within my period of attachment I gained a lot through experience, skills which made me
competent enough to handle procurement activities without difficulties. Through this I leant how
to communicate with people from different levels of organization

It came to my understanding through experience that one to be successful procurement officer

he/she needs to demonstrate high standard of fairness, integrity, accountability and transparency.
This means that all people should be treated with equality, one to be held accountable of his/her
deeds and one should carry out his/her mandates with openness. This includes all broad board of
suppliers, procurement officers and even attaches

During my attachment period I learnt much on handling supplier grievances which includes
unfair competition as well as proper management of information or records through the
electronic means

Other areas I encountered include business ethics and confidentiality in which I learnt that they
are very vital in any organization which has numerous departments. From time to time I was
reminded to maintain high level of confidentiality of information to the unauthorized people
about any vendor or person within the organization.

2.5 Observation and Critiques

I made several observations during my attachment period on area of my interest and on other
hand the areas that required adjustment.

2.6 Positive Observations

i) Open Communication

In my period of attachment it came to my observation that there was high level of openness
amongst the attaches and that staff and also the general public. This enabled various sides to
learn from each other and make the environment friendly

ii) Willingness to Accommodate Attaches and help them learn more

Procurement department where I spent much of my time on, had the willingness to accommodate
people from different levels including fellow staffs, suppliers’, attaches and general public. They
had a willingness to make attaches learn new things every day. This brought harmonious and
peaceful co-existence

iii) Friendly Workforce

Working environment at South Eastern Kenya University was very much conducive to all. This
made me feels at home away from home with jovial mood and ready to learn and experience
more.

2.7 Negative Observation

i) Suppliers not observing Time

Some suppliers would drop their supplies very late hence interrupting the activities of the
organization

ii) Supplier failing to commit themselves to their work

Some suppliers fail to honor their promises of delivering products according to specification.
Some brought sub-standard quality products hence low-quality output

SECTION 5

Summary, Conclusion and Recommendation

(i) Summary

In the period of my attachment at South Eastern Kenya University I learnt to be proactive

through identifying items before they ran out of stock, how to keep records properly, how to
prepare Local Purchase Orders, purchase requisition, return notes book, good requisition notes
among others, I concerned most in areas like negotiation for quality, price, quantity, inspection
of materials before receiving them to the respective stores
(ii) Conclusion

As I have gone through my attachment, I have learnt that, this experience is important in my
course work and an important requirement of my degree program. This is because I got an
opportunity of putting the theoretical part learnt in class into a real practical work. The skills
acquired in class being practiced in real procurement field. In addition the student get to
encounter real life situation and acquire working relationship condition and other real life
experience which cannot be acquired in class such as total quality management, ethical
standards.

(iii) Recommendations

 For the main reason of industrial attachment to students to be attained, the University
should work hand in hand with students and the organization they are attached so as to
ensure right knowledge to students is impacted to them so that they are competent enough
to tackle dynamic business world.
 The university should try to fund the attachment so that the challenges the attachee
encountered, such as financial problem can be solved.
 For the company and procurement departments should try to work hand in hand with the
supplier to be able to improve their overall organization performance in ensuring high
profitability , quality services , minimizing the risk associated with suppler and up-to-
date information is provided in good time. In various ways
 By providing credits to the supplier .This will enable the supplier to absobe risk chock
associated with argent demand of good by the company
 Paying on time. Timely payment will enable supplier to be financially stable and be able
to supply any quantity of material required by the company
 Providing training to supplier. By providing training to the supplier will enable them to
be competent and acquire knowledge which will make them to remain productive in long
run
 Celebrating together with the supplier. It is very important to celebrate every success
with the supplier instead of leaving them out, this will help the organization to have a
win-win relationship with the supplier
 Reviewing terms and conditions regularly. this will make every party to remain
committed on their duties