ATTACHMENT REPORT

NAME : PRAXIDIS LISHINDI

ADM.NO : CSCM22S/10373

DEPARTMENT : SUPPLY CHAIN MANAGEMENT

COURSE : DIPLOMA IN SUPPLY CHAIN

MANAGEMENT

SUPERVISOR : GODFFREY WEKESA WEKHANYA

DURATION : 3 MONTHS

COMMENCED : 25TH SEPTEMBER 2023

COMPLETED : 22ND DECEMBER 2023

ORGANIZATION : KHETIAS DRAPPERS LIMITED

DECLARATION

DECLARATION BY STUDENT

I hereby declare that all information in this document has been obtained and presented in

accordance with academic rules and ethical conduct. I also declare that, as required by these

rules and conduct, I have fully written this report based on truth and cited all activities and duties

that I undertook while on attachment. I therefore declare that this material is original.

NAME : PRAXIDIS LISHINDI

REG NO. : CSCM22S/10373

Signature..................................................Date.....................................

DECLARATION BY THE SUPERVISOR

This attachment report has been submitted with my approval as the institution supervisor.

Name: GODFFREY WEKESA KEKHANYA

Signature..................................................Date.....................................
ABSTRACT

The purpose of this report is to provide the details of the intuition of attachment, a description of

all the activities undertaken during the same, the lessons learnt and challenges during the

attachment period. The essence of attachment is to put all the theoretical work done in class by a

student into practical exercise.

I was therefore attached at Khetias Drappers Limited, Kitale, Kenya for a period of three

months.
DEDICATION

I wish to dedicate this work to my family for supporting me throughout my study.

ACKNOWLEDGEMENTS

The development of this report took the effort, support and guidance of a number of people

whom I wish to thank. I also wish to pay tribute to the management and staff of Khetias

Drappers Limited for offering me a chance to be part of them and for their unwavering support.

Gratitude to my academic supervisor Mr.Godffrey Wekesa for his efforts to assess me and

advice on how to improve my skills.

I also thank my family for their support and prayers not only during my attachment period but

throughout my course. I cannot end this list without paying tribute to the entire Sigalagala

National Polytechnic at large and precisely the department of Supply Chain Management for

their constructive training and the knowledge they have imparted in me throughout the training.

May God bless you all.

 CHAPTER ONE

1.0 INTRODUCTION

The industrial attachment training is an essential component of the curriculum of Sigalagala

National Polythetic and therefore no graduation without the industrial attachment. The

attachment period is usually maximum of twelve weeks, during which the student is expected to

acquire additional practical experience to supplement, their course of study in the school. They

are also exposed to the real world of work and its challenges which will prepare them towards

their future careers.

This report is the outcome of the twelve weeks practical training I had at Khetias Drappers

Limited in Kitale.

1.1 OBJECTIVES OF ATTACHMENT

Some of the important objectives of the industrial attachment are as follows

 To assess the interest of the student in the occupation he/she plans to undertake.

 To expose the students to work methods not taught in school and to provide access to

products equipment not normally available in the environment of the institution.

 To provide the students with an opportunity to apply knowledge in real work situation

thereby closing the gap between school work and the actual practice.

 To make the transition from school to the world of work smoothly and to enhance student

contacts for job placement.

 To enlist and strengthen employers’ involvement in institutional activities and in the entire

educational process of preparing the students for employment in industry.

1.2 BENEFITS TO STUDENTS

The industrial attachment seeks to offer students a practical translation of the theory they have

been taught. It has also got individual benefit of liaising the school to the industries, hence

brightening the employment chances of the students in the polytechnic. Through this attachment,

I have generated a good interpersonal relationship through my interaction with my supervisors

and colleagues. This has assisted me to interact confidently with people irrespective of the

position.

1.3 EXPERIENCE

Through my attachment, I have gained some new experiences in issuing all types of services in

the company policies and certificates, processing, printing and assembling policy documents. I

have also learnt how to frank and dispatch policy documents to clients, have improved my

interpersonal skills by interacting with clients and also have improved on social life through

interaction with the colleagues.

