Professional Internship Program

Coordinated by:

HOSTED BY:

 
INTERNSHIP REPORT CARRIED OUT IN RWANDA SOCIAL
SECURITY BOARD

Prepared by: Emmanuel NDIKUMANA

FIELD SURPERVISOR: KABERA M.

Goretti                                                                                                              
                                                                                            01st August 2019- 30 November 2020
Acknowledgment

First and before everything, Almighty God be glorified for the beyond definition help, and full
protection for my life with in the period of my Professional internship. By then, I also thank
members of my family who helped me since my birth day until today.
 I cannot undermine the help from my colleagues at Rwanda Social Security Board, their team
work and collaboration helped me to get experience in Leadership, communication and
Interpersonal skills, the best assets of my Future.
I would like to extend my great appreciation to all lecturers from year one to year 4, University
of Rwanda, from Huye campus to Gikondo campus, for all Modules and for providing all
necessities to me made my future prosperous. Everything I got from you brought
professionalism, kindness and responsiveness to the ever change life. you deserve excellent
appreciation.
Special thanks to my Field supervisor for her guidance, important skills, understanding,
flexibility, and all experiences didn’t cease to offer to me. She became my role modal as a future
Administrator. Her active listening is backbone to me. 
Special thanks again to the Rwanda Development Bioard for offering this opportunity of
professional Internship to the graduates, through RDB I reached to my great goals I firmly say
this is a cornerstone for my education.

Almighty God bless you All.

Declaration

I, Emmanuel NDIKUMANA, to the best of my knowledge and skills, hereby declare that, except
where otherwise acknowledged, this document and its contents is entirely my own work in
internship carried out at Rwanda Social Security Board (RSSB) from 01 st August 2019 up to 30th
November 2020 and has never been submitted in whole or partially to any other Institution.  
To the best of my knowledge and my skills, I declared that this work is original and has never
been compiled under the guidance of my organization supervisor (RSSB). Any reference in
terms of books or any other written documents, and different web sites and other electronic
materials made concerning other person’s works are indicated in the bibliography are true.

NDIKUMANA Emmanuel.
Signature: .............................................: Date: ..............................  
Certification

This is to certify that this Internship Report is a genuine work of NDIKUMANA Emmanuel
 that has carried out his Internship Program of 1 Year from 01st August 2019 up to 30th November
2020 in Rwanda Social Security Board.

Host Institution Supervisor

Name:

Signature and Stamp……………………………

date:…………/……………./2020  
Certification

This is to certify that this Internship Report is a genuine work of NDIKUMANA Emmanuel that
has carried out his Internship Program of 1 Year from 01st August 2019 up to 30th November
2020 in Rwanda Social Security Board.

Coordinating Institution supervisor

Name:

Signature ……………………………

Date…….…/……………./2020
Contents

Acknowledgment.......................................................................................................................................2
Declaration.................................................................................................................................................3
Certification...............................................................................................................................................4
Certification...............................................................................................................................................5
ABSTRACT.............................................................................................................................................12
PART 1: BACKGROUND OF THE ORGANIZATION......................................................................13
1.1 INTRODUCTION...........................................................................................................................13
1.2 DESCRIPTION OF THE ORGANIZATION..................................................................................14
1.2.2 ORGANIZATIONAL STRUCTURE OF NRS........................................................................17
1.2.3 RSSB SCHEMES AND SERVICES........................................................................................18
PART 2: JOB DESCRIPTION...............................................................................................................23
2.1 INTRODUCTION...........................................................................................................................23
2.2 TASK TWO: INTERNS COORDINATION...................................................................................25
2.3Task THREE: Filing the items and documents in the store...............................................................27
Objective...............................................................................................................................................27
PART 3 LEARNING OUTCOME.........................................................................................................30
Introduction...........................................................................................................................................30
PART 4. SELF-EVALUATION OF INTERNSHIP...............................................................................32
PART 5. SELF-DEVELOPMENT PLAN..............................................................................................36
6. CONCLUSION....................................................................................................................................37
7. RECOMMENDATION.......................................................................................................................38
Table1: INTERN IDENTIFICATION...................................................................................................39
Reference..................................................................................................................................................39
ABSTRACT

The internship Program was adopted in 2009 with the aim of equipping interns with practical
skills that are required to facilitate the transition from school to the labor market. More
specifically, the program aims at re-enforcing the Rwandan graduates’ practical capacity by
linking theoretical skills to the practice. It also sought to provide Rwandan graduates with
opportunities to gain valuable experience that increase their chances for employment.

Interns are placed in public, private and civil society institutions related to their area of study for
a period of 6 months. However, given the nature of fields like agriculture and others that are
technical in nature and require more time of practice, the duration of internship programme in
such cases can be extended for up to twelve (12) months. It is in this regards, That through RDB,
I was placed in Rwanda Social Security Board for a period of 6 months from 1 st August 2019 to
31st January 2020, which was then extended to another contract of six months from 1 st June 2020
to 30th November 2020. The delay between the 2 contracts was due for the coming of Covid- 19.

