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(A case study at Turkana County)

SYLVESTER LOSIKE EYANAE

REGISRATION NO: DSCM/10598/2017

A Report Submitted in Partial Fulfillment of the Requirements for the Award of


Diploma in Purchasing and Supplies Management at Sang’alo Institute of Science &
Technology

FROM: September to November, 2018

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DECLARATION
This report is my original work and has not been submitted to any other institution of learning.

SYLVESTER LOSIKE EYANAE SIGNATURE: ………………………………

REG NO: 10598 DATE: ……………………………………

DECLARATION BY THE SUPERVISOR


The attachment report has been submitted with the approval by the College supervisor
.
SIGNATURE:………………………………………DATE:……………………………………
MAUREEN ACHIENG
SIST

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ACKNOWLEDGEMENT
First of all, I would like to thank Turkana County Government for giving me this opportunity to
do this attachment. I gained valuable experience from being involved in real business sector.
Secondly, I would like to thank Mr. Jackson Eletia, my supervisor in Procurement department,
for giving me the chance to work with him. Third, I would also like to send my
acknowledgement to the management of Sang’alo Institute of Science & Technology who gave
me valuable theoretical, analytical and development skills that was a core help to my work,
hence I would like to thank the academic supervisors and all the lecturers for their valuable
courses. Lastly, I should thank my assessor Madam Maureen Achieng, for his presence during
my assessment in the attachment period. I also thank my parents, my brother and my sisters for
their support and may God bless them. I wish everyone the best and bright future ahead.

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EXECUTIVE SUMMARY
This report gives the overview of attachment I did from September, 2018 to November, 2018
(three months) at Turkana County Government. The main purpose of this report is to reflect
what I have learnt from those three months as an attaché. The report gives a brief history of the
County. It then shows the organizations profile. The report further explains on the range of the
services that the county offers, departments attached and duration of attachment. It also has
the activities undertaken in the organization, analysis of learnt knowledge and skills, skills
acquired observations and challenges encountered. The report also brings out the
recommendations to the College on how to improve the attachment programs. The attachment
period has been a very educative with lots of experience because the employees of the
organization have been the best team to work with and have tirelessly dedicated their time to
get me through the organization’s day to day activities and approving most of the information in
this report. And also it analysis the status of the county department.

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TABLE OF CONTENTS
DECLARATION..........................................................................................................................ii

ACKNOWLEDGEMENT.............................................................................................................iii

EXECUTIVE SUMMARY............................................................................................................iv

CHAPTER ONE: INTRODUCTION...............................................................................................1

1.1 History Of The Organization..................................................................................................1


1.2 Main functions or core activities of the core activities of the Organization........................2
1.3 Vision, Mission statement and Core Values of the institution.............................................2
1.4 Organizational structure………………………………………………………………….....4
1.5 Duties and responsibilities of the key personnel in the organization……………………......5
CHAPTER TWO: HOST ATTACHMENT DEPARTMENT..................................................................6

2.1 Key functions/activities of the procurement department...................................................6


2.2 Duties and responsibilities of staff in procurement department. .......................................7
2.3 The main objectives for the attachment exercise.................................................................8
2.4 Attaché’s assigned routine and department’s participation forums...................................9
CHAPTER THREE: EVALUATION OF THE ATTACHMENT PERIOD................................................10

3.1 Success/ failures...................................................................................................................10


3.2 Challenges encountered during the attachment period.....................................................10
3.3 Overcoming the challenges.................................................................................................11
3.4 Recommendation to improve the attachments in University............................................11
REFERENCES……………………………………………………………………………......12

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CHAPTER ONE
INTRODUCTION

1.1 History of Turkana County

Turkana County -Overview of Turkana County

Situated in northern Kenya, about 700km from Nairobi,


Turkana is the second largest county in Kenya covering 68,680 square kilometers.

Turkana shares its borders with four counties; Marsabit to the east, Samburu to the south-east,
Baringo and West Pokot to the south-west.

