Internship Report For Procurement Students

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Field Attachment Report Of DUCHAN CARSTEN At The Ministry Of Trade, Industry And Cooperatives.

1.0 Chapter One: Introduction
1.1 Introduction
Procurement and Disposal Unit. The Procurement and Disposal Unit (PDU) was
established under the Public Procurement and Disposal of Public Assets Act 2003,
(Section 30). The Procurement and Disposal Unit is a division entrusted with the
responsibility of executing the procurement and disposal function across the
organisations. while at the department the following activities were performed by me
such as receiving of bids, attending bid opening ,record of receipt of bids .
1.2 Background of field attachment
A field attachment is a field practical training experience that prepares trainees for the
tasks they are expected to perform on completion of their training.
As a student, my involvement in the attachment is to make sure that I acquire new
knowledge and practical experiences, improving my confidence in problem solving,
utilize the opportunity to relate with different categories of people likely to be met in the
real-life situations.

1.3 Objectives of field attachment
The Industrial training process streamlined in the college curriculum as a prerequisite, was
enforced to achieve some of the following aims / objectives.
i. To acquaint the student with the expectations of a working environment in a highly
competitive world.
ii. To develop my understanding of work ethics, employment demands, responsibilities
and opportunities.
iii. To enable and strengthen linkages between Makerere University and various
organizations all over the country.
iv. To equip the student with practical skills that may not necessarily be appreciated,
visualized or even taught in school, that include; communication skills, dress code,
team work, efficiency on task and problem management.
v. To provide an opportunity for the student to apply the principles and techniques
theoretically learnt into real-life problem solving situations.

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vi. To provide an opportunity for the students and the academic staff to interact with the
stake holder and potential employers and thus appreciate field situations that will also
generate information for curricular review and improvement.

1.4 Background of the organization
The Ministry of Trade, Industry and Cooperatives is and organization mandated by
the Government of Uganda under the Constitutions Act 1995 to formulate and support
strategies, plans and programs that ensure expansion and diversification of trade,
cooperatives, environmentally sustainable industrialization, appropriate technology
and development and transfer for value addition to natural resources and to generate
wealth for poverty eradication and benefit the country socially and economically.
The Ministry is located on plot 6/8 Parliament Avenue, Farmers house 3
rd
6
th
floor
Kampala.
Vision Sustainable cooperatives, competitive trade and world class industrial products
and services
Mission: To develope and promote acompititive export-led private sector through
axcelerating industral developement . trde and sustainable member centered cooperative
for wealth creation and economic growth .
1.5 Organizational culture
The organization is founded on various values, beliefs and practices that guide the
organization when its undertaking its operations and greatly distinguishes it from other
organizations given its mandate and these include:
Objectivity: Display impartiality and professional judgment
Professional competence: Act with diligence, professionalism and Team spirit.
Transparency and accountability: The organization is transparent and accountable for its
decisions, actions and inactions.
Responsiveness: They respond effectively and efficiently to their duties as mandated by the
Constitution of the Republic of Uganda.

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1.6 Gender in the organization
At the strategic planning level there is gender balance where the ministry has 20 (21.5%) men
and 14(15.2%) women. However, at the tactical level the ministry is not as balanced as at the
strategic level because 35% is composed female and 101% male.

1.7 Organizational Structure of the Ministry
Existing Macro Structure, Ministry of Trade & Industry and cooperatives
The Ministry has five departments and three units, namely:
Department of Finance and Administration
Department of External Trade
Department Of Internal Trade
Department of Cooperative Development
Department of Industry and Technology
o The Policy Analysis Unit
o The Resource Centre Unit
o The Procurement and Disposal Unit.

The Ministry also oversees the operations of the following semi-autonomous institutions;
Uganda National Bureau of Standards
Management Training and Advisory Centre
Uganda Export Promotion Board
Uganda Industrial Research Institute
Uganda Commodity Exchange

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Organizational Structure Chart

.

.

