UGENYA TECHNICAL AND VOCATIONAL COLLEGE.

P.O. BOX 74, SEGA-40614, KENYA

TELL: 01151107907
EMAIL: Ugenya.techcollege@gmail.com
ATTACHMENT REPORT

NAME : BERLY ATIENO OMONDI

ADM.NO : DSM/005/J/2020
DEPARTMENT : BUSINESS AND LIBERAL
COURSE : DIPLOMA IN SUPPLY CHAIN MANAGEMENT
SUPERVISOR : MR. FREDRICK OPONDI

DURATION : 3 MONTHS

COMMENCED : 6TH SEPTEMBER 2021

COMPLETED : 6TH DECEMBER 2021

ORGANIZATION : COUNTY GOVERNMENT OF SIAYA

ADDRESS : P.O. BOX 803-40600, SIAYA.

AN ATTACHMENT REPORT SUBMITTED IN PARTIAL FULFILLMENT OF THE

REQUIREMENT FOR THE AWARD OF DIPLOMA IN SUPPLY CHAIN MANAGEMENT.
CONTENTS
COVERPAGE…………………………………………………………….-1-
TABLE OF CONTENT………………………………………………….2-3
ACKNOWLEDMENT........................................................................................ - 4 -
DECLERATION................................................................................................. - 5 -
DEDICATION..................................................................................................... - 6 -
ABREVIATION …………………………………………………………….……-7-
ABSTRACT ……………………………………………………………………….-8-
CHAPTER ONE .................................................................................................. - 9 -
1.0 INTRODUCTION..................................................................................... - 9 –
1.1 Objectives of attachment …………………………………………...…-9-
1.1.1 Background of county Government of Siaya ……………………10-11
1.1.2 Organization structure of the County Government of Siaya................. - 12-
1.2 DEPARTMENT ATTACHED.............................................................. - 13 -
1.3 DURATION OF ATTACHMENT....................................................... - 13 -
CHAPTER TWO.................................................................................................- 14 -
2.0 ATTACHMENT EXPERIENCES ...................................................... - 14 -
2.1 GENERAL ACTIVITIES UNDERTAKEN............................................... - 14 -
2.2 SPECIFIC ACTIVITIES UNDERTAKEN.............................................. - 15 -
2.3 AN ANALYSIS OF LEARNT KNOWLEDGE AND APPLIED
SKILLS ...............................................................................................................................- 15
-
2.3.1 COMMUNICATION.............................................................................- 15-
2.3.2 CO-OPERATION.................................................................................. - 16 -
2.3.3 SOCIAL RELATIONS......................................................................... - 16-
2.3.4 RECOGNITION /RESPECT...............................................................- 16-
2.3.5 EMPLOYEE FOCUS .......................................................................... – 16-
2.3.6 SERVICE DELIVERY.............................................................................. – 16-
2.4 A PROFILE OF SKILLS AND COMPETENCIES
GAINED/ACQUIRED......................................................................................... – 17 -
2.4.1 COMMUNICATION SKILLS ACQUIRED……………………………-17-
2.4.2 SOCIAL SKILLS ACQUIRED.............................................................. - 17 -
2.4.3 OTHER SKILLS ACQUIRED .............................................................. - 17 -

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2.5 OBSERVATION AND CRITIQUE ............................................................ - 18 -
2.5.1 OBSERVATION ....................................................................................... - 18 -
2.5.2 CRITIQUES............................................................................................... - 18 -
2.6 STRATEGY FOR UTILIZING OF CONTRACTS ESTABLISHED DURING
ATTACHMENT ................................................................................................. - 19 -
CHAPTER THREE........................................................................................... - 20 -
3.0 SUMMARY ................................................................................................. - 20 -
3.1 CONCLUSION .............................................................................................. -21 -
3.2 RECCOMENDATIONS ............................................................................... - 22 -

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ACKNOWLEDGEMENT

I give all the glory to the Almighty God for giving me the strength, guidance and
ability to complete this attachment. Secondly, my research writing would not have
been a success without the support of my mum Millicent Achieng. Her contribution
was great in terms of encouragement and financial support.

My special thanks to County Government of Siaya for giving me this opportunity to

learn more concerning my course and to apply the theoretical knowledge in the field
and also for opening up to constantly teach us.

I would like to appreciate my instructor Mr Hendry Awegi for taking his time to come
and assess the progress I had made at the organization.

I would like to express my deep appreciation to my supervisor at County Government

of Siaya Mr Fredric Opondi and the entire supply chain Department team at Siaya
County including Mr.Paul Oduor Angila for their continuous guidance and
assistance throughout the attachment period. It is through them that I’ve acquired
necessary knowledge and skills.