The county also borders with South Sudan to the north, Uganda to the west and Ethiopia to the
north-east.

The name Turkana is widely believed to be a corruption of Turkwen which means 'cave people'
in Kiturkana, the language of the Turkana people.

Turkana County Government

Turkana County constitutes six constituencies: Turkana North, Turkana East, Turkana West,
Turkana South, Turkana Central and Loima.

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The county's top leaders are Josephat Nanok (Governor), Julius Mathenge (County
Commissioner), John Munyes (Senator) and Joyce Emanikor (Women Representative).

Other top leaders in Turkana County include Christopher Nakuleu (MP-Turkana North), Nicholas
Nixon (MP-Turkana East), Daniel Nanok (MP-Turkana West), James Ekomwa (MP-Turkana South),
John Nakara (MP-Turkana Central) and Protus Akujah (MP-Loima).

People of Turkana County

Turkana County has 855,399 people (male - 52.03% and female - 47.97%), according to the 2009
National Census. The Turkana people are the dominant community in the county, although
several other tribes such as El Molo have settled there over the years.

The Turkana are nomadic pastoralists who mainly keep cattle, donkeys, camels and goats. The
animals are their main source of food and wealth. The Turkana are the second largest pastoral
community in Kenya after the Maasai people.

On the other hand, the Elmoro people - who live on the southern shores of Lake Turkana, are
the smallest ethnic group in Kenya with a population of about 300 people. They are said to have
originated from either Somalia or Ethiopia and are renowned for their fishing and basket
weaving skills.

Religion and Culture

Close to 95% of the people living in Turkana County adhere to traditional beliefs while 5-10% of
the residents are Christians.

Livestock, especially zebu (humped) cattle, are very important in the Turkana culture. They serve
both as a source of food (milk, meat and blood) and as a form of traditional currency used to
negotiate for brides and dowry payment.

Due to the high value placed on livestock, it is common for Turkana to raid their neighbouring
communities - especially the Marakwet and Pokot of southern Kenya - in effort to enlarge their
herds.

The Turkana have maintained their traditional way of life, including dressing and traditional
religion. The majority of Turkana believe in a god of skies, Akuj, whom they call upon during
calamities such as droughts and disease outbreaks.

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Among the Turkana, men are traditionally responsible for looking after livestock and protecting
the community in case of an attack. Women are tasked with constructing huts for their families,
taking care of children, fetching firewood and cooking.

Children usually look after sheep and goats, although some families take their children to
schools. About 122,000 pupils are currently enrolled in the county's 202 primary schools, with
another 48,000 students attending high schools.

Major Towns

Lodwar:

Lodwar, the capital of Turkana County, is the biggest town in north-western Kenya. The town is
a commercial centre whose principal activities are fish trade and basket weaving. Lodwar is the
town where Kenya’s first president, Mzee Jomo Kenyatta, and other political prisoners were
detained for two years during the colonial period.

Lokichogio:

Often called Loki, Lokichogio is situated about 30km from the Kenya-South Sudan border. Loki is
basically a small commercial centre whose main activity is basket weaving. The town hosts UN
offices and several non-governmental organisations (NGOs) such as World Vision, Oxfam-GB,
among others.

Other major centres in Turkana County include Lokitaung, a remote outpost near the Ethiopian
border; and Kakuma, which hosts the Kakuma Refugee Camp. The camp is home to over
100,000 refugees from neighbouring countries, mainly Somalia and Sudan.

Climate and Weather

Turkana is one of the driest counties of Kenya. It experiences very high temperatures during the
day and moderate temperatures during the night all year round. The temperatures are
estimated to be 25-35°C.

The county receives between 150mm and 400mm of rainfall annually, with average
precipitation being 250mm. The rainfall pattern is unpredictable and at times Turkana receives
no rain in a whole year. As a result, the residents of Turkana County are faced with a persistent
threat of starvation.

