ATTACHMENT REPORT

OURU UTNA ACHIENG




BUSINESS DEPARTMENT
DURATION: 18TH SEP- 30TH NOV

MODULE I

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE AWARD OF DIPLOMA

IN HUMAN RESOURCE MANAGEMENT

National cereals and Produce Board 1

DECLARATION
I hereby declare that this industrial attachment report is my original work and not a
duplication of similar published work from any scholar or from any written source and
has never been presented in any institution of higher learning for the award any
diploma in any field of study.

NAME : OURU UTNA ACHIENG

ADM NO. :
TKNP/B/4206
SIGNATURE : …………………………

EMAIL ADDRESS : [email protected]

DATE : ……………………………….

CONTACT : 0795829197

NAME : MR. JAMES K.LAGAT (SUPERVISOR)

SIGNATURE : ……………………………..
…………………………….
DATE :
CONTACT : 0721213991

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DEDICATION
This report is dedicated to my beloved mum who gave me support and sincerely a
humble time during this attachment period. I would also like to extend my gratitude to
Mr. James Langat the human resource manager for giving me this opportunity to gain
hands-on experience an d to my supervisor for believing in me and supporting me
during the entire attachment period. May almighty God be with you as you keep on
opening doors for others and thank you for making my attachment period a success.

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ACKNOWLEDGEMENT
I would like to acknowledge the following groups of people who made this attachment
process a great success. They include:

 The human resource manager National Cereal and Produce Board for giving
me the opportunity to get attached at the organization.
 Mr. James Langat my supervisor for his support, guidance, advice and
sharing his knowledge and experience throughout the entire attachment
period.
 The entire marketing department comprising Mr. Torotich Moses and Ms.
Edna memba for their technical assistance, support and friendship.
 The entire accounting department led by Ms. Naomi Jebet for always
believing in me.

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ABSTRACT
The purpose of this report is to provide the details of the institution of attachment, a
description of all the activities undertaken during the same, the lessons learnt and
challenges faced 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 National Cereals and Produce Board (NCPB) for a period of three months.

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Table of Contents
DECLARATION ................................................................................................................................ 2
DEDICATION .................................................................................................................................... 3
ACKNOWLEDGEMENT .................................................................................................................. 4
ABSTRACT........................................................................................................................................ 5
EXECUTIVE SUMMARY .............................................................................................................. 7
CHAPTER ONE ................................................................................................................................. 8
1.0 INTRODUCTION ........................................................................................................................ 8
1.1 OBJECTIVES OF ATTACHMENT ............................................................................................ 8
1.2 BENEFITS TO STUDENTS ........................................................................................................ 9
1.3 MORAL EDUCATION ................................................................................................................ 9
CHAPTER TWO .............................................................................................................................. 10
2.0 BACKGROUND OF NATIONAL CEREALS AND PRODUCE BOARD (NCPB) ................ 10
2.1 QUALITY POLICY STATEMENT OF NCPB ......................................................................... 12
2.1.1 Commitments pursue by the Board.......................................................................................... 12
2.1.2 Vision ....................................................................................................................................... 13
2.1.3 Mission................................................................................................................................... 13
2.1.4 Core Values.............................................................................................................................. 13
2.1.5 Figure 1 (NCPB LOGO) .......................................................................................................... 14
2.2 ORGANIZATION STRUCTURE .............................................................................................. 14
CHAPTER THREE .......................................................................................................................... 16
3.1 GENERAL SKILLS AND EXPERIENCE ACQUIRED ........................................................... 16
3.2 EMPLOYEES MAINTENANCE AT NCPB ............................................................................. 16
3.3.1 Registry .................................................................................................................................... 17
3.3.2 Lessons..................................................................................................................................... 17
CHAPTER FOUR ............................................................................................................................. 18
4.1 PROBLEM FACED BY THE BOARD ..................................................................................... 18
4.2 POSSIBLE SOLUTION TO PROBLEMS; ................................................................................ 18
4.3 CHALLENGES ENCOUNTERED DURING MY ATTACHMENT PERIOD ........................ 19
4.4 CONCLUSION ........................................................................................................................... 19
4.5 RECOMMENDATION .............................................................................................................. 20
4.6 REFERENCES ........................................................................................................................... 20
APPENDIX 1:................................................................................................................................... 21

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EXECUTIVE SUMMARY
The industrial attachment report is based on two and half months that I have
successfully completed at National Cereal and Produce Board from 4th September
2023 to 30th November 2023 as a requirement for my diploma program on school of
business and economics, Ramogi Institute of Advanced Technology. Industrial
attachment is meant to help student gain real world hand -on- experience and apply
the principle and technique theoretically learnt into real life problem- solving
situations.