Finally I am grateful to my friends and fellow attachés for their interaction and for
availing relevant information needed during the attachment period. God bless you all.

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DECLARATION

I Berly Atieno Omondi declare that this report is my original work for the attachment
period at County Government of Siaya. This report is based on truth of all activities I
undertook while on industrial attachment.

Name : Berly Atieno Omondi

Signature………………………….. Date…………………….

SUPERVISOR

I, Fredrick Opondi the supervisor of the above student, hereby declare that this
attachment report has been presented with my approval and is worthy to be submitted
to the coordinator.

Name: Fredrick Opondi

Signature……………………………Date………………………

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DEDICATION
This piece of work is dedicated to God and my father William Opera who have
constantly guided and supported me throughout my attachment period. Also the entire
County Government of Siaya society that has made it warm to learn and to receive
knowledge required from them.

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ABSTRACT
Industrial attachment is part of the coursework to be undertaken in the study of
information communication technology. During this period, one is able to apply the
knowledge he/she has learnt in class to practice in a real work environment. Apart
from the knowledge the student gets that is related to her field of study, attachment is
also meant to expose her to work practices and build her confidence and
communication skills. This report provides details of everything I learnt during my
attachment period.
 

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ABBREVIATION

RTP: Request to purchase

RFQ: Request for Quotation

CRB: Counterfoil Receipt books Register

SBP: Single Business Permit

MR: Miscellaneous Receipt

BQ: Bill of Quantities

L.S.O: Local service order

L.P.O: Local purchase order

R.T: Restricted tender

R.F.P: Request for proposal

O.T: Open Tender

C.G.S County Government of Siaya

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 CHAPTER ONE

1.0 INTRODUCTION
In the course of study supply chain management, every student is given an
opportunity to apply the skills and knowledge achieved during the coursework in the
industrial environment and to acquire new skills in managing relationships and
carrying out the jobs assigned. An Industrial Attachment should challenge the student
to examine the values of the organization involved in the experience, and to assess the
student's education as it relates to the Industrial Attachment. The attachment period is
normally three months where students are supervised by qualified personnel provided
by the company and by instructor from the institution who come to assess the
progress of the student. It is required by County Government of Siaya that every
student submits a report which provides a summary of what he/she has learnt
throughout the attachment period. This is my final report giving details of what I have
learnt at County Government of Siaya for three months in Supply Chain department.
1.1 Objectives of attachment.
The objectives of the attachment include:
 To be able to learn more about the career path one has chosen and assess if
one has interest in the related field.
 To be exposed to industrial/Business/and social culture; through actual
involvement in real work environment.
 To build confidence in Technical operation, problem solving, team work and
work with professionals in your field.
 Gain valuable experience to build your resume, make solid professional
network and enhance your contacts for job placement.
 To be exposed to technologies and work methods that is not available in the
learning institutions.

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1.1.1 BACKGROUND OF THECOUNTY GOVERNMENT OF SIAYA
The county government of Siaya was created by an act of parliament cap 265 of
the law of Kenya to provide services to the residents of the county. Among other
functions, the County Government was responsible for the provision of the
essentials services i.e water and public safety.
The chief executives of the County Government of Siaya is the Governor assisted
by the Deputy Governor, County Secretary and the C.E.C’s
The core functions of the County Government are to serve its members in a
variety of ways including:

• Increase Flexibility in the management with the County

• Strengthen the responsibility of the administration and its control by the
population
• Introducing competition in the county government
• Develop an administration focused on the needs of the people
• Unit planning, political and human resource/capacity building
• Improving efficiency and effectiveness
• Provide support services to the public
• Unit finance and management of internal resources, unit technology.
• Integrity-there work is on basis of trust and mutual understanding with
their stakeholders.
The county government of Siaya also has different department to enable the
organization run effectively. These include:

1. Governance and Administration

2. Tourism, Wildlife construction and information
3. Education, Youth Affairs Gender and Social services

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 4. Agriculture livestock and Fisheries
5. Health services
6. Water and Irrigation
7. Trade industry, labor and cooperative development
8. Lands, Physical Planning, Surveying and housing
9. Public works, Road transport and communication
10. Finance, Planning and Vision 2030
Procurement and supply chain management falls under finance, Planning and
vision 2030 Department and is located along Siaya Referral Hospital opposite the
KMTC Siaya campus adjacent to the Ministry of Trade, Tourism and ICT.

