ACKNOWLEDGEMENT

I would like to express my sincere appreciations and gratitude to all my people who supported
and assisted me during making my field report up to accomplish it.

Firstly I want to thank very much the one and only GOD for good health and power which he
gave me all the time especially during writing this report, for protecting me from my enemies
and the most for giving me this wise knowledge to accomplish the field report.

Secondly I want my special thanks to go my parent and all relative for encouraging me and
support me in everything I do. I thank my family for their moral support they gave me by trying
to provide me everything they can to ensure that I’m comfortable with my studies and I’m
performing well.

Thirdly special thanks should go to my supervisor Mr…………………….. and all procurement

staff for encouraging guidance and correcting me so that my work will be in good order and
shape.

Fourthly to my lovely best friends Irene William for being near to me all over the time till my
accomplishment of this work. May God bless them for being too kind to help me whenever I got
into an obstacle during my report writing and for the encouragement they gave to me

Lastly I would like to thank everybody that I haven’t mentioned by name that has helped to make
this field report success.

i
DECLARATION

I, declare that, this is my own work and has not been submitted for diploma in procurement and
supply management award at any college or higher learning institution and it will not be
presented anywhere else.

STUDENT …………………………………

Signature ……………………………………

ii
EXECUTIVE SUMMARY
This field report work has been written from the case study of Kinondoni municipal council .The
field work was done for only six weeks, which was from 15th May,2018 to 23rd June ,2018.

This field report work is about Procurement and supply management it is focusing on what are
the important things to acquire works, services and goods to facilitate operation of organization.

iii
ABSTRACT
This report marks the end of my Practical Training at Kinondoni Municipal council located at
Morogorp road Magomeni area Dar-es-Salaam, which took place from May15 th to June 23rd,
2018.The main objective of the Practical Training was to provide an opportunity for me to
integrate theory that I was stimulated in lecture rooms and in computer laboratories and practice.
The result is that I was able to enhance my skills, knowledge, work ability, attitude towards areas
of specialization, developed habits of rigorous thinking and get exposed to managerial
responsibilities.

However, the activities performed during the PT period was daily routines which facilitated daily
operations of the organization like how to manage the business and how to deals with different
client, Apart from that I did other activities such as printing and photocopying official
documents.
Apart from the success I attained, just like in any other company,it have some selected
information and activities which as a student I could not access or perform. However, I had an
access to the most of the Department undertakingthat has enabled me to write this report.
Inspire of my admiration on the jobs and tasks I performed,I faced some problems during my PT
period like work procedures and high confidentiality.

Finally, the report gives recommendations for some improvement of the field attachment; the
institute should try to increase time for practical training since the time that has been given was
not enough to learn all of the activities pertained to the training. Therefore I advise the
management of College of Business Education to increase time for PT to at list one semester,
such period will be much more profitable to students to understand more on what happens at
work place.

iv
Table of Contents
ACKNOWLEDGEMENT................................................................................................................i
DECLARATION...........................................................................................................................ii
ABSTRACT...................................................................................................................................iv
CHAPTER ONE..............................................................................................................................1
1.0 INTRODUCTION.....................................................................................................................1
1.1 Background............................................................................................................................2
1.2 Type of business / organization.............................................................................................3
1.3 Major product/services......................................................................................................4
1.6 Level of technology...............................................................................................................5
1.7 Customers..........................................................................................................................5
1.9 Mission Statement.............................................................................................................6
1.10 Vision Statement...............................................................................................................6
CHAPTER TWO…………………………………..……………………………………………………7-12
2.0 ACTIVITIES PERFORMED……………………………………………………………... 9…
2.1Tasks and duties performed....................................................................................................1
2.2Problem encountered.............................................................................................................11
2.3How problems were solved...................................................................................................12
2.4 New things learned..........................................................................................................12
CHAPTERTHREE........................................................................................................................13
3.0 CONCLUSION AND RECOMMENDATIONS...............................................................13
3.1 Conclusion......................................................................................................................15
3.2 Recommendations...........................................................................................................16

