INDUSTRIAL ATTACHMENT REPORT:

A CASE STUDY OF MINISTRY OF AL-MAQDIS MEDICAL CENTRE GARISSA TOWNSHIP

BY

ALI HASSAN BASHIR

REG. NO. A050/488/22

AN ATTACHMENT REPORT SUBMITTED IN PARTIAL FULFILLMENT OF

THE REQUIREMENTS FOR THE AWARD OF DIPLOMA IN PUBLIC

ADMINISTRATION AT GARISSA UNIVERSITY

DECEMBER 2023

DECLARATION
Student’s declaration
This Attachment Report is my original work and has not been presented to any other

examination body. No part of this work should be reproduced without my permission.

Name: ALI HASSAN BASHIR Signature…………….... Date………….................

ADM. NO: A050/488/22
Declaration by Supervisor

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This Attachment Report has been submitted with my approval as a supervisor at Garissa

University.

Name: …………………….....Signature………………… Date ………...................

Lecturer,
Garissa University.
School of Arts and Social Sciences.

DEDICATION
I dedicate this Attachment Report to my family members for commitment and support they

gave out to me during my studies.

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ACKNOWLEDGEMENT

My first gratitude goes to the almighty Allah for granting me good health, knowledge and

sanity to attend attachment and write this report. I also appreciate my supervisor for his

guidance in coming up with this report. I appreciate the Management facility of AL-

Maqdis for giving me a humble chance to work with their esteemed institution for my

industrial attachment session in the department of Administration. You made my stay

wonderful and a big success and I learnt so much from all of you. My regards also go to all

my lecturers during the entire course and the university administration. Sincere

appreciations to my colleagues who helped me in compiling this report, without all of you,

this report could not have been complete. I would also like to thank all those who in one

way or another assisted me during my attachment period and made it a success.

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TABLE OF CONTENTS

DECLARATION.................................................................................................................i
DEDICATION..................................................................................................................iii
ACKNOWLEDGEMENT.................................................................................................iv
SECTION ONE..................................................................................................................1
1.0 GEOGRAPHICAL
LOCATION ......................................................................................................1
1.1 Historical Background..................................................................................................1
1.2 Vision........................................................................................................................ 1
1.3 Mission...................................................................................................................... 1
1.4 High Level Policy Objective and Co-
Value............................................................................... 1
1.5 The Key
Policy ........................................................................................................................ 2
1.6 The Office of Assistant Sub county commissioner......................................................5
Africa And Regional Organisations...................................................................................5
Administration General
Institutional Arrangements In The Implementation Of MTEF
Recent Budget Reforms: Introduction Of Medium Term Expenditure Framework
Public Expenditure Management Prior To The Introduction Of The Medium Term
Expenditure Framework.....................................................................................................9
1.7 Organizational chart...................................................................................................11
1.8 Duration of Attachment..............................................................................................12
SECTION TWO...............................................................................................................13
ATTACHMENT EXPERIENCES...................................................................................13
2.1 GENERAL ACTIVITIES UNDERTAKEN..............................................................13
2.2 Specific Activities Undertaken...................................................................................14
2.3 AN ANALYSIS OF LEARNED KNOWLEDGE AND APPLIED SKILLS............16
2.4 A PROFILE OF SKILLS AND COMPETENCIES GAINED..................................17
2.5 COMPETENCIES GAINED......................................................................................19
2.6 OBSERVATIONS AND CRITIQUE........................................................................19
2.7 Strategy for utilization of contacts established during attachment.............................21
SECTION THREE...........................................................................................................23
SUMMARY, CONCLUSION AND RECOMMENDATIONS......................................23
3.1 SUMMARY...............................................................................................................23
3.2 CONCLUSION..........................................................................................................24
3.3 RECOMMENDATION..............................................................................................24

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 SECTION ONE

1.0 Geographical location

Al-Maqdis Medical Centre is a facility that was established in the year 2021 as a private
facility to facilitated medical services to the entire people of Garissa Township. It is
located along Ngamia road next to Mother and Child Hospital.

