Internship Report For Procurement Students

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Internship Report For Procurement Students

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Internship Report at MoWT

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Chapter One: Introduction

1.1

Introduction

Final Internship Report

Intern Ship Report by

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Procurement Procurement and Disposal Unit. The Procurement and Disposal Unit 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 t he 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 cate gories of people likely to be met in real-life situations.

1.3

Objectives of field attachment

The Industrial training process streamlined in the college curriculum as a prerequisite, wa enforced to achieve some of the following aims / objecti ves. i.

To acquaint the student with the expectations of a working environment in a hi competitive world.

ii.

 To develop my understanding of work ethics, employment demands, responsibil Sign up to vote on this title

and opportunities. iii.

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To enable and strengthen linkages between Makerere University and var

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To provide an opportunity for the students and the academic staff to interact with

stake holder and potential employers and thus appreciate field situations that will generate information for curricular review and improvement.

1.4

Background of the organization

The Ministry of Trade, Industry and Cooperatives is and organization mandated b

the Government of Uganda under the Constitutions Act 1995 to formulate and sup strategies, plans and programs that ensure expansion and diversification of trade,

cooperatives, environmentally sustainable industrialization, appropriate technolog

and development and transfer for value addition to natural resources and to genera wealth for poverty eradication and benefit the country socially and economicall

The Ministry is located on plot 6/8 Parliament Avenue, Farmers house 3 rd – 6 6th flo Kampala.

Vision Sustainable cooperatives, competitive trade and world class industrial prod

and services Mission: To develope and promote acompititive export-led private sector through

axcelerating industral developement . trde and sustainable member centered coopera for wealth creation and economic economic growth . 1.5

Organizational culture

The organization is founded on various values, beliefs and practices that guide the 

organization when it’s undertaking its operations and greatly distinguish estitle it from other Sign updistinguishes to vote on this organizations given its mandate and these include:

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Objectivity: Display impartiality and professional judgment

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Gender in the organization

At the strategic planning level there is gender balance where the ministry has 20 (21.5%)

and 14(15.2%) women. However, at the tactical level the ministry is not as balanced as at 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

o

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The Policy Analysis Unit The Resource Centre Unit You're Reading a Preview The Procurement and Disposal Unit. Unlock full access with a free trial.

Download With Free Trial 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 Minister of Trade, industry And Co-operatives.

State Minister of Trade

State Minister of Trade

And technology

And Co-operatives.

Permanent secretary

Under

Director; trade, industry and cooperatives

and ad

You're Reading a Preview Commissioner,

Unlock full access with a free trial. Commissioner, Commission

Commissioner,

internal trade

external trade

industry & technolo

cooperative Dev’t

Download With Free Trial Executive director, UIRI

Policy and planning

Executive director, UNBS

Human resource

. Executive director, UDC

Accounts

Executive director, UEPB Executive director, MTAC

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Procurement & disposa

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The main activities of the organization

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 nation 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 a

promotion of tourism, trade, the co-operatives, industry and technology, conserva 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 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 pover You're Reading a Preview eradication program so as to advise authorities appropriately. v.

Unlock full access with a free trial. Promoting and coordinating research activities and initiatives of the sector with a

view to ensure that results are utilizedWith and Free are beneficial to the country and all Download Trial stakeholders. vi.

Assessing the need and where necessary, mobilize resources to support balanced

industrial, co-operatives, tourism, and entrepreneurial development for eradication poverty in the country. vii.



Sign up tonational vote on this title To collecting, processing, analyzing, and disseminating and international

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data/information on the sectors and (provide an input for) rational decision-makin viii.

Participating in negotiations and implementations of arrangements relating to

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2.0

Chapter Two: Student’s 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 procurem

officer to run the entire procurement process for easy implementation and enhance performance in the organization.

2.2

i.

Duties and responsibilities

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 receiv

verify and record the bids in a manner that ensure s transparency and open compet among the bidders. ii.

Procurement Record Keeping. The trainee had a duty to record the proceedings of

procurement process and also to keep the procurement records and ensure that the

iii.

are safe for retrieval whenever they are required by the authorized users. You're Reading a Preview Printing, binding and photocopying of Bidding Documents. The trainee was Unlock full access with a free trial.

responsible for printing, binding and photocopying of documents that were needed be discussed during the contracts committee meetings Download With Free Trial and documents to be put in procurement file. iv.

Delivering Notification Letters and Bidding Documents. The trainee was given th

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 Sign up to vote on this title



meeting so that they can follow up what the meeting is about.