This Internship is intended to equip interns with practical skills that are required to facilitate the
transition between schools to the labor market; Re-inforce the Rwandan graduates’ practical
capacity by linking theoretical skills to the practices; Develop professionalism, communication,
interpersonal and organizational skills; Create positive work ethics amongst youth- effective
work competences and employability skills for workforce development; Help gain valuable
experience, increasing marketability after internship.

During this Internship programme, I was placed in Human Resources and Administration Unit,
as a Graduate in Human Resources Management, I fetched more skills and experiences in
Human Resources field, managing different correspondences, reporting, interpersonal skills,
planning the weekly priorities as Human resources personnel, and so many more within the Unit.

I had had an adequate time to learn how to manage employees through having responsibilities to
coordinate the whole team of Professional interns and academic interns, follow-up to their
movements, attendance, their payroll of monthly top up, reporting to the coordinating institution
and managing their daily correspondences. I worked hand in hand with my Supervisor, and other
HR staff by assisting them in their daily activities like preparation of weekly reports, flash
reports, consolidating the whole HR& A unit reports, monthly, quarterly, and annual reports.
PART 1: BACKGROUND OF THE ORGANIZATION
1.1 INTRODUCTION
Rwanda Social Security Board (RSSB) was established by the law No.45/2010 of 14/12/2010
that determines its mission, organization and functioning. This institution was established after
the merger of Social Security Fund of Rwanda (SSFR) with Rwanda Medical Insurance
(RAMA). The above Law was modified and completed by the law No 04/2015 of 11/03/2015
and gave RSSB the responsibility to manage Community Based Health Insurance (CBHI). The
mandate of the institution is to administer social security in the country. The branches currently
managed: Pensions, occupational hazard insurance, medical insurance, Community Based Health
Insurance (CBHI) and maternity leave benefits insurance. RSSB as a financial institution is
supervised by the National Bank of Rwanda according to the banking law N°55/2007 of
30/11/2007 whereas its activities are overseen by the Ministry of Finance and Economic
Planning.
Mission

To provide high quality social security services, ensure efficient contribution collection, benefits
provision, management and investment of members’ funds.

Vision
To envision a comprehensive social security system that addresses the social security needs of all
Rwandans.

RSSB Corporate Values

In trying to achieve our mission and vision, we serve
with empathy, creativity, integrity and determination
by the following ICARE principles.
- Integrity
- Collaboration
- Accountability
- Respect
-Excellent

The Main Responsibilities of RSSB

• To manage and promote pension, medical insurance, occupational hazards insurance, maternity
leave insurance, contributions before retirement and other necessary schemes;

• To register employers, employees, beneficiaries and self-insured persons in various schemes

managed by RSSB;

• To collect and manage contributions as provided by laws;

• To receive and manage donations;

• To pay benefits for or to beneficiaries;

• To make investments in accordance with laws;

• To contribute to the elaboration of social security policy;
• To advise the Government on matters relating to social security;
• To establish relations and collaborate with other regional or international institutions with
similar mission.
• To continue providing medical care for retirees
who have monthly pension benefits.
RSSB

 1.2 DESCRIPTION OF THE ORGANIZATION

Here is the geographical location of Rwanda Social Security Board with Its location in
Nyarugenge District, Muhima Sector, , Ubumwe cell, African Union Boulevard.,

Source:
1.2.2 ORGANIZATIONAL STRUCTURE OF RSSB

Source: www.rssb.rw
1.2.3 RSSB SCHEMES AND SERVICES

A. Pension Scheme
This Scheme helps a worker who becomes old or incapacitated and can no longer work for a salary. It
also helps the survivors of the deceased worker who has been contributing to his or her retirement.
This includes:

Mandatory scheme; Enrolling for pension benefits is compulsory for the following individuals:

 All salaried workers (regardless of nationality)

 Active political representatives

The Social Security benefits offered by the branch of pensions are therefore divided into two
categories:

 Those given to the insured person himself when old or invalid

 Those given to his eligible survivors.

The contribution rates are 3% paid by the employer and 3% by the employee.

Voluntary Scheme; Voluntary Insurance is when a person who is not subjected to social
security by law decides to join the scheme as an individual. This can be achieved by applying to
join the scheme and paying the required contributions of 6 % of the salary that he or she has
fixed. The salary used as the basis for calculating the contribution shall not be less than the basic
salary and may not exceed one hundred and thirty percent (130%) of the final salary used as the
basis for calculating the contributions. This salary cannot increase by more than thirty (30%)
every three (3) years.

Who is allowed to be a member in voluntary insurance?

 Any person who contributed under mandatory scheme and enable to continue meeting
those conditions can voluntarily apply to remain a member of the scheme
 The right to apply for voluntary insurance is also accorded to self-employed persons who
have never been members of mandatory pension as long as they are not above 50 years of
age.
Invalidity pension: Eligibility conditions:

 To have contributed for at least three (3) years;

 To have contributed up to six (6) months within a period of twelve (12) months before
the date on which his/her disability is certified by a medical doctor;
 To have ceased to perform any remuneration activity;
 If, upon his/her request or upon the employer’s request, the disability is certified by a
recognized medical doctor and confirmed by medical officer for the public entity in
charge of pension scheme.