Vision
To be a model county committed to quality service delivery and sustainable
development
Mission
To achieve sustainable development and excellence using world class method of
service delivery and technology with emphasis on public participation.

Core values

 Accountability and transparency

 Integrity
 Professionalizing
 Creativity and innovation
 Responsiveness
 Courtesy
 Ethic and equitable
 Teamwork

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 1.1.2 The organization structure of the county government of Siaya

GOVERNOR

County Assembly Deputy Governor Executives

County speaker CEC Members Finance Planning and

Vision 2030

Members of County County chief secretary Director Supply Chain

Assembly heads CPS board
secretary to the CEC

County Assembly Deputy Director Supply

committee Chain

Senior Supply Officer 1

Seven Procurement Officers

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1.2 DEPARTMENT ATTACHED
As an attaché at the County Government of Siaya, I was attached to Procurement and
Supplies chain department located along Siaya Referral Hospital opposite KMTC
Siaya adjacent to ACK church building. Department deals with monitoring
appropriate supply Sources, Managing of procurement process, evaluate supplier’s
performance and also choose a buying strategy or method.

1.3 DURATION OF ATTACHMENT

My attachment took exactly 11weeks as stipulated by the requirement of my study,

from 6thSeptember 2021 to 6th December 2021.During this period i gained knowledge
and experience on what Procurement entails.

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 CHAPTER TWO
2.0 ATTACHMENT EXPERIENCES
2.1 GENERAL ACTIVITIES UNDERTAKEN
• Preparation of the LSO/LPO
• Issuance of items/Equipment from the store
• Registration of RFQ
• Tender opening for various projects
• Evaluation of tenders
• Inspection and Acceptance of delivery materials
• Analysis of RFQ: Choosing the best bidder
• Preparation of tender award letters
• Preparation of tender opening minutes
• Updating of the CRB register in preparation for the Auditing process
• Preparation of the Evaluation report presented to the tender committee
• Analyzing RTP in reference to the request of the user department
• Preparation of Inspection and acceptance minutes for filling
• Delivering of complete files for payment
• Preparation of contract agreement

• Taking LPO/LSO for signing to the Chief Officers, Directors, Taking the
LPO/LSO for commitments to accountant.
• Issuing LSO /LPO to the contractors

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2.2 SPECIFIC ACTIVITIES UNDERTAKEN

• Preparation of the LSO/LPO

• Attending / carrying out activities in tender opening
• Issuance of items/equipment from the store
• Registration of RFQ
• Analysis of RFQ
• Appointed in Evaluation committee for various project
• Receiving / inspection acceptance of delivered goods by various suppliers
• Raising quotations i.e. RFQ
• Preparation of inspection and acceptance minutes for filling
• Preparation of award letters
• Following the payment process
• Preparation of the tender opening minutes
• Preparation of Professional

2.3 AN ANALYSIS OF LEARNT KNOWLEDGE AND APPLIED SKILLS

2.3.1 COMMUNICATION
The communication channel in the county government is vertical.
Communication is channeled from top management down to the middle level
and subsequent to the lower level. Junior officers give feedback through the
same channel until the information reaches the senior management for action.
Horizontal communication is used when dealing with informal matters. Junior
officers mostly use this method; also senior officers use this method to create
a friendly atmosphere with junior officers

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2.3.2 CO-OPERATION
Procurement and supplies management department staff especially appointed
section are very co-operative which enables activities to be coordinated
properly. Team work is the spirit embraced thus success.

2.3.3 SOCIAL RELATIONS

The staff members are friendly and this in turn creates unity,
The senior officers are free and social with the junior staff thus making them
recognized. I was able to adapt to the environment very fast since the staffs
were very helpful and friendly.
2.3.4 RECOGNITION /RESPECT
Respect is highly observed since this department deals with welfare of the
County as a whole.
Staff members have respect for their Seniors and also the public in general.
Staff members who perform their duties well are motivated verbally, through
recommendation letters, incentives, allowances and sometimes promotion.
Staffs were also encouraged to upgrade their education.
2.3.5 EMPLOYEE FOCUS
Employees in need of assistance are able to be assisted within the shortest
time possible.
Employees are handled in a professional manner embracing dignity and
respect.
2.3.6 SERVICE DELIVERY
They have set clear and explicit standards of services that clients (employees)
reasonably expect.
They always take corrective action on errors and deficiencies that occur.
They also uphold and safeguard the independence of the County Government
in the discharge of its mandate.