1.1 Historical Background

Al-Maqdis Medical Centre is one of the best private facilities that is well equipped with

experienced, Qualified and well trained staffs.it offers variety of medical services such as

Nursing, medical laboratory, Maternity, Optical scanning, Minor Surgery, Altra Sound

among other services. It is known for providing quality services to both in-patient and out-

patient to ensure the health of clients gets to normal functionality.

1.2 Ministry Vision

An internal recognized centre committed to scholarly and professional excellence in
healthcare.

1.3 Ministry Mission

To provide quality medical education and training through creation, preservation,
integration, transmission and utilization of health knowledge.

1.4 High Level Policy Objective and co-values

To realize the stated vision and mission, the Faculty aspires to nurture values that are vital
to its mandate. The Faculty is thus guided by the right values derived from moral
standards required of healthcare professionals, which is in line with those of the Kenyan
society. In respect to this, the core values of the Faculty are:
 Freedom of thought and expression: The Faculty shall promote and defend freedom
of thought and expression in academic inquiry and activities.
 Integrity: In its interactions, the Faculty shall be guided by the virtues of truth,
honesty, tolerance and accountability.

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  Professionalism and ethics: The Faculty shall nurture responsible professionalism,
promote mentorship, maintain ethical behaviour and etiquette.
 Leadership: The Faculty shall provide leadership in setting the national and
international health agenda.
 Research culture: The Faculty shall initiate and sustain relevant, creative,
innovative and inventive research and ethical for the benefit of mankind.
 Meritocracy and team-work: The Faculty shall promote meritocracy and foster a
work environment characterized by team spirit and teamwork.
 Corporate governance and social responsibility: Good corporate governance,
sensitivity to needs of the society and respect for human rights shall be the hallmark
of the Faculty.
 Respect for and conservation of the environment: The Faculty promotes protection
of the environment.
1.5 The key policy objectives are:

1. To promote awareness of health care among all sections of the Indian people.
2. To promote awareness among functionaries involved in Health and Hospital
Management.
2.1 To promote research in the field of Health and Hospital Management. in order to
improve the efficiency of Health Care delivery Systems.
2.2 To promote the development of high quality hospital services and community
health care.
2.3 To promote a forum for the exchange of ideas and information among health and
hospital planners, academicians, administrators, various statutory bodies and the
general public for the improvement of Hospital and Health Care delivery Systems.
2.4 To develop norms and standards for accreditation of the Health Care Organization
and adopt means of evaluation of such institutions, so as to improve the quality of
health care in the community.
3 To provide opportunities for training and research in all aspects of Hospital Services
Health Care Delivery System and Health Care Administration.
4 To update the knowledge and skill of the Health & Hospital Administrators and other
personnel involved in the management of health care organization through
continuous education and research.
5 To promote and grant recognition to research in the fields of Health and Hospital
Management and to grant awards, scholarship and assistance in other suitable forms to
meritorious individuals and institutions.
6 To act as Advisory /Consultative Body, in the best interest of community and country,
to Central and State Governments, Public Sector Undertakings, Health Care Delivery
Organization, Public Health & Health System Development, Teaching and Training

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 Organization and any other Health related allied organization, when need so arises or
services are asked for.
7 To provide Health Care Advocacy for the benefit of health system management and to
endeavor to become a national advisory body for union and state governments.
8 To publish text books and periodic monographs on current and futuristic trends in
health and hospital management.
9 To help in preparation of SOPs, Manuals, Literature and Books on Health Care
Management, Quality & Accreditation, Health Care Technology, Health Care Industry
related subjects, Text Books for Health Management Courses for benefit of the
Students & Faculty, Hospital and Health Care Organizations and Academic
Institutions.
10 To undertake Professional Consultancy in the field of Health System Management,
Quality & Accreditation, Health Technology Assessment, Medical Tourism, Disaster
Management, Health Care Delivery Organization, Public Health Facilities & Services
for overall improvement of the facilities.
11 To conduct inter hospital/ Institution awards competition on various parameters to
bring competitiveness for improving healthcare quality & training.
12 To recognize and felicitate the individuals who have made exceptional and significant
contributions in the field of Health and Hospital Management in general and to the
Academy in particular.