Note: If the disability results from a hazard, the member shall be eligible for disability pension,
provided he/she is a member at the time of hazard. Where the insured person is already partially
disabled and his/her disability subsequently develops to the point where he/she can no longer
perform any remunerated activity, he/she shall be deemed to be disabled. .

Requirements

 Fill the application form at RSSB Branch

 Birth certificate issued by the Registry Office
 Life certificate
 Certificate of your working capacity issued by the employer
 Medical certificate of professional inaptitude issued by a doctor approved by the
Government
 Bank account number
 2 passport photos

SURVIVOR’S PENSION: Eligibility conditions:

 The surviving spouse who did not divorce the deceased

 The legitimate orphans single, non – employed and under eighteen (18) years of age or
twenty-five (25) years of age if still studying. If they suffer from physical or mental
disability certified by a recognized medical doctor which renders them unable to perform
a remunerated activity shall receive pension benefits until they die
 The deceased’s biological or adoptive parent of the deceased.

Requirements

 Fill the application for at RSSB Branch

 Birth certificate of the insured person if the person had not yet received old age pension
 Death certificate issued by an Officer of the Registry Office or by an approved doctor
who confirmed the death
 Marriage certificate
 Birth certificates for the deceased’s surviving children
  Certificate of guardianship issued by competent Tribunal in case of the absence or death
of both the parents of the surviving children
 Certificate of legal recognition of natural children
 Certificate of school attendance issued by the Heads of schools for the children who are
still at school from age of 18 to 25 years
 Certificate of invalidity issued by medical authority for children who are invalid
 Certificate of bachelorhood or spinsterhood for the insured person who died single
 Life certificates of the beneficiaries and 2 passport photos
 Legal document for adoptive parents
 Copy of identification card of the applicant
 Bank account number

B. Medical Scheme

Members automatically include all civil servants, pensioners who previously contributed towards
medical care and private institutions who have been accepted. The contributions paid to RSSB
represents 15% of employee’s basic salary. It is paid by both the employer and the employee at
the rate of 7.5% each.

RSSB also covers the medical insurance for pensioners with 7.5% contribution deducted from
their monthly pension. The employer is responsible for deducting, declaring and paying their
employee’s contribution to RSSB. The contribution is deducted on a monthly basis and paid not
later than the 10th day of the following month.

RSSB covers 85% of the bill for medical treatment and prescribed drugs. Patients themselves
cover the remaining 15% of the cost. RSSB covers the following medical care provision:

 Medical consultations
 Drugs, including chemotherapy
 Surgical interventions
 Dental care including prosthesis
 Medical imaging, including CT Scan & MRI
 Laboratory tests
 Physiotherapy
 Hospitalization
 Eye treatment including provision of lenses and frames
 Lower / upper limb prosthesis & Orthesis
 Dialysis
 Full Medical check-up

The full medical checking is provided under conditions (35 years for women and 40 years for
men). RSSB covers all medical acts and procedures, all laboratory and imaging investigations
provided in Rwanda.
Please note that medical care is refundable by RSSB provided that the health facility has signed
an agreement with RSSB. The Ministry of Health in collaboration with RSSB has agreed which
medical procedures and drugs are to be refunded.

C. Occupational Hazards Scheme

RSSB compensates employees/employers for any expenses incurred due to a work- related accident,
disease or infection. The victim is allowed to make a claim for the professional risk allowances. A
contribution of 2% of salary is paid on behalf of mandatory members by employers. There is no
employee contribution towards this benefit.
D. Maternity Leave

Maternity Leave Benefits (MLB) insurance is a maternity protection scheme that grants working
women (mothers) their full (100%) remuneration while on a 12 week maternity leave. All
workers governed by labor law, by general statutes for public service or by special statutes.

 0.6% of Gross salary

 0.3% employer’s share
 0.3% employee’s share.

If an employee has more than one employer, each remits contributions.

E. Ejo Heza Scheme

 Ejo Heza is a simple and secure, long-term savings scheme sponsored by the Government of
Rwanda and established under Law N° 29/2017. Ejo Heza will help you to accumulate savings for
a dignified and secure old age. Ejo Heza is an inclusive scheme which targets both salaried and
non-salaried workers. With Its objectives:
 The culture of saving among the citizen/residents in Rwanda.
 Universal access to pension and social security inclusion.
 Financial inclusion.
 Economic growth, poverty alleviation to attain higher standards of living

Any Rwandan citizen with a national ID issued by NIDA and any foreigner residing in Rwanda has the
right to voluntarily open an Ejo Heza account. Members of the RSSB Pension Scheme or other voluntary
schemes can also voluntarily open an Ejo Heza account to save additionally for their old age.