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Economic Activities

Life in Turkana County revolves around livestock. Cattle, camels, donkeys, sheep and goats are a
major source of income for the Turkana residents. Most farmers sell their animals to the Kenya
Meat Commission particularly during severe drought.

Fishing is practised in Lake Turkana, mainly by the El Molo people, with Nile perch and Tilapia
being the main fish species found in the lake. Most fish are dried in the sun before being sold to
brokers who come to the lake shores from Kalokol and Lodwar. Basket weaving is also a major
income generating activity in the county, especially among women in Lodwar and other urban
centres.

Recently some Turkana families have begun to grow crops in irrigation schemes along Kerio
and Turkwel rivers as a means to fight starvation. Some of the crops grown in the area include
cassava, millet and sorghum - which do not require much water and can grow under harsh
climatic conditions.

Turkana is poised to become the oil-rich county of Kenya due to the recent discovery of
commercially viable oil in by British oil firm, Tullow Oil. This great discovery is expected to
attract all sorts of businesses and investments into the county.

Health Facilities

Turkana County has three district hospitals; Lodwar District Hospital, Katilu District Hospital and
Lokitaung District. The county has over 100 heath centres serving the health needs of the
residents.

Education

As of 2013, there are 202 primary schools and 19 high schools in Turkana County, serving
122,883 pupils and 40,004 students respectively. The county's Teacher to Pupil Ratio is 1: 51 for
public primary schools and 1:28 for public high schools.

Some of the top schools in Turkana include :

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LOIMA SUB-COUNTY

1) Turkana Girls- National School

2) Loima Boys Secondary

3) Loima Gilrs Secondary,

4) David Lee Mixed Secondary,

5) Turkwel Boys Secondary,

6) Napeililim Mixed Secondary,

7) Ruto High School

8) Lomil Girls secondary

TURKANA CENTRAL SUB-COUNTY

1) St. Kevins Mixed Secondary School,

2) S.A Nawoitorong Secondary,

3) Moi High School,Kalokol,

4) PAG Mixed Day Secondary,

5) Lodwar Girls Secondary,

6) Nakurio Girls Secondary,

7) Kerio Boys Secondary

8) Eliye Boys Secondary

9) Talent High Secondary

10) Namorutunga Secondary School

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11) Lodwar Boys –National School

12) SA Nawoitorong secondary

13) St.Daniel Comboni Girls High school

14) Trans-Africa Secondary school

15) Limyousim High School-private

TURKANA WEST SUB-COUNTY

1) Tarach High School

2) Our Ladys Kakuma

3) St.Leo Boys High School,Kakuma

4) Songot Boys High School.

5) Lopiding Girls Secondary School

6) Kalobeyei High School

TURKANA NORTH SUB-COUNTY

1) S.A Lokitaung Boys Secondary,

2) Lokitaung Girls Secondary,

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3) St. Joseph Lapur Boys Secondary

4) Kaeris Girls Secondary,

5) Kataboi Girls Secondary

6) Kaikor Boys Secondary

TURKANA SOUTH SUB-COUNTY

1) Uhuru Girls High School

2) Katilu Boys Secondary

3) AGC Lokichar Secondary

4) Kainuk mix Secondary

5) Kasuroi secondary

6) Katilu Girls Secondary

TURKANA EAST SUB-COUNTY

1) Lotubae Girls Secondary

2) RCEA Lokori Boys Secondary School

3) AIC Kangitit Girls Secondary

4) Morulem Secondary

5) Katilia Secondary

6) Kapedo secondary

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Institutions of higher education in the county include Mt Kenya University (Lodwar Campus),
Kenya Medical Training College (KMTC-Lodwar), Elix Centre of Informatics (Lokichar),Kibabii
University,Lodwar campus,Turkana University,Eldoret Technical Training institute (ETTI),Lodwar
campus and Lodwar Youth Polytechnic.