Team Work

The management and the entire workforce at the office of Al-Maqdis Medical Centre
management embrace teamwork spirit so that through synergy they can achieve their
objectives better and ensure provision of high quality services to the public. The
management ensures that people have the best coordination of activities, to work well
together.

Staffs focus
The workers are at the center of the success of any organization: They should be well
trained, motivated and well handled so as to create a succeeding environment. The
Administration department of office of Al-Maqdis Medical Centre has put this in front of

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anything else so as to boost productivity and performance. Most of the staff members are
given chance to go back to colleges and universities to further their studies.

Professionalism
The Board and the staff shall adhere to impeccable and beyond reproach professional and
personal standards in carrying out their duties and serving the public. They shall also
endeavor to be committed to the provision of quality services to the citizens.

1.6 The Office of Assistant Medical Management

Africa And Regional Organizations’

Involvement in all stages of community mobilization forums to the community. The

department will strive to participate by representation the ideologies, appraisal,

formulation, implementation, monitoring and evaluation stages for all agencies in

marketing of peace and unity among the communities.

Enhancing medical outreach implementation through public participation gatherings to

ensure the will of people are prevailed without hesitation.

Administration General

 Managing the reception area, including welcoming customers and guests

 Managing company correspondence, including phone calls, emails, letters and
packages
 Handling bookkeeping, budgeting and billing cycles for the business
 Organising meetings, scheduling appointments and overseeing catering during
company events
 Supervising administrative staff, designing office workflow, assessing staff and
providing feedback to improve internal performance
 Performing data entry roles, including updating records and databases for
personnel, financial and legal information

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Administration General

Functions

The main functions are:

1) Planning, development, implementation and formulation of policy pertaining to

administration systems, procedures, rules and regulations.
2) Direction, control and coordination of matters relating to departments’ administration
systems and operations in liaison with Heads of administration Units.
3) Monitoring and evaluation of administration systems and utilization of staff in
departments and districts.
4) Direction, control and coordination of all matters pertaining to administration
General work.
5) Continue Automation of Board's operations

6) Improve performance management

7) Implement quality management systems

8) Improve security system

10) Strengthen research capacity to support evidence based decision making

11) Strengthening security and risk management

12) Strengthen disaster responsiveness and management

13) streamline the organizational structure

14) develop capacity of staff

15) Develop and implement a talent management and succession planning strategy

16) improve on the work environment

17) Promote public participation in project identification and implementation

18) Promote timely submission and approval of security matters

19) Promote prioritization of on-going projects in allocation of Funds

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 Improve collaboration with technical officers from relevant government agencies
Improve management of transition of security system.

Promote openness and accountability in management of the maters of security to

Promote compliance with applicable laws, regulations and standards. Adopt
Transformative Leadership

Mainstream Cross cutting issues and public participation Enhance engagement with
both locals and non-locals to Enhance Media Security Relations
Enhance relations with other Government agencies Enhance Media m

onitoring

Institutional Arrangements In The Implementation Of MTEF

Just like all other countries who adopted MTEF, an elaborate system of institutions was

put in place to coordinate and manage MTEF process. They are:

(i) Medium Term Expenditure Framework Secretariat (MTEF)

The introduction of the Medium Term Expenditure Framework required a concerted effort across

all Ministries and Departments of Government. As a start, a core team of MTEF Secretariat was set

up in the Ministry of interior and national administration. The Secretariat was coordinating and

directing the implementation of MTEF on a full time basis. The secretariat was also expected to

make arrangements for capacity building within the secretariat and also for familiarizing and

training the key stakeholders and participants in this process.

