WORSHIP ODUOR OCHIENG

DIPLOMA IN SUPPLY CHAIN/PROCUREMENT

MANAGEMENT

AT

MY PROGRESS REPORT AT MINIBAKERIES (NAIROBI)

LIMITED FROM 15/08/2023 TO 15/11/2023.

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DECLARATION 4

ACKNOWLEDGEMENT............................................................................................................5

DEDICATION............................................................................................................6

ABSTRACT............................................................................................................7

DEFINITION OF TERMS ..........................................................................................8

ABBREVIATIONS......................................................................................................9

EXECUTIVE SUMMARY................................................................................................10

CHAPTER ONE ............................................................................................................11

INTRODUCTION............................................................................................................11

CHAPTER TWO............................................................................................................12

HISTORICAL BACKGROUND................................................................................................12

STUDENT ATTACHMENT POLICY.................................................................................12

VISSION STATEMENT............................................................................................................13

VISION ............................................................................................................13

MISSION............................................................................................................13

ORGANISATIONAL STRUCTURE................................................................................................13

ADMINISTRATION DEPARTMENT................................................................................................13

OPERATIONS DEPARTMENT............................................................................................................14

SALES DEPARTMENT.........................................................................................................15

CHAPTER THREE............................................................................................................16

DUTY AND RESPONSIBILITY................................................................................................16

INTRODUCTION............................................................................................................16

PROCUREMENT AND SUPPLY DEPARTMENT ..........................................................................................16

TASKS PERFORMED............................................................................................................16

SPECIFIC ACTIVITIES............................................................................................................16

ACTIVITIES IN IN PURCHASING
DEPARTMENT .............................................................................................17

ACTIVITIES IN PURCHASING AND MAINTENANCE.................................................................................18

A PROFILE OF SKILLS AND COMPETENCES GAINED / ACQUIRED.........................................................18
EXPERIENCE GAINED............................................................................................................18

CHAPTER FOUR............................................................................................................18

SUMMARY AND RECOMMENDATION....................................................................................... 18

SELF EVALUATION............................................................................................................19

ATTACHMENT EXPERIENCE..............................................................................19

CHALLENGES............................................................................................................ 19

CRITICISM AND MISUSE OF THE ATTACHED.................................................................................19

SUMMARY............................................................................................................19

RECOMMENDATIONS TO MBNL.............................................................................................19

CHAPTER FIVE............................................................................................................20

OBSERVATIONS, CRITIQUE AND CONCLUSION .....................................................................20

APPENDICES(ENCLOSURE) ............................................................................................................20

SAMPLE OF WORK DONE............................................................................................................20

OBSERVATION............................................................................................................20

CONCLUSION............................................................................................................20

REFFERENCES............................................................................................................21

DECLARATION.

I WORSHIP ODUOR, Now declare this attachment report accessing the occupational procurement and

supply chain practices at Mini Bakeries Nairobi Limited is entirely my original handwork except where I

have called and acknowledged the sources.

I affirm that

 all the content data information and analysis presented in this report are a result of my research

and findings.
 Any external sources including books articles or websites which have been used in the

preparation of this report have been properly cited and referenced

 I have not submitted this report or any version of it to other institutions for assessment or

academic credit.

 I have not engaged in any form of academic misconduct while preparing this report.

 The contents and data presented in this report are accurate to the best of my knowledge and

errors or even omissions are unintentional.

worship oduor

attachee

Date;

AKNOWLEDGEMENTS.

I would like to express my gratitude to my creator the almighty God for the strength and protection he

has given me throughout my attachment/practical training period.

I would also like to express my deep gratitude to the mini bakeries staff and to everyone who aided in
the

completion of this attachment report.

First and foremost I want to acknowledge my dad who is a former employee of this industrious
company,

staying with him during this period has greatly impacted my training. he kept me detailed on the

company terrain and the staff which made me familiar with the company and all its doings.

Secondly, I want to thank and acknowledge my supervisor Mr.Philip Kilungya who gave me a positive

environment and working under his management is indeed a great opportunity for an individual like me.

I would like to extend my gratitude to the department's team leader Mr.Thomas Mwaura and Mr. Brian
Kafani, the HR manager for giving me this awesome opportunity to undertake my training at Mini

Bakeries Nairobi Limited.

Furthermore, I would like to acknowledge my school, the Nairobi Technical Training Institute for

providing me with this glorious chance to learn and work outside the school parameters.