v
LIST OF ABBREVIATIONS

DPS …………….Diploma in Procurement and supply management

EFQM ……………..European Foundation for Quality Management
HIV/AIDS………….Human Immune deficiency Virus/Acquired Immune Deficiency
Syndrome
CBE ………. College of Business Education
ICT ……….….Information Communication Technology
LPO ………Local Purchase Order
PMS …………Performance Management System
PT……………Practical Training
RPO ………Request for Purchase Order

vi
CHAPTER ONE
1.0 INTRODUCTION
Field work is the processes allowing the student to transfer or assimilate what they have been
learning in their class session into practical form or into a real work.

Field work is the practical training that can be provided by the organization to offer the varieties
and intensive experience to the students so that they can practically develop their learning
objectives.

1.1. HISTORICAL BACKGROUND OF KINONDONI MUNICIPAL COUNCIL

The Kinondoni Municipal Council is one of the three Municipalities within the
City of Dar es Salaam in Tanzania. The vision of the Council is to have a
community, which is highly motivated, dynamic, with developed
socioeconomic infrastructure. The overall objective of the mission is
provision of quality services to the community through effective and efficient
use of resources; capacity building, good governance and respect to the rule
of law hence improve the living standard. The Kinondoni Municipal Council is
charged with the responsibility of delivering services to the people. The
council has been depending on various levies and taxes as its major sources
of revenue. The main sources include property tax, levies on billboards, City
service levy and others. On the other hand the central government is
assisting through subsidy on specific areas like health, education and
infrastructures. However, the available resources are not sufficient to meet
the Municipal's requirements of providing good and quality services. The
Municipal put effort to deliver quality services to the public through
promotion of investment opportunities.

The Government Notice No.4 of the year 2000 issued by the President's
Office, Regional Administration and Local Government established the
Kinondoni Municipal Council (KMC) as an autonomous body, a move that is
part of the ongoing Local Government Reforms in the country. North East,

1
Kinondoni Municipality borders the Indian Ocean, to the South Municipality;
Bagamoyo District is to the North, Kibaha District to the West

1.2.1 POPULATION
According to the 2012 census, Kinondoni Municipality has a population of
1.800,000 people with a growth rate of 5%. The municipality covers an area
o 531square kilometres, with a population density estimated at 2051 persons
per square kilometre. 

1.2.2 CLIMATE
The municipality experiences a modified type of equatorial climate. It is
generally hot and humid throughout the year. The hottest season is from
October to March while it is relatively cool between May and August. There
are two rain season; short rains from October to December and long rains
between March and May.

1.2.3 ADMINISTRATION
Kinondoni Municipal Council has four divisions namely, Magomeni, Kinondoni,
Kibamba and Kawe which constitute thirty four wards, sub Divided into 171
sub-wards.
The Municipality has three electoral constituencies namely; Ubungo, Kawe
and Kinondoni. The Municipal governing body is the Full council which
comprises 56 councillors 

1.3 FUNCTION OF ORGANIZATION

The primary role of the municipal council is that of political oversight of the
municipality’s functions, programs and the management of the
administration. All of the powers of local government are vested in the
municipal council. It has the power to make by-laws (legislative authority)
and the powers to put those laws into effect (executive authority).

Roles and Responsibilities within Local Government These constitutional

objects are:

2
  to provide democratic and accountable government for local
communities;
 to ensure the provision of services to communities in a sustainable
manner;
 to promote social and economic development
 to promote a safe and healthy environment; and
 To encourage the involvement of communities and community
organizations in the matters of local government.