I was attached at National Cereal and Produce Board silo in Kisumu a commercial
state corporation under the ministry of agriculture, livestock, fisheries and
cooperative. National Cereal and Produce Board is responsible for distribution of farm
input like fertilizer and offers grain post- harvest service such as grain drying, grading
and aflatoxin testing, pest control, cleaning, storage and warehousing, weighing and
bagging besides clearing and forwarding.

LIST OF ACRONYMS

- NCPB – National Cereal And Produce Board

- CHRO- Chief Human Resource Office
- HR- Human Resource

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 CHAPTER ONE

1.0 INTRODUCTION
The industrial attachment training is an essential component of the curriculum of The
Kisumu National Polytechnic and therefore no graduation without the industrial
attachment. The attachment period is usually maximum of three months, during which
the student is expected to acquire additional practical experience to supplement, their
course of study in the institution. 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 three months practical training I had at National Cereals and Produce
Board (NCPB) in Kisumu.

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 the college 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 college 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.
 To enhance industry´s satisfaction with the graduate of the Faculty in particular
and the college at large.

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1.2 BENEFITS TO STUDENTS
The industrial attachment seek to offer students a practical translation of the theory
they have been taught. It has also got individual benefit of liaising the college to the
industries, hence brightening the employment chances of the students in the college.
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. It provides students with the
opportunity to meet and network with people in the industry, and the industry the
opportunity to identify talents and potential skilled workers. Students will acquire
interpersonal skills through meeting with professionals in their field of study.

1.3 MORAL EDUCATION

Working in the college 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.

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CHAPTER TWO

2.0 BACKGROUND OF NATIONAL CEREALS AND PRODUCE BOARD (NCPB)

The inception of the National Cereals And Produce Board (NCPB) dates back to
early 20th century when famers mainly European settlers formed committees
which later developed into regional marking boards to assist them in procurement
of farm input market information, marketing their produce and lobbying the
government for better prices.
In 1939 the colonial movement formed the Maize and Produce Control Board
(MPCB) to regulate the operation of the Regional Marketing Boards.
In 1979 the government established the National Cereals and Produce Board with
wheat board of Kenya in order to streamline the management handling and
marketing of all grains.
The NCPB Act, Cap 338 that made NCPB a corporate body was enacted in 1989.
Under the act, the board was given monopoly power to purchase, store market and
generally manage cereals grain and other produce in Kenya. As a legal monopoly
NCPB was empowered to regulate and control the following
 Collection
 movement
 storage
 Sales
 Purchase
 Transportation
 marketing
 Processing
 Distribution
 Importation
 Expectation
 Supply of maize and wheat.

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National Cereals and Produce Board (Kisumu Silo Complex)

National Cereals and Produce Board (NCPB) is a government agent in the

procurement, management and distribution of Strategic Food Reserve (SFR) and
famine relief stock.

It serves the following purposes in the country;

1. Cleaning and drying of grains

- The board provides grain cleaning and drying services to their customers
for the purpose of improving the grade by removing foreign matter and
chuff.
2. Weighing services
- NCPB operates 40, 60 and 80 tonne weighbridge in its depots and silos that
are digital.
3. Bagging services
- NCPB provides in the most up to date automatic state of the art bagging
facilities. It offers the services at competitive rates to its service location
include;
 Nairobi
 Nakuru
 Moi’s bridge
 Kitale
 Narok
 Bungoma
 Kisumu
4. Pest and control services
- The board consists of well trained and experienced personnel who offer
fumigation services, spaying termites and rodents’ control.
- Spraying is carried out to control pest on premises, structures and on
surfaces for packed commodities.