Lastly, I want to acknowledge myself for always believing in myself throughout this period, furthermore,

maintaining a good relationship with such a flowered staff meant that I had to come out of my comfort

zone and quit a lot of unnecessary things including more sleeping time which was a difficult battle I have

to say. Kudos to me.

Signature

date

DEDICATION.

I wish to dedicate this report to my late mother Irene Atieno Ochieng whose whose moral advice and

words of encouragement cling to me in every step I make in life.

ABSTRACT.

The purpose of this report is to provide details of the institution of attachment and to describe the

activities carried out during the attachment period.

This report is also to affirm that I have been exposed to the demands and challenges of a workplace

(MINI BAKERIES [N] LIMITED)

This report however also shows my practical experience in mini bakeries [N], thus gaining a work ethic

and helping me acquire self-reliance skills.

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DEFINITION OF TERMS.

Industrial attachment is the placement of a person in a workspace to gain knowledge and practical skills.

Holding company- a parent company, that is created to buy and the ownership interests of other

companies.

Subsidiary- a company controlled by a holding company.

Joint venture – a business arrangement in which two or more parties agree to pool their resources to

accomplish a specific task.

Franchise - a joint venture between an original owner and a franchisee.

Quotation- a document that a vendor/service provider would give to a customer to provide specific

goods and services that may be offered and their prices.

ABBREVIATIONS AND ACRONYMS.

LPO-local purchase order

PO- purchase order

GRN- goods received note

RFQ- Request for quotation

RLPO- request for lpo

HR- human resource.

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EXECUTIVE SUMMARY.

The report is organised as follows :

Chapter one: introduction

This chapter explains the purpose and importance of the attachment.

Chapter Two Historical Background.

It summarises the historical background of Mini Bakeries (N) Ltd, its vision mission and objectives as well

as the responsibilities of the student.

Chapter Three: an overview of the procurement department and my weekly reports.

This chapter discusses the results of the student's implementation the scope of supply chain

management, and activities undertaken under the organisational structure.

Chapter four: company analysis.

This chapter talks about the strengths and weaknesses of the company.

Chapter Five: attachment findings, recommendations and conclusion.

This chapter gives the overall conclusion of the industrial attachment and further recommendations for

improvement.

Chapter Six: references

This chapter includes the references used by the student.

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CHAPTER ONE.

INTRODUCTION.

Background information.

I am a student at Nairobi Technical Training Institute pursuing a diploma in supply chain/ procurement

management. I was privileged to undertake my industrial attachment at Mini Bakeries (n) Limited which

Is located along Kangundo Road in Nairobi. I took exercise for 12 weeks under the supervision of Mr.

Philip Kilugya and other HR officers within the organisation.

Purpose of industrial attachment.

 Development of work-based skills

 Contributes to local industry

 Helps the students acquire self-reliance skills

 Gaining working ethics

 Gaining practical experience.

 Improving cross-cultural skills

 To meet different people in your career path.

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Chapter two.

Historical background.

Mini Bakeries (N) Ltd was founded in the 1970s in Kenya, by the business house of the Akberali Habib

Manji family. the company is under the umbrella of Mini Group which is a group of companies with

companies such as Supa Flo Flour Mills Ltd, Mibisco Ltd, wax & polypack ltd, Mini Bakeries (Mombasa)

Ltd, Mini Holdings ltd and Mini Bakeries (Nairobi). Mr. Akberali Habib Manji left Zanzibar with his family

in 1965. they settled in Mombassa where he worked in a wholesale business and acquired considerable

business Mrs Manji baked in her kitchen and sold her cakes cookies and scones in Mombassa In 1970,

due to the restrictions of working from home, the family started a small bakery at port Reitz in
Mombasa

called Hizo bakery .this bakery products where popularly known in Mombasa as ‘biscuiti rangi’, block

cakes’. mr Mr Amin Manji, the eldest son after completing his secondary education in 1974 travelled to

Zambia he hitched a ride in a bread delivery van that sold ‘supa loaf’ bread. he was to fulfil the first part

of his ambition in 1983 when he registered the trade mark and device supa loaf in Kenya.

Over the years, Mini Bakeries (Nairobi) Ltd. has invested in capital equipment and the development of

effective and economic distribution systems More than 1,500 people are employed with many more

indirectly employed through distributors, suppliers and contractors. it is expected that with current

market trends, more employment will be provided as the company expands the number of bakeries.