F. CBHI Scheme

Community Based Health Insurance (Mutuelle de Santé): is a solidarity health insurance system in which
persons (families) come together and pay contributions for the purpose of protection and receiving
medical care in case of sickness. From the 1 st July 2015 the management of the Medical Insurance
Scheme (CBHI) was moved from the Ministry of Health to Rwanda Social Security Board (RSSB). The
move aimed at improving the fund’s financial accountability and ensures quality health care for
subscribers.

 A member of Community Based Health Insurance can get medical treatment cheaply at
local medical facilities like health post or health centre and pays only 200Frw or just 10%
of the total bill at all districts and provincial hospitals as well as referral hospitals;
 A member of Community Based Health Insurance does not become stranded at home
because of quick access to health care, whenever need arises, before the sickness gets
worse;
 A member of Community Based Health Insurance is assured of access to authorized
medical facilities cheaply;
 A member of Community Based Health Insurance makes economic progress because of
sustained health that enables a person to work hard to improve and maintain reasonable
economic development and standard of living.

Please note that medical care is refundable by RSSB provided that the health facility has signed
an agreement with RSSB. The Ministry of Health in collaboration with RSSB has agreed which
medical procedures and drugs are to be refunded.

RSSB BRANCHES

One of RSSB’s priorities is to ensure that its services are accessible to all Rwandan's workers, regardless
of their location. In service of this goal, RSSB has offices located in all districts across the country.
Source: www.rssb.rw

 
 
PART 2: JOB DESCRIPTION
2.1 INTRODUCTION
Job description is an important document, which is descriptive in nature and contains the final
statement of the job analysis. This description is very important for a successful recruitment
process.
Job description provides information about the scope of job roles, responsibilities and the
positioning of the job in the organization. And this data gives the employer and the organization
a clear idea of what an employee must do to meet the requirement of his job responsibilities.
Job description is generated for fulfilling the following processes −

 Classification and ranking of jobs

  Placing and orientation of new resources
 Promotions and transfers
 Describing the career path
 Future development of work standards
A job description provides information on the following elements −

 Job Title / Job Identification / Organization Position

 Job Location
 Summary of Job
 Job Duties
 Machines, Materials and Equipment
 Process of Supervision
 Working Conditions
 Health Hazards
2.2.1.4. Job Specification
Job specification focuses on the specifications of the candidate, whom the HR team is going to
hire. The first step in job specification is preparing the list of all jobs in the organization and its
locations. The second step is to generate the information of each job.
This information about each job in an organization is as follows −

 Physical specifications
 Mental specifications
 Physical features
 Emotional specifications
 Behavioral specifications
A job specification document provides information on the following elements −

 Qualification
 Experiences
 Training and development
 Skills requirements
 Work responsibilities
 Emotional characteristics
 Planning of career
2.2.1.5 Job Evaluation
Job evaluation is a comparative process of analyzing, assessing, and determining the relative
value/worth of a job in relation to the other jobs in an organization.
The main objective of job evaluation is to analyze and determine which job commands how
much pay. There are several methods such as job grading, job classifications, job ranking,
etc., which are involved in job evaluation. Job evaluation forms the basis for salary and wage
negotiations.

During my internship period in RwandaSocial Security Board, I have carried out many tasks but
the major tasks were Managing correspondences, Interns coordination, filing, Preparation of
reports, Assistance to other HR Officers for their daily tasks. Within 12 Months of internship.

2.1 Task one: Managing Correspondences.

Managing correspondences

Managing correspondences is one of the vital tasks of Human resources Unit ,all companies and
institutions whether public or private of all sizes, Correspondence processing is vital to not just
Social Securities and projects; all companies worldwide should take a serious approach to their
correspondence management system. How a company handles correspondence reflects their
professionalism, organization, and capabilities.

Correspondence management is a company’s process of receiving, responding, recording, and

sending information to the related inquiries. Correspondence could be in the manner of simple
communication between contacts, or formal information being exchanged. Some examples of the
correspondence your business should be closely managing is:

 Emails
 Letters
 Important files
 Phone calls
 In touch contacts

Objectives
 Be more responsive to citizens

 Provide timely, complete and accurate responses through a controlled process.

 Manage high volumes of correspondence into your council from a variety of sources

Workflow automation captures the receipt, registration and distribution of inbound

communications as well as tracking and managing the actions and responses to the community.

 Provide faster, more accurate responses to enquires received from your community
Content-rich emails are used to assign tasks to relevant business units. These tasks provide
relevant information to easily action in a timely manner.
 Meet your stated response times and SLAs

Provide timely, complete and accurate responses to your community through a controlled
correspondence management process.
 My responsibility
 
In this task of Managing correspondences my responsibilities were:
 Responding to internship letters for both academic internship and professional internship,
either granting them the opportunity or not granting according to the availability of
working space, or staff to mentor them.
 Preparation of transfer letters
 Preparation of temporary replacement letters
 Preparation of transfer fees and temporary replacement fees for concerned staff.
 Responding to different inquiries both internal and external depending to the requests.
 Contacting candidates or new employees for any kind of information regards to them.