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 5. Grading and Aflatoxin testing
- The services are offered to farmers, millers and individuals in line with set
standards by KEBS, for the purpose of ascertaining the grade of the
produce.
6. Warehousing
- The board features storage facilities that customers can access through
contacts and payment storage rent based on location and capacity. It
features two types of storage facilities which are conventional stores for
bagged grains and silo bins for storage of naked grain.
7. Clearing and forwarding
- NCPB has the capacity to handle grain imports and exports in its clearing
and forwarding section. It further offers storage for exports at competitive
rates.
8. Distribution of subsidized seeds and fertilizer
- NCPB sells farm inputs to its client at slightly lower prices.

2.1 QUALITY POLICY STATEMENT OF NCPB

National Cereals and Produce Board is committed to trading in agriculture
commodities and provision of related services including premier warehousing
solutions that meet the needs and expectations of our customers and interested parties.

2.1.1 Commitments pursue by the Board

 Establishing quality objectives every financial year based on the strategic plan
and which shall be reviewed annually for appropriates.
 Seeking to understand and satisfy the needs of our customers and interested
parties.
 Strengthening human resources capacity and providing a working environment
conducive employee performance.
 Fostering collaboration and partnership with relevant interested parties to inter
alia improve quality of Board’s products and services.
 Enhancing post-harvest value addition and quality management services.
 Embracing best practices, innovation and appropriate technology in all
operations and business processes.
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  Monitoring and evaluating the implementations of the quality management
system for continual improvement.
This quality policy statement shall be reviewed periodically to take into account
the changing context of the organization and to ensure conformity with applicable
requirements.

2.1.2 Vision
- A trusted service provider in agriculture commodity trade and food security.

2.1.3 Mission
- To protect food handing production, trade in agriculture products and
provide premier warehousing.

2.1.4 Core Values

1) Efficiency
- We are committed to handing agriculture commodities and other services
including
2) Team work
- We are committed to enhance synergy building to all our stakeholders.
3) Integrity and accountability
- We adhere to professional work standards, regulations and willingness to
accept responsibility at all times.
4) Customer services
- We provide quality service to enhance customer loyalty, trust preferences
and ensure our products and services are relevant.
5) Creativity and innovation
- We provide innovations using existing or original ideas in enhancing
implementations of NCPB business.

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 2.1.5 Figure 1 (NCPB LOGO)

2.2 ORGANIZATION STRUCTURE

BOARD OF DIRECTORS

MANAGING DIRECTOR

GENERAL MANAGER GENERAL MANAGER GENERAL MANAGER HUMAN

AND OPERATION FINANCE AND ACCOUNTING RESOURCE AND ADMINISTRATION

OPERATION MARKETING WAREHOUSING C.H.R.O

SILO MANAGER ACCOUNTING REGIONAL HUMAN

RESOURCE

PROCUREMENT

CLERK INCHARGE FINANCE

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National cereals and Produce Board 15
CHAPTER THREE

3.1 GENERAL SKILLS AND EXPERIENCE ACQUIRED

 I learned organization culture at National Cereal and Produce Board.
 I interacted with customers and staff members and different people in the
organization and this helped me to improve my communication skills and my
mode of interaction with people.
 Rules on appropriate dressing and time keeping were strictly followed and this
enable me to be able to manage my time property.
 I also gained experience on how to solve conflict at work place among
employees.
 I also learned skills on how to deal with Internal and external problems affecting
the organization.
 Leadership skills at some point I would lead my colleagues on what to be done
and in the process gained confidence to lead.
 Planning skills- l also acquired planning skills as l had to perform some
managerial activities including planning.
 I learned importance of record keeping in an organization and importance of
good decision making.
 As a manager I learned importance of employees’ performance appraisal, and
importance of giving employees a conducive working environment.