Famous People

Famous people in Turkana County include Paul Ereng, Joseph Ebuya and Ajuma Nasenyana.

Paul Ereng is a former Kenyan runner and the winner of the 800m race at the 1988 Summer
Olympics in Seoul, South Korea. Ereng is now a renowned athletics coach based in the United
States. Joseph Ebuya is a Kenyan athlete who was crowned the 2010 IAAF World Cross Country
Championships champion. Ajuma Nasenyana is a New York based supermodel.

Attractions and Places of Interest

Turkana County has a great potential as a tourist destination. Some of the top attractions of the
county include Lake Turkana, Koobi Fora, Dancing Stones of Namoratunga and Sibiloi National
Park among others. Turkana boasts beautiful sceneries of mountains, waterfalls and beaches.

With a length of over 250km Lake Turkana is the world's largest desert lake. The lake has a
huge number of hippos and the world's largest population of Nile crocodiles. It is a source of life
for the Turkana, El Molo and other communities who depend on fishing in the lake.

Lake Turkana National Park, which lies on the north-eastern shore of Lake Turkana, is listed as a
UNESCO World Heritage Site.

Located on the north-eastern shores of Lake Turkana, Koobi Fora - popularly known as the
Cradle of mankind - has one of the longest living histories on earth. This is the site where
Turkana Boy, a 1.5million-year-old skeleton of a boy was discovered in 1984 by Kamoya Kimeu
- a Kenyan fossil collector.

The Namoratunga Site, often called the Dancing stones of Namoratunga, is made of a small
cluster of attractive cylindrical stones beside the Lodwar-Kalokol Road close to the western
shore of Lake Turkana. Namoratunga is widely believed to have been a stellar observatory many
years ago.

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Travelling to Turkana County

Turkana is accessible from Nairobi via Kitale, a 700km road journey. The 380km road between
Nairobi and Kitale is tarmac. On the other hand, the 320km between Kitale and Lodwar (via
Kapenguria) is in a bad state and may require a 4wd vehicle. Turkana is only accessible via Kitale.

Due to cases of insecurity in the area, a police escort is required between Kapenguria and
Lodwar. This is usually provided twice daily at 11am and 1pm. The 75km road from Lodwar to
the shores of Lake Turkana via Kalokol is well maintained and police escort is not required along
this section.

Turkana is also accessible by air. Fly540 and ALS operate daily flights between Nairobi-Kitale-
Lodwar. Fly540 operates through the Jomo Kenyatta International Airport while ALS operates
through Wilson Airport in Nairobi. Both airlines fly into Lodwar Airport.

Accommodation
Turkana County offers accommodation of various kinds; from lodges to camps and camp sites.
Some of the top facilities include Eliye Springs Camp and Lodge, Desert Rose Lodge, Lake
Turkana Lodge, Oasis Lodge and Lobolo Tented Camp - the first permanent tented camp in
Turkana County.

Eliye Springs
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Eliye Springs Hotel Resort Turkana

Eliye Springs, also known as Ille Springs, is a remote village on the western shore of Lake
Turkana in Kenya, near the mouth of River Turkwel. It is located 50 kilometres east of Lodwar and 40
kilometres south of Kalokol.
The local springs for which it is named produce lush vegetation along its section of the otherwise
barren lakeshore, and support a community of about 5000 people with fresh drinking water.
However, due to neglect, the spring's water has been found to have ecoli and other harmful agents.

Hotel Room At Eliye Springs Resort On Lake Turkana

Around 1981 there was a hunting lodge on the side of the lake made up of a series of grass huts and
very basic facilities. By 1982 this fell into disrepair and the owner left but some staff remained hoping
to collect unpaid wages. The huts provided refuge for intrepid travellers who enjoyed the clear warm
waters and sunsets. Food had to be bought in Lodwar and the journey to Eliye Springs in 1982 took
about 2 hours.
The Lodge has since been placed under new management and attracts a growing clientele of
[1]

tourists to the beautiful non-humid white sand beach. A sand surface airstrip nearby supports small
chartered aircraft.