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Capturing of minutes during meetings. The trainee was responsible for noting dow minutes discussed in meetings such as the opening of bids, contracts committee

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depending on the size of the document, receipted and recorded in the pp. form 30 f payable and pp. form 31 not payable viii.

Attending of Bid Openings. The trainee was supposed to attend bid openings whic 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 a

recording the required details in transparent way. This was done in the presence o

the potential bidders to ensure parity among all bidders. The pp form 12 used giv to the trainee to register opened bids. ix.

Filing Documents according to the Procurement Process. The trainee was a ssigned

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 follow

by the procurement requisition, confirmation of the availability of funds, review o specifications / procurement methods, procurement method approval, preparation bidding documents, approval of bidding documents, advertisement and invitation

bids, receipt and opening of bids, evaluation of bids, review of evaluation, award o contract, signing of contractYou're / communicate Reading a award, Previewcontract management and monitoring and lastly contract performance Unlock full access withevaluation. a free trial. x.

Preparation of Monthly Procurement Reports. I was engaged in the preparation of Download With Free Trial monthly procurement reports. These reports included all the procurement activitie

that had taken place within each month, including micro procurements for goods a services. xi.

Displaying the Best Evaluated Bidder on the Procurement and Disposal Unit Boar

 a noti After bids had been evaluated and approved by the responsible committees, Sign up to vote on this title

Useful useful was drafted showing the best bidder. The intern was responsible displa ying thi  Not for

notice on the procurement and disposal unit board. This notice was displayed for a

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is ready to pay but the money is not yet ready, and Electronic LPOs, these shows the is ready 2.3

Supervision levels and relationship with supervisor

During the interns training, he had daily supervision and efficient supervisi on 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 Cooperati

He was supervised all the working hours which were from 8:00am to 5:00pm, five days a week, Monday to Friday. The Intern’s supervisor was a good mentor to him, who was always avail able and approachable.

He used to provide feedback in a timely and meaningful manner, encouraged and support 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 hu

and he gave him appropriate manageable work, he also acted like a human being by shari You're Reading a Preview joking and others which made the intern feel more comfortable and free hence gaining mo confidence.

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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 

Sign updirected, to vote onand this mentored title Makerere University Business School. These people guided, him f

the time he spent at the organization.

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Authority levels to the student.

The trainee was entrusted with carrying out many activities simply because in the absence

his supervisor, most of the activities would be on his table. The trainee was allowed to rec LPO’S in the LPO book, issuing bid documents, re ceiving 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 tim

Taking on new assignments willingly and without any hesitation. I took the new assignme 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

i.

Knowledge Acquired

I acquired a lot of experiences in procurement through preparing evaluation report

making prequalification lists, recording the LPO’s in the LPO book and writing th

ii.

forwarding letters like the internal memo. You're Reading a Preview Receiving of Bidding documents and recording them in the PP form 8 , this has Unlock full access with a free trial.

helped me to gain experience on how to receive and record the bidding document which PP form to use whileDownload recordingWith them. Free Trial 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 levie the department; procurement office was one of the busiest offices in the Ministry. Sign up to vote on this title



the period of training, he met various people ranging from suppliers, officers with

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Ministry many more visitors. These therefore call for proper office management to cater for the large number of visitors and the ever.

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Skills Acquired

Time management skills. The intern learnt a lot on time management skills which

more of interesting than just managing time. However, it is one’s self in relation ti

on how to meet the set up vision, objectives and the mis sion of the organization. I

was about controlling the use of most valuable and under valuable resources to ma 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, contra

award which require critical analysis, this enabled me develop his analytical skills iii.

Strategic planning skills. After being placed at t he Ministry, the trainee was now a 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 wel You're Reading a Preview subordinates. This was important as good communication is important for the wor Unlock full access with a free trial. and output efficiency of team and staff members.

v.

Technical skills. These were achievedWith by advising the user departme nt on what Download Free Trial

procedures should be followed when the need arises and on how the users can han complex procurements. However, it was also achieved through being involved in

evaluation of bids whereby the technical persons alwa ys come from PDU. It was a through using the PPDA act of 2003 and 2011 amendments where all the rules, 

Sign up to on thismethods title regulations and guidelines on how they can be applied in vote different of

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procurement and disposal and give advice to user department based on what they require.

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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 Purch 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 w

all your problems, you need to need to keep calm in a crisis and not too overwhelm or stressed.

3.3

i.

Most interesting experiences.

The orientation week was so interesting because t he intern had a warm welcome b the staff partner, his supervisor and other departm ental colleagues who made him at home hence fitting in the society as other workers.

ii.

