THE UNITED REPUBLIC OF TANZANIA

PRESIDENT’S OFFICE

PUBLIC SERVICE MANAGEMENT

TANZANIA PUBLIC SERVICE COLLEGE

FIELD REPORT IN TECHNICIAN CERTIFICATE IN

SECRETARIAL STUDIES

CASE STUDY : SIKONGE DISTRICT COUNCIL

STUDENT NAME : JANETH CHRISTOPHER MKINA

REGISTRATION NUMBER : BTCSS.03/21/TBR. 807

ACADEMIC YEAR : 2021/2022

SUPERVISOR NAME : ZAINABU MBOGO

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DECLARATION

I’m Janeth Christopher Mkina the Certificate Student at TANZANIA PUBLIC SERVICE
COLLEGE (TPCS) taking Certificate in Secretarial Studies. I declare that this field
report has been prepared by using my own hands and knowledge with the help of
my supervisor during field with reference to activities that I did at the
organization called Sikonge District Council.
There is no part of this field that has been copied from any other existing report
in any other institute, everything written in this work is according to the
knowledge I have and as directed and guided by my field work supervisor and
other people who are working in the office.

Candidate name ……………………………………….

Registration no …………………………………………
Signature ………………………………………….
Name of supervisor …………………………………….
Signature ……………………………………….

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 TABLE OF CONTENTS
DECLARATION ……………………………………………………………………………… ii
CONTENTS ……………………………………………………………………. …………… iii
LIST OF ABBRIVIATION …………………………………………………………………. iv
LIST OF ILLUSTRATION, FIGURES, MAPS AND TABLES ………………………… v
ACKNOWKEDGMENTS; ………………………………………………………………….. vi
EXECUTIVE SUMMARY; ………………………………………………………………... vii
CHAPTER ONE
1.0 Introduction and Historical Background of the Organization/Company or
Firm; …………………………………………………………………………………… 1
1.1 Over view of field work…………………………………………………… .. 1
1.2 Geographical location……………………………………………………….. 1
1.3 Administrative structure……………………………………………………. 1
CHAPTER TWO
2.0 Vision and Mission statements of the Organization; …………………………… 2
CHAPTER THREE
3.0 Objective/ function of the Organization……………………………………………. 3
CHAPTER FOUR
3.1 organization structure/chart…………………………………………………………. 3
CHAPTER FIVE
4.0 ACTUAL WORK/DONE INCLUDING DESCRIPTION OF …………………… 4
4.1 Department and duties ……………………………………………………. 4
4.2 Professional experiences and skills required………………………… 4
4.3 Problems and challenge encountered by the organization………… 4
4.4 Possible solution……………………………………………………………. 4
CHAPTER SIX
5.0 conclusion and recommendation………………………………………………… 5
5.1 recommendation to Tanzania Public Service College……………… 5
5.2 recommendation to the organization…………………………………… 5
5.3 conclusion……………………………………………………………………. 5
6.0 REFERENCES …………………………………………………………

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 LIST OF ABBRIVIATON
TPCS Tanzania Public Service College
PS Personal Secretary
DED District executive Director
DTO District Treasurer Officer
OS Office supervisor
DHRO District Human resource officer
DIT District information technology
DSEO District secondary Education officer
DPEO District primary Education officer
DEO District Engineering Officer
DTO District Transport Officer

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The following are the map of Sikonge District

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 AKNOWLEDGEMENT
Successful accomplishment of this report is not easy task. It needs more effort,
commitment, tolerance and undertaking of many people.
Firstly, I would like to express my gratitude, honor and heartiest thanks to GOD
for giving me good health and strength throughout my field work, which give me
ability to work well.
Secondly, special thanks to my family for their supportive ideas, time and prayers
which assisted me during the practical training period of field work.
Thirdly, I would like to express my sincerely thanks to my supervisor Zainabu
Mbogo (PS) for her constructive ideas and direction, which helped me to come up
with this field report.
Fourthly, my thanks should go to the Head of Finance and Trade Administration Mr.
Kassimu Mkama Ismail and staff Members Mr Hadson peter, Madam Lucy
Kaulule, Madam Lwise Mushi, Madam Rose Alfred Msami, and all other Sikonge
District Council for their valuable continued assistance during my field work at
Sikonge District Council.
Finally, I would like to thank everyone who supported in one way or another
during my field work. It is hard to mention every individual who assisted me, let
me thank all of you, may GOD bless you.