Permanent secretary
Director; trade, industry and
cooperatives
Commission
cooperative Devt
Commissioner,
internal trade
Commissioner,
external trade
Undersecretary, finance
and administration
State Minister of Trade
And Co-operatives.
State Minister of Trade
And technology
Commissioner,
industry & technology
Executive director, UIRI
Executive director, UNBS
Office supervision & stores
Security registry
Legal affairs
Resource center & ICT
Procurement & disposal
Internal audit
Accounts
Human resource
Policy and planning
Executive director, UDC
Executive director, UEPB
Executive director, MTAC
Executive director, UCPC
Executive director, TEXDA
Executive director, UCE
Chairperson, AGOA secretariat
Minister of Trade, industry And Co-operatives.

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1.8 The main activities of the organization
i. Formulating and reviewing, where necessary appropriate policies, legislation,
regulations and standards for sustainable development of tourism, trade,
industrialization and technology, co-operative movement and other tradable national
products for increased wealth and benefit to the country.
ii. Initiating, coordinating, supporting, oversee and where applicable, facilitate
implementation of strategies and programs aimed at enhancing the development and
promotion of tourism, trade, the co-operatives, industry and technology, conservation
and preservation of other tradable national products and ensure their maximum
benefit to the country.
iii. Inspecting, monitoring and evaluating the progress, standards, state and efficiency of
the various sectors, under its mandate for quality assurance, policy direction and
guidance.
iv. Conducting studies and evaluating the impact of the Sectorial, fiscal and other
policies on the advancement of the diversified sector and their effect on the poverty
eradication program so as to advise authorities appropriately.
v. Promoting and coordinating research activities and initiatives of the sector with a
view to ensure that results are utilized and are beneficial to the country and all
stakeholders.
vi. Assessing the need and where necessary, mobilize resources to support balanced
industrial, co-operatives, tourism, and entrepreneurial development for eradication of
poverty in the country.
vii. To collecting, processing, analyzing, and disseminating national and international
data/information on the sectors and (provide an input for) rational decision-making.
viii. Participating in negotiations and implementations of arrangements relating to
international and national treaties of the diversified sector.

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2.0 Chapter Two: Students Experience
2.1 Title or position occupied in an organization
The trainee was placed in the Procurement and Disposal Unit and was given the
position of assistant to the procurement officer who is to assist the senior procurement
officer to run the entire procurement process for easy implementation and enhance
performance in the organization.

2.2 Duties and responsibilities
i. Receiving bid Documents. The trainee was assigned a duty of receiving bid
documents from potentials suppliers. In the execution of this duty, he had to receive,
verify and record the bids in a manner that ensures transparency and open competition
among the bidders.
ii. Procurement Record Keeping. The trainee had a duty to record the proceedings of the
procurement process and also to keep the procurement records and ensure that they
are safe for retrieval whenever they are required by the authorized users.
iii. Printing, binding and photocopying of Bidding Documents. The trainee was
responsible for printing, binding and photocopying of documents that were needed to
be discussed during the contracts committee meetings and documents to be put in
procurement file.
iv. Delivering Notification Letters and Bidding Documents. The trainee was given the
duty to deliver notification letters to members of the contracts committee about the
meeting to take place together with bidding and contract documents relating to the
meeting so that they can follow up what the meeting is about.
v. Capturing of minutes during meetings. The trainee was responsible for noting down
minutes discussed in meetings such as the opening of bids, contracts committee
meeting which he had to organize and put in order before typing and printing them.
vi. Evaluation of Bids. The trainee was assigned the responsibility of attending the
evaluation process to observe and obtain the best evaluated bidder for a particular
procurement requirement from the many potential suppliers who had submitted their
bids.
vii. Issuing of Bidding Documents. The trainee had a responsibility of issuing bid
documents to prospective suppliers where bidding documents are paid or not paid