The company’s head office is in Dandora, on the outskirts of Nairob’s industrial area. the technique used

to manufacture supa loaf is the traditional sponge and dough method (all bread is produced by mixing

dough containing wheat flour, yeast salt, and water .proofing the dough produces carbon dioxide For
the

dough to be fully proofed its gas retaining properties have to be developed. apart from a basic formula

with flour, salt, yeast water and many other ingredients, whereby a semi-automatic machinery is used.

STUDENT ATTACHMENT POLICY.

OBLIGATIONS.

The company

 Make available places and tools for the student.

 Expose trainees to scheduled activities during the attachment

 Ensure the academic log book for the students is promptly completed

 Follow up for completion of relevant forms as per NITA requirements.

 Ensure the interns are aware of their rights, responsibilities and obligations.

 Ensure the professional competencies of the interns are done by allocating relevant assignments

to the intern's area of study.

The student

 Present all the required documentation to facilitate attachment

 Comply with the company’s code of conduct and regulations i.e. time, report and dress code

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 Demonstrate interest in the attachment by devoting their time and effort throughout the study.

 Ensure the academic log book is updated and checked by the supervisor.

VISION STATEMENT.

Our group is about service to the family, to employees, to customers and the community.

Our business must create opportunities for growth, community involvement and fulfilment for

everyone – family and employees alike.

Vision

To be a world-class conglomerate that is determined to improve the standard of living of the

public, ensuring responsible value creation to stakeholders and being regionally significant in our
chosen businesses by 2025

Mission

We are committed to building skills and knowledge within our organisation to ensure that we are

at the forefront of innovation and adversity.

Organisational structure .(organogram structure )

Outlines the hierarchy within an organisation and describes the roles and responsibilities and the

lines of command that exist to achieve the organisation's business goals.

The organisational structure of MBNL is as follows

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ADMIN DEPARTMENT.

This is a unit that oversees all its daily operations

Functions.

 The department plays the role of an advisor and assistant to the other departments of the

organisation.

 It provides logistical assistance to the entire organisation.in doing this, it makes sure it provides

offices for all staff and office equipment needed by staff.

 The administration department is responsible for supervising the work done by the staff of the

organisation.

 The department makes sure that all equipment and machines are maintained. if there is any

damaged equipment, it is the department's responsibility to replace them.

 Approval of the office requisition.

OPERATONS DEPARTMENT.

They majorly oversee the production process and help them meet their goals.

It consists of a team of professionals that focuses on the overall operations of specific areas of business
i.e. planning supervising and organising production, manufacturing or provision of other services that

help to maximise the profit of a business.

Functions.

 Planning and implementing manufacturing plants, information systems, products and services.

 Managing projects, inventory, delivery and quality.

 Creating strategies, policies and culture for improved operations performance.

 Providing resources and mentoring employees

 Assessing the value and efficiency of business processes

 Reviewing current operational POLICIES AND PROCEDURES for the organisation and

implementing new policies when necessary.

 Assisting human resources with recruiting efforts as needed

 Overseeing budgets, reports, business plans and auditing.

 Receiving requisitions from the company’s branches

ACCOUNTS / FINANCE DEPARTMENT.

The department is responsible for managing the overall economic front of the business.

Functions of the finance department.

 Recording accounts.

 Paying bills

 Billing clients and customers

 Tracking assets and expenditures

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 Managing payroll

 Keeping track of critical tax documents.

 Preparation of financial reports

 Monitoring all the financial activities to prevent losses in the organisation.

SALES DEPARTMENT
The department is responsible for selling products or services and maintaining a good relationship with

the customers.

Functions.

 Creating a sales strategy for the company

 Sourcing for potential customers

 Researching the potential customers

 Handling the company's sales

 Resolving sales–related issues

 Developing a healthy relationship with customers

 Training of new members in the department.

N/B; ALL DEPARTMENTS ARE HEADED BY HODS;

A. HOS-head of sales

B. HOO – head of operations department.

C. HRM – human resource manager.

D. HOLCA – Head of legal compliance and administration.

 ALL THIS DEPARTMENTAL HEADS ANSWER DIRECTLY TO THE DIRECTORS.

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CHAPTER THREE.

DUTY AND RESPONSIBILITY

INTRODUCTION

This chapter entails the actual activities carried out during the attachment period and the skills gained.

PROCUREMENT & SUPPLY CHAIN DEPARTMENT

The procurement and supply chain department of MINI BAKERIES (N) limited is charged with the

responsibility of procuring goods and services for the organisation in the right quantity, right quality at

the right time and right price from the right source.

Tasks performed
The procurement department is divided into different units but all have similar roles and activities.