Task description
As quick as possible was the way we delivered our services to the clients and employees in
general, managing correspondences is one of the tools to measure this quickness, responsiveness
to the certain request or enquiry was my aim.
Technical skills
In managing correspondences, the technical skills needed are to be aware of what kind of information
needed, and the right time to respond.

Professional skills
 Microsoft excel, word, and PowerPoint.
 Active listening
 QUICK Typing
 Fluent in English.
 Teachable
Problems encountered
 
 In this task I encountered different issues caused by the big size of correspondences; RSSB is a
big institution, numerous clients, employees, hence the enquiries are too much, some time I
wasn't able to respond on time as I wished to.
Solution/ design implemented
The solution to this issue was to respond according to the reception, FIRST COME FIRST
SERVE. and also used to welcome academic interns in Human Resources unit to give them some
easy tasks to perform for learning purpose.

New skills/knowledge acquired

 Computer skills
 Interpersonal skills
 Communication skills
Team members on the task

I was supervised by Director of Human Resources and Administration Unit, but I worked hand in
hand with other HR Officers, like HR in charge of staff movements, HR in charge of training,
etc.

2.2 TASK TWO: INTERNS COORDINATION

Objective:
Objective of this task was to make sure that both professional Interns and academic interns are
well managed, especially for Professional Interns.
2.2.1. Professional Interns

RSSB hosts Professional Interns for a 6 months contract with Coordinating Institution (Rwanda
Development Board), as per the contract RSSB has the responsibilities to:
a) Provide day to day supervision and coaching to the intern(s); Provide planned and supervised
opportunities for the Interns to perform tasks, to acquire and practice various skills based on
objectives compatible with those of Internship program;
b) Create a conducive learning environment that enhances the know-how; Provide relevant practical
trainings where available; Evaluate the Intern’s performance and notify RDB of performance
standards or any known misconduct on the part of the Intern;
c) Comply with all national laws; Accept the primary responsibility for supervision and control of the
Intern at the Internship Site; Give at least a three (3) working days’ notice to each of the parties
when Internship cannot continue; and The host Institution may provide or top-up on the transport
facilitation fee to the Intern.
At the first instance, from 1st August 2019, RSSB hosted 23 Interns, for the period of 6 months
and from 1st June 2020 RSSB hosted 31 Interns in total placed in different units
 Human Resources and Administration Unit
 Investment Department
 Medical Services Department
 IT Unit
2.2.1.1 Nature of the task
As a Professional Intern, who studied Human Resources Management, I had a task to manage
other Interns to prove and enhance my HR skills. This huge task was divided as follows:

 Managing the Interns movements (Leave, permission, transfer from one unit to another)
 Preparation of attendance lists
 Consolidation of their monthly reports, to forward them for payment
 Preparing monthly report and forward it to RDB
2.2.1.2. Task Description
 Every Professional intern had his/her duties and responsibilities given by his/her Supervisor or Mentor,
and after every month, he or she should prepare a monthly report showing what he/she had done. My
task here was to collect all reports together with their attendance and forward them to the HR in charge
of Payroll to process the top-up.

For the Interns movement Every Intern in RSSB entitled to 15 days leave within 6 months. He or she had
to fill the form before taking his/her leave and submit to me for recording.

2.2.2 My responsibilities
In this task my responsibility was to record and make follow-up for any kind of information
about Interns. Movement of professional interns, follow-up to their top-up payments, and
recording academic interns from different schools and Universities, orienting them in their
respective offices.
2.2.3 Task outcome
This task of Interns coordination brought me the skills about Managing employees, with
confidence, and better communication with them. It also brought a good attitude between
Interns. On another side, It helped Interns to be more productive, and committed to their work.
The idea if reporting prompted Interns to feel as if It is a permanent employment, worked with
their full commitment and to their best knowledge to prove their capacity on given tasks.
2.3Task THREE: Filing the items and documents in the store
Objective
During my 1 year Internship, I had opportunity to work in Archive for staff, where I learnt filing
system in diferent manners. This includes: emploees physical files, both permanent and
temporary. Every employee has: his/her own folder with:

 Engagement file
 Evaluation files
 Leave files
 Displinary files if any.

Everything is arranged alphabetically, this fulfilled the characteristics of good filing system of
Simplicity, economic, flexible, accessible to everyone, physically compacted and safe.

1: leave

a. Maternity leave
b. Annual leave
c. Incidential leave
 d. Fellowship leave

2: employment documents ( Engagement)

a. Curriculum vitae (CV)

b. Notified diploma
c. Appointment letter
d. Medical test certificate
e. ID Copy
f. Criminal record certificate
4: performance appraisal

a. Evaluation performance report

1. My responsibilities

 To reallocate labels of folders alphabetically

 To arrange files accordingly, adding new employees’ files
 Scanning new files to keep them in soft copies.