Attending various meetings with high profile people including the Minister Ameli Kyambade, this was a remarkable experience.

iii.

Going out for field work courtesy of the Ministry under some of the projects that You're Reading a Preview were being carried out which tough me how to carry out research. Unlock full access with a free trial.

3.4

Relatedness of university’s taught programs to the field attached

Download With FreeUnivers Trial ity are highly related to the The principles and the techniques taught at Makerere

work that is done at the field attachment place. In addition, the field attachment place ena 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 exampl

Public Procurement, Law of Contracts, Information and Communication technology  amon others.


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Technicality of the procurement terms used were a lso a challenge faced by the int especially during meetings.

iii.

Inadequate work space. There was no enough space to accommodate the intern an

this made it difficult for me to use the office equipment like computers which led t late accomplishment of tasks.

3.5.2

i.

How Challenges were Managed

The trainee always noted down new technical words and always asked the

supervisor during his free time which helped him overcome the challenge of b ignorant about the terms used in procurement. ii.

The trainee surfed the internet, read procurement literature on top of assignme as a measure to overcome the challenge of monotony of work.

iii.

The intern always carried his laptop to avoid conflict on the inadequate compu

facilities which enabled him to accomplish his tasks despite the few facilities a limited working space. You're Reading a Preview Unlock full access with a free trial.

3.6

i.

Benefits derived from field attachment Download With Free Trial Having opportunity to do internship enable the trainee to know whether he like to

work in the field he studies at Universit y and also to experience it. He got to lear actual situation in real world, and then when he goes back to finish up his studies, will have a better idea of what to focus in his learning. ii.

 The field attachment enabled the intern to have an theonjob Employ Signedge up toin vote thismarket. title

Not useful  Usefulthan your are usually more concerned with your work experience qualifications an

internships are often the only way to get the work experience you need to secure a

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

The intern gained networking opportunities from the field attachment which was a

great way to meet people in the intern’s field. Internship allowed the intern to mee

people of all kinds and status who might help him land a job later on and give him

contacts in the industry he is trying to break into. Plus, references from people in t 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 classroom in a real-world setting. It’s 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 fi 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 j

3.7

Adequacy in university’s preparing the students for field attachment

The university integrates field attachment program into the university curricula and it You're Reading a Preview provides overall institutional management of the internship program to all relevant studen Unlock full access with a free trial. responsible for that program. The University still develops a monitoring and evaluation

criteria for the attachment programDownload which includes the code With Free Trial of conduct of students.

The University goes ahead to build field attachment expenses in the university fees struct 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.




useful  Usefulstudent  Not Therefore the university has adequate guidelines for preparing for f ield attachmen

hence a credit to the university.

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In a nut shell, the Ministry of trade industry and cooperative was a very conducive place f 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 th

procurement sector thus helping me to enlighten my thinking and mind on how to overcom

them and also how to manage different resources in order to obtain better results which ar

developmental to the society. It has enabled me to apply most of the theory into practice i 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 clearl y understood in lecture environm Therefore, I urge all students to take this industrial training as crucial.

4.2

Recommendations

You're Reading a Preview

I would recommend my internshipUnlock to others because it has been interes ting, molding me i full access with a free trial.

a good time manager, a good analyst and learner that is being flexible to learn a variety of Download With Free Trial 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 which students can be well Not useful inUseful trained for an appropriate time because the employment environment is searching for

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

APPENDIX

Appendix I: Guidelines for proper handling and safe storage of documents (Ministry data base)

The ministry of trade industry and cooperatives keeps the following documents in a secur 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



Download With Free Trial 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  Useful



Reviewing of the PPDA Act and Regulations


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Date

Daily activities

Deadline

Objective i.e. To...

16/06/2014

Research on the

2 weeks’ time

Learn the

17/06/2014

procurement guidelines of

procurement

cooperative societies

process

I read and prepared the

17/06/2014



Comment

Learn the Biding

evaluation report, Bidding

process and its

document. I also read

importance.

about procurement methods. 18/06/2014

Read about the preparation

18/06/2014

of the prequalification list.

Learn how to prepare a prequalification list of providers.

19/06/2014

I will be taught about pro-

19/06/2014

forma invoice, tax invoice,

To get to know the various

You're Reading a Preview arranging and preparing of documents used in

LPOs for different

the Unlock full access with a free trial.

procurement

suppliers.

20/06/2014

process Download With Free Trial Preparation of the minutes 20/06/2014 To know what is and agenda for the

discussed and

contracts committee

learn how to write

meeting and recording

minutes.