(ii) Introducing of personal health Initiative

Is a strategy of anchoring community policing at various levels that is household level,

market, estate among others. This study is set to assess how effective the outreach

forumns policing initiative is in Kenya. This is in terms of governance i.e inclusivity of

the youth.

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 (iii) Sect-oral Working Groups (SWGs)

Initially seven Sect-oral Working Groups were set up and later on increased to eight

sectors, namely: Security Matters, Citizen services e.g providing identification card ,

Public Administration, Public Safety, Law and Order, Information Communication and

Technology and National Security.

The SWGs, work closely with line Ministries, and are responsible for developing sect-

oral policies and objectives; evaluating Ministry/Department estimates submissions and

ensuring that the inputs, activities, outputs and outcomes are in line with the national

objectives. Each sector has a core secretariat based at the Ministry of Planning and

National Development and incorporates Ministries and other stakeholders as and when

required.

(iv) Budget Steering Committee

This is a Committee set up in Treasury made of Heads of Department of Budget, Economic

Affairs, Debt Management, External Resources, Accountant General, Pensions, GITS, Macro

Department of Ministry of Planning and National Development. This team considers the budget

proposals and also monitors developments that may arise in the course of implementation of the

budget.

Recent Budget Reforms: Introduction Of Medium Term Expenditure Framework

Through internal reviews of the performance of the budget process the government

realized that its public expenditure management was inconsistent with the objectives of

achieving high and sustained growth of the economy necessary for reducing the levels

of poverty. The performance of the public sector in itself had become a constraint to the

growth prospects of the private sector and thus to overall economic growth. The

composition of public expenditure was inappropriate and inefficient. It was this review

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 that emphasized the need to have a comprehensive reform of the public expenditure

management spanning from budget formulation to budget implementation.

Arising from this review and its recommendations the Government adopted the

Medium Term Expenditure Framework (MTEF) which would guide the efficient and

effective use of Government resources and a reduction in the share of public

expenditure in the GDP. The MTEF was and is expected to achieve three tasks:

Maintain aggregate fiscal discipline by ensuring that policy changes are consistent with

fiscal norms and programmed objectives;

Increase efficiency in resource allocation;

Promote efficient delivery of services.

Public Expenditure Management Prior To The Introduction Of The Medium Term E

xpenditure Framework

Before the introduction of MTEF in 2000, policy making, planning and budgeting were

taking place independently of each other. In Kenya Planning was confined into Ministry

of Planning whereas budgeting was confined in the Ministry of Finance. Despite having

taken various reforms particularly in the budgeting process the budget was not

delivering. The resources available were distributed thinly on too many projects not

linked at all to the policy priorities. This often resulted into stalled projects, increase in

pending bills (Budgetary Arrears), low funding to priority areas and hence non delivery

of intended services.

Although at the start of the Forward budget or the annual budget it was a requirement

that there is a forecast of the aggregate resources. Over the years there was the tendency

to over-estimate revenues which resulted into the adjustments of the budget in the

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 course of the year. The over estimation was mainly driven by the fact that as the deficit

had been a performance criterion more efforts were made towards achieving the

variable than processes that could lead to the restructuring of the expenditure patterns

and composition.

During the period when the budgetary reforms were being instituted the country

recorded high fiscal deficit some of which were due to lack of discipline whereas others

were due to other external factors such as lack of flow of funds from development

partners. The budget was adjusted as soon as was presented to parliament. This was

occasioned by the fact that in an effort to balance the budget expenditure adjustments

were made on areas where commitments had been made as such the Ministry of

Finance would then request Ministries to make re-allocations (virements) or issue them

a supplementary. There were also instances of over expenditures due to commitments

entered into that were higher than the approved budget and also due to programmes

started whereas they had no budgetary provision.

The other weakness of the budget was lack of a process of costing and prioritization.