1.4 MORAL EDUCATION

Working in the university exposes me to various learning environment or conditions. It has

thereby inculcated in me sympathy for the poor and above all the will to acquire myself from

improving my practical knowledge.

 CHAPTER 2

2.0 BACKGROUND OF KHETIAS DRAPPERS LIMITED

The company was started as a family-owned Business that Started from Hawking to Giant
Retailer. At this point the company was still dealing with small amount of goods and services.
The family business under the management of Ashok Khetia started as a small wholesale shop in
May 1982 in Kitale, Trans-Nzoia county in the area that is today known as Laini Moja. Khetia's
small shop was based in Laini Moja and started with two employees who hawked goods to
Trans-Nzoia residents using a pickup vehicle. As business boomed, the retailer acquired property
across major Western and Rift Valley towns, including Kabarnet Mineral Water Company.
Under the management of Ashok Khetia, started as a small wholesale shop in May 1982 in
Kitale, Trans-Nzoia county. Years later the business expanded from just one county to different
counties countrywide.
In the 1990's Khetia Drapers Limited partnered with other retailers, including Kaluworks and
Lion's Brand, to distribute their products.
The retailer launched its first supermarket in Bungoma town in 1994 before setting up another in
the early 2000s. It then put up a bigger supermarket named Gigamark in Kitale, which serves as
its headquarters. As business boomed, the retailer acquired property across major Western and
Rift Valley towns, including Kabarnet Mineral Water Company.
In 2013, it unveiled a branch in Eldoret, one of the fastest-growing towns in Kenya. The Khetias
Eldoret multi-storey supermarket complex was opened by Uasin Gishu's first governor Jackson
Mandago. In September 2021, Khetia's expansion drive saw it launch another chain in Naivasha,
Nakuru county. Ashok explained that the retail business was tricky but acknowledged that
success comes with taking good care of staff and customers.
Khetia's son, Trushar, charted his own path away from the family business. The 35-year-old is
the founder of Tria Group, an outdoor advertising firm. According to Forbes, the company was
founded in 2013, and by 2015, its annual revenues exceeded $1.3 million (KSh 159 million). The
entrepreneur is also the founder of Society Stores, which began in Thika before spreading its
wings to Nairobi and other towns.
2.1 Mission

Khetias was established in 1982, Khetias Group has become a reference actor in services with
strong added value such as delivery, client-relations centers and education.
Khetias Drappers Limited has its headquarters in Kitale where the main branch and other
branches in Bungoma, Eldoret, Meru, Busia, Nakuru and Nairobi

2.1.1 Vision

The vision of Khetias Ltd is to lead in the promotion of economic growth by providing the

insuring public with secure, dynamic and professional services.

2.1.2 Mission

Khetias is committed to providing security and stability to shareholders through responsive

professional services, dynamic products, prudent ethical practice, and respecting social values.

2.1.3 Core Values

The supermarket service offering has been developed with the core focus being placed on

divisional expertise, highly skilled labor, advanced monitoring systems, IT interfaces and a

national distribution framework, therefore ensuring a fully integrated supply chain service

offering.
2.2 Organizational structure

Khetias Limited is organized into hierarchy with top, middle and operational management. The

company has various departments which assist in the delivery of quality services to the clients.

Human Resource Department

This department carries out the recruitment, rewards management, learning and development,
employee communications and administration

Marketing department
This department is responsible for the image maintenance of the institution where they ensure the
company has a good representation

Finance department
This department involves financial policy and management including cash management,
financial accounting, system and budgetary control. It also deals with controlling of cash around
the organization.
Legal department
Legal department is in charge of all legal activities of the company and responsible for representing the
organization in court issues

Underwriting department

Department in charge of issuing policy, printing renewal notices raising endorsement and

Claims department

Insurance claims handlers make sure that claims are handled efficiently and that payment for

valid claims is made to policyholders

ICT department

This is department is responsible for all technological issues within the organization and as well

as ensure the smooth running of services needed by the workers and staff respectively.
 CHAPTER 3
3.0 TRAINING, RESEARCH AND IMPLEMENTATION
3.1. Major activities involved
Being a big organization, whose main agenda is to disseminate goods, I was mainly engaged in
procurement and accounting. Some of the activities I was involved

PROCUREMENT & PURCHASE

In this department I was introduced to purchasing process of how it is properly done and the
documents used at each level
Each supplier has got a [procurement officer who is handling all purchase of this particular
goods and services.