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depending on the size of the document, receipted and recorded in the pp. form 30 for
payable and pp. form 31 not payable
viii. Attending of Bid Openings. The trainee was supposed to attend bid openings which
began at a specified period of time. Bid openings were conducted by the Senior
Procurement Officer in front of all of the bidders. This included opening the bids and
recording the required details in transparent way. This was done in the presence of all
the potential bidders to ensure parity among all bidders. The pp form 12 used given
to the trainee to register opened bids.
ix. Filing Documents according to the Procurement Process. The trainee was assigned to
file all the documents involved in the procurement process in their right order. The
procurement budget and plan came first in the procurement cycle. This was followed
by the procurement requisition, confirmation of the availability of funds, review of
specifications / procurement methods, procurement method approval, preparation of
bidding documents, approval of bidding documents, advertisement and invitation for
bids, receipt and opening of bids, evaluation of bids, review of evaluation, award of
contract, signing of contract / communicate award, contract management and
monitoring and lastly contract performance evaluation.
x. Preparation of Monthly Procurement Reports. I was engaged in the preparation of
monthly procurement reports. These reports included all the procurement activities
that had taken place within each month, including micro procurements for goods and
services.
xi. Displaying the Best Evaluated Bidder on the Procurement and Disposal Unit Board.
After bids had been evaluated and approved by the responsible committees, a notice
was drafted showing the best bidder. The intern was responsible for displaying this
notice on the procurement and disposal unit board. This notice was displayed for a
specific period of time.
xii. Preparing Files for Auditing. The intern was assigned to prepared files so that they
were ready for auditing. I ensured that all the files had the necessary documents and
after submitting them to the auditor to go through them and sign.
xiii. Filling of the manual purchase orders. The trainee was also responsible for filling
Local Purchase Orders which included attachments of the purchase agreements which
allow successful bidders to start supplying particular items to the user department.
The LPOs are in two types the Manual LPO, These shows to the bidder that the entity

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is ready to pay but the money is not yet ready, and Electronic LPOs, these shows that
the is ready
2.3 Supervision levels and relationship with supervisor
During the interns training, he had daily supervision and efficient supervision by his field
supervisor, Mr. David Karuma and other departmental staff who motivated him to pull
together to meet his goals and objectives at the Ministry Of Trade Industry and Cooperatives .
He was supervised all the working hours which were from 8:00am to 5:00pm, five days a
week, Monday to Friday.
The Interns supervisor was a good mentor to him, who was always available and
approachable.
He used to provide feedback in a timely and meaningful manner, encouraged and supported
personal and professional development as well as being an empathetic listener and had
compassion for others.
He had high ethical standards and integrity, he acknowledged the fact that the intern is human
and he gave him appropriate manageable work, he also acted like a human being by sharing,
joking and others which made the intern feel more comfortable and free hence gaining more
confidence.

2.4 Work team and its composition
In the Procurement department, the intern worked with a group of persons and these
included;
Senior Procurement Officer, Assistant Procurement Officer, and other fellow interns from
Makerere University Business School. These people guided, directed, and mentored him for
the time he spent at the organization.

2.5 Working relation among team members.
There was a good working relationship among team members which involved an
understanding of the interns respective responsibilities and rights. The team members could
recognize that problems are normal and part of human life and he could approach them in an
effort to find solutions rather than placing blame hence making work so harmonious.
The intern noticed that the goals of an organization can only be achieved through team work
and coordination.

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2.6 Authority levels to the student.
The trainee was entrusted with carrying out many activities simply because in the absence of
his supervisor, most of the activities would be on his table. The trainee was allowed to record
LPOS in the LPO book, issuing bid documents, receiving bids among other tasks.

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3.0 Chapter Three: Evaluation And Field Attachment
3.1 Level of accomplishment of duties and responsibilities assigned
The trainee was in position to accomplish all the work assigned to me in the specified time.
Taking on new assignments willingly and without any hesitation. I took the new assignments
given to me in a positive perspective and perceived them as an opportunity for greater
exposure.