The Constitution also assigns developmental duties to municipalities. Section

153 provides that a municipality must:

 structure and manage its administration and budgeting and planning

processes to give priority to the basic needs of the community, and to
promote the social and economic development of the community; and
 participate in national and provincial development programs

In terms of the Local Government: Municipal Structures Act, No. 117 of 1998,
the municipal council must meet at least quarterly. The Act also requires the
council to annually review: General Powers and functions of the Municipal
Council Makana Municipality, Grahams town, Eastern Cape Province,
Republic of South Africa.

 the needs of the community

 its priorities to meet those needs;
 its processes for involving the community;
 its organizational and delivery mechanisms for meeting the needs of
the community; and
 its overall performance in achieving the constitutional objectives
outlined above

The municipal council makes decisions concerning the exercise of all the
powers and the performance of all the functions of the municipality. The
Constitution confines the performance of certain functions to the municipal

3
council alone. These functions may not be delegated by the council under
any circumstances.

Functions which may not be delegated by the Municipal Council

 The passing of by-laws

 The approval of budgets
 The imposition of rates and other taxes, levies and duties
 The raising of loans

1.3.1 MISSION:

Provision of quality services to the community through effective and efficient

use of resources, capacity building, good governance and rule of law hence
improve the living standard of people

1.3.2 VISION:

A community which is motivated, dynamic, with socio economic

development

MUNICIPAL ADMINISTRATIVE FULL STRUCTURE COUNCIL

MUNICIPAL DIRECTOR

INTERNAL AUDIT LEGAL AND SECURITY UNIT

INFORMATION COMMUNICATION TECHNOLOGY

PLANNING, STATISTICS AND PROJECTS MONITORING

PUBLIC RELATIONS

4
 PERSO
NNEL & ADMINISTRATION

WARD

SUB WARD

1.5 Activities
The company is charged with the responsibilities of facilitating the development of the
issurancesector in Tanzania. The company has in last few years been re-defining its role that of
being a direct implementer of insurance projects and programmed to that of policy and strategy
developer, facilitator, advisor and regulator. Consequently, also has identified core functions that
are undertaken by the company and non-core functions that are suitable for Privatization,
Transformation into Executive Agencies, and Devolution to high authorities.
1.6 Level of technology
The level of technology in Phoenix Assurance Companyis high, that means there is technological
advancement in some areas like the use of computers, telephones and internet. Almost each
department has landline telephones and computer almost every employee although not all the
activities are performed by the use of computers as they lack special software’s which may be
used by the accounting and administration department.

5
Internet is connected to staff computers through local area network; this helps the workers to
communicate with other parts and clients too. The organization has got hardware’s like
photocopy machines, printing machine and scanners which assist employees to perform their
duties more efficiently.

Most of other tasks are performed electronically like in the department of Administration and
Human Resources Management there are computers that help them to store the port records of
employees, activities conducted and incoming and outgoing letters, also the movement and
transferring file from one office to the other by company Messengers.

In cognizance of the fast changing technologies in the globe that involve enhanced ICT, the
organization is undertaking a significant computerization of the key operational areas.

1.7 Customers
Being the company responsible with facilitating the development and providing solution in
insurance service in Tanzania. The Customers extends to the community at large. Modern ways
of being insured is a driver for socio-economic development to the societies

CHAPTER TWO

Actual Work / Training done including Descriptions

To procure different items, definitely many things have been conducted including the acquisition
of works, consultancy, non-consultancy and services but the major things which has been
practiced was to Assist more in business achievement and solve more problem different from
customers. This process undertaken by considering two major aspects which are; most things or
duties which I did were in accounting department

2.1.1 Procurement Management Unit (PMU)

a. Function of PMU section
 To advise the management on matter pertaining to the procurement of goods and service
and logistics management.

6
  Monitor adherence to procurement process and procedures as per public procurement
Act.
 Develop an annual procurement plan for the KMC.
 Procure, maintain and manage suppliers, materials and service to support the logistical
 Provide secretariat service to the ministerial tender board as per public procurement Act.
 Prepare action plan, progress reports and budget for the Unit.

b. How to choose supplier.

