attachment report

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+FIELD ATTACHMENT REPORT
TEA RESEARCH INSTITUTE
PRESENTED BY
FAITH MURUGI KARANJA
ADMISSION
CSCM/7033/2018
COURSE: CRAFT SUPPLY CHAIN MANAGEMENT
(PROCUREMENT OPTION)
(AN ATTACHMENT REPORT SUBMITTED TO MASAI TECHNICAL
TRAINING INSTITUTE IN PARTIAL FULFILLMENT FOR THE
REQUIREMENTS FOR THE AWARD IN SUPPLY CHAIN MANAGEMENT
(PROCUREMENT OPTION))

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SEPTEMBER TO 31 ST NOVEMBER 2019

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CERTIFICATION
THE PROCUREMENT OFFICER,
MR. VINCENT ROTICH
SIGNATURE …………………………
DATE ……………………………………
STAMP …………………………………...

4. ii
Declaration by the student
This attachment report is my original work and has not been presented to
any examination body. No part of this report should be reproduced without
my consent or that of Masai technical training institute.
Name……………………………..Sign…………..Date………..........
Declaration by the supervisor
This attachment report has been submitted with my approval as The masai
technical training institute supervisor.
Name………………………….Sign……..……Date…………..…

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APPROVAL
This report has been forwarded with my approval as the industrial supervisor
Name ……………………… Signed…………….Date……………..
This report has been submitted with the approval of my college supervisor.
Name ………………………… Signed…………date……………..

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PREFACE
Field attachment is a field-based practical training experience that prepares
trainees for the task they are expected to perform on completion of their
training. This is a time when students are expected to acquire practical
training skills and knowledge and to have an understanding of the dynamics
of the labour market.
Field attachment assists students to bridge the gap between the academic
learning and the practical reality. It enables students get real life experience
they expected to work in when they graduate. Additionally, it is an
opportunity for the student and academic staff to interact with the
shareholders and potential employers and thus appreciate field situations that
will also generate information for curricula review and improvement. This
programme contributes significantly and positively towards enhancing the
knowledge base motivational level of students. The rationale of field
attachment program as part of the academic programme is that students
benefit from the experience and exposure. It is also a valuable way to
acquire broad competencies where the practical knowledge obtained
supports and complements the theoretical studies learnt in the course work.
It is within this background that I write my report. The field attachment
report outlines the objectives of field attachment, Vision, Mission and
Mandate of the Institute, the profile of the organization, field attachment
activities, duties and responsibilities, challenges experiences and
recommendations.

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ACKNOWLEDGEMENTS
My sincere gratitude goes to TRI for giving me the opportunity to undertake
my industrial attachment in the institution. I also thank my family especial
my lovely mum Hannah Njeri and the entire family for all the support they
gave me during the attachment period. I am also grateful to my supervisors
Mr. Vincent Rotich, Mr. Martin Ochieng, Ms. Ennassy Gitonga, Mr.
Dominic Kipngetich for their continuous and tireless efforts in training me
and guiding me throughout the three-month period.
I also thank the TRI staff for their cooperation and above all I thank the
almighty God for guiding and protecting me through this period.
LIST OF ACRONYMS

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TRFK Tea Research Foundation of Kenya
KTDA Kenya Tea Development Agency
CEO Chief Executive Officer
ISO International Standardization for Organization
AAC Advisory Administrative Committee
TRIEA Tea Research Institute of East Africa
FAS Field Advisory Services
ICT Information Communications Technology
KIRDI Kenya Industrial Research and Development Institute
M&E Monitoring and Evaluation
TBK Tea Board of Kenya
TRI Tea Research Institute
KALRO Kenya Agricultural Livestock & Research Organization