3.2 New knowledge and skills gained in each of the duties and responsibilities.
There was flexibility exhibition and adaptability to new situations according to the
organization culture for instance how the procurement department related with other
departments.
3.2.1 Knowledge Acquired
i. I acquired a lot of experiences in procurement through preparing evaluation reports,
making prequalification lists, recording the LPOs in the LPO book and writing the
forwarding letters like the internal memo.
ii. Receiving of Bidding documents and recording them in the PP form 8 , this has
helped me to gain experience on how to receive and record the bidding document and
which PP form to use while recording them.
iii. The trainee gained experience in arranging the forwarding forms, files for each
financial year with their PP forms and tax invoices especially at the end of month.
iv. The trainee gained office management experience, given the workload that is levied to
the department; procurement office was one of the busiest offices in the Ministry. For
the period of training, he met various people ranging from suppliers, officers with the
Ministry many more visitors. These therefore call for proper office management to
cater for the large number of visitors and the ever.
v. Theoretical knowledge. the trainee gained more theoretical knowledge when it came
to some field for instance under procurement unit, knowledge on the procurement
process, different stakeholders under procurement unit, methods of procurement,
different thresholds considered when choosing the method of procurement, evaluation
process and the methods of evaluation so much more was gained.

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3.2.2 Skills Acquired
i. Time management skills. The intern learnt a lot on time management skills which was
more of interesting than just managing time. However, it is ones self in relation time
on how to meet the set up vision, objectives and the mission of the organization. It
was about controlling the use of most valuable and under valuable resources to make
the organization to meet its intent in the required period of time.
ii. Analytical skills. During the training, the trainee was required to prepare briefs,
review, evaluation reports and give feedback on issues such as the addenda, contracts
award which require critical analysis, this enabled me develop his analytical skills.
iii. Strategic planning skills. After being placed at the Ministry, the trainee was now able
to draw plans and strategies on how to do work on the activities related to my
program and also be able to do all the activities being assigned to him by the field
supervisor and even to identify how they can be applied in real life situations
especially in procurement department.
iv. Communication skills. The trainee learnt how to communicate to superiors as well as
subordinates. This was important as good communication is important for the work
and output efficiency of team and staff members.
v. Technical skills. These were achieved by advising the user department on what
procedures should be followed when the need arises and on how the users can handle
complex procurements. However, it was also achieved through being involved in
evaluation of bids whereby the technical persons always come from PDU. It was also
through using the PPDA act of 2003 and 2011 amendments where all the rules,
regulations and guidelines on how they can be applied in different methods of
procurement and disposal and give advice to user department based on what they
require.
vi. Office management skills. Given the workload that is levied to the department,
procurement was one of the busiest offices in the Ministry. For the period of training
the intern spent there, he met various people coming to the office ranging from
suppliers, officers with in the Ministry and many more visitors. Therefore call for
proper office management to cater for the large number of visitors and the ever
increasing number of files in the office.
vii. Computer skills. During training, the trainee developed skills since computer use is
the major form of document preparation and communication in the department and

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the Ministry at large. Typing skills were also improved on my side since he was
tasked with preparation of reports, internal memos, preparing Manual Local Purchase
Orders and many others.
viii. Ability to work under pressure. There was less pressure being imposed on the
trainee during work but he learnt that in a situation where you come from home with
all your problems, you need to need to keep calm in a crisis and not too overwhelmed
or stressed.

3.3 Most interesting experiences.
i. The orientation week was so interesting because the intern had a warm welcome by
the staff partner, his supervisor and other departmental colleagues who made him feel
at home hence fitting in the society as other workers.
ii. Attending various meetings with high profile people including the Minister Amelia
Kyambade, this was a remarkable experience.
iii. Going out for field work courtesy of the Ministry under some of the projects that
were being carried out which tough me how to carry out research.
3.4 Relatedness of universitys taught programs to the field attached
The principles and the techniques taught at Makerere University are highly related to the field
work that is done at the field attachment place. In addition, the field attachment place enabled
the intern to apply the theory related work into practice as well as enabling me to access
training facilities and resources that are not available at Makerere University. For example
Public Procurement, Law of Contracts, Information and Communication technology among
others.