Supplier are informed about tendering of goods, service as well as works through advertisements
in newspapers, then evaluation team sit to choose the best supplier for supplying of service to
the organization according the criteria which are available to the evaluation process. KMC
criteria’s used in selecting the best suppliers are:
i. Competency
First, look at how competent this supplier is. Make a thorough assessment of the
supplier's capabilities measured against your needs, but then also look at what other
customers think. How happy are they with the supplier (experience). Have they
encountered any problems? And why have former customers changed supplier?
Look for customers whose needs and values are similar to yours, to ensure that the
information you gather is relevant to your organization. Her we need to look the supplier
are they Meets specification requirements and meet standards.

ii. Quality system for deliverables

In this part we need to assess the supplier in two things which in very important to know
to that company, the company are registered? Which certification show to prove this
statements like TIN Number, business license and other documents system.

iii. Capacity
The supplier needs to have enough capacity to handle your firm's requirements. So, how
quickly will it be able to respond to these, and to other market and supply fluctuations?
Look at all of the supplier's resources, too. Does it have the resources to meet your needs,
particularly when commitments to other clients are considered?

iv. Commitment

7
 Your supplier needs to provide evidence that it's committed to high quality standards.
Where appropriate, look for quality initiatives within the organization, For example, you
may have found a supplier that offered a good price, but later realized that its quality
standards were low, or that its communication was unacceptably poor.
The supplier also needs to show that it is committed to you, as a customer, for the
duration of the time that you expect to work together.
v. Financial capacity
Your supplier should be in good financial health. Cash-positive firms are in a much better
position to weather the ups and downs of an uncertain economy. You need to know the
status of the bank statement their capable.
So, does this supplier have plenty of cash at hand, or is it overextended financially?

vi. Consistency
How will this supplier ensure that it consistently provides high quality goods or services?
No one can be perfect all of the time. However, the supplier should have processes or
procedures in place to ensure consistency. Ask this supplier about its approach, and get a
demonstration and a test product, if possible.
vii. Communication
It's also important to find out how the supplier will handle communications in the event
of a crisis. How quickly will it notify you if there's a supply disruption? How will that
communication take place? And will you be able to reach senior people, if you need to?
How the supplier plans to keep in touch with you. Will its proposed communication
approaches align with your preferred methods? And who will be your contact person at
this firm?
viii. Human Capacity.
In this point It's also important to know the resources include staff, Staffing structure,
Availability of experienced staff, Experience in the industry, State of technology.

Store section
This is just part of PMU at KMC Store is a place that deal with keeping of materials in a
way that the materials are well accounted for and is maintained safety. In the long drawn
process of preserving the materials until its use, some materials might get obsolete and
unserviceable and may require removal from stores, in order to clear space for other

8
 incoming goods. This activity is known as Disposal of goods. Before material received in
the store are supposed to be inspected, this means involves the examination of incoming
consignments for quality. Very often there is a separate Quality Control or inspection
department, which undertakes this work for most, materials. Otherwise goods are
inspected by Stores to ensure that the inspection procedures laid down are carried out
before materials are accepted into stock.

The functions of store section

 To provide service to customer and operating units, by making available the required
material or goods of right quality and quantity at the right time.
 To make available a balance flow of materials, components tools, equipment and any
other commodities necessary to meet operational requirement.
 To provide maintenance materials, spare parts and other stores equipments required.
 To account for all receipts issues and goods in stock.
 To conduct stock taking and store valuation.
 Safe keeping of goods (Custody)
 Disposal of undesirable goods
 Materials handling
 Packaging

2.2 Work environment

The working environment at Kinondoni Municipal Council is friendly and encourages team
working and independence of employees. The nature of work at KMC demands people to work
as a team, this is because of the nature of the activity performed by the Organization information
from other department are very useful to the other section/department. The working environment
encourages us to ask whenever problem arise and get assistance to it.

In general, there is a free and self-supervision, creativity and initiatively room in the success of
the performance. The work environment of the organization is generally good and friendly. On
the other hand some tasks that I was assigned required me to work in team as well independently.

