Acknowledgment

First of all I would like to Thanks my God to giving me spiritual fulfillment and moralstrength
to complete this practical attachment. Next I would like to thanks DebreberhanUniversity
College of Business and Economics Department of Logistics and SupplyChain Management to
give me this opportunity and also I would like to thanks
allmembers of purchasing department of in Debreberhan university fiancé and economicdevelop
ment those who are facilitating my practical attachment especially mulukn fikre(purchasing
manager), and others who are supervisors of some department.
Abstract
This summer practical attachment was conducted. To analyze the real workingenvironment with
that field of study. It focuses to identify for the purchasing systemfrom the heist level up to
lowest level of organization structure. In Ethiopia government policy purchasing system is
mixed economy. But,The main objective of this report wasto investigate the challenges of
purchasing management in Debreberehan university andidentifying the existing problem of the
organization and describe the possible alternativesolution that can alleviate the existing
challenges in the company operation.

 
 3 
Table of content page
Acknowledgments…………………………………………………………………………………
…2
 
Abstract…………………………………………………………………………………………….
.
2
Table content………………………………………………………………………………………
.3
-4
CHAPTER ONE………………………………………………………………………………
51. Background of the organization
……………………………………………………………
51.1 Cardinal
issues………………………………………………………………………………
51.2
Mission…………………………………………………………………………………
51.3 Vision
…………………………………………………………………………………
51.4 Values
…………………………………………………………………………………
51.5
Objective………………………………………………………………………………
61.6
Organizational Structure…………………………………………………………….
6-71.7
Responsibility of Some specific Department………………………………………..
71.8
Administrative department …………………………………………………..
.71.9 Purchasing
department ………………………………………………………..
81. 2.1
SOWT Analysis………………………………………………………………
.81.2.2 Strength
………………………………………………………………………...
81.2.3
Weakness……………………………………………………………………….
81.2.4 Opportunity
…………………………………………………………………….
91.2.5 Threats
………………………………………………………………………….
91.2.6 The problem I observed in organization
…………………………………….
91.2.7 possible solution for
those problem …………………………………………..
10
CHAPTER TWO…………………………………………………………………………..
10
2 Activity report……………………………………………………………………………
102.1
Background of the department……………………………………………………….
102.2
Objective and major responsibility of the department as well as activity………….
112.3 My responsibility and major activit
y as member of department……………………
122.4 Performance
evolution of my activity………………………………………………….
122.5 Problem
encountered on job and remedial I have taken …………………………..
132.6
Problem of division or department and suggested solution ………………………….
14
CHAPTER THREE…………………………………………………………………...
153
Attachment of evaluation ………………………………………………………………...
153.1
Rational of practical attachment ……………………………………………………..
153.2
Significance of practical attachment …………………………………………………
153.3
major problems during attachment ………………………………………………….
163.
4 suggested solution and way forward for attachment ………………………………..
163.
5 Relevance of organization and my activity to my study……………………………..
17

 
 4 
3.6 The real world practical attachment………………………………………………….
17
CHAPTER FOUR………………………………………………………………………….
17
4 conclusion and Recommendation………………………………………………………..
17
4.1 conclusion ……………………………………………………………………………….
17
4.2 Recommendation ………………………………………………………………………..
18
4.3 Reference……………………………………………………………………………...
.....19

 
 5 
C H A P T E R O N E
INTRODACTON1.
BACKGROUND OF THE ORGANIZATION
 
Debreberhan university procurement and property administration directorate is located inamahra
regional state, North Shao zone with the distance about 130km from capital cityof Addis Abeba.
The finance and economic development of the Debreberhan universitywere established in 1999
E.C right from the establishment, the procurement manage theeconomic resource of the
Debreberhan university for the sustained resource availabilityof the university. Now a day this
department; procurement and property administrationdevelopment of Deberberhan university is
at good stage or somewhat stabled.
1.1 CARDINAL ISSUE
1.2 Mission

 
Producing efficient graduates by offering research assisted qualityeducation

 
Undertaking a problem solving research based on national need and benefiting the community
with theOutcome

 
Offering government and community centered training consultancyservice ,transferring
technology and undertaking innovation
1.3 Vision
 

 
Aspires to be the best university in Ethiopia by 2020
1.4
 
Values

 
Shared vision

 
Quality service

 
Attention to cross-cutting issues

 
 6 

 
Diversity

 
Professionalism

 
Equality effectiveness

 
Democracy
1.5
Objective
 

 
reduce the gap between supply and demand of the reordered in theorganization.

