School-Base Assessment

Candidates Registration Number

 Miguel Mitchell Hospedales

 Priya Samaroo
 Anna-LLisa Henry
 Aisha Lezama
 Ronald Ahee

Name of school: El Dorado East Secondary School

Centre Number : 160168

Territory: Trinidad

Subject: Office Administration

Teacher: Ms. Marsha George

Year Of Examination: 2024

SBA TOPIC: An investigation into the roles and functions of the procurement and inventory
management

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 TABLE OF CONTENTS

Title of project 1

Aims of the Assessment 3

Functions of the procurement department 4

Correspondence 5

Questionnaire 6

Methodology 7

Questions asked to office personnel 8

Schedule of activities 9

Regulations and policies governing the firm 10

Report 11

Findings, recommendations and limitations 12

Office Equipment used in their business 14

Bibliography 16

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 Aims of the Assessment

 To investigate how the procurement office operates

 To state the factors that influence their procurement procedures
 To discover the relationship of the procurement office with other departments
 To examine the stock control of the firm
 To explain the duties and functions of their procurement office

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 Functions Of The Procurement Department

 Determining items to be purchased

 Negating with suppliers
 Purchasing equipment of standard condition

(Office administration by Frank Ramtahal)

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 Correspondence

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 Questionnaire

Tick the box under yes or no to give a response

No. QUESTIONS YES NO

1 Do you have a clear understanding of how the procurement office
operates within the organization?
2 Have you observed or been involved in the procurement process
within the organization?
3 Are you aware of the factors that influence the procurement
procedure in your organization?
4 Have you identified external factors affecting the procurement
decisions made by the office?
5 Do you believe there is effective communication and
collaboration between the procurement office and other
departments?
6 Have you personally experienced or witnessed instances where
the procurement office worked closely with other departments?
7 Are you familiar with the stock control procedures implemented
by the procurement office?
8 Have you observed any challenges or successes in the stock
control system of the organization?
9 Have you received formal training or information about the roles
and responsibilities of the procurement office?

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 Methodology
For this S.B.A. We used primary sources, such as questionnaires and interviews to conduct this
research.

Questionnaires

A questionnaire was sent out to Eza’s trading LTD , that consist of nine (9) questions
was given on Thursday February 22nd . The feedback was given back to us on the same day .
This method was chosen as respondents may feel more comfortable providing more honest
answers as compared to a face-face interview. Also , it is an faster , efficient and inexpensive
method of collecting information quickly.

Interview

An interview was conducted at. Eza’s trading LTD, Which took 20-25 minutes and the
number of questions that was asked was five (5) . This method was used firstly, because it was
easy to carry out and obtain reliable results quickly. Secondly, it allowed researchers to obtain
original and unique data directly from a source based on the study’s requirements.

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 Questions Asked To Office Personnel

1. How does your procurement office operate?

2. What are the duties and functions of your procurement office?

3. What is the relationship like with the procurement office with other departments?

4. What are the factors that influence your procurement procedures?

5. How does the procurement office manage stock?

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 SCHEDULE OF ACTIVITIES
Dates Activity
February 19th, 2024 Texting businesses to let
them be aware that I’ll be
dropping off a letters on the
21st February 2024
February 21st , 2024 Dropping off letter of
correspondence
February 22nd , 2024 Giving questionnaire
February 22nd , 2024 Conduct the interview
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Comments
The manager responded with
“no problem”
Manager reads it and said to
come by the next day
Questionnaire was completed
on the same day
All questions were answered
 REGULATIONS AND POLICIES GOVERNING THE FIRM

 Books that are outdated or obsolete are given out to customers or people of need for free
of charge.
 It’s there duty to help customers acquire all the book on their book list.

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 Report

My study group is looking into Eza's Trading LTD. It's a bookstore where books are available for
purchase as well as regular sales (digital books included) and CDs. Since everything has turned
digital, this company was selected for the SBA because it shocked us that the store is still open
for business. Including the last pandemic as a roadblock, the company's inventory management
and procurement practices have undergone significant changes in recent years. As a result, the
layout of the building and daily activities have been changed.

A questionnaire was used for the research, and the results indicate whether or not the
organization has an inventory management and procurement department as well as the duties of
the department. Because a breakdown in this crucial area might lead to the collapse of the firm,
the research demonstrates the organization and self-awareness of the business. Based on our
observations, the company is effective in surviving in this day and age. As long as the
management and staff continue to be stable and flexible, they will have complete control over the
company.

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 FINDINGS

Interview/Questions asked to office personnel

Q1. How does your procurement office operate?

Figure 1

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RECOMMENDATIONS

My recommendation to solve the problem is by asking some of my teammates to have better

communication skills and collaboration which would have enhanced the efficiency of the group
and the S.B.A. . Which would have made work less stressful and easier, so that we would not
have been caught up with the effect of holidays . Also, I would also like to request that the
company could have granted permission to allow all group members to join along with the
interview and not allow only one individual. Which would have made the S.B.A. less
challenging for just one person to ask all the interview questions.

LIMITATIONS

Firstly, there was some trouble in finding a business and when we did the business
completed the questionnaire and the group faced challenges to come back for
interview questions, so we choice another business. Secondly, some group

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members were not contributing to SBA. Thirdly the business that was chosen for
this investigation was a developing small businesses and doesn’t have a
financial luxury of have a group of workers for different departments however
Eza’s the owner/ manager and a few other works carried out all the business
activities.

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 OFFICE EQUIPMENT USED IN THE FIRM

Dates Equipment used Purpose of Suitability for task

equipment
February 23th , 2024 Computer Used to purchase It allowed online
items for retail access for the
purchasing of item
to be made
February 23th , 2024 Printer Used to print It allows typing soft
records of purchase copy records be
in physical filing converted to a
physical copy
February 23th , 2024 Shredded Used to dispose of It get rad of very old
paper recordings to make
space for new ones

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 BIBLIOGRAPHY

Interviewer- Miguel Mitchell Hospedales

Interviewee- Eza

Date-22 January 2023

Place - Eza's trading Ltd

Job title- procurement personnel

The following was used for our research:

OFFICE ADMINISTRATION 2ED

by Frank Ramtahal.

https://www.investopedia.com/terms/p/procurement.asp

https://www.raiven.com/blog/six-procurement-lessons-from-the-grocery-industry

https://procurementtactics.com/procurement-department/#:~:text=Monitors%20supplier's
%20performance-,The%20procurement%20department's%20important%20functions%20are

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%20sourcing%2C%20complying%20with%20policies,complete%20product%20and%20supply
%20chain

https://docucollab.com/most-important-job-functions-for-a-procurement-department/

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