OFFICE ADMINISTRATION

SCHOOL-BASED ASSESSMENT

Candidate Name:

Candidate Number:

Centre Name:

Centre Number:

Topic: Procurement and Inventory Management; Operation Dispatch and

Transport Services

Teacher:

Territory:

Examination Period:
 TABLE OF CONTENT

CONTENT PAGE

❖ Criteria 1 - Preparation
> Title of Project
 Aim of This Assessment
➤ Functions of the Department
➤ Correspondence

❖ Criteria 2 - Gathering Data

➤ Questionnaire
➤ Methodology
➤ Questions Asked to Business Personnel
➤ Schedule of Activities
Regulations and Policies

❖Criteria 3 - Presentation
➤ Report
 Impact of Office Equipment
➤ Bibliography
 Title of Project
Procurement and Inventory Management; Operation Dispatch and Transport

Services
 AIM OF THE ASSESSMENT

 To examine the role of procurement and inventory management in

optimizing operations dispatch and transport services.

 To assess current practices and identify areas for improvement in

procurement and inventory management.

 To propose recommendations for enhancing efficiency in operations

dispatch through effective procurement and inventory management

strategies.
 FUNCTIONS OF THE DEPARTMENT

Procurement and Inventory Management functions are:

 Sourcing and purchasing of goods and services required for organizational

operations.

 Inventory monitoring, control, and optimization to ensure adequate stock levels

while minimizing excess inventory.

 Supplier relationship management to foster mutually beneficial partnerships

and ensure timely delivery of goods.

Operation Dispatch and Transport Service functions are:

 Coordination of logistics and transportation for goods and personnel.

 Routing and scheduling of deliveries and dispatches.

 Fleet management and maintenance to ensure the reliability and safety of

vehicles.
 CORRESPODENCE

Island Concrete Company Limited (ICCL)

7 Ivy Green Crescent,

Kingston 5, Jamaica

9/02/2024

Dear Sir/Madam,

This letter is being written to request permission to carry out an investigation on your business

for the aid of my Office Administration School Based Assessment on the topic named

"Procurement and Inventory Management; Operation Dispatch and Transport Services”to receive

a satisfactory grade in the Caribbean Secondary Education Certificate (CSEC) examinations in

June 2024. All that will be done is the issuing of questionnaires, interviewing employees and

observing them at work in the business. All information that is received at your office will be

kept confidential. You may contact me at (add your email).

Thank you for your consideration.

Yours sincerely,
(Your Name)

QUESTIONNAIRE
1) What is the purpose of preserving information?

a) To record daily business activities.

b) To analyze market trends.

c) To comply with legal requirements.

d) Out of habit, including both relevant and irrelevant data.

2) What type of office layout is utilized in your workplace?

a) Cellular office.

b) Open-plan office.

c) Virtual office.

d) Cubicle type.

3) How is information typically preserved?

a) Hard copy files.

b) Computer server backups.

c) Saving to mobile devices.

d) Uncertain about preservation methods.

4) What are the primary responsibilities of the procurement and stock control office?

a) Buying new materials essential for the production process.

b) Tracking the quantity of stock available.

c) Maintaining a comprehensive list of suppliers.

d) All of the above.

5) What role does the filing clerk play in the office?

a) To preserve information.

b) To organize information for easy retrieval.

c) To serve coffee to the manager.

d) To handle incoming calls at the front desk.

6) Why is information collected, processed, and disseminated within the business?

a) To ensure customer satisfaction.

b) To identify potential customers.

c) To enhance business profitability.

d) All of the above.

7) What are the key objectives of this business?

a) To produce goods and services meeting consumer needs.

b) To invest in materials and resources.

c) To exploit customers for profit.

d) None of the above.

8) What equipment is regularly utilized in office operations for these services, and how often are
they used?

a) Paper cutter

b) Shredder

c) Computer

d) Printer

9) When assessing candidates for related clerical positions, what specific skills or qualifications
are typically required?

a) Proficiency in communication

b) Computer literacy

c) Literacy and numeracy skills

d) Analytical and problem-solving abilities

10) What are the primary goals concerning these services?

a) Ensuring timely and quality supply of goods and materials

b) Facilitating close collaboration with other departments

c) Managing switchboard operations or payroll preparation

11) What tasks are commonly assigned to purchasing clerks?

a) Processing requisitions

b) Maintaining purchase records

c) Managing stock records

12) What qualities are essential for personnel engaged in these services?

a) Integrity

b) Attention to detail

c) Reliability

13) What procedures are typically followed in these operations?

a) Consulting catalogues and price lists before making purchases

b) Completing necessary documentation

c) Issuing tenders

d) Handling accounts-related paperwork

14 ) What documents are frequently utilized in these services?

a) Requisition forms

b) Supply inventory documents

 c) Payroll

METHODOLOGY
Questionnaires and interviews were done as the primary data source.

Questionnaires

To ensure that everyone had enough time to finish the questionnaire, twenty (20)

of them were distributed, and each recipient was allowed ten (10) days to complete

it. Because responders may complete the questionnaire at their own pace, it is more

time-efficient, which is why this method was chosen. Additionally, as respondents

often experience anxiety during interviews, additional information will be gathered

through the questionnaires.

Interviews

Five (5) questions were asked in total during the five to ten minute interviews. This

approach was chosen because it allows for the collection of more detailed data and

provides rapid feedback. Additionally, it's a practical oral communication method

that works well for separate

 Questions Asked to Business Personnel

The business personnel was asked seven (7) questions:

1) Can you elaborate on the key responsibilities associated with the role of a

purchasing clerk in your organization?