 
Reports every purchase activity of the week, and in the early daysin the first month of the year.
 

 
Planning in consideration of regional development
 

 
Minimizing the cost of the organization with maximum quality.
 

 
Recording pad code and sending timely report to the concerned person.
 

 
Controlling government resource and property.
 
1.6 ORGANIZATIONAL STRUCTURES
Organizational structure means the chain of the authority from higher level tolower level. The
mean important of the organizational structure is to accomplishthe activity planned in efficient
and effective manner at it is the crucial part forthe office to achieve its objective.In generally,
there are faive major departments such as: - budgeting and planningdepartment, auditing and
inspection department,administration and purchasingdepartment. Each of the department is
responsible for their respective duties andaccountable for their customers. The organizational
structures of the FinanceOffice of Debreberhan University were summarizing as the following
diagram.

 
 7 
1.7. Responsibility of some specific department1.8. Administrative department

 
This is the main department of the sector.

 
It is responsible to lead the information.

 
It insures the proper and efficient execution of the activities of eachdepartment.

 
Supervise the work of employ under the division.
BOARD
Academic vicepresident
Research andcommunity servicevice residantBusiness anddevelopmentvice
residantAdministration and studentservice vice resident
President
FinancedevelopmentProcurement andproperty administrationGovernmentservice
directorProcurementteamPropertyadministrationteamHuman resourcemanagement
 
 8 
1.9. Purchasing department

 
Make purchase announcement in order to purchase particular material usedto run the
organization activities.

 
Maintaining and administering the in and out flow material of theorganization.

 
Maintaining and controlling office employees that is checking or followingeach employs when it
is get office at a time or not.
1.2.1SWOT analysis (strength, weakness, opportunity and treaties)
1.2.2Strength
The strength of the organization internally can describe as follows.
•
 
Smooth relationship between employees and management to achieve the overallgoal of the
finance
•
 
Employees Promotion and transfer depend up on their experience and performance
•
 
Employees have the habit of team work in finance
•
 
The finance provides service for it employees
•
 
Employees have ability to serve customers
•
 
Keeping the organizational policy or behavior
•
 
It gives highly morale for its workers
1.2.3.
Weakness
 
The weakness of the organization can be representing as follows.
•
 
 No proper plan
•
 
In ability of doing their activity effectively
•
 
Shortage of guiding written document which base for new comer
•
 
Some of the employees not respect the office hour

 
 9 
•
 
Using office materials for their own purpose
1.2.4.
Opportunities
 
There is transparency and willingness to office of workers.
•
 
High chance to be employed depends on level of education and experience
•
 
Conductive environment work in the organization
•
 
Access to have information about organization
•
 
Presence of plenty of resources
1.2.5
Threats
 These are unfavorable condition that exists outside the organization which negativelyaffects the
performance of the finance. These include the following

 
The customer of organization may not get enough service because some workersare not punctual

 
Using of government resource for personal use
 

 
Excess and unlimited meeting which takes much of the work times
 
1.2.6 The problem I observed in the organization
 
There are many problems I had observed in the office of finance and economicdevelopment
of Debreberhan University in my 30 days. There are many points thatinfluence the achievement
of the organization objectives and mission.Some of them are as follows:-

 
Absence of the right person at right position because of this disagreement created between
employees at some position

 
Lack of punctuality of many employees

 
Shortage of written documentation like different vouchers

 
 10 

 
Weak internet connection because of this IBEX (integral budget and expendituresystem) is not
working most employees unable to do their responsibility
1.2.7 Possible solution for those problems
 

 
Solving the disagreements by making the right person at right position thoughdiscussion

 
Take possible measurement for unpunctual employee

 
Protect documents by modernized way or mechanism like using computer

 
Make IBEX active connection though using wireless

 
Assign the qualified and experienced person for the organization

 
Allocating enough budgets for office material

 
The budget should be allocate according to planned and budget carefully
CHAPTER TWO
2. Activity report
2.1 Background of department
In Debreberhan University procurement and property administration directorate I wasconducted
my attachment in purchasing department. This department is one
ofDebreberhan university procurement and property administration directorate divisionand at the
time of the establishment of the organization in 1999.The responsibility of thisdepartment is
buying material for sectors that found in zone. It has four employees thefirst one is market
survey, the second one is market coordinator and two employees are purchaser .finally the
department play great role for the achievement of the organizationand even for growth of
country.