Early Human History and Cradle Of Mankind


A Skull of very early human ancestry called "Homo Heidelbergensis" dating between 200,000 and
300,000 years old with Exhibit Item Number "Eliye Springs ES11693" can be found at
the Smithsonian Institution.[2]

In a preliminary report (Brauer & Leakey, 1986), the new fossil cranium KNM-ES-11693 from Eliye
Springs at the western shore of Lake Turkana was presented as a further representative of archaic
Homo Sapiens.

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ES-11693 is compared to African early and late archaic Homo Sapiens. Although the new hominid
presents a unique mosaic of archaic and modern features, it appears to have a closer relationship
with the late archaic H. Sapiens grade, in which such hominids as Omo 2 and Laetoli H. 18 can also
be grouped. [3]

Coordinates: 3.235769°N 36.022198°E

Banks:

Turkana County is currently served by three commercial banks; Kenya Commercial Bank, Equity
Bank and Post Bank. The county has several micro finances serving the local residents including
KWFT, Kadet Micro-Finance, Elimu Sacco and Turkana Teachers Sacco.

Shopping:

The Turkana people are renowned for their basket weaving skills. Their beautiful baskets and
other crafts are available in villages, shopping centres and towns around the county. Lodwar has
several supermarkets including Naipa and Kassmatt serving the shopping needs of the people of
the town and its environs.

There are several livestock marketing centres along the main highway linking Kenya and South
Sudan. Most of the animals marketed in these centres are consumed locally in the county,
although Nairobi and Kitale are also great markets for goats and cattle.

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1.4 Sub-county Structure

SUB-COUNTY
SUB-COUNTY

ADMINISTRATOR
ADMINISTRATOR

WARD
WARD

ADMINISTRATOR
ADMINISTRATOR

VILLAGE
VILLAGE

ADMINISTRATOR
ADMINISTRATOR
SS

CHIEFS
CHIEFS

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CHAPTER TWO
HOST ATTACHMENT DEPARTMENT

2.0 Introduction
The following are highlighted and discussed; function of the department, staff establishment,
the students’ objectives and the attaches’ routine forums.

2.1 Key functions/activities of the procurement department.


The following are some of the key functions:-
 Procuring Materials-It ensures that materials needed for daily operations of the

organization are procured and that there are sufficient products on the shelves to keep
the store well stocked. It also ensures that vendors that supply the organization with
items it needs to operate properly.
 Evaluating Prices-It’s charged with continuously evaluating whether it is receiving
materials at the best possible price in order to maximize profitability. It communicates
with alternate vendors to negotiate with better pricing for orders or investigate the
possibility of procuring cheaper materials from alternative sources as part of their daily
activities.
 Paperwork and Accounting- It handles all of the paperwork involved with purchasing and
delivery of materials from vendors generates and tracks purchase orders and works
alongside the receiving department and the accounts payable department to ensure
that promised deliveries are received in full and are paid for on time.
 Policy Compliance- It ensures that it comply with all companies polices that’s is the
department ensures that it heads proper protocols for purchase and budget approval
and must ensure that any items are purchased in accordance with the overall policy of
the organization.
 To encourage participation from Disadvantaged Business Enterprises on federally funded
projects.
 To ensure that procurement transactions are condemned in a manner providing full and
open competition whenever practicable.

2.2 Duties and responsibilities of staff in procurement department. .


The following are duties and responsibilities of the staff in procurement department:

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2.2.1 The Procurement Officer
i. Maintaining and updating annual standing lists of registered tenderers required.

ii. Preparing, publishing and distributing procurement and disposal opportunities


including invitation to tender, prequalification documents and invitation to express
interest.

iii. Reviewing technical specification for raw material, components..

iv. Maintain and safeguard procurement and disposal documents and records in
accordance with regulations.

v. Certify the invoices and payment vouchers to suppliers.

vi. Seeking reliable vendors or suppliers to provide quality goods.

vii. Forecasting upcoming demand.

viii. To supervise procurement agents and buyers.

ix. Prepare consolidated procurement and disposal plan.