Despite having introduced Public Investment Programme the process of project

appraisal was not developed therefore viability of projects just depended on arguments

of the implementing agency. The budget therefore turned out to be incremental.

The Staff
Al- Maqdis Medical Centre Administration has a highly motivated and committed working
team of about 5 spearheaded by the General County Commissioner Officer. All the staff
possesses great qualifications and experience in handling their respective areas of work.
There is also a subordinate staff that assists in various sections. This group plays a major
role in ensuring the smooth day to day running of the ministry. The permanent and
subordinate staffs have contributed tremendously to the growth and success of the ministry

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1.7 organizational chart

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1.8 Duration of Attachment
I was in the administration office of Al-Maqdis Medical Centre located along Ngamia
Road for a duration of twelve consecutive weeks starting from 18th September 2023 to 4TH
December 2023. During this time I learnt how the interior administration department runs
and was able to get my knowledge well opened up and as per the performance therein.

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 SECTION TWO

ATTACHMENT EXPERIENCES

2.1 GENERAL ACTIVITIES UNDERTAKEN

During the attachment, I undertook various tasks that enabled the office to carry out its day
to day activities effectively. Some of the responsibilities and duties included; registration
of new admitted patients in the reception place, directing patients from where they are
supposed to attended to. Preparing meeting for Al- Maqdis medical centre and materials
for the meeting and also attend all staff meeting for various parts of Al- Maqdis Medical
and assisted in key places e.g pharmacy.
Giving out and noting down all the remarks done from Monday to Friday for further
attachment details
Assisted in some duties of the hospital and posting job advertisement like nurses and
clinical officers for night shift.
Updating the master roll call for the workshop for the staffs: I also did updating the staffs
on their day to day activities, any changes in the work schedule and their off duty. In other
words, I assisted management in allocation of duties, to ensure smooth running of the
office..
Filling and compiling reports on incidents occurred during the week
Consult with colleagues for outreach to the community programme like hygine due to
having various skin diseases and also educating youths on the issues within the hospital.
Conduct for further research in other business organization for my attachment course/
organization give out the report and writing giving out findings and recommendation for
further details.
Assisted in preparing annual budget or expenses for the hospital by the incharge
accountant and hospital administration
Writing down all calculation for the hospital
Giving out a brief note about issues done from Monday to Friday for further attachment
detrails.

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2.2 Specific Activities Undertaken
Some of the responsibilities and duties included:
 Receiving and welcoming patients.
 Receiving complaints from patients discuss and sort them out.
 Organizing and preparing of the minutes of the meeting held by both staffs and
subordinate staffs.
 Undertaking research for various parts of Al-Maqdis and assisted in key places.
 Admitting of inpatient to the hospital.
 Directing patients where they are supposed to be.
 Giving out forms and printing patients pre-scribed drugs.
 Answering phone calls in the reception office.
 Answering question asked by the patients
 Filling the departmental cards of NHIF and Insurance.
 Filling of the documents in the delivery notes and then dispatching to other
departments.
 Arranging and attending staff meeting for the week in order to curb problems arise.
 Training of staffs in order to serve the clients submitting returned claims .
 Monitoring budgets and preparing reports
 Maintaining medical and staff records
 Tracking medical and office supplies
 Monitor budgets and prepare reports
 Maintain medical and staff records
 Track medical and office supplies stock
 Update patient health records, including admissions and insurance data
 Create work schedules for staff members
 Keep records of expenses and suggest ways to minimize costs
 Answer queries from doctors, nurses and patients
 Liaise with medical staff to identify efficiencies in the facility’s operations