The department is arranged in way that is

 Head of department - Department heads take charge of departments. They monitor, lead,
train, and manage staff. They may also conduct research and set goals. Department heads
ensure that overall day-to-day operations run smoothly.
 His assistant who works in his capacity incase he/she is absent and Working alongside
the Head of Department to be responsible for the day-to-day management of staff within
the designated Department and act as a positive role model. bodies. reports. To assist
with managing the Department's collection of data

The work of the head of department is to oversee the smooth running of the department and to
ensure his procurement officer do not make
I. Over purchase - happens when stores purchase more product than they sell. This leaves
retailers with too much stock, and that excess stock is left sitting on store shelves or in the
warehouse, which hurts profitability
II. Tender Purchase - Tendering is the most common way that an organization does to find
suppliers that will provide for their needs.
III. Wrong Purchase – happens when there is purchasing duplicate or excess items by
mistake.
IV. Delay in delivery of goods – mostly happens when there is unavoidable circumstances
like weather or problems with machinery.
V. Ensure the company is not running of short of goods and services.

Preparing of Lpos and Lsos

It is usually prepared in quadruplicate. I would address it to the supplier am procuring from type
the account number of the item, the cost and then print the document so that it can be signed with
the head of procuring department and user department. LPO contains a list of products together
with their specifications to be ordered from the specified external supplier(s). LSO is a list of
services that have to be ordered from the specified external supplier. They are filled in
quadruplicates.
Preparing of Price Schedule Analysis
This involves comparing different prices of different suppliers and recording the lowest price.
this is done by looking for the item in the register which contains the items, the name of the firm
unit cost and the total cost and then divide the total cost and the quantity to get the price of one
item this helps the company to budget properly to ensure there is no deficit and surplus

Disposal of Goods
This involves the inspection of obsolete items in different departments within the company,
clearance of the obsolete, unserviceable, inbound goods through public action.
Preparing of Payment Voucher
I used to address this document to the payee (the person being paid) in the particulars and
indicate why the payments are being done and then insert the lpo/lso number the account number
of the item and invoice number and calculate the VAT if the amount is taxable and put the
amount both in words and figures.
Preparation of Procurement Minutes
This is done to show how the committee decided to award the contract to suppliers either on
award of tenders or quotation for the supply of goods in the ministry.

3.2 AN ANALYSIS OF LEARNT KNOWLEDGE AND APPLIED SKILLS

During the attachment I was able to acquire knowledge and skills that will help me as an
individual in future in applying my responsibilities and duties assigned at the work place and to
develop purchasing and supplies management and also helped me apply the knowledge acquired
from Khetias Drappers Limited
Technical Skills
I was able to apply most of the computer packages for example Microsoft Word, Access and
Excel in dealing with some of the organizations activities such as data entry. It made dealing
with certain transactions easier and more efficient.
Accounting Skills
The accounting and financial knowledge that I had made it easier for me to be able to record,
post and analyze most of the stores transactions without supervision.
Stock Management
The strategic inventory management knowledge that I had helped a lot in the stores and
warehouse management hence lead to some changes in stores. This involves stores and
warehousing where the products are stored and warehoused.
Enterprise Resource Planning
This is the electronic way of managing and monitoring of activities in the stores for sufficient
and effectiveness of an organization.