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 EXECUTIVE SUMMARY
This report is all about the field practical training at SIKONGE DISTRICT Council
in TABORA REGION from August to september 2021, for four weeks in
Secretarial Studies practices.
The aim of field attachment was to get the link between learnt class programs
and real work practice. The field work involves the direct participation of the field
supervisor and all staff in any activities in the office concerning to my learning
studies.
This report examines the current state of computer based on Microsoft office
(Microsoft word and Microsoft excel). This report consist six chapters as follows;
Chapter one present detail information on the background to the study and
organization objectives as well as limitation scope of this study. Sikonge District
is the one of the District Council in the United Republic of Tanzania, dealing with
Chapter two it includes the vision statement and mission statement of the
organization (Sikonge District council).
Chapter three involves the objective and function of the organization and
organization chart.
Chapter four explain about activities done experience and skills acquired from
each task performed such as typing document, receiving and directing visitors,
producing copy sending files to the different officers and printing different
documents.
Chapter five include problems and challenge facing organization like absence of
special telephone, absence of photocopy machines and cutting of electricity and
possible solution of the problems.
Chapter six it deals with the conclusion and recommendations about the
practical training done

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 CHAPTER ONE

1.0 HISTORICAL BACKGROUND OF THE ORGANIZATION

INTRODUCTION
1.1 Overview of the field work
I reported at the district on September up to October, 2020.A theorical and
practical study is of a vital important where one can acquire the complete
knowledge concerning the particular study. Its only through the field work
training where this primary goal of matching between theory and practical
studies can successfully been achieved. Being among the student at Tanzania
Public Service Collage.
1.2 GEOGRAPHICAL LOCATION
Sikonge District is one of the seven District which comprise Tabora Region.
The was established in July 1996 and as formerly part of Tabora District .
the District Headquaters is located 76 kilometers south of Tabora
Municipality along Tabora – Mbeya road. The District is bordered by
Urambo District on the Western side, Uyui on the Northern and Northern
sides, Itigi District on the Eastern South – easern sides, Chunya District on
the Southern side and Mlele District on the South – Western side. (map no
01)

1.3 ADMINSTRATIVE STRUCTURE

Sikonge District is administrative divided into two (2) divisions, twenty (20) wards
, seventy-one (71) Villages and two hundred forty-one (241) hamlets. Sikonge
Town is the District Headquarters.
The District has one electoral constituency called Sikonge therefore has one
Member of Parliament.
The Political and government Head of the District is the District commission who
is the representative of President of the United Republic of Tanzania at the
District level.
The District’s development activities are carried out and supervised by the
District Council whose chief Executive is the DED. The Executive director is
however responsible to the council which is made up of twenty-eight (28)
Councilors, 20 are elected from 20 wards, 7 are special sitting and 1 Member of
Parliament.

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 CHAPTER TWO

2.0 VISSION STATEMENT OF THE ORGANIZATION

“Sikonge District Council aspires to be highly competent local government
authority in Tanzania in terms of its ability to provide quality service for
sustainable social economic service for sustainable social – economic
development of its people.”

2.1 MISSION STATEMENT OF THE ORGANIZATION

“Sikonge District Council in collaboration of all stakeholders is committed to
maintain peace and order, good governance and coordinate efficient provision of
quality social economics service through participatory process and gender
equality for sustainable livelihood to its people.”

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 CHAPTER THREE

OBJECTIVES AND FUNCTION OF THE ORGANIZATION

 Service improved and HIV/AIDS infection reduced

 National Anticorruption implementation strategy enhanced and sustained
 Access to quality and Equitable social services delivery improved
 Management of natural resources and environment enhanced and
sustained
 Social warfare, gender and community empowerment improved
 Quality and quantity of socio- economic services and infrastructure
increased
 Local economic development coordination enhanced
 Emergence and disaster management improved
 Good governance and administrative service enhanced

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 CHAPTER FOUR
ORGANIZATION STRUCTURE

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 FULL COUNCIL

DISTRICT EXECUTIVE DIRECTOR

LEGAL INTERNAL AUDIT INFORMATION COMMUNICATION TECHNOLOGY PROCUREMENT UNIT ELECTION

AND PUBLIC RELATION

PUBLIC PLANNING HEALATH FINANCE PRIMARY SECONDA WATER AGRICULTURE, LIVESTOCK LAND AND C
ADMINISTRATIO AND AND EDUCATIO RY IRRIGATION AND NATURAL T
N AND HUMAN STATISTICS TRADE N EDUCATI AND FISHERIES RESOURCE D
RESOURCES ON COPERATIVE S M

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 CHAPTER FOUR

The Department
According to the division the responsibilities within the organization and
department depends on its section and function which they deal with such as
Planning nature and resources collection
Also, they are good relationship among staff and their uses good communication
skills and staff were given the chance to express their problems which facing
them especial in their department

ACTUAL WORK/TRAINING DONE

It involves all duties/work done during the training
ORGANIZATION WORK
Work done in the organization during field