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Table of Contents
CERTIFICATION............................................................................................................. i
DECLARATION..................................................................Error! Bookmark not defined.
APPROVAL .....................................................................................................................iii
PREFACE......................................................................................................................... iv
ACKNOWLEDGEMENTS ............................................................................................. v
LIST OF ACRONYMS .................................................................................................... v
NAME AND ADDRESS OF THE INSTITUTION ...................................................... ix
CHAPTER ONE ............................................................................................................... 1
INTRODUCTION............................................................................................................. 1
1.1 Background of the Organization............................................................................... 1
1.2 GEOGRAPHICAL LOCATION .............................................................................. 2
1.3 ECOLOGICAL FACTORS....................................................................................... 2
1.4 VISION, MISSION STATEMENT AND CORE VALUES OF TEA
RESEARCH INSTITUTE................................................................................................ 3
Mission ............................................................................................................................... 3
1.5 MAIN FUNCTIONS AND CORE ACTIVITIES OF TEA RESEARCH
INSTITUTE....................................................................................................................... 4
Overall Goal ...................................................................................................................... 4
Strategic Objectives .......................................................................................................... 5
i. To generate and promote technologies and innovation for demand driven
agricultural and livestock products value chains........................................................... 5
To promote research and investigate all problems related to tea and such other crops
and systems of husbandry as are associated with tea throughout country.................. 5
CHAPTER TWO .............................................................................................................. 6
2.0 ORGANIZATION STRUCTURE............................................................................. 6
2.1 Crop Improvement and Management ...................................................................... 8
Main functions ............................................................................................................ 8
2.2 Sustainable Ecosystem Management and Conservation......................................... 8
2.3 Tea Processing and Value Addition. ......................................................................... 8
2.4 Economics, Field Advisory and Corporate Communication. ............................... 9
2.5 Support Service Management.................................................................................... 9
2.5.1 Human Resource Section................................................................................. 10
2.5.2 Estate department............................................................................................. 10
2.5.3 Finance Department......................................................................................... 11
2.5.4 Supplies and Procurement................................................................................ 11
2.5.5 Dispensary Section........................................................................................... 12
CHAPTER THREE........................................................................................................ 13
3.0 ATTACHMENT ACTIVITIES............................................................................ 13
3.1 Human Resource Department ................................................................................. 13

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3.2 Benefits of industrial Attachment............................................................................ 14
CHAPTER FOUR........................................................................................................... 14
4.0 PROBLEMS, RECOMMENDATIONS AND CONCLUSIONS ......................... 14
Problems faced during attachment ............................................................................... 14
4.2 Recommendations..................................................................................................... 14
4.2.1 Recommendation to Mount Kenya Univesity.................................................. 14
4.2.2 Recommendation to TRI.................................................................................. 15
4.3 CONCLUSION ......................................................................................................... 15
REFERENCES............................................................................................................... xvi

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NAME AND ADDRESS OF THE INSTITUTION
Tea Research Institute,
P.O BOX 820-20200
KERICHO, KENYA.
Tel: +254 20598/9,
Mobile +254 722 209 915
Fax: +254 52 20575
Email:info@tearesearch.or.ke
Website: www.tearesearch.or.ke

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CHAPTER ONE
INTRODUCTION
1.1 Background of the Organization
Tea Research Institute (TRI) is
currently undergoing
restructuring under the KALRO
Act of 2013 whereby it is one
of the institutes in Kenya
Agricultural and Livestock
Research Organization
(KALRO) which was created as a premier national institution bringing together
research programmes in food crops, horticultural and industrial crops, livestock
and range management and socio-economics. It is taking over from Tea Research
Foundation of Kenya (TRFK) which was established in 1980 to replace the
former Tea Research Institute of East Africa (TRIEA) with the principal
objective “to promote research and investigate problems related to tea and such
other crops and systems of land in relation to productivity and systems of land in
relation tea planting; and matters ancillary there to.” Research therefore focuses
on development of improved clones, appropriate technology for improvement
of yield of green tea/made tea per ha and quality .This is done through
development of appropriate practices for the tea production including breeding,
clone selection, correct plant nutrition optimal crop husbandry method ,crop
physiological studies control of major pest and disease management,
manufacturing ,marketing and utilization of finished product. Following the
enactment of the Kenya Agricultural and Research Act No.17 on 25/1/13, and
commencement of the Act on 1st July 2014, four institutions Kenya Agricultural
Research Institute, Tea Research Foundation of Kenya, Coffee Research
Foundation of Kenya and Kenya Sugar Research Foundation were effectively
dissolved and merged to form Kenya Agricultural and Livestock Research
Organization (KALRO). The tea Research Foundation of Kenya is now Tea

