DECLARATION

I do hereby declare without any reasonable doubt that the work presented in this attachment report is
my own original and independent work and it has not been presented before to the faculty of science
for the award of bachelor’s degree in Economics of Maasai Mara University.

No part of this report shall therefore be duplicated without my prior consent and that of the company.

ACKNOWLEDGEMENT
This attachment would not have been successful without the cooperation and support of number of
people who enabled me to gain much more than what the industrial aspects of the attachment could
have given.

First, I would like to appreciate the Almighty God for the charitable time, strength and aptitude that
enabled me to complete my attachment period.

I wish to acknowledge the entire Huduma center Eastleigh branch fraternity for guiding and supporting
me to gain experience in several fields and making the working environment conducive and friendly.

Finally, I would like to thank my loving parents and friends for their support throughout the entire
period of my attachment.
EXECUTIVE SUMMARY
This report is compiled in partial fulfillment of Bachelor of Science in Economics (Degree) at Maasai
Mara University and it serves to provide an overview of what I learned during the attachment period at
Huduma center Eastleigh branch for the 12 weeks training.

The sources used in writing this report includes; observations of underwriting materials that has been
carried out by the company and reading from internet. This report gives a brief description of the
history of the company and the functions performed. Company’s hierarchy chart and brief introduction
of NSSF department where I was attached to, the duties that were assigned to me and the knowledge
and skills that I have acquired are explained in detail.

Supervisor

DR. KATEIYA

August, 2019

ACRYNYMS AND ABBREVIATIONS

NSSF- National Social Security Fund
CRA --Commission on Revenue Allocation

ICT—Information Communication Technology

SWOT—Strengths Weaknesses Opportunities Threats

HR—Human Resource

CHAPTER ONE

1.1 INTRODUCTION

Any student of Maasai Mara University undertaking bachelor’s degree courses is required to undergo
an industrial attachment of a period of at least 3 months in a field relevant to their course of study. It is
an essential requirement for award of any undergraduate.

The attachment is under supervision and intensive report compilation required to be submitted to the
university on completion.

1.2 PURPOSE

The report serves to summarize the activities and experiences with HUDUMA CENTER EASTLEIGH
BRANCH.

The following are the purpose of the attachment:

I. To output the knowledge and skills acquired in classroom to a working environment.

II. To translate the theories and assignments learnt in class into actual working environment.
III. To assess interest of the student in occupations that he/she intends to undertake.
IV. To expose the learner to work methods not learned in class and to provide access of
equipment and devices that are not available at the university.

1.3 SCOPE
During the attachment period, I was involved in hardware, software and networking activities.

This report will only cover the parts of the attachments and activities that I did during my attachment.

The experience during the 3 months period has helped me to achieve the objective of the attachment.
 1.4 HISTORY OF HUDUMA CENTER KENYA

The Huduma Kenya Program is a flagship project in the second medium term plan of Kenya of the Kenya
Vision 2030. This program was established to transform services delivery in the public services which
had been riddled with long queues, lengthy and manual process, poor customer services, inaccessibility
to services across the country, unavailable, inaccurate, and delayed information on public services,
multiple entry points for any single service, and high costs of providing and accessing services.

The objectives of the Huduma Kenya program are:

• To improve efficiency and effectiveness in service delivery.

• To provide high quality, fast, dignifying and convenient service to customers.

• To demonstrate customer service excellence in services delivery.

• To reduce the cost of providing and accessing public services.

• To develop integrated services delivery ICT systems

• To develop and maintain globally competitive service delivery standards.

• To improve the country’s ease of doing business index.

1.5 HISTORY OF NATIONAL SOCIAL SECURITY FUND (NSSF)

The National Social Security Fund (NSSF) was established in 1965 by an Act of Parliament (CAP 258 of
the Laws of Kenya) in order to administer a provident fund scheme for all workers in Kenya. Initially the
fund operated as a government department under the Ministry of Labor but as its membership grew
and its operations became complex, the NSSF Act was amended in 1987 to transform it into an
autonomous State Corporation. Since 1988, the Fund has been operating under a Board of Trustees,
which is constituted by representatives of 3 key stakeholders: the government, workers, and employers.