Problem Solving
There are ways and approaches to solve problems that arise in the stores and purchasing office
and how to choose the best alternative solution to effective learning activity.
Dealing with emergency cases
These are cases where someone requires knowledge to manage emergency orders and how to
work on them without causing problems to the whole system.
Leadership skills
A manager requires leadership skills in order to be able to learn his/her managerial activities.
Some of the skills are coordinating, controlling, directing and integrity.
Integrative Skills
In an organization one requires the integration of departments and personnel to achieve its goals.
Purchasing and stores department integrates with other departments like Human Resource
department, housekeeping department, information technology department, security, transport,
finance and others to operate effectively.
Communication Skills
Interpersonal relationship in an organization is enhanced by communication skills applied in an
organization which should be applied and exercised through a formal channel used in the
organization.
Negotiation skills
Negotiation should be fair between the supplier and client. Negotiation is said to be fair when
there is a win situation between the supplier and customer. The two should feel they have won
the business.
Customer - supplier Relationship
There should be sound relationship between supplier and customer in order to work and do
business together. Sound customer and supplier relationship helps the customer and supplier to
adhere the codes and ethics when doing business.
Conceptual Skills
Conceptual skill relates to the managers ability to think in abstract. Abstract means creating ideas
from nothing. It is the ability to see opportunities others cannot see. A manager should be able to
foresee any anticipated price rise or shortages of certain stocks and take collective measures in
advance.
3.3 PROFILE OF SKILLS AND COMPETENCIES GAINED
Results-focused
The ability and drive for achieving and surpassing targets against an internal or external
standards of excellence. This is about showing a passion for improving the delivery of services
with a commitment to continuous improvement in your procurement process.
Professionalism
The ability to think carefully about the likely effects on others of your words, actions,
appearance, and mode of behavior. The consummate professional selects the words and actions
most likely to have the desired effect on the group or individual in question.
Strategic industry management
Establishing long range business plans which can anticipate the global market. This is
particularly important for commodity procurement.
Category management
Arranging or categorizing you spend according to specific goods or services (direct & indirect);
and keeping in mind quality, service, risk and cost.
Project management
Driving the procurement process by designing, implementing and managing projects to a
successful conclusion. Establishing accountability, establishing timelines and establishing goals
are paramount.
Analytical skills
The ability to visualize, articulate, and solve both complex and uncomplicated problems and
concepts and make decisions that make sense based on all available information. Particularly
important in the selection of vendors
3.4 OBSERVATIONS AND CRITIQUES.
Observations
The work I was tasked with does truly allow creativity and innovation in that one is expected to
come up with new ideas and ways of effectively managing the resources of the institution in
order to meet the targets of the institution and efficiency of the institution.
I liked the way the institution cared for the social needs of their employees. The institution has
set up a medical scheme for all its employees whether permanent or on contract.
The institution gives meals to their employees. I liked this because it showed the institution’s
commitment to their employee’s needs. Also there was good flow of document from the stores to
purchasing, Accounts and claims departments. There central registry is well functioning and
documents kept neatly for customers references and their employees.
3.5 . CRITIQUES
Since the organization has many building, each building is networked on its own thus making
it difficult in communications for different departments in the organization. The offloading and
loading of inventory is done by people and this results in some goods being damaged. There is
no team building exercised like parties, retreats to reexamine what they have achieved, share
personal experiences and ideas and learn to appreciate the importance of teamwork at work. The
procurement managers are not applying the Procurement and Disposal Act 2005 and
Procurement and Disposal Regulations to perform their day to day duties. The procurement
managers are performing their duties in different building in the organization and this leads to
time wastage through the movements from one building to the other when performing follow-
ups.
The organization takes long time duration to pay its suppliers, these has caused predicaments
between procurement department and finance department. Most of the suppliers have discard to
supply in fear of the late payment, it has also been very hectic to bring new suppliers on board.
There is no checkups at the gate by the security guards when vehicles and people come in and go
out of the go down. When the important documents like the tax compliance certificate, business
permit, national hospital insurance fund certificate and the national social security fund
certificate expires it takes time for them to be renewed thus making the tendering process invalid
when compiling the tender documents.
When the tendering process is completed the junior staffs in the procurement department are not
informed about the results for the entire process thus making it difficult for them to improve on
their competence, efficiency and effectiveness in the tendering process.
 CHAPTER 4
RECOMMENDATIONS
This chapter highlights observation and possible recommendations by the attaché.
4.1 RECOMMENDATIONS
All the Procurement Managers should be put to perform their duties under one roof to avoid time
wastage on movements from one building to the other and for ease of follow-up. All the
procurement Managers should be acquainted with the Procurement and Disposal Act 2005 and
Procurement and Disposal Regulations so that they apply them in their day to day duties.
This will give staff time to re-examine what they have achieved so far, share personal
experiences and ideas and learn to appreciate the importance of teamwork at work. The finance
department should take shorter duration to pay its suppliers so that the can get the goods
requested in time to improve the organization’s effectiveness and efficiency. There should be
checkups at the gate when vehicles and people go out and come in at the go down to avoid
security threats.
Important documents like the tax compliance certificate, business permit, national hospital
insurance fund certificate and the national social security fund certificate should be applied for
renewal before their expiry dates thus making the tendering process valid when compiling the
tender documents. When the tendering process is completed the junior staffs in the procurement
department should be informed about the results for the entire process so that they can rectify
where they made a problem, improve on their competence, efficiency and effectiveness in the
tendering process.
It is recommended that the organization should fully participate in social corporate responsibility
by engaging the public and also considering the social needs of their clients and people they
support through the organization.