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2.4 A PROFILE OF SKILLS AND COMPETENCIES GAINED/ACQUIRED
2.4.1 COMMUNICATION SKILLS ACQUIRED
I was able to communicate well with the employees of the organization which helped
me during my attachment period. This made my stay at the County Government of
Siaya easy and enjoyable. Also learned how to communicate with different kinds of
people like the clients of the organization, customers and management staff.

2.4.2 SOCIAL SKILLS ACQUIRED

I learned how to interact well with m employees of the organization. This was
beneficial because I was able to work with them well due to the social skills applied. I
also worked hand in hand with the management team and was also able to interact
well with the other attachés

2.4.3 WORK SKILLS ACQUIRED

The acquired skills enabledme to effectively perform delegated duties. This includes
knowing the work assigned in order to perform it well and doing the job accurate and
correct the first time.
I learned to prioritize work by organizing my working time table which enable me to
apply management by objective principal.
Also learnt how to communicate using appropriate procurement terms like floating
quotations, bidding companies and many more
2.4.4 OTHER SKILLS ACQUIRED
During my stay at the County Government, I was able to increase my self confidence
in the organizational set up. This is beneficial in that I managed to meet challenges of
various kinds but I was able to face them and believe that I can deal with such
challenges in the near future if they arise.
Also I developed decision making skills in organization so as to achieve efficient and
effective results.

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2.5 OBSERVATION AND CRITIQUE
2.5.1 OBSERVATION
The work I was tasked with does truly allow creativity and innovation in that one is
expected to come up with new ideas and ways of effectively running the activities of
the organization in order to meet targets of the organization and efficiency of the
organization.
I liked the way the office manages its documents, the documents were well kept
hence making the operations easy in the office
I also liked the way office handles their clients, jobs have been divided for each
officers making operation clear without confusion.
Communication between staff members was also very good, which leads to a
conducive working environment
2.5.2 CRITIQUES
The organization has not fully embraced new technological advancement in several
departments. This in itself is a setback as technology is known to improving
efficiency and less paper work which is still found in many departments.
Inadequate stationary- I experienced shortage of stationary e.g. ream of papers, paper
punch, stapler, staple pins etc., which I think that every organization should have.
I also observed that the organization pay undue attention to punctuality of employees
as opposed to the value the employee is going to add in the organization. Most
officers were coming late and leaving early.
I also observed that the organization do not give much emphasis on the course a
student is taking, but they prefer students who have basic education and they proceed
to nature them based on their judgment on how one is performing.

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2.6 STRATEGY FOR UTILIZING OF CONTRACTS ESTABLISHED
DURING ATTACHMENT
During my attachment period in the County Government of Siaya, I was able to
establish good contacts and still keep in touch with them.
I intend to seek employment opportunity for myself and also my fellow students. Also
in today’s Market Economy job is only allocated and accessed by those who are
networked well or known well.so by this Methodology am intending to connect more
and more people in the market.
These contacts will be of great help in:
• Secure employment opportunity in future in the field of the management
• Should there be a job vacancy with the County Government of Siaya, I stand a
better chance of securing the opportunity since they are more informed about
my capability.
• Through these contacts I would be able to get the names of referees that would
recommend me in getting employment in future.

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CHAPTER THREE
3.1 SUMMARY
All that I learnt is very valuable to the organization of the county government of
Siaya in general. Also thank the Director of procurement and supplies chain
management department for the good human resource management practices and
policy and cultivated in the organization.
Without proper time management other organization in the same business as County
Government of Siaya should consider well the aspect of employee job requirement,
job enrichment and put in place Techniques of job design to improve the organization
top image

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3.2 CONCLUSION
I would like to thank the management of the County Government of Siaya for the
attachment opportunity with them. My sincere gratitude goes the entire staff in the
procurement and supply chain department for their patience, corporation and
assistance which enable to acquire skills that are needed in today’s job market .The
management of the county government of Siaya should create more industrial
attachment opportunities for the coming generation. This will help us improve and
develop our country’s economy in attaining midterm goals and achieving vision 2030.

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3.3 RECCOMENDATIONS
• The county government of Siaya should improve its technological
infrastructure by providing more computer system enabled with internet to the
offices to facilitate e-procurement.
• Attaches should exercise integrity in- terms of self-discipline and respect to
other staff personnel so that the organization as C.G.S will benefit in their
daily running.
• The C.G.S should embrace technology advancement in order to provide
quality services to the public.
• The C.G.S should also offer stipends to the attachees which may help them in
transport hence reaching office on time.
• Procurement and supplies chain department should also create a good working
schedule to enable suitability of efficiency in everything they do.

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