In recent years NSSF has embarked on an ambitious reform program intended to convert it from a
National Provident Fund Scheme to a Social Insurance Pension Scheme. As a converted scheme, the
new NSSF will operate as a mandatory National Social Insurance Pension Scheme, serving as workers 1st
pillar of social protection. Everyone with an income (except those excluded by national and
international law) should be registered as a contributing member. Sadly, NSSF’s history has been
marred by scandals and ill-conceived investment policies. Indeed, some regrettable investment
decisions were made by the Fund in the early and mid-1990s. However, in recent times, aggressive
reform policies have been implemented to prevent the errors of the past from recurring.

NSSF’s operations are now conducted in an atmosphere of transparency, accountability, and with a
renewed commitment to efficient delivery of social security services in Kenya. Membership has grown
steadily over the years and by the end of 2007, the Fund had a cumulative registered membership of
about 3 million. The average current membership accounts range from 900, 000 to 1.2 million.

1.5.1 MISSION
To provide social security to members through enhanced coverage efficient registration and collections
prudent fund management competitive benefits and exemplary governance.

1.5.2 VISION
To be a trusted center of excellence in the provision of social security.

1.5.3 CORE VALUES

• Customer focus.
• Integrity.
• Innovation.  Accountability  Teamwork.
1.6 The Organizations Goals and Objectives
1.6.1 Strategic Issues
These are the issues encountered by NSSF:
• Economic challenges
• Government regulation
• lack of adequate resources
• lack of management commitment
• Poor planning/prioritization of available resources
1.6.2 Strategic Objectives and Goals
• To provide facilities to effectively carry out social care function
• To promote information sharing with the public
• To enact laws that are responsive to the people's needs  To enable the public and
stakeholders own the legislative process
• To strengthen research and information services for the organization.
1.7 The Organizations Structure

A well planned organizational structure is important to the delivery of quality services in an efficient and
cost-effective manner. It further recognizes the key support functions to the core business and the
facilitation of efficient management of information and communication for decision making. The
structure ensures an effective delegation and control of management processes. The management and
administration of day-to-day activities of NSSF resides in the office of the Director, NSSF. The institute
has different departments which facilitates its day to day activities as shown in its structure.
 1.6 DEPARTMENTAL STRUCTURE

HEAD REGISTRATION

PROCUREMEN
ICT AUDIT
T

SNR.PROCURE INTERNAL
SNR.I.T OFFICER MENT OFFICER AUDITOR
1.7 The National Social Security Fund (NSSF) consists of-
NSSF is a tripartite organization run by the Government, workers and employers with representation
from the board of trustees, the Government, Federation of Kenya employers and the Central
Organization of Trade Unions – Kenya. In formulating the Fund’s policies the Board of Trustees acts
strictly in accordance with the NSSF Act, which places the best interests of NSSF members above all
other considerations. This organizations therefore is made up of several departments, these are;

1.7.1 Registration Department.

This department is responsible for registering of new members, producing statement of accounts for
members, retrieval of NSSF cards, replacement of NSSF cards, analyzing the statement to members,
web certification, claim of normal benefits and main enquirers system.

1.7.2 Finance and Accounting

Finance Department is mandated to ensure provision of efficient financial resource management,
rationalization of resource outlay and utilization towards the attainment of the objectives, goals and
strategies of NSSF. It also monitors the expenditure and projects through code controls including
program implementation on a periodic basis and ensuring that timely corrective action is taken.

1.7.3 Internal Auditor

Reviewing all reports submitted by various sections/departments to confirm the accuracy and
correctness of figures included there before certification or signature. The internal auditor then drafts a
report based on the NSSF performance.

1.7.4 ICT Department

Ensuring adherence to information communication standards and maintaining an accurate database of
publication.

1.7.5 Procurement Department

The Procurement department is responsible for planning and coordination of supplies management
services. It also initiates the policy, review and updating of existing regulations, supplies management
instructions, inspection, training and development of the supplies personnel.

1.7.6 Human Resource Management

Human Resource is one of the key departments in NSSF mandated to ensure effective organization and
administration of the human resource management services in accordance with the rules and
regulations of the organizations service board with a view of ensuring that employees are properly
facilitated for effective performance and productivity. This will be done through: Staffing, HR planning,
promotions and deployment of the staff. Compensation and regular job evaluation, this department
evaluates the staff performance regularly. In addition, Human Resource department establishes
efficient record filing and trucking systems for all recorded mails and maintain file movement for
tracking of files.

1.7.7 Maintenance Department

Designs, prepare BOQ s (Bills of Quantities), cost estimates and tender document proposed building
projects. Responsible for Maintaining of NSSF infrastructure and assets.