Not only for staff, I had a huge responsibilities to file all related documents of Interns, their
reports, leave, letters, contracts, and so many other different files.

1. Task Description

The filing documents especially for huge and many items of different kinds and categories such
as employment, employee relation, performance appraisal and leave, is a task that needs a big
attention because any mistake can cause serious problems especially during the course of an
audit that is why it requires enough skills and technical competences as described below;

Technical skills

This task of filing documents requires technical skills so that to perform it better. Proof reading
and attention here was needed.

Professional skills

This task of filing documents requires professional skills like critical thinking on file
management. Due to the complexity of huge and more employees in the whole institution,
Persons who responsible for filing always were tired and very attentive; professional skills are
required in order to accomplish this task accordingly.

Problems encountered and approach taken

 In the Institution there were many employees in different department, Internees, enquiries
sometimes it became much complicated to classify the all documents

Some documents was not filed correctly because of they were very huge; others are mixed with
irrelevant documents this has taken us a big time to clarify them.

Solution / Design implemented

Due to that complexity of filing items which challenged me, I have tried to ask for assistance
from other interns.

New skills / knowledge acquired

From this task of filing, I have got different new skills like how to arrange a lot of number of
documents for different file of employee according to the date received, on other side it provided
me how to place each item according to the priority in special case like in auditing and other
inspection, it is a good task that requires skills and knowledge to accomplish. During the period
of filing, I have also understood well all different types of documents and evidential document
used in the archive.

Supervisor
During this period I was supervised by Senior Archivist, and Director of Human Resources and
Administration who assisted me in:

 Ensuring that all documents are kept properly.

 They were also responsible for giving me the help when it is requested.
 Ensuring that all the items are arranged in orderly manner based.
 Providing on time material when are requested by different organ needed. 

PART 3 LEARNING OUTCOME

 Introduction
Since I started this professional Internship from 01st August 2019,up 30th September 2020, I had
gained a unlimited outcome, benefited from this Internship, I was strengthened by the working
environment and I had desire, courage and determination of performing any kind of activity
assigned to me. In this part I am going to describe clearly what was happen to me from the first
day of internship period and what lessons I got from these different events or situations.
 Context
On my first day of internship, I was with other 22 Professional Interns in different fields of
studies. We were welcomed by Human Resource officer in Human Resource and Administration
Unit. As an introduction she started giving guidance notes on what they expect from us for that
period of time we were going to spend in RSSB. Using Organizational Chart (Designed above)
she explained in details how institution is organized, Its departments, Divisions, and Units.
 Afterwards, she placed every Intern in his/her corresponding Unit according to the field of study,
that’s how I found myself in Human Resources and Administration unit. Thereafter I was shown
the working environment involving to human resource unit like staff, offices and different
departments. I was given brief explanations concerning this Unit. Fortunately, my supervisor,
was the one who gave us general briefing.

 My role
My role was clear, I had my daily tasks and responsibilities all to turn me into a real Human
Resources Practitioners here are my responsibilities:
 Managing correspondences (responding to different enquiries, internship requests, etc.)
 Interns coordination ( both professional & Academics)
 Filing
 Preparation of different reports (flash, weekly, monthly, annual, Internship reports to
RDB, etc.)

  Action taken

Even though It was my first time to carry this workload in a big Institution like RSSB, but It was
not my first time to be a team leader. by collaborating with my colleagues, my supervisor and
other employees in order to understand deeply and for doing what necessary to perform
especially when I was filling different documents of employees for different categories
Performance
It was not the first time to learn new things and to know how to behave in the complex tasks, but
I experienced how to convert the theories learnt in the classrooms into practices by doing this
internship, I felt like a new employee because of doing almost the same things as employees do.

Improvements

What I was improved here, I got knowledge and skills of doing the things with supervision of
other persons and teamwork. I continued to improve my knowledge so as at the end of
internship I was able to perform the tasks without asking guidance.

 Gain/Lean

The lesson I gained from this internship is that theories are not sufficient; thus the way things are
performed and I learnt how to behave in working under pressure, actually I have gained on stress
management due to deal with workers and external party who needed the answer of their
problem in order to work together with the same purpose so I saw that the stress is not only in
study but also at workplace exist.

PART 4. SELF-EVALUATION OF INTERNSHIP

The internship last for twelve months and during this period I have achieved many things some
were new and others were not and it has helped me to put into practice what I have learnt from
class in UR at CBE. This program of internship for graduates is more and highly constructive
because it gives a directive line for an intern for employability skills.

Expectations of my internship position

During the internship I was expected to achieve various things for personal and organizational
perspective. Among those expectations, I may include;
   To be creative and productive based on assigned tasks and responsibilities.
  Building and maintaining good relationship with co-workers and people who need
services provided in human resource Unit.
  Putting into practice what has been learnt from class to improve knowledge and
performance by bridging the gap between the theories learned from class with practical
approaches of the job requirements.
  Teamwork and leadership skills by participating actively and proactively at the work
place.
  Improving communication skills at work through networking and collaboration.
 Managing correspondences in providing support to HR Officers.
 Management of Interns movement and coordination.