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Research Institute however; the mandate still remains the same. TRI currently is
responsible to KALRO which is under the Ministry of Agriculture (MOA),
which is the parent ministry. The Board’s membership included the parent
ministry, Tea Board of Kenya, Kenya Tea Development Agency, Kenya Tea
Growers Association, Kenya Agricultural Research Institute and representative
nominated by parent ministry. The Research Director was the chief Executive as
provided for by the Foundation’s Memorandum and Articles of Association
(1980) and the State Corporation Act (Cap 446).TRI has five programmes: Crop
Improvement and Management (CIM),Tea Processing and Value addition
(TPVA), Sustainable Ecosystem Management and Conservation (SEMC),
Economics Field Advisory and Corporate Communication (EFACC), Support
Service (SSM).TRI operates from its headquarters at Timbilil Estate, Kericho
and also has a sub-station at Kangaita in Kerugoya, Kirinyaga. At the
headquarters TRI has a total land area of 413.4 ha with mature tea plantation of
210 ha. In addition, it has 8 ha of leased land in Kangaita sub-station, with 6 ha
under experimental.
1.2 GEOGRAPHICAL LOCATION
The Tea Research institute is situated in Kericho County, Kipkelion East sub-
county, Chagaik location, and Timbilil estate. It is located at an altitude of 2178
m above sea level, Latitude of 0º 22’ South and longitude of 35º 21’ East. The
institute is five kilometers from the main road (Kericho- Nakuru highway) and
10 km South East of Kericho town. The institute borders Mau forest to the South,
Government forest (Cheboswa) to the North, Sambret estate (Unilever) to the
East, and (James Finlay) to the West.
1.3 ECOLOGICAL FACTORS
Climate-The climate at the headquarters of tea research institute is dominated by
the effect of high altitude and its proximity to the Lake Victoria. This results in

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uniform, but relatively low prevailing air and soil temperature throughout the
year. There are annual droughts of variable duration and intensity.
Rainfall-Rainfall is well distributed except during the short dry season in
January and February. The wettest months are April and May, though there is no
real break between the short and long rains. Total annual rainfall ranges from
1200 mm- 2700 mm.
Temperature -It ranges from about 16ºC to about 25ºC. The coldest month is
usually July with an average of 16.6ºC, while the hottest season starts from
December to February with temperatures ranging from about 17.8ºC to 18.1ºC.
Temperature variation is usually seasonal.
Soil-The station’s geology is characterized by volcanic type of soil reddish
brown or dark brown with (nitisol type soil) with a pH ranging from 4.6-5.6
(acidic).
Topography-The topography is composed mainly of gentle sloping that is
generally gentle to flat to the North and a steep slope to the South. There are
many depressions and valley that form river sources outside the Foundation. The
highest point has an elevation of 2200 m and is generally flat. The lowest point is
the Southwest near Timbilil River with an elevation of 2085 m.
1.4 VISION, MISSION STATEMENT AND CORE VALUES OF TEA
RESEARCH INSTITUTE
The Institute has the following visions, mission values.
Vision
A globally competitive agricultural and livestock Research Organization.
Mission
To generate and disseminate agricultural and livestock knowledge, innovative
technologies and services that respond to clientele demands for sustainable livelihoods.

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Core values
To achieve its mission and objectives, the Institute is guided by the following core
values:
1. Innovativeness – the Institute is determined to improve tea productivity, quality and
products through innovative research.
2. Professionalism –TRI is committed to provision of quality technologies and services.
3. Teamwork – TRI is committed to working effectively and efficiently with its
stakeholders.
4. Creativity - the Institute is determined to empower the tea industry through critical
thinking.
5. Integrity – the Institute is committed to running the research programmes in an
honest, transparent and accountable manner all the time.
6. Environmental consciousness – the Institute is committed to serving its environment.
1.5 MAIN FUNCTIONS AND CORE ACTIVITIES OF TEA
RESEARCH INSTITUTE
The core functions of TRI
These are drawn from the TRI mandate which are to:
1. Improve and manage tea germplasm for enhanced production in Kenya
2. Advise on soil fertility, inputs application and plant nutrition
3. Develop appropriate technologies for tea processing ,product diversification and
value addition in tea
4. Develop management tools for quality tea production; and
5. Transfer and disseminate developed tea technologies and assess their impact on
tea production and processing.
Overall Goal
‘To empower the Tea Industry towards increased profitability, sustainability and global
competitiveness through innovative research”

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Strategic Objectives
i. To generate and promote technologies and innovation for demand driven agricultural
and livestock products value chains.
ii. To develop and promote markets and marketing strategies for agricultural and
livestock value chain.
iii. To facilitate and advocate policy option for enhancing demand driven agricultural and
livestock product value chain.
iv. To strengthen the capacity for implementing agricultural and livestock product value
chain.
v. To enhance availability of knowledge information and technologies on agricultural
and livestock product value chain research.
a) To enhance quality in processed tea.
b) To promote product diversification and value addition in the Kenyan tea
industry.
c) To promote sustainable management and conservation of tea ecosystem.
d) To enhance technology transfer and adoption.
e) To improve the corporate image of the Institute.
f) To enhance partnerships and linkages.
g) To enhance the institution capacity of the Institute.
h) To promote gender and disability mainstreaming.
i) To enhance HIV and AIDS awareness, behavioral change and Prevention of
Mother to Child Transmission.
Mandate
To promote research and investigate all problems related to tea and such other crops and
systems of husbandry as are associated with tea throughout country.