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 Ensure compliance with current healthcare regulations
 General administration receivable functions
 Prepared and submitted patient medical bills
 Analyzed discrepancies and unpaid discharge bills
 Maintained and sort out office files
 General office functions
 Prepared minutes on meeting held after observation
 Tracked staff vacation and sick time
 General support functions
 Assisted in month end reporting procedures
 Assisted with staff expense reports
 Performed filing and general administrative tasks
 Preparing weekly returns on weekly incidents to be acted on.
 Directing and supervising the work of medical staff
 Establishing organizational goals
 Planning and implementing programs, such as human resources (HR)
administration#
 Overseeing finances and related operations, such as budget planning, authorizing
expenses, and creating financial reports
 Communicating with staff, departments, and board members
 Hiring and training staff
 Monitoring resource use and allocation
 Ensuring that facilities are up to standard and meet current regulatory requirements
 To act as Advisory /Consultative Body, in the best interest of community and
country, to Central and State Governments, Public Sector Undertakings, Health
Care
 To provide Health Care Advocacy for the benefit of health system management and
to endeavor to become a national advisory body for union and state governments.
 To publish text books and periodic monographs on current and futuristic trends in
health and hospital management.

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  To help in preparation of SOPs, Manuals, Literature and Books on Health Care
Management, Quality & Accreditation, Health Care Technology, Health Care
Industry related subjects, Text Books for Health Management Courses for benefit
of the Students & Faculty, Hospital and Health Care Organizations and Academic
Institutions.

2.3 AN ANALYSIS OF LEARNED KNOWLEDGE AND APPLIED SKILLS

During the attachment period I managed to gain knowledge and skills in almost all the
departments at the Office of Assistant County Commissioner. The knowledge and skills
acquired included: During the attachment period I gained the knowledge of public
Administration as i used to encounter cases on conflicts among the community where I
solved them successful.
1. I learned on how Update, verify and maintained administration records sort them in
appropriate way, Assisted in month end reporting procedures, Find and use administration
data to resolve problems When arises.
2. Teamwork: Working with colleagues in different department introduced me to
teamwork. I learned and discovered how teamwork can make work easier at the
administration. Work would flow smoothly and coordination becomes easier and the
overall supervision is minimized leading to lower administration costs.
3. Public relation: I learned how to interact with various departments in course of my
execution of the day to day activities. I also learned on the importance of having a good
relationship with clients. Receiving of the documents; also got involved in receiving
documents in the front office and stamping where needed and signing the delivery of the
message’s whom brought the documents.
4. Managerial skills: included maintenance of the office in terms of proper recording of
all files both incoming and outgoing, tracing file movement in order to ensure that they are
save and in the hands of the right people and also to prevent loss or misplacement. This
attachment gave me an opportunity to establish priorities in terms of what is more
important or urgent it also helped me gain excellent time management meeting deadlines
helped be a fast thinker while making decisions.
4. Supplier Selection Method: I learned on how to Receive relief food at the Location
offices, receiving dfood relief from well-wishers assign for them, recording them and
categorize each item before they were issued to the community affected by flood under my
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supervision: This is in line with the office of the assistant Commissioner within the
ministry to ensure there is no corruption involved during the process .
5. Communication: is an important tool in the development of any Organization. It can
determine the number of dona-tors and distributors who are loyal to the Organization.
Appropriate communication through a concerted effort from all the staffs in a Organization
will go a long way in winning goodwill from all the Organization’s stakeholders. During
the attachment, I was able to interact and relate to staffs through the communication skills
that I did acquire.
6. Decision making skills: during the day to day assignments assigned to me by the office
of Assistant county commissioner, I learned some skills on how to make decision that are
based on reason. For instance, deciding to issue distribution of donated items to the
communities before embarking on recording the received items and keep them in a safe
place. This decision would ensure that the people involved in the process work flow is not
interrupted owing to delayed issuance by the management.

2.4 A PROFILE OF SKILLS AND COMPETENCIES GAINED

During my attachment I gained and acquired the following skills;
Communication skills
is an important tool in the development of any Organization. It can determine the number
of dona-tors and distributors who are loyal to the Organization. Appropriate
communication through a concerted effort from all the staffs in a Organization will go a
long way in winning goodwill from all the Organization’s stakeholders. During the
attachment, I was able to interact and relate to staffs through the communication skills that
I did acquire.
Public relation skills
By interacting with people drawn from all walks of life, I was able to acquire public
administration skills and managed to handle issues professionally without jeopardizing the
Organization’s reputation to the clients.