The way in which the expectations have been met

To achieve all those expectations was another task but I have tried for my best. A lot of effort has
been used to meet the expectations through;

 Being attentive and understand the guidance from supervisor and co-workers
helped me to meet the expectations from internship.
 Social interaction with others to maintain relationship with employees 
 To be flexible to change and adopt the change in case of new situation and new
tasks assigned to me this helped me to meet the expectations from internship
 Being confident for what I do and accept to learn.
 Timing and punctuality: I have achieved my expectations by working on time and
by respecting the rules and regulations of the hospital. 
 Demonstrating a flexible and an open minded attitude in new working environment

New skills acquired

I have got a lot of new skills which should help me in my future daily activities. Some of those
skills are common for individual private business, private companies, financial institutions and
governmental servant, and among those skills are the following:

  Computer skills: Used computer in every task to handle, so I gained skills in excel, word,
power builder, PowerPoint, and Microsoft outlook.
 Filing a set of large documents is another skill I got because I have never recorded huge
documents like that before.
    Payroll skills: I learned how to compute payroll for public servants and several orders
concerned to payroll. 
 Communication skills

 Interpersonal Skills

 Formulation of job description and ads in recruitment policy. Recruitment managers can
create job ads based on full job descriptions of each role. That should be clear and
accurately represent the open position. Include: description of our company and mission,
a short summary of the role’s purpose, a list of responsibilities, a list of requirements,
how to apply. Based on public labor law

 Leave management and employee movement under statute.

 Performance appraisal system: HR professionals should consider their own organization

needs for performance appraisal. 2 key consider 

 Factors determine the compensation plan. The HR in charge of Remuneration have been
criticized this question:  What Motivates Your Employees? What is Your Budget? What
is Your Location? What is Your Competition Paying? What Kind of Culture Are You
Creating?
 Presidential order determining modalities of imposing disciplinary sanctions to public
servants and disciplinary faults and their corresponding sanctions in three main
categories         
 The procedures and order that determine the official holidays for the public servant, in
the organization  

Relevance of my work to what has been learnt from UR-CBE

My internship work was to a great extent relevant to what I have learnt to school and to a small
extent irrelevant.

   Communication skills. We studied it in level one and level two, while studying it we
thought that it has not a big value but up to now is the biggest necessary because all
report is in English.
   Salary deductions and allowances are learnt in Human Resources Management Module
level 3.
    ICT and computer skills as we learnt in class are very practical. Without computer
facilities nothing should be done in the organization. Computer skills like MS Excel, MS
word, Power point presentation and internet are very important for daily activities in
HR&A Unit.
  Ethical behaviors and Leadership skills we have learnt from UR-CBE in theory are also
applicable in the RSSB. Values I have seen on work place are: integrity, initiative and
creativities, confidence, teamwork and flexible.

My overall performance rate

My overall performance during an internship is high; I have met with different new and
challenging things like operating in a new environment, new rules and regulations but all things
affected me for the first time but few days after I adopted the environment. 

My performance was high due to the competence of my supervisor who gave me guidance and
explained me well all the procedures I followed before I start a task. Due to his competencies and
experience what he explained to me was like self-explanatory and my responsibility was to
understand her well.

As I have said in early chapters my performance at start of internship was not very good but as
the work progressed my performance increased highly beyond the expectations. I have assigned
with different tasks that requires experience to carry out properly. Even though I was an intern. I
sometimes acted like a full HR Officer. This was caused by unavailability of needed staff to
perform related tasks, or when my supervisor was not around. I was required to put strong effort
to perform the tasks as required as an experienced person; this has become a challenge which has
constrained me to achieve the expectations as required a hundred per cent as a result my overall
performance and my tasks were achieved more than expected.

My creativity also was a backbone to my overall performance, seeking solutions to whatever

comes in my way was my motive. As an example it was a big challenge for other employees in
our office to print a letter of 2 pages in papers with RSSB logo at head and RSSB address at
footer. But I created a new way to handle this this kind of issue and all employees used this new
model from me until now.

The way I have been changed as result of internship experience

The internship was very important because I have learnt different things that I did not learn in
UR- CBE. This internship changed my behavior whereby I had a myth about job, I thought that
no stress at job, it is only to seat and earn salary but after this internship I know what it means to
be an HR, how to behave at work.

 I have learnt how to behave at work place, how to build a good relationship with others, and
how to speak to the superiors openly and confidently.
Dealing with multiple people, I have improved my way of dealing with the wide society. Other
workers and external people who needed services through me.

Punctuality was also improved: Being punctual strengthens and reveals your integrity. If you
tell someone that you will meet them at a certain time, you have essentially made them a
promise. And if you say you will be there at 12:00, and yet arrive at 12:10, you have essentially
broken that promise. This internship taught me how to be on time and the value of time in daily
activities of HR.