 Prepare and edit document

 Typing letters and others document
 Recording and keeping
 Receiving and direct visitors
 Communication and corresponding
 Sending files
Duties and responsibility of a secretary or department explained, the typical
where they are employed to undertaken a variety of department task of this office
experience can be asset on a CV
The following are the duties done during field training
Greeting and check in.
One of the duties done, where the office secretary greets customers jobs
applicants, when they arrival to the office, if the visitors have an appointment
with someone working at the office department, the secretary checks the visitor in
and announce his arrival to the appropriate staff member.
Communication and corresponding
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Another duty, when the phone and written communication is received is moved
forward to responsible person for action.
Typing letters and others document.
One of the duties I have done during field, when the typing work is coming my
supervisor tell me how to type these documents it depends if its letter or other
document.
Receiving and direct visitors
During the field I have receive different visitors or customers and direct them to
the appropriate office/officers. Also, this are the one of duties I have done during
practical training.

Keeping record and sending a file,

One of the duties I have done during practical training, when the files receiving to
the office must take and keeping record then sending to the appropriate office.

PROFESSIONAL EXPERIENCES

 To use a computer and other machines like photocopy and printer

especially in Microsoft word and excel
 To receive correct and sending different file from customers to staff
members.
 Experience which I have got during field is to know how to print different
documents from the computer phones, and flash
 To receive and communicate with the customers/visitors and services
required

SKILLS ACQUIRED
During the training in the office the skills which acquired are: -
 To know how to install ink in a printer.
 To increase typing speed and accuracy in using Microsoft word and
Microsoft excel.
 To know how to operate the office work.
 To know how to typing different official letters and others document.
 To communicate with different people in the office especial visitors,
customers, and staff members.

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 CHAPTER FIVE

PROBLEMS AND CHALLENGES

I. Lack of enough computer in the office
This is the challenge organization in the office have one computer we use
so it leads the work going slowly and to become a lot of work in the office it
needs to done quickly if there have many works it leads to make many
errors while typing fast in order to finish the work on time.
II. Absence of telephone
This is the problem that facing organization, because in the department
there have no special telephone for communication with other staff
members so when you need the quickly communication you expected to
use your own mobile phone to communicate with other staff members.
III. Cutting of electricity
This is the one of the problems that facing the organization sometimes the
work does not continue when electricity cutting off you cannot do any work
especial if you want to typing, printing or producing a copy, and the
organization has no other source of electricity.
IV. Lack of enough photocopy machines
This is the problem that facing organization, because many offices there
have no photocopy machines so when she/he need copy spend more time
to find where the photocopy machine is.
V. Lack of enough capital
In the organization there is no high capital that help employees to get
materials like ream paper if you want to printing a document or to produce
copy you can fail due the lack of enough capital

POSSIBLE SOLUTION
The following are the possible solutions to the problems
 To find other source of electricity such as especial generator
This solution that can help to solve the problem of electricity in the
organization when the electricity cutting off it leads the work going
well during working time.
 To increase the number of computers in the office
If the organization increase number of computers in the office this
will help the workers to done the work quickly and accurate for a
short time and reduce a lot of work done by a secretary instead of
waiting one computer. `
 To provide office telephone for office use,
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 This will help to employee when need to communicate with someone
staff inside or outside to the office and to reduce the time for workers
when move to find someone.
 To improve photocopy machines in the organization.
This the one of the solutions, government should have own machines
in order to reduce much movement for other workers to find the
where the photocopy machines and it leads other to use printer to
produce copy.
 To improve budget for office use.
This is the solution because the organization should be make the
budget for buying some materials like paper that used for recording
some document after printing or producing copy.

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 CHAPTER SIX

CONCLUSION AND RECOMMENDATION

Recommendation to the TANZANIA PUBLIC SERVICE COLLEGE
Tanzania Public Service College should improve the whole process of supervising
practical training or field study. In this institute must have the role of searching
and allocating students in areas of field practical basing on their specific field of
study.
This will reduce the difficult to most students who fail to get areas where they can
perform their practical training, where by due to this problem some students tend
perform their practical training on matters that are not most similar to their field
of study, something that can reduce the performance of the student and
encourage professional under performance.
Also, during the field, theirs a lot of things we learn, I recommend that time of
field supposed to be increase in order to get more experiences and skills to learn
more things during field time.

RECOMMENDATION TO THE ORGANIZATION

I advise the organization where students go to perform their practical training,
should show a good cooperation to the students by giving the real information
and openly without fear students to misuse the obtained information and to
provided good support for students for students for the aim to know what is going
on in that time of field.

CONCLUSION
All in all, this field helped me to gain many things such as how to install ink in
the printer, how to use photocopy machines, also help me to know how to type
different official letter and how to communicate with different people in the office
and it help to increase speed and accuracy in typing especially in Microsoft word
and Microsoft excel.

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