Receiving – during delivery, items must be accompanied by the original LPO that is used to order items

and a duplicate which is used to acknowledge the delivery. The person responsible for receivership

mainly cross-checks the LPO and item description as well as the quality and quantity of items delivered

specifically through physical counting in the presence of the user. This is to certify that all is well

according to his or her specifications. Once the goods are received an inspection and acceptance

certificate is filled up and signed by the involved parties.

Storing – different items are stored in different sections according to their category where it is

convenient and accessible for the store people to get. The reason for the separation of the item is to

avoid breakage and wearing out of books. employee files are stored in the main store (ARCHIVE), And

new books ‘to be issued’ are stored in the stationery store.

Issuing –the company’s branches issue a requisition to the operations department and after its approval

by the operations manager the goods are issued to their respective branches.

Specific activities.

Activities in the store and stock control.

 Receipts of items after inspection – this is where the items are received after they have been checked

and found to be of good quality.

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 Rejecting of sub-standard goods after inspection – if the items do not conform to the requirements,

they may be rejected.

 Determining the rate of usage of items – the rate at which the items in the store are used is

determined.

 Monitoring of stock levels.

 Initiate procurement through the purchase requisition forms which is done by the operations

department.

 Storing samples provided by suppliers for comparison with deliveries.

 Entering items ordered by departments into the internal inventory book.

 Physical stock taking.

ACTIVITIES IN THE PURCHASING DEPARTMENT

 Direct Procurement purchasing is the backbone of every productive organization. For an

organization to meet its goals purchasing has to play a great role in several activities.

 Purchasing acts promptly on the purchase requisitions raised by users from different

departments. The method of purchasing is determined by the threshold which is approved in the

Public Procurement and Disposal Act 2015 (PPOA).

The various methods of procurement include:

i. Request for quotation (RFQ)

ii. Tendering process

iii. Documentation process

 The most commonly used purchasing process is a request for quotation from the

approved supplier list. The purchasing officer must request authority from the tender

committee to float quotations.

 Flotation of quotation usually takes 7-14 days for the interested suppliers to quote.

Once the buyer receives the quotation scheduling takes place and where samples are

involved technical evaluation is done. The purchasing department does the technical

evaluation of the products or services to be procured and submits the report to the

tender secretariat then presents the report to the tender committee for approval.

 On approval, the buyer raises an LPO and dispatches to all the participating suppliers

which now becomes a contract as the supplier is supposed to service the order and the

institution to pay on delivery or as per terms and conditions of the contract.

 After the supplier has supplied the goods, the purchasing officer attaches contract
documents (approve minutes) together with the triplicate copy of the LPO and invoice

for the payment. It is the duty and responsibility of the purchaser to negotiate

effectively with different suppliers to reach a fair price.

The LPO has four copies;

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 First copy for supplier(original)

 Second copy for the accounts for payments(duplicate)

 Third copy blue copy for filing (triplicate)

 The fourth copy remains in the book (quadruplicate)

ACTIVITIES IN PURCHASING MAINTENANCE

1. Raising of orders.

2. Progression of orders.

3. Raising, floating and dispatching quotations for suppliers to respond according to

specifications given.

4. Safe custody of documents – LPO and LSO registers, filling of authorities and

minutes.

A PROFILE OF SKILLS AND COMPETENCIES GAINED/ACQUIRED

My training exercise has aided me in analysing my options and my situation. During the

attachment, I gained skills in 3 different axes:

 Professionally, I had the opportunity to put into practice what I have been learning in

the class like the procurement process, tendering and sending quotations and their

analysis, self-motivation and time management skills.

 Socially, I have gained a greater level of confidence through my interactions with

different classes of people and top officials. I have gained good interpersonal skills.

 Personally, my knowledge about procurement and procurement rules was expanded,

I have learned and acquired teamwork, efficient task and problem-management skills.

EXPERIENCE GAINED

1. The industrial attachment helped me develop my understanding of work ethics,

employment demands, responsibilities and opportunities.

2. The industrial attachment helped me improve my communication skills and interact

better with people in the procurement field.

3. The industrial attachment helped me to be in a position to apply the knowledge

gained in class in executing the duties and responsibilities assigned to me.

4. The industrial attachment helped me to develop employment skills, personal

attributes and knowledge of how the organization worked.

5. Interaction with the best procurement professional in the field enabled me to better

my understanding of procurement.

CHAPTER FOUR:

SUMMARY AND RECOMMENDATIONS

Self-evaluation - Attachment at Mini Bakeries (N) Ltd has been very helpful to me. I

have gained experience in different fields and acquired knowledge that will be of use in

the future.