Being punctual shows you are dependable. Everyone can always be found at your post,
carrying out the duties needful for that time. People know they can rely on such a man, if he says
he will be there, he will be there. But if a man is not punctual, others cannot depend on him, they
do not know where you will be when they need you. 

Being punctual builds your self-confidence. Showing up on time not only tells other people
you are dependable, it teaches you that you can depend on yourself. The more you keep the
promises you make, the more your self-confidence will grow.    

I have improved in my career development because I put into practice what I learnt in class
theoretically. This internship also reminds me what I have forgotten related to my career.

PART 5. SELF-DEVELOPMENT PLAN

The self-development plan for my future development is the process of creating an action plan
based on awareness, values, reflection, goal-setting and planning for personal development
within the context of a career, education, relationship or for self-improvements. This usually
includes a statement of one's aspirations, strengths or competencies, education and training, and
steps to indicate how the plan is to be realized. Self-development plan may also include a
statement of one's career and lifestyle priorities, career positioning, analysis of opportunities,
risks, and alternative plans. 

Among those development plans I have, the most important are the following:
  Internship shown me that I still have a lot of things to learn in order to improve my
performance at work which will help me in my future activities related to my career.
 Extending my knowledge and skills by pursuing Master’s Degree in Business
Administration, human resource to specialize in sector human resource.
 I wish to conduct a deep Research on HR issues in Local institutions. 
 To improve communication skills because I expect that my career will expand beyond
Rwanda. We are integrated in EAC that increases competition among companies because
of free entry and exit of human resources and capital. The most language spoken is English
and Kiswahili that push me to make efforts on it by reading many books as possible so that
in few days I will become familiar with it. Not only East Africa but also abroad due to
international trade. 

 Being an HR Specialist is my Goal.

6. CONCLUSION
An internship is a method of training at work place and professional career. Internship is similar
to apprenticeship for work and vocational jobs; although internship is done by university
students, they can also be done by high school students or post-graduate adults because of its
benefits. As it is done in other developed countries where internship for children from middle
school or even elementary students this must be also done in Rwanda to encourage and train
young Rwandese students the work.
Normally, an internship consists of an exchange of services for experience between graduates
and an organization. Graduates can also use an internship to determine if they have an interest in
a particular career, create a network of contacts, or gain employability credits. This is a
significant benefit to the employer as experienced internee often needs little or no training at all
when they begin regular employment. Unlike a trainee program, however, employment at the
completion of an internship is not guaranteed.
It was of paramount importance to conduct my internship in Rwanda Social Security Board as a
graduate in Human resource management, I learnt how to deal with employees from different
corners, how RSSB allowances are deducted, the types of statutory and non-statutory deductions
on the payroll, and the rules and regulations regarding deductions. Some of the tasks undertaken
at Rwanda Social Security Board were relevant to what is academically learnt at UR-CBE.
This industrial training program did not only prepare me the necessary knowledge requirement
for academic progress but, it also helped me understand the socio-economic life outside
classroom. This was attained through interaction with the Rwanda Social Security Board staff
members through interviews and various discussions.
Through my internship experience I learnt how to act confidently when one is facing with new
challenges. The help and assistance rendered to me by supervisors and others staffs of the
National Rehabilitation Service, showed me the power of friendship and teamwork at field work.
Also a student has advantages to make the theories from the schools into practice that is good
thing to develop practical skills for her/him and for future employee because there will be no cost
of training for that new employee as she/he is already trained in the internship.
There is a closer relationship between what is learnt at school and what is going on at the work
place, according to my experience I have got from internship.

7. RECOMMENDATION

My recommendations to the university on how the internship can be more beneficial and
effective are discussed below:
   The college should have continued to put more emphasize in order to deliver qualified
graduates nowadays institution and universities are competing to provide quality student
with skills, so there is need for us strengthen the internship by explaining to students in
lower classes the benefits of internship so that they can know what is happening on field
by establishing a career guidance centre.
   Due to the fact that the time provided for internship was too short the internee was
unable to get involved in all fields or departments of the organizations and therefore it
leads to insufficient practical skills thus the university might raise the internship period.
   Due to the financial capacity of some students which is low, some of them they do not
have an access to computer facilities so I recommend the college to allow the students to
have access to the college’s computers and if possible granting them extra time for using
them because of that all students do not have access to private computers during the
period of writing their reports. The effect is that students always clashed with the
deadline of submission for their reports, so if this is done, it will help those vulnerable
students to submit more quality reports on time.

   To give living allowances and provide on time the internship means so that the interns
will not suffer from transport difficulties, meals, accommodation and communication.
This is needed in order to facilitate students in their task performance.

   I would like to recommend the universities to help the student by orienting during the
internship because same people have not capability to get training place without the
support from his university then same of the student late to get the training place during
internship period
Table1: INTERN IDENTIFICATION

Student name NDIKUMANA Emmanuel

Registration 216208467
number

university College of business and economics 

program BBA   Human Resource Management

Place of internship  National Rehabilitation Service

Period of internship  11st June -20th July 2018  

         

  Reference