Team work refers to working together in a group to accomplish the same task. Some
procurement works were to be done in team work because they involve different people.
Example of teamwork activities were such to as opening of tenders, evaluation of tender
documents and preparation of purchasing order.

9
Friendly environment was a result of cooperation I received from different staff in helping me to
understand and perform several tasks for instance to make review of different tender that comes
from tender board was difficult because I was not aware of it.
Independent refers to the situation of out close supervision. This was an opportunity for me to
exercise my skills and improve my confidence.

2.3 Tasks and duties performed

The kind of tasks performed at KMC needed creativity and greater thinking during its
performance. Some tasks required the application of knowledge acquired from class while a lot
of them required the use knowledge that was acquired direct from the field environment. The
work was performed manually which means by writing direct on papers, clines and ledgers.
These duties and tasks are as follows;

 Receive and inspecting all incoming goods and post to the

ledger card

I assigned to the store to receive and inspecting the materials from the
different suppliers before to be accepted with the Organization in order to
confirm whether the items ordered are with the same with the one delivered
or not in terms of quality and quantity together with the intended
specification. And posting to the store ledger cards

 To prepare Quotation analysis,

A document given to supplier showing details of particulars required by

purchasing organization or buyer. The what I did Upon receiving a requisition
note from a particular department three copies of quotations are prepared
which were given to at least three different suppliers.
 Preparation of request for payment,(RFP)
This is another thing I did during my PT at Kinondoni Municipal Council I participated in the
preparation for payments to Ensure all information are legible, The employer identification

10
Number (EIN) and Tax payer Identification Number (TIN) and also to include telephone number
where we can contact you if needed. Under this circumstance procurement department were
responsible to prepare request for payment for all purchases that have done by the organization
from different sources in order to ensure that, all suppliers they get their payments.
 Preparation of weekly report
This is a report about what I have done per week in my work. This report was about activities
concerning preparation of request for payment, posting of fuel consumption, arranging of
documents, and preparation of purchasing order and fill in my log book.

 Preparation of Request for Purchase Order (RPO)

Purchase order is a legally binding document between supplier and buyer but The thing I do
instead of request for purchase order I was dealing with control the acquisition of goods and
services when price is a primary consideration,
 Receive tenders from different suppliers and registered them in tender receipt book.
I was receiving various tender documents from different suppliers, through the document known
as receipt tenders book. Receipt tender document provides information concerning the name of
the representative, contact; name of the firm, as well as the time of representative brought the
tender.

 Preparation of local purchasing order

LPO are special documents used to purchase goods from suppliers who are in the frame work
contract. The documents have five copies in different colors given according to their functions in
the organization. The document is titled with the organization name, followed by the date,
purchase order number, tin number, vender address, details of the good which include units,
quantity, and unit price.

 Attending tender opening meetings.

Before tender opening, the bidding document is prepared which describe the details and
requirement of the mentioned tender; the procuring entity invites and advertises the tender in
written advertising to different media. The bidding document are sold to interested supplies, they
prepare tender document, and attaching the required document as instructed in the bidding
documents as instructed. The attached documents can be power of attorney, business license, tin
number, price schedule, and submits the tender documents within the deadline announced.

11
During tender opening, selected members of procurement unit attend the opening as witnesses
and the chair person is selected from the procurement unit, also the opening is attended with the
representatives from each supplier.
 Arranging tender documents
Arrangement of tender is done after the opening has taken place, this involves the separation
of the original and copy of the document where by the
 Issuing and requisition

At Kinondoni municipal council requisition is done after the specific

department has confirmed on the requirement of the specified amount and
type of item. The specific department is required to provide their divers with
the signed requisition order by the head of the department indicating the
reason of requiring the item. The task on this was to fill the combined
requisition and issue note of office items.

 Preparation of local purchasing order

LPO are special documents used to purchase goods from suppliers who are in
the frame work contract. The documents have five copies in different colors
given according to their functions in the organization. The document is titled
with the organization name, followed by the date, purchase order number,
tin number, vender address, details of the good which include units,
quantity, and unit price.