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CHAPTER TWO
2.0 ORGANIZATION STRUCTURE
The Institute is a parastatal under the Ministry of Agriculture and managed by the Board
of Directors which comprises of representatives from the Ministry of Agriculture, Tea
Board of Kenya, the Kenya Tea Development Agency (KTDA), the Kenya Tea Growers
Association (KTGA) and the Kenya Agricultural Research Institute (KARI). The
Director of the Institute is the Chief Executive and is the secretary to the Board. The
Board formulates policies and operational guidelines, while the Director is responsible
for the day-to-day administration and management institute. There are various
departments responsible for the day-to-day administration and management institute.
1. Crop Improvement and Management.
2. Sustainable Ecosystem Management and Conservation.
3. Tea Processing and Value Addition.
4. Economics, Field Advisory and Corporate Communication.
5. Support Service Management.
The Institute activities carried out the above programmes with the assistance of the heads
of
departm

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ents as represented in the following structure.

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2.1 Crop Improvement and Management
Main functions
i. Genetic improvement of tea.
ii. Development of selection tools in tea breeding
iii. Improvement of fertilizer use in tea production.
iv. Integrated nutrient management and soil fertility.
v. Integrated pest and weed management.
vi. Integrated disease management and impact assessment.
vii. Developing choices with farmers and assessing responses.
2.2 Sustainable Ecosystem Management and Conservation.
Goal: “To understand ecosystem impacts and its management for sustainable tea
production”
Functions
i. Environmental impacts, modification and conservation.
ii. Technology adoption and impact assessment.
iii. Evaluating agricultural policies affecting tea farming business
iv. Genetic resources of tea.
2.3 Tea Processing and Value Addition.
Main objectives and roles
The Institute is currently putting efforts to enhance the quality of tea focusing on cost
effective and efficient
Functions
i. Developing tea processing technologies.

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ii. Development of green leaf and black tea quality indicators
iii. Biochemical applications in tea production and processing
iv. Technology adoption and impact assessment
v. To find out the influence of season on starch reserves in low altitude area with no
longer periods of drought than TRI.
vi. To determine contribution of size and timing of lung pruning on tea yields and
quality of made tea in the year of prune.
vii. To investigate the effects of double hedgerow spacing on yield components of tea.
2.4 Economics, Field Advisory and Corporate Communication.
Main objectives and roles
i. To address immediate challenges affecting stakeholders in tea industry.
ii. To empower the stakeholders by addressing some socio-economic challenges
affecting them.
iii. To demonstrate an Armillaria root rot control.
iv. To determine the growers response to field demonstration.
v. Improve on green leaf quality received in the tea factories.
vi. To reduce pest harvest losses on tea.
2.5 Support Service Management
The main function of this Programme is to enhance organization and technical services.
The Principal Human Resource Management Officer heads this Programme. It is a
Support Programme to the Technical Programmes. It is concerned with HR,
Administrative matters and Personal Welfare of all the employees in the Institute.
It has the following sections:
i. Human Resource and Administration
ii. Finance Department
iii. Procurement
iv. Medical Services

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v. Security Services
vi. Estate management
2.5.1 Human Resource Section.
This department deals with human resource practices. Staff of the Institute constitutes the
most important resource; it is central in realizing the anticipated results of increased
generation and transfer of knowledge and technologies. To make a positive impact at the
community and national through a transformational, multifaceted and multi-dimensional
approach towards increasing productivity and profitability of tea, Institute will engage
and challenge its HR complement .To do this, the Institute will develop and implement a
comprehensive human resource development, performance management ,motivation,
institutional culture and organization structure. In this section the Board of Directors
recognizes the need for providing effective and efficient administrative and management
support for the Institute to relieve the research scientists, as much as possible, from
routine administrative and management duties, and deal with the complex variety of
issues related to human resource development and management.
2.5.2 Estate department
The department is mainly concerned with tea growing for both in research and
commercial fields. They have plantations from which tea is plucked for processing. All
the labor working in the fields either on experimental or commercial fields are provided
by the Timbilil estate.
Their main objective is to support research work at TRI.
It meets this objective by:
1. Putting into proper commercial use abandoned experimental fields.
2. Provide and maintain all unskilled labour required in commercial and
experimental plots.
3. Generate Revenue to supplement the dwindling provisions from Tea Board of
Kenya.