LPOs 23/06/2014

Preparation of the forwarding letters and read


23/06/2014

Useful how  Learn  Not useful

approvals at

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25/06/2014


of 24

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Prepared the list of cleared

25/06/2014



 Search document



Learn how to

and un cleared bills for

handle un-cleared

suppliers in excel for the

expenses.

financial year 2011-201213-14. 26/06/2014

Prepared the evaluation

26/06/2014

Learn how to

report for Hotel Africana,

prepare evaluation

Imperial Royale and

reports.

Kabila Country club using a computer. 27/06/2014

30/06/2014

Read about different

27/06/2014

Learn different

methods of procurement

procurement

and how they are used in

methods and when

procurement.

they are used.

Record LPOs in the LPO

30/06/2014

Learn how to

book, prepared the

arrange files for You're Reading a Preview

forwarding forms for

payment Unlock full access with a free trial.

payment.

on their Reference Download With Free Trial numbers, and how

basing

to record the LPOs. 01/07/2014

Read more about the different PP forms for example PP form 4, 20, 200, 34 and 35.

01/07/2014

Learn how different PP Sign up to vote onforms this title Useful  are used in Not useful

procurement.

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documents for services.

03/07/2014

Read about the evaluation

03/07/2014

methodologies and prepare

Learn about the preliminary.

the evaluation report. 04/07/2014

Arrange LPOs according

04/07/2014

to the suppliers and their

Learn how to number LPOs

numbers. 07/07/2014

I prepare the monthly

07/07/2014

reports for macro and

Learn what Micro Procurements are.

Micro Procurement and entered them in the

08/07/2014

computer.

You're Reading a Preview

I prepare the

Learn Unlock08/07/2014 full access with a free trial.

how to

prequalification lists of

make Download With Free Trial providers and enter the prequalification monthly reports in PP form

list of providers

202.

and how to prepare reports and which PP

Sign up to vote on this title Usefulto use.  form  Not useful

09/07/2014

Arrange files ready for

09/07/2014

Learn the roles

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10/07/2014


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 

I prepare the February

10/07/2014



 Search document



Learn the role of

2014 monthly reports and

the suppliers in

call the providers to sign.

the procurement process

11/07/2014

Prepare the evaluation

11/07/2014

report for the provision of

Learn how to evaluate suppliers.

air ticket to Kinshasa for Kamweya. 14/07/2014

Read about contract

14/07/2014

Learn how

variations.

contract variations

Prepare the procurement

may be issued due

requisition for computer

to change in price

consumables on PP form

and others at an

20.

approval of contracts committee. You're Reading a Preview

15/07/2014

Record LPOs and their

Learn Unlock15/07/2014 full access with a free trial.

how LPOs

invoices in the LPO book. are processed and Download With Free Trial Receive the bids from the documents suppliers.

attached to them before submission and what PP Form is up used to register Sign to vote on this title Useful who Not useful  suppliers

submit their bids.

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17/07/2014


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Prepare the minutes and

17/07/2014



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

Learn how

agenda for contracts

minutes of the

committee.

previous meeting

Update the procurement

have to be read

files.

and how to capture the minute number.

18/07/2014

Recorded the LPOs for

18/07/2014

Learn how LPOs

different suppliers in the

for different

LPO book.

suppliers are taken to the head of department, head of accounting and finance and the accounting officer to sign before they You're Reading a Preview are Unlock full access with a free trial.

21/07/2014

given to

suppliers. Download With Free Trial Prepare the internal memo 21/07/2014 Lear how to for the payment of New

prepare payment

Vision newspapers and

documents and

issue out the LPOs.

taking them for approval Sign up to voteby onthe this title Useful  Not useful  responsible

personnel.

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PDU.

24/06/2014

Prepare the consolidated

24/06/2014

Learn how to

procurement plan for the

prepare the

financial year 2013-2014, I

consolidated

also read about the roles of

procurement plan

different stakeholders in

for the

procurement.

procurement of works, services and supplies for a given financial year

25/07/2014

Prepare the minutes and

. 25/07/2014

Learn how the

agenda of the 11thcontracts minute number You're Reading a Preview committee meeting. has to be captured Unlock full access with a free trial.

and the minutes of Download With Free Trial the previous

meeting highlighted

MAJOR OBJECTIVES


 

Useful



 Not useful

To learn how to complete tasks in the given time period.

To build and promote team work with my fellow interns to ensure tasks ar e compl

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To ensure systematic performance at work.



To ensure that I achieve the desired objectives and goals.






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Internship Report For Procurement Students

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