 Preparation of monthly report

To prepare monthly report this was a report about of what I have done for whole month in my
practical. This report was about activities concerning which I did at KMC from when I attended
to the final day which handed on 23th June 2018

THE NEW THINGS LEARNED FROM THE ORGANIZATION

In the organization there are new thing learnt which are like preparation of quota, follow-up to
TRA for tax exemption, also all about risk management

12
Organization behavior
Every Organization has its own culture, value, and beliefs. Through practical training, managing
to learn the environment was necessary and positioned to fit properly in the organization.
Although most of the employees were old but managing the situation of working with they were
necessary because they are more experienced enough so through them many things can be learnt.

Confidence building
Psychologically, the attachment helped to build up confidence and self-trust. There were some
tasks to be performed with limited instruction and that required personal decision. Also gaining
more confidence of speaking to various people of different managerial levels during practical
training session.

The level of independence and link between practical and theory

1. During field time, in the first week of study depended more on instructions from the local
supervisors and made many inquiries to them so as to increase expertise knowledge.
2. In the preceding weeks the performance of tasks as practitioner independently and
inquiries were made only on crucial issues.
3. Of course I practiced real what I have learnt in classes but not all and the same because of
the nature of the company
4. As an administrator practitioner I leant how to prepare risk to customers and make the
implementation procedures in the use of funds as done.
5. The studies learnt in the College are much more difficult than working in real
environment. That means the workings are easy compared to studies in the class. In
addition, there was a lesson that some tasks I performed were new and other should be
covered during my third year courses.

6.

CHAPTER THREE

CONCLUSION AND RECOMMENDATION

13
Conclusions:

I have a very strong feeling towards my field experience as the same provided an opportunity to
witness and solidity what we have been learning in the class.

Now I have very strong conviction that what we are taught in the College is very crucial for
prosperity of the organization. One of the conclusion that efficient business supervisors are key
to any organization be it a profit making organization.

Recommendation

The following recommendation are put formed based on the certain learnt the organization
should focus to make development to those department.

Firstly my recommendation to the government is that, it should support the organization both
financial and physical asset so as empower the big number of employee.

Lastly for the field trainer who are accredited to get learn at Phoenix Assurance CompanyI can
just recommend that for all trainer get several mouth so as to learn more

Other recommendations are as follow;

1. Diligently and vigilantly in working with the customers.

2. Being up to date and aware to the changing methods of calculating risk ton customers.

3. Motivating employees through having seminars and workshops

4. Making clear distinction of the authority and respecting the decision made by different

staff

5. Increases the attitude toward the professionalism in finance management and their

practices by ensuring that company funds are widely used in accordance to the plans.

6. Clear review of plans and their implementations reformulation of old fashioned plans and

forming newly suitable one.

14
CHALLENGES ENCOUNTERED BY THE ORGANIZATION/ DEPARTMENT AND
POSSIBLE SOLUTION

Problems

There are many problems and challenges encountered of Phoenix Assurance Companysuch as
poor record management, no payment of student, inadequate of space, untruth of student, sexual
harassment and delay of payment insurance to the customers

15
Inadequate of space

This a is problem which most face the student which they arethis company there are not having
enough space of sitting the trainee that make the student to be uncomfortable.

No payment of the student

No payment to the training in which they are training field practical at the Phoenix company
which make the student depend with the staff which give them the fair bus and eating of the
student at all the time of student to be studying in practical of the organization. [

SOME ARE THE SOLUTIONS TO THE PROBLEMS:-

Increase space

To increase the space of office in order to maintain the staff and the students who came to
conduct their field in order to ensure there is no any kind of interference between them, that is
will be a simple solution and will enable students to fulfill their training.

Trust student

Organization Staffs should trust students and make them to try in order to be perfect, so other
staff they do not give students opportunity to try which makes students to be unconfident to do
their tasks effectively

16