2) Could you outline the standard procedures followed within our procurement

office to ensure smooth operations and compliance?

3) From your perspective, do you believe that the equipment in your office is

effectively contributing to maximizing efficiency within the business? If not,

what improvements do you suggest?

4) What specific equipment is regularly utilized within your office, and how

does each contribute to our daily operations?

5) What factors or considerations necessitate the particular design of your office

space, and how does this layout impact productivity and collaboration among

team members?
 6) In your experience, what challenges have you encountered in the procurement

process, and how have these challenges been addressed or mitigated?

7) Can you discuss any recent initiatives or improvements implemented in our

office regarding inventory management, dispatch, or transportation services, and

what impact have these changes had on overall efficiency and performance?

SCHEDULE OF ACTIVITIES

Dates Activities Comments

January 5, 2024 Went to the business to see if Came to the conclusion

it was suitable for the

that it was a suitable
research.
research site.

January 8, 2024 Emailed a letter of Manager replied approved

correspondence to the and settled a date to meet.

organization.

January 10, 2024 Met with the manager and did Interview went extremely

an interview. well

January 13, 2024 Visited the business and Employees were okay with

issued questionnaires. completing it within 10 days.

January 13,2024 Interviewed personnel. Gathered important

information.
January 15, 2024 Observed personnel service Activities done was observed

and information from

previous interview was

proved correct.

January 23, 2024 Went to the business to All questionnaires were

collect the questionnaires collected. Manager and

Employees expressed their

appreciation in choosing their

business.
 REGULATION AND COMPANY POLICIES
Legislation Compliance:

- Adherence to all relevant laws and regulations, such as tax and labor laws, is
mandatory.

- Displaying VAT registration documentation in the sales office ensures

transparency and tax compliance.

- Employees will receive regular training to stay updated on laws impacting their
roles.

Health and Safety Standards:

- Fire safety measures, including extinguisher availability and clear exit routes, are
regularly inspected for compliance.

- Clearly marked no-smoking areas and speed limit signs maintain a healthy and
safe work environment.

Employee Conduct and Privacy:

- Employees must follow the organization's code of conduct, respecting privacy
and confidentiality.

- Mandatory knocking before entering offices fosters professionalism and respect

among colleagues.

Visitor Guidelines:

- Visitors are required to sign in for security and accountability.

- Access to sensitive areas may be restricted, and escorted visits may be necessary
as per organizational policies.

Data Protection and Confidentiality:

- Strict protocols are in place to safeguard sensitive information and comply with
data protection laws.

- Employee training ensures adherence to data handling procedures and

confidentiality standards.
 REPORT

The company that was selected was ICCL. This company was selected for this topic because it

has improved since adding more competent and skilled employees and updating its

infrastructure. This company has added an office orientation, procurement, and inventory

management department to its operations throughout the last two, three, and eight years. As a

result, both its internal organization and daily operations have undergone restructuring. The

results of the analysis demonstrated the critical significance that the establishment of the

procurement and inventory management department, together with office orientation, plays in

any given firm. The study revealed that since the office orientation and procurement and

inventory management department, the business's growth, services, document preparation, and

production process have all significantly improved.

Figure 1- Question 2
 Office Layout

9%
10% Cubicle Office
Open Office
Cellular Office
Vertical Office

23% 59%
 Role of PURCHASING CLERK
9
8 8
7
6
5
4
3
3.4
2.4 Role of PURCHASING
2 CLERK
1
0 0.2
ns s s
io rd rd n ow
si it co co
u re re
n tK
q se k es
re ha oc
g rc g
st Do
ssin pu g in
ce in
g na
P ro in a
a M
nt
ai
M

Figure 2-Question 11

Equipment utilized
5

4.5

3.5

2.5

1.5

0.5

0
Paper cutter Printer Shredder Computer

Equipment utilized

Figure 3-Question 8
 Role of filing clerk

17% 1%
organize information
preserve information.
handle incoming calls
22% 60%
serve coffee to the manager

Figure 4- Question 5
 LIMITATIONS
The scheduling of activities was the main issue encountered in finishing this investigation. The

corporate environment being extremely hectic, the procedure of gathering data was exceedingly

challenging. However after speaking with the manager the issue was solved.
 RECCOMENDATION

In order to resolve the issue, I had a meeting with the company manager to go over how to

proceed with the interviews. In order to finish the SBA on time, I suggested that we decide on a

convenient time for the interviews to occur.

 OFFICE EQUIPMENT USED

Equipment Purpose of Suitability for

Dates used Equipment task

January 13, 2024 Computer Used for recording Limits the time to
business plans. document plans

January 13,2024 Printer For copying business It makes documents

documents available in the hard
copy.

January 13, 2024 Shredder To shred papers not Protects business

in use confidentiality

January 13, 2024 Paper Cutter To administer straight Promises neat cuts
cuts
 BIBLIOGRAPHY

Oboloo. (n.d.). What is procurement and inventory management? Retrieved from

https://oboloo.com/blog/what-is-procurement-and-inventory-management/

Oboloo. (n.d.). Aspects of inventory management: Key considerations in

procurement.

https://oboloo.com/blog/aspects-of-inventory-management-key-considerations-in-

procurement/

OATeacher. (n.d.). Operations despatch and transport services [Slideshare

presentation]. - https://www.slideshare.net/oateacher/operations-despatch-and-

transport-services-110119526

Personnel Interviewed

Name Date Job title

Collet Davis January 13,2024 Filing Clerk

Yasheka Watson January 13, 2024 Purchasing Clerk