3.2 EMPLOYEES MAINTENANCE AT NCPB

NCPB maintain and protect their employees to ensure that there are nil employees
turnoff and absenteeism through the following ways;

 By offering leaves for employees in case they have to attend other duties or they
are in need of rest.
 There are ethics or rules and regulations that govern the entire board to ensure
that employees conduct themselves in a good manner to avoid misconduct that
may lead to lose of environment.
 Health and safety measures are set to ensure that employees are safe.
 Employees are given promotion to make them feel recognize and appreciated for
their good work.
 Employees are also taught on how to balance work and family to avoid stress at
work place.

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3.3 DEPARTMENT ATTACHED AND EXPERIENCE

3.3.1 Registry
Duties performed

 Receiving incoming mails

 Sending outgoing mails
 Dispatching mails to the authorized people
 Doing photocopy
 Filing

3.3.2 Lessons
 Registry is a private and confidential office
 Filing is done in many categories for easy accessibility
 Photocopy of incoming mails are retained as original and taken to the
authorized person being addressed

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CHAPTER FOUR

4.1 PROBLEM FACED BY THE BOARD

 Problems in system breakdown i.e. computer mostly in internet service leading to
delay in programs.
 The board lacked internal capacity to come up with the procurement manual
hence the service was contracted.
 Limited ICT skills base hindered the smooth implementation and roll out of the
system.
 Financial constraints hindered attainment of the targeted value of tender.
 Challenges facing the government occasion mainly by effect of natural calamities
e.g., drought have increasingly complicated government efforts to settle the
outstanding debt they owe NCPB.
 Harsh weather conditions affect sun-drying process e.g. , rain
 Competition from brokers and middle traders.
 Lack of adequate finance.
 Market saturation of grains.
 Competitive market.
 Legislative.
 Inadequate materials e.g. maize, millet, sorghum, wheat and rice etc.

4.2 POSSIBLE SOLUTION TO PROBLEMS;

 Problem on government debt that are not settled. there has been heightened effort
by both management lobby Government to settle outstanding debts.
 Problem of competition, the board should supply the grains when there is
shortage in supply.
 Problem on ICT skills, the board should train all staffs on ICT skills.

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4.3 CHALLENGES ENCOUNTERED DURING MY ATTACHMENT PERIOD
 Adapting to new environment; it took me some time to get used to the new
work environment.
 Power loss; we experience power loss at times mostly during bad weather
seasons and this brought a lot of challenges since all activities carried out
depends on power.
 I was not issued with a rotation plan that would help me utilize knowledge to
the latter.
 Financial constraints where I had to travel on daily basis to be at my attachment
place.
 Demonstration; this made the attachment premises inaccessible and even
threatened our own security.

4.4 CONCLUSION
I thank The Almighty for providing me with good health during the entire attachment
period. I also thank my college, The Kisumu National Polytechnic for the good work
they have done during entire study program till this level. I want to pass my gratitude
to NCPB as a whole for corporation, love, concerned and care that they show me
during my training period.

To my assessor who sacrificed his time to come and know about my progress during
the attachment period.

To my Regional Human Resource Officer Mr. James Langat for sharing his skills with
me and gaining much from him.

I strongly hope that the knowledge and skills acquired during the entire training period
will shape up my professional life and improve performance.

May the Almighty bless you all.

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4.5 RECOMMENDATION
There are various areas where I would make suggestion which will help me
make work more efficient and bring improvement.
 Schedule fumigation in grain store should be once after every two weeks which
can help to control any possible storage pest in the stores.
 During process of collecting maize or any other grain mostly during rains the
workers get it hard, so the traps should be used when laying out maize to dry to
ease the process of collecting maize that has been laid to dry back into the bags.
 Heavy duty casual who works in store on where there is dust and load should
be taught on health and safety guard, some of them work without mask in a
dusty environment which can cause respiratory complications.

4.6 REFERENCES
 NCPB strategic plan book
 Kamoni P.M And Rotich G . Factors affecting the effectiveness of the
organization goals at NCPB.
 Obura J Ombok, B.O and Omuga function of NCPB.
 Obonyo , J.K. Then comparability of trade policy with domestic policy
intervention affecting grain sector in Kenya.
 Obonyo .S.O. (2013) Challenges of strategy implementation at NCPB board of
Kenya.

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APPENDIX 1:
NATIONAL CEREALS AND PRODUCE BOARD BUILDING (NCPB)

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