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 11 
2.2 Objective and major responsibility of the department as well as itsactivity.
As mentioned above the main objective of purchasing department is that buying materialfor
different sector found in this zone. Buying method is based on purchasing qualitymaterial at
lowest price ,at right time, at right place, at right quality for all sectors. Beforeconducting their
purchasing activity the department make announcement for competitoror supplier with
the following criteria:

 
Trade license

 
Address of supplier

 
Period of Paying tax
The major responsibility assign to the department include:

 
Preparing purchasing plan

 
Preparing bidding document

 
Purchasing material by bidding

 
Checking whether the price that the supplier set is in accordance with exist
marketsituation or not

 
Works to make the payment system effective and efficiency

 
Identify the winner from the supplier
Purchasing procedures of this organization
 
•
 
mission of the need
•
 
Selection of source of supply and evaluation of suppliers
•
 
Prepare and placement the purchase order
•
 
Receive and inspect the material

 
 12 
Activity of the departmentThe major activity involves six major steps
:

 
Collecting need

 
Purchasing plan

 
Bidding

 
Purchasing

 
Deliver to store

 
Distribute to concerning sector after recognized by finance administration body
2.3 My responsibility and major activity as member of the department
During my stay in organization I have done some activity. Me have performed includesarranging
bidding document, receiving need documents from different sector and also Ihave organized
some recorded data.To improve the performance of organization I have mentioned some useful
ideaespecially for purchasing department.
My overall responsibility as member of department

 
I was supported department staff in preparation of documents which related to purchasing

 
I consider myself as staff and worked all in whic
h I’m assigned by my sup
ervisor

 
Developed harmonious relationship with department staff and also which that ofother department
2.4. Performance evaluation of my activity
While I was in organization I can say that I have performed activity assigned to meeffectively
and efficiently. I have used my time, effort and property accurately and

 
 13 
respect the command of senior worker and try to do what they ordered me. As themember of
purchasing department during my internship period I accomplished a lot ofactivities as to level of
my understanding I performed the task assigned to me honestlyactively, efficiently and
effectively I also learned a lot from my practice I was punctualand image every possible effort to
get knowledge and skills by practicing in real worldsituation.
2.5. Problem encountered on the job and remedial I have taken
Some problems were faced me during my internship these are

 
Lack of organized documentation

 
Problem of getting rapid response for my request.

 
Problem of speed and confusion.

 
Unwillingness of senior workers to provide information.
Remedial measures taken

 
I tried to originally translate sentence into English rather consuming my time

 
I tried to consult different staff from different department to access information.

 
I try to communicate employees about the purpose of attachment in goodmanner.

 
I try to approach to employee in former or polite way.

 
 14 
2.6. Problem of division or department and suggested solution.
The main problem that faced the purchasing department includes the following.

 
Lack of punctuality.

 
Poor of computer and electronics material

 
Lack of electronics maintenance
Suggested solution

 
Changing the labor working system into computerized system.

 
Motivating the worker by giving rewards.

 
Bringing electronic material.

 
Allocating enough budgets for market survey.

 
Bringing well skilled man power.

 
 15 
CHAPTER THREE:
 3 .ATTECHMENT EVALUATION 3.1. RATIONALE OF PRACTICAL ATTACHMENT
This attachment has great importance behind it. It is primarily planned to check how
thetheoretically learned courses and gained knowledge and skills are applied in real
worldenvironment. It is also aimed of evaluating how relevant and applicable theoretically
courses learned are in real world it also looks into challenge and opportunities’ prevailing
in the real world and; to suggest some possible solution in the real world. The main anddecisive
purposes internship and practical training program is to give
practical professional training to the students. The major significance are mentioned below asfoll
ows.