CHAPTER TWO

2.0 DESCRIPTION OF DUTIES

2.1 Registering of new members.

New members visited the organization daily for registration. During my attachment period at the NSSF, I
was able to learn on how to register the employees.
Registration of new members entails filling of firms, taking fingerprints and issuing the members with
NSSF cards.
2.2 Preparation of cheques
During this period, I learned on how to print cheques, posting them to the general ledger and printing
of proposal.
2.3 Manual Filing
Filing of account forms is usually done as soon as the payment is made.

2.4 Producing statement of accounts for members.

I learned on how to produce the statement of accounts for the NSSF members. This helps the members
to know their contributions.
 2.5 Cash journals.
This entails recording of daily cash expenses which is incurred by the Organization on day to day basis.
During my attachment period, i was able to generate cash journal for the organization.
2.6 Bank Reconciliation
This is the process that explains the difference between bank balances as per bank statement and the
corresponding amount in the organization’s cash book. I often did a monthly reconciliation of the
organization.
2.7 Retrieval and Replacement of NSSF cards.
Some of the employers enquired for the retrieval and replacement of their lost cards. In my practicum
period I learned on how to help the members retrieve and replace their NSSF cards.

2.8 Printing and dispatching of cheques

Cheques were written addressed to different persons daily. I was assigned to print cheques and issuing
them to different suppliers.
2.9 Analyzing the statement to members.
I learned on how to analyze the NSSF statement to members.

2.10 Web certification.

During the period of my practicum, I learned on how to generate the member certificates. I acquired
the following skills; Certificate preparation process for the members who have registered NSSF online
and monitoring the member’s statement.
2.11 Claim of normal benefits.
Through my attachment period I learnt different types of benefits and how to claim the normal benefits
for those members who have attained age of 50 and above and have retired from their place of
working.

Apart from my practical skills acquired in my career, I also was able to acquire new theoretical skills
about my field of study which are of high importance to my knowledge.

Socially, I have gained a greater level of confidence through my interactions with different classes of
people and top officials. I have gained good interpersonal skills.
 CHAPTER THREE

3.1 SIGNIFICANCE OF ATTACHMENT

• It has helped me to assess the occupation of the career that I plan to specialize in future.
• The attachment has enabled me to be exposed to the real world with a lot of ease to fit in than
what the course could have given me.
• This attachment has enhanced my rapport and network with the company giving me a good
opportunity of job entry.

3.2 SKILLS ATTAINED

• Knowledge on printers; dot matrix and laser printers and their different functionalities.
• Advance knowledge on servers, IP phone switches and routers; their configuration and use.
• Good rapport and confidence in communication with the staff and clients.
• How to be responsible.
• Importance of teamwork and cooperation.

3.3 RELATIONSHIP WITH STAFF

One of the core values of this organization was team work and therefore the team spirit was embraced
in the department. I was received well and guided whenever I needed direction on anything.

My supervisors’ were always willing were patient with me and explained wherever I needed assistance
on tackling new tasks assigned to me , it was first explained and I was guided on how to fulfill the
tasks. There were no frustrations while doing my tasks. I was able to learn:

• Customer care skills

• Communication skills
 • Professionalism
• Team work
• Technological skills

3.4 CHALLENGES ENCOUNTERED

 Limited access to institution’s system; the confidentiality and controlled access of NSSF system
through administration and access password for login limited the practice of the concept
covered during the industrial attachment though the institution had an open office and in this
way they were safeguarding every staff’s right not to be used in his/her absence.

3.5 CONCLUSION

The job scope and duties assigned focused primarily on hardware, software and networking.

The work was highly relevant to the field of study in computer science as it includes all the computing
aspects. During the two month period of the attachment, I gained valuable knowledge through active
participation and inquisitive learning.

Knowledge on how to handle hardware devices for example repair, cleaning and maintenance.

Use of particular software in particular the QVtern terminal, the INTRAnet and BM5500. I gained
Knowledge on servers, LAN connection and IP phones.

Skills learned include build of good rapport with the staff and confidence in communication with senior
managers.

This industrial attachment proved to have highly supplemented my insight in the computer science
world.

It was one good beneficial and educating experience

3.6 RECOMMENDATION

The company should consider providing the students on industrial attachment with temporary user
names and passwords to enable them to practice on the NSSF software applications.

The ICT department should consider providing enough training of the activities and applications used by
the company.