3.5 Challenges faced and how managed
3.5.1 Challenges
The following were the few challenges the trainee encountered during his stay at the Ministry
of Trade, Industry and Cooperatives;
i. Monotony of work since I was attached to PDU, where by the same activities are done
on daily basis like recording the manual LPOs in the LPO book this limited me from
broader learning environment.

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ii. Technicality of the procurement terms used were also a challenge faced by the intern
especially during meetings.
iii. Inadequate work space. There was no enough space to accommodate the intern and
this made it difficult for me to use the office equipment like computers which led to
late accomplishment of tasks.

3.5.2 How Challenges were Managed
i. The trainee always noted down new technical words and always asked the
supervisor during his free time which helped him overcome the challenge of being
ignorant about the terms used in procurement.
ii. The trainee surfed the internet, read procurement literature on top of assignment
as a measure to overcome the challenge of monotony of work.
iii. The intern always carried his laptop to avoid conflict on the inadequate computer
facilities which enabled him to accomplish his tasks despite the few facilities and
limited working space.

3.6 Benefits derived from field attachment
i. Having opportunity to do internship enable the trainee to know whether he like to
work in the field he studies at University and also to experience it. He got to learn the
actual situation in real world, and then when he goes back to finish up his studies, he
will have a better idea of what to focus in his learning.
ii. The field attachment enabled the intern to have an edge in the job market. Employers
are usually more concerned with your work experience than your qualifications and
internships are often the only way to get the work experience you need to secure a
job, so they're a vital part of your resume. Many employers prefer or require
applicants who have done an internship or relevant work experience and in many of
the more competitive job markets it is essential to set you apart from the others hence
this will be of advantage to the interns after his studies.
iii. The field attachment has helped the intern to decide if this is the right career for him.
The intern was not sure if this is the right career for him, but internship was a great
way to try it out. Internship was short, but it was able to test his future career without
committing and find out if it is a career that will satisfy him.

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iv. The intern gained networking opportunities from the field attachment which was a
great way to meet people in the interns field. Internship allowed the intern to meet
people of all kinds and status who might help him land a job later on and give him the
contacts in the industry he is trying to break into. Plus, references from people in the
industry will really add weight to his application.
v. Applied Classroom Knowledge. An internship was seen as the pinnacle of his
undergraduate education and give him the chance to use the skills he has learnt in the
classroom in a real-world setting. Its was a chance to prove the worth of his
qualifications and to show that he can perform in the role he had been given.
vi. Gained confidence. Getting experience is a great way to build confidence. After field
attachment the intern is confident enough to face any job interviewers after the
training and guidance he went through while in the field hence he will be able to
supplement his assertion with examples during interviews while searching for a job.
3.7 Adequacy in universitys preparing the students for field attachment
The university integrates field attachment program into the university curricula and it
provides overall institutional management of the internship program to all relevant students
responsible for that program. The University still develops a monitoring and evaluation
criteria for the attachment program which includes the code of conduct of students.
The University goes ahead to build field attachment expenses in the university fees structure
and budget, prepares letter of introduction and other necessary documents for example;
students evaluations form, log books, journals and guidelines for field attachment report
writing.
Therefore the university has adequate guidelines for preparing student for field attachment
hence a credit to the university.
3.8 Preparedness of the agency to receive and manage students for field attachment
The Ministry of Trade Industry and Cooperative whole heartedly received and managed
interns from various Universities around the country and they are usually oriented on the very
first day of reporting for internship and later each intern is assigned a field supervisor who is
meant to guide the trainee throughout his entire stay at the Ministry.
The Human Resource Manager Mrs. Muwonge designed a program to assess and evaluate all
Interns towards the end of the internship where they converge in the board room and present
their experience and what they have learnt from the Ministry and award marks as well.

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In a nut shell, the Ministry of trade industry and cooperative was a very conducive place for
interns to carry out their training from.