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Planning skills
During the attachment period I learnt planning skills, starting by noting down things to do
and then with step by step execute each activity at a time in order to avoid delay, waste of
time and confusion of activities that will eventually lead to non-accomplishment of the
assigned duties.
Interrelation skills
I was able to relate with different kinds of staff and visitors in my line of work and able to
solve problems amongst staff that needed my attention. Different kinds of people need to
be handled in different ways and so it was my responsibility to ensure good interrelation
skills to all staff.
Technical Skills
I was able to acquire skills on how to operate the office equipment e.g. the computers and
printers in the office.
Decision making skills
During determination of various cases, I acquired decision-making skills on how and when
to involve certain parties in solving crises issues when arises.
Leadership skills
I gained this skill by observing how the leaders in the ministry showed direction to their
juniors and in the manner in which they made decisions in relation to the day-to-day
activities of the ministry and also acquired the skill of leading by example.
Multi-tasking
This skill refers to one’s ability to carry out different tasks at the administration involved. I
gained the skills as I worked in different sections of the ministry. I managed to apply
different skills to work in different sections of the ministry.
Maintaining records: During the attachment period I gained the knowledge on public
Administration as well as preparing weekly returns, reports and forward the incidents
occurred.
Analytical Skills
I acquired skills in analyzing most issues that rose within the ministry and any kind of
problem that was within my area of work and tried to come up with solutions.

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2.5 COMPETENCIES GAINED
I learnt to manage time well, this helped me to reach my target and the ministry’s set
targets. This was important to prevent the last minute rush.
I was able to work under minimal supervision, followed the working schedules and was
able to work on reports and any duty assigned to me without any one to supervise me.
I was able to work with others towards achieving the ministry’s goals and fostered the
team work spirit at the office of Assistant County Commissioner and this was important in
such that it helped me in setting realistic goals.
During attachment I managed to work under tight schedules, meet deadlines, and achieved
the best out of it.

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2.6 OBSERVATIONS AND CRITIQUE
2.6.1 Observations
During the attachment I observed the following strengths:
The staff at the office of assistant county commissioner generally worked as a team and
adhered to their core values which include,
Efficiency: Staff is swift and efficient in every duty they undertake. This ensures
maximum productivity and good quality work.
Accountability: There are records in all departments that are well maintained to ensure
accountability of every activity during the course of work. Also there are supervisors in
charge of every Department to ensure that everyone is held responsible for every duty.
Commitment: All staffs are committed to good performance and quality work all for the
good of the ministry.
Gender equity: The management ensures that the policies set are well adhered to and they
give guidance on staffing, all gender is treated and given opportunity equally
Self-discipline: All staffs have self-discipline and they are not pushed to do what is right.
This promotes peace, efficiency, good employer – staff relationship and promotes team
work.
Self-drive: Staffs work to their level best even in the absence of the employer and the
management. They work under tasks or at hourly rate and they ensure that their tasks are
completed before close of the day. Generally, the staffs are cooperative and focused
towards achieving the set goals for the success of the Ministry and they promote the spirit
of togetherness.
Team Spirit: The staffs are united and they work in teams to ensure success of the firm

2.6.2 Critique
During the attachment I faced the following challenges;
a) Lack of better and safe ways of storing data hence in case of misplacement of the disks,
the data may be lost.

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b) Insufficient staff as the number of staff is smaller compared to the work available.
c) The work could not allow innovation since the work was repetitive day in day out and
week after week.
d) Creativity – the ministry does not give room for new staff opinions since it was locked
within the ministry policies and regulations.
e) Lack of management information system in place hence a lot of handling of manual data
leading to lots of paperwork within the ministry and subsequent.
g) Low motivation within the subordinates’ due to salary arrears that runs for almost a year
and also lack of non-monetary incentives like promotions and training of staff.