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I have grown as a person in terms of my self-esteem being boosted and my social skills

improving.

Attachment experience- I have had a very awesome experience at Mini Bakeries(N)

Ltd.

Every day was a learning experience for me.

The skills I have gained are priceless.

The good thing about my experience is getting the chance to work and serve people

who require help all over the country.

I enjoyed my working environment which was made smooth by my supervisor and my

co-workers.
I am grateful for the opportunity.

Challenges

1. The archive store was quite big but too fixed hence arrangement was not easy.

2. In the beginning, mastering the names of the equipment in the store was a problem.

3. being introduced to new machines and types of equipment made it difficult to complete tasks on time

as I needed more time to get used to them.

4. some files in the archives are worn out and are easily torn out.

CRITICISM AND MISUSE OF THE ATTACHED

I was happy to work with colleagues as they gave me enough support hence I didn’t experience any form

of misuse or criticism.

SUMMARY

Mini Bakeries (N) Ltd needs to adopt a proper filing system for documents and transactions. This should

be carefully looked into to ensure exceptional service delivery and customer satisfaction. There is poor

record management in the organisation where there is a backlog of unfilled documents on trays. To
avoid

more difficulties in retrieving documents, a filing system whereby documents carrying similar
information

should be given the same file name and number and ensure that filing is done in a serialized manner for

easy retrieval. Training and development for employees should also be done to ensure employees are

kept motivated. It has been noted that most of the employees are not computer literate and therefore

this slows down the process of service delivery in terms of supplier relationships within the supply chain.

The organization should also ensure that suppliers are paid on time to maintain good relations with the

suppliers reduce the debts and improve good supplier relations.

Recommendations to Mini Bakeries’ (N) Ltd.

I summarized the problems facing the organization and came up with the following recommendations
i. Introduction of computer application software that will help reduce paperwork and facilitate

procurement activities more effectively and efficiently.

ii. Develop risk management policies and equipment {e.g. automatic fire extinguishers in the

organisation } in case of changes in the environment and also for emergency cases.

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iii. The supplies and procurement department should have systems in place by adopting EDI

(Electronic Data Interchange) systems that will enable them to quickly communicate with

their suppliers efficiently and effectively thus saving time.

iv. Use proactive methods of maintenance of machines and equipment to avoid stoppages in

procurement activities. This will be a gateway to meeting international standards.

v. The organisation should improve the welfare of the staff as a way of motivating them hence

improving service delivery.

vi. The organization should practice good corporate governance. More staff should be

employed and staff salary with the market rate to avoid high staff turnover and increase

their motivation through non-monetary incentives like recognition, team building activities

and promotions.

CHAPTER FIVE:

OBSERVATION, CRITIQUE AND CONCLUSION

APPENDICES (ENCLOSURE)

My attachment at MBNL was very informative. I have explored a lot of things and gained the

skills that will help me in the present and future.

The greatest lesson learnt is the skills to interact with others at work. Interacting with people

who are very senior in the organization has built my confidence and has encouraged me to

always aim higher.

SAMPLE OF WORK DONE

being a privately owned institution, it is illegal to have any copy of the works that they do to

other institutions. The day-to-day operation recorded on my logbook is strictly for the use of

the organisation and therefore a copy cannot be presented.

OBSERVATION

During the attachment period, I made the following observations:

1. The records are up to date regarding date, accuracy and as per the requirement.

2. There is a great spirit of teamwork in the organisation which enhances coordination and

facilitates smooth operations towards achieving the goal.

3. There is teamwork among the workers which makes the working environment conducive.

4. The workers are doing their best to ensure that the organization is at its best and they are

meeting the objectives of the organization.

CONCLUSION

In conclusion, the supervised industrial attachments allow students to apply knowledge in

real work, exposing the students to work methods not taught in the class and providing

access to products and equipment not available in the organisation well as assessing

students’ interests in the occupation he/she undertakes.

Undoubtedly, the impact of this attachment has made me gain some practical knowledge

and experiences in my field of study which is procurement as well as enriching me with the

interaction in the business world.

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It also instilled in me some more integrity especially punctuality, being submissive to and

taking the views of superiors.

REFERENCES

MINI BAKERIES OFFICIAL WEBSITE: E-MAIL- info@minibakeries.com

: cell- 0731-999905/6

Philip Kilugya : supervisor –phikih@gmail.com

cell -0721703825