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4.0 Chapter Four: Conclusion And Recommendations
4.1 Conclusion
Internship has been such a great experience for me because was exposed to the field of
procurement. It has given me wide knowledge on how to take on different challenges in the
procurement sector thus helping me to enlighten my thinking and mind on how to overcome
them and also how to manage different resources in order to obtain better results which are
developmental to the society. It has enabled me to apply most of the theory into practice in
order to widen my knowledge and skills. It has helped me achieve knowledge about the
different aspects regarding preparation of documents.
To this I was able to obtain a clear understanding on issues concerned with preparation of
reports, recording of bids and others and those not clearly understood in lecture environment.
Therefore, I urge all students to take this industrial training as crucial.

4.2 Recommendations
I would recommend my internship to others because it has been interesting, molding me into
a good time manager, a good analyst and learner that is being flexible to learn a variety of
activities. I did not know much before for instance preparing evaluation reports, writing
minutes and agenda, and forwarding letters among others.

To the University. The University supervisor should check on the placed students more
frequently to properly monitor and appraise the students.
The University should come up with some organizations in which students can be well
trained for an appropriate time because the employment environment is searching for
experienced people yet the experience we get from internship is not enough, which leads to
high rates of unemployment and older people remaining in office because they have the skills
needed.
I would highly recommend anyone to carry out their internship MTIC for it provides the
suitable environment and facilitation required to carry out a successful internship.

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APPENDIX
Appendix I: Guidelines for proper handling and safe storage of documents (Ministrys
data base)
The ministry of trade industry and cooperatives keeps the following documents in a secure
place and has the guidelines for handling them as per regulation 92 and guidelines.
Bid bond
Performance bond
Storage payment guarantee
Payment documents
Local purchase orders
Advance payment guarantee
Power of attorney
Bill of lading
Appendix II: Work Plan For the entire internship exercise
RESPONSIBILITIES
Implementation of the Bid process
Procurement Record Keeping
Printing, binding and photocopying of Bidding Documents:
Delivering Notification Letters and Bidding Documents:
Making Minutes for the Contracts Committee Meeting:
Filing Documents according to the Procurement Process:
Preparation of Monthly Procurement Reports
Reviewing of the PPDA Act and Regulations
Preparing Files for Auditing
Filling of the manual purchase orders

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Date Daily activities Deadline Objective i.e. To... Comment
16/06/2014 Research on the
procurement guidelines of
cooperative societies
2 weeks time Learn the
procurement
process

17/06/2014 I read and prepared the
evaluation report, Bidding
document. I also read
about procurement
methods.
17/06/2014 Learn the Biding
process and its
importance.

18/06/2014 Read about the preparation
of the prequalification list.
18/06/2014 Learn how to
prepare a
prequalification
list of providers.

19/06/2014 I will be taught about pro-
forma invoice, tax invoice,
arranging and preparing of
LPOs for different
suppliers.
19/06/2014 To get to know
the various
documents used in
the procurement
process

20/06/2014 Preparation of the minutes
and agenda for the
contracts committee
meeting and recording
LPOs
20/06/2014 To know what is
discussed and
learn how to write
minutes.

23/06/2014 Preparation of the
forwarding letters and read
about the roles of the
solicitor general,
permanent secretary and
the bidding process.
23/06/2014 Learn how
approvals at
different levels are
made and their
impact on the
organization.

24/06/2014 Ill be taught about the
different PP forms used in
procurement process.
24/06/2014 To know which
form is used at
each procurement
process stage.

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25/06/2014 Prepared the list of cleared
and un cleared bills for
suppliers in excel for the
financial year 2011-2012-
13-14.
handle un-cleared
expenses.

26/06/2014 Prepared the evaluation
report for Hotel Africana,
Imperial Royale and
Kabila Country club using
a computer.
prepare evaluation
reports.

27/06/2014 Read about different
methods of procurement
and how they are used in
procurement.
27/06/2014 Learn different
procurement
methods and when
they are used.

30/06/2014 Record LPOs in the LPO
book, prepared the
forwarding forms for
payment.
arrange files for
payment basing
on their Reference
numbers, and how
to record the
LPOs.