2.7 Strategy for utilization of contacts established during attachment

The utilization of contacts established during the attachment would be of gain once am
applying for a job. During the attachment the trainer was able to advance my management
knowledge and at the end of the attachment, I was able to be given a recommendation for
the good job I did.
The contacts established would be helpful as I was able to be contacted by the staff and
know if there was a vacancy for employment at the office of Assistant county
commissioner.
During my attachment I interacted with so many people and established good contact with
many offices as I was carrying out my duties and some of these offices such as the
Governor's office and consulted in case there were matters that need clarification for
smother running of the Administration department.
Whenever I required assistance he consulted the staffs and worked with them who enabled
me to acquire much knowledge and interaction that is important for day to day running of
duties. During attachment I built a good rapport with the staffs at the office of Assistant
County Commissioner.
Having conducted myself well during attachment, I established good contact with the
ministry’s management and they can refer me to any employer or institution with
confidence.

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 SECTION THREE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

3.1 SUMMARY
During the attach period, I came to learn a great deal mostly with regard to record keeping,
data entry, team work, data handling and also how to generally manage the administration
effectively. It was a very good opportunity to put into practice most of the theory work that
I had learnt in class hence it made me understands better each and every aspect concerning
Administration and adapt to the workplace faster than expected.
It came to my notice that the Administration department followed most of the rules and
regulations set by the ministry to the later when carrying out its daily activities. I
established that most of the items and services by the ministry were procured from
qualified personnel.
I also observed that most of the orders of the office equipment were made through a phone
call and the purchase orders followed later and the payments were made through a cheque
after a period of 30 days. On receiving of the supplies by the store keeper, I observed that
the store keeper was the one inspecting and accepting the suppliers at the same time. This
could prove to be costly to the ministry because the store keeper can be easily
compromised if no one else is taking care of the inspection bit. The goods supplied should
meet all the specifications that were offered in the local purchase order (L.P.O). Goods
supplied should meet the six (R’s) of purchasing i.e. at the right place, at the right time, of
the right quantity, of the right quality of the right price and from the right source. After
determining all these, the store keeper should sign the documents.

3.2 CONCLUSION
Generally, I was able to learn a lot for the period and also put into practice most of the
theory work that I had learnt in class.

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I recommend that the Administration department to have an insight of how office work
process is carried out using management information systems.
The course work knowledge learnt at Garissa University acted as a guideline when I was
undertaking the exercise. Lastly I greatly appreciate the skills imparted by the team of
lecturers of the institution as they coincided with the skills required and demanded not only
by ministry I was attached to but also in the job market at large.

3.3 RECOMMENDATION
From my observation during the period at the Office of Assistant County commissioner,
the following recommendations were made:
I recommend that not only the administration department but also the entire ministry
automates all its processes by networking computers in all departments. This will make
work easier where they will be able to have a data base and also enhance easier control of
the system information.
I also recommend that the ministry to recruit more qualified staffs in order to meet the set
out targets in the administration and stores department to ensure duties are carried out in a
more professional, efficient and effective manner.
The ministry should take their staffs to seminars and workshops especially those organized
by KISM (Kenya Institute of Supplies Management) so that they can gain relevant
knowledge and skills on administration and the current innovations in that field. I also
recommend that the public administration process should follow all the set rules and
regulations set by the government in order to avoid corruption.
I recommend that the ministry to invest in motivating their staff by promotions, salary
increments and updating the payment of staffs’ salaries and also staff recognition. This will
greatly impact positively on the levels of production by the staffs.
Lastly, I encourage the ministry to get involved in community projects commonly known
as Corporate Social Responsibility (CSR). This normally improves the public image of the
ministry which may have been tainted at some point by changing its corporate culture.

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