 
It helps students to relate theoretically learned course and gained knowledgeand skills with
working environment.

 
It helps students to know working environment which they will join aftergraduation.

 
Its greater chance for students to develop knowledge and skills become practice oriented
professional in his / her work after graduation.

 
It is an opportunity student to evaluate themselves with what theoreticallylearned and how to
change in to work.

 
It makes the student to be more experienced and creative.

 
It is device which tells the students to aware what is expected from themtomorrow.

 
It measured the ability and cooperativeness students.
3.2. Significance of practical attachment

 
Helps to easily understand the theoretical though and improve analytical ability.

 
Families with the working environment

 
To know more the working system.

 
 16 

 
How to be punctual in work place

 
How to solve problems through discussion
 
Some other significance of attachment

 
it enable the students to easily identify problems and pass challenges

 
it helps to identify the students how they are sensitive to execute theirresponsibility

 
the students should be also understand that theories are applicable

 
It increase confident of the student
3.3Major problems during attachment

 
Shortage of information due to scarcity of documentation.

 
Absence of willingness to get information from some employees

 
Problem of translating document written by Amharic Language into EnglishLanguageGenerally,
practical attachment is very significant to change theoretical based on
Students’ practical attachment.
 
3.4. Suggested solution and way forward for attachment
In order to overrun the above mentioned problem the following solution will beforwarded

 
Enough data have to be available regarding the organization

 
The organization should recorded its document in English as much as possible

 
Bringing electronics material and computer in office

 
Students have to treated as other senior workers

 
 17 
3.5. Relevance of organization and my activity to my study
 
The task I performed in the organization and my activity is related greatly with my
study but not all i.e. to some extent for example purchasing department doing about costminimiz
ation and buying quality product at right time from right supplier, in additionmanaging material
flow effectively .more over the activity I performed In theorganization encourage me to
highly pay attention to my study more and refer backagain what I learned in the pass.
3.6. The real world practical attachment
It is obvious that the knowledge I had get in class help me while I was conducting
my practical attachment I have observed some course concept during my view in theorganization
.Some of these course concepts are:

 
 payroll preparation related with principle of accounting two

 
 purchasing system related with principle of procurement

 
statistics is related with statistics for business course and other statistics courses

 
Planning, organizing, controlling and leading is related with introduction tomanagement
CHAPTER FOUR
4. Conclusion and Recommendation4.1 conclusions
Debreberhan University procurement and property administration directorate is found inAmhara
regions. The office has its own rule, regulation, plan, vision, structure, missionand objectives.
SWOT analysis-the organization have also its own strength andopportunity also its weakness and
treat which hinders the organization to perform itsactivity in normal way.
 

 
 18 
Debreberhan university procurement and property administration is one of theorganizational
divisions which has its own working strategic plan and perform purchaseadministration related
activities. In addition to this the organization has certain strength,weakness, opportunity and
treats which I have seen from different perspective. Besidesthis the organization process it
activity in fair and active manner in order to servefinancial and non-financial problems of the
organization. Finally I would focus and lookthe above problems in Debreberhan
university procurement and property administrationdirectorate I recommended my solution and
suggestions.
4.2 Recommendations
In the proceeding of parts of the paper I have discussed about debreberhan
universityadministration bureau of finance and economic development. After analyzing all
the proceeding condition and facts at hand I recommend the following point for the better perfor
mance of the sector and its contribution to the bureau of purchase departmentdevelopment of the
Debreberhan university .

 
The bureau of procurement purchase should arrange condition for the supply ofeducated man
power.

 
The organization should have to established network to control the task of eachworker.

 
The purchase should give training and development for each worker to put theirskill on the work.

 
The department has to prove necessary facilities for the employees to increasetheir motivation
and intention towards accomplishing the organizationalobjectives

 
There should be necessary interaction or interconnection between theemployees. This will create
an opportunity for the employees to shareexperience and for improvement necessary
performance of the sector as whole.
 
 19 
4.3 RFERENCES

 
weekly and monthly reports

 
Employees and supervisors ideas

 
Website of the organization

 
Different written documents

 
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