01/07/2014 Read more about the
different PP forms for
example PP form 4, 20,
200, 34 and 35.
different PP forms
are used in
procurement.

02/07/2014 Read about the framework
contracts and prepare the
Bidding document for the
provision of Hotel
services.
02/07/2014 Learn how to deal
with the
framework
contracts that is,
basing on call of
orders and
preparation of
bidding

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documents for
services.
03/07/2014 Read about the evaluation
methodologies and prepare
the evaluation report.
03/07/2014 Learn about the
preliminary.

04/07/2014 Arrange LPOs according
to the suppliers and their
numbers.
number LPOs

07/07/2014 I prepare the monthly
reports for macro and
Micro Procurement and
entered them in the
computer.
07/07/2014 Learn what Micro
Procurements are.

08/07/2014 I prepare the
prequalification lists of
providers and enter the
monthly reports in PP form
202.
make
prequalification
list of providers
and how to
prepare reports
and which PP
form to use.

09/07/2014 Arrange files ready for
providers to sign and enter
the LPOs in the LPO book.
09/07/2014 Learn the roles
and duties of the
head of the
finance and
administration
department

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10/07/2014 I prepare the February
2014 monthly reports and
call the providers to sign.
10/07/2014 Learn the role of
the suppliers in
the procurement
process

11/07/2014 Prepare the evaluation
report for the provision of
air ticket to Kinshasa for
Kamweya.
evaluate suppliers.

14/07/2014 Read about contract
variations.
Prepare the procurement
requisition for computer
consumables on PP form
20.
contract variations
may be issued due
to change in price
and others at an
approval of
contracts
committee.

15/07/2014 Record LPOs and their
invoices in the LPO book.
Receive the bids from
suppliers.
15/07/2014 Learn how LPOs
are processed and
the documents
attached to them
before submission
and what PP Form
is used to register
suppliers who
submit their bids.

16/07/2014 Prepare and enter the
monthly reports for the
month of February in the
computer.
16/07/2014 To know how
LPOs are
approved by the
procurement
officer before
payment and how
to use PP form
200.

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17/07/2014 Prepare the minutes and
agenda for contracts
committee.
Update the procurement
files.
minutes of the
previous meeting
have to be read
and how to
capture the minute
number.

18/07/2014 Recorded the LPOs for
different suppliers in the
LPO book.
18/07/2014 Learn how LPOs
for different
suppliers are taken
to the head of
department, head
of accounting and
finance and the
accounting officer
to sign before they
are given to
suppliers.

21/07/2014 Prepare the internal memo
for the payment of New
Vision newspapers and
issue out the LPOs.
21/07/2014 Lear how to
prepare payment
documents and
taking them for
approval by the
responsible
personnel.

22/07/2014 Printed the LPOs for
providers and recorded
them in the LPO book.
22/07/2014 Learn how to print
out LPOs attach
the PP form.

23/07/2014 Prepare the internal memo
for WAMUCO motors ltd
and for the facilitation of
PDU.
prepare payment
documents and
verification by the

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PDU.
24/06/2014 Prepare the consolidated
procurement plan for the
financial year 2013-2014, I
also read about the roles of
different stakeholders in
procurement.
prepare the
consolidated
procurement plan
for the
procurement of
works, services
and supplies for a
given financial
year

25/07/2014 Prepare the minutes and
agenda of the 11
th
contracts
committee meeting.
. 25/07/2014 Learn how the
minute number
has to be captured
and the minutes of
the previous
meeting
highlighted

MAJOR OBJECTIVES
To learn how to complete tasks in the given time period.
To build and promote team work with my fellow interns to ensure tasks are completed
in time and in great performance.
To put theoretical knowledge acquired at University into practice.

IMPORTANCE OF THE WORK PLAN
To complete tasks in the given time.
To prepare in advance for tasks ahead.

24

To ensure systematic performance at work.
To ensure that I achieve the desired objectives and goals.

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