It was recommended that the organization gives meals to their employees as well as the clients
arrive when meals are ready, for this will encourage motivation more so to the employees to
stick with the organization.

It is recommended that the organization should consider the course a student is taking, so that
they can be assigned to the department that they really studying for, for them to deeply
understand and advance the level of what they learnt in class.
It is recommended that the management should take keen attention to punctuality of employees
as opposed to the value the employee is going to add in the organization. For instance, an
employee could be late and deliver more than the employee who came in well before time and
the organization proceeds to punish the employee for being late for five minutes.

Procurement department is the backbone of every business and the organization at large, and in
this respect the department should be efficient in its operation to enhance effective functions
within the organization. This can be achieved by employing staff that have the following
characteristics the ability to serve customers cheerfully, courteously and efficiently, multi-
tasking skills, good health, good grooming, the ability to work as part of a team, the ability to
work with little supervision, good verbal communication skills and sensitivity to customer needs,
the ability to work calmly under minimal supervision.

Improved communication within an organization can increase productivity. An operations

manager is responsible for making sure that the tools necessary to facilitate efficient
communication within the organization are in place.
It is recommended that organization set up an adequate computer accounting system that
calculates current inventory and sends that information to the finance and economic planning.
 CHAPTER 5
SUMMARY & CONCLUSION
5.1 SUMMARY
There is a lot of work at Khetias Drappers Limited procurement department involving a lot of
logistics and people. Since all the departments are not under one roof, so many movements are
involved between the buildings meaning that some work times are being wasted since the
distances are long.
Procurement department has four officers headed by senior procurement manager. There is
neither discrimination nor prejudice for attaches. They perform the same duties as the other
officers and they are given the same authority to handle those duties the same way. Most of the
procurement of goods and services are done in the local markets in the country.
5.2 CONCLUSION
As attaché in the purchasing and supply management department at Khetias Drappers Limited I
confirmed that industrial attachment is vital and very crucial in any student’s course work. I was
able to appreciate the importance of human relationships and work attitudes, understand the
constraints of working life and functional relationships within the organization.
I became more orientated towards work processes since I was able to apply theoretical concepts
and school-based skills to practice. Additionally, I had an opportunity to develop work attitudes
like curiousness, self-confidence, maturity and self-reliance hence obtaining knowledge of
potential careers and developing new areas of interest.
I would like to thank the entire staff for their cooperation and assistance that they gave me to
enabled me to learn new skills that are needed in today’s world.
The compulsory supervised industrial attachment of the institute gives students the opportunity
to apply knowledge in real work, exposing students to work methods not taught in the institute
and provide access to products equipment not available in the institute as well as assessing
students interest in the occupation he or she plans to undertake, the program should therefore be
maintained and the period extended.