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It is also the responsibility of Estate Department to:
 Propagate tea and management of the tea nursery.
 Employ, Maintain, manage and fire unskilled labor.
 Programme budget and execute tea management by planting, weeding,
Pruning, Plucking, soil conservation, Maintain roads and other auxiliary
service required by the farm.
2.5.3 Finance Department
This operates to provide timely financial services to TRI and stakeholders as per legal
provisions and relevant International standards. This section comprises of the following
staff:
i. Institute Accountants.
ii. Internal Auditors.
iii. Chief Clerical Officer.
iv. Accounts Assistant.
2.5.4 Supplies and Procurement
This section provides timely procurement of goods and services to the TRI in compliance
to the public procurement and Disposal Act 2005.
Its functions entail inventory control, procurement custody, physical distribution,
utilization, verification, write-off and disposal of stores.
Custody of the Institute movable property, prevention and detection of loss, guiding
against wastage and misuse throughout procurement disposal of boarded store according
to the Public Procurement and Disposal status and regulations that are operational at any
one time.

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2.5.5 Dispensary Section
This deals with provision of medical services in the dispensary and also responsible for
the Institute’s Health Unit.
The TRI dispensary manages to have the following service.
i. Maintain appropriate staff records.
ii. Provide routine care support including health education.
iii. Carry out stock take and ensure proper documentation of all pharmacy accounts
and proper store keeping, checking the flow of drugs and ensuring that expired
drugs are disposed off as appropriate

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CHAPTER THREE
3.0 ATTACHMENT ACTIVITIES
3.1Procurement Department
The following are duties I was assigned to at the procurement department of TRI
a) Receiving goods delivered to the organization by supplies.
b) Taking part in the inspection of goods delivered.
c) Processing of suppliers invoices for their payment at the accounts.
d) Issuing and recording of stores records.
e) Maintaining of store records and controlling of stores
f) Processing departmental order forms and writing of LPOS for fuels of vehicle
g) Filling documents; processed delivery notes, quotations, issue notes
h) Processing departmental order forms for local purchases.
i) Sending request for quotations.
j) Recording the invoices in the invoice register, attaching with the inspections
reports to be signed by the inspection committee, and taking them to accounts for
payment after being posted by the procurement person in charge
k) Fueling the vehicles both for the company, and personal cars recording them in
their Receipt voucher.
l) Participating in stock taking.
m) Inspecting goods delivered whether they conform to the specifications of the user
as well as the specifications indicated on the delivery note.

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3.2 Benefits of industrial Attachment
In respect with my objectives during the attachment training, the whole process has been
a successful and all my objectives were achieved well.
I learnt a lot of things which added to my experience in the purchasing and supplies field.
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
and understanding about procurement.
CHAPTER FOUR
4.0 PROBLEMS, RECOMMENDATIONS AND CONCLUSIONS
Problems faced during attachment
4.1.1 Accuracy and time bound
Handling staffs was very challenging because when all staff raised an issue they
need to be addressed immediately and accurately.
4.1.2 Financial constraint
Tea Research Institute is located in Chepseon sub-location near Mau forest. It is 10km
from town of which half of distance is rough road and in a poor state. Travelling from
town to work place daily was expensive especially during heavy rains.
4.1.3 Dealing with Confidential Documents
Most of the procurement documents are treated with confidentiality. I had problems in
receiving and recording invoices and deliveries during my first days in procurement
office.
Recommendations
4.2.1 Recommendation to Mount Kenya University.
 Logbook should be given to students before the payment of attachment fee and
should be printed.
 The attachment period should be at least reduced to 3 months.

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 Places of attachment should be identified by the attachment coordinator so that
students will not strain and waste a lot of time in identifying one.
4.2.2 Recommendation to TRI
 Finance is the main constrain to most students, so if possible the organization
should offer the financial assistance.
4.3 CONCLUSION
Industrial Attachment has benefited me a lot. I learnt how to interact with various kinds
of people, learnt their cultural differences and how to embrace their different ways of
doing things. Being attached to stores and procurement departments allowed me to
acquire various skills mention but a few interpersonal skill, collaboration, critical
thinking.

27. xvi
REFERENCES
1. Tea Research Foundation of Kenya, Strategic Plan 2010-2015
2. Tea Research Foundation of Kenya, Human Resource Manual 2012
3. Annual Technical Report for the Year 2012
4. Annual Technical Report-2012