2.2.2 Senior Procurement Clerk


i. Confirmation of order quantity, pricing and availability of items.
ii. Order follow up (telephone/email communication)
iii. Maintaining system of ordering materials supplies and equipments.
iv. Maintaining files, orders supplies, form and other resources.
v. Obtain and evaluate order quotes.
vi. Review of contracts, bids and proposals for price.

2.2.3 Store man


i. Ensuring item quantities full within their minimum and maximum levels.
ii. Generating purchase requisition and receiving shipments and verifying them against
purchase orders.

iii. Keep store area clean and safe.

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iv. Placing and organizing of stock items

v. Data entry and invoicing.

vi. Prepare orders to dispatch to specification

2.3 The main objectives for the attachment exercise


The objectives include the following:

i. To apply theoretical knowledge obtained during the course in the practical working
environment.
ii. To acquire skills in the procurement department and know its operation.
iii. To understand well the Public Procurement and Disposal Act 2005.
iv. To increase management efficiency to provide superior services to consumers.
v. To support operational requirements of the organization.

vi. Analyzing the prices during the process of opening of tender documents.

vii. To learn how to raise S11 (counter requisition and issue voucher) and S13 (Stock control
card).

viii. To understand the functioning and working conditions of a government ministry.

ix. To build network by getting to know people from different parts of Kenya

x. To be able to put in practice all the communication skills.

2.4 Attaché’s assigned routine and department’s participation forums.


i. Preparation and recording of request for quotation.

ii. Preparation of minute of various requests for quotation.

iii. Processing of local service order and local purchase order.

iv. Participation in opening and evaluation of tender documents of water projects.

v. Opening of procurement quotation.

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vi. Issuing of goods from the store to the user departments.

vii. Preparation of different committees such as tender committee and tender evaluation
committee.

CHAPTER THREE

EVALUATION OF THE ATTACHMENT PERIOD


3.1 Success/ failures
i. Communication skills

I am progressing in learning to improve my communication skills in different levels. Such


as superiors, subordinates, colleagues and suppliers.

ii. Teamwork

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During these eight weeks, I organized various activities with my colleagues, I knew how
to deal with group members and know how important teamwork.

iii. Full time working experience

Even though I have never worked and it was my first time to work in a big organization. I
had to report at work early in the morning and I was attached to daily task and also I was
leaving at work in the evening. This was a great opportunity for me to learn and gain
experience.

iv. Personal improvement

Most of the time, I worked with other colleagues as a team. And I was able to increase
the thinking capacity to various levels.

v. Becoming practical

After two years of learning theoretical matters, during two months’ attachment I got a
good chance to implement what I have learned and put my knowledge into practice in
the procurement field.

3.2 Challenges encountered during the attachment period


i. Feeling out of depth
Being my first attachment I felt awkward because I couldn’t deal with the entire complex
such as to wait until I was given go ahead to conduct something.
ii. Unsure about how to work under pressure
At times I felt unsure of how to deal with work under pressure, which I had to discuss
with my supervisor. I felt so because; it was easy for me to make small mistakes which I
had to avoid.
iii. Work overload

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Sometimes there was much work that I had to extend the working hours so as to
complete the task. Also being so punctual with the time to leave the office it was a
challenge to stay overtime.
iv. Unconducive environment
Dust was everywhere due to improper building.

3.3 Overcoming the challenges


In cases where I thought I didn’t have enough confidence to work under pressure, I figured it
out and consulted the supervisor for help. It was useful for me as an attaché to be alert and
+updated on everything going on around me. Also I had to have positive attitude towards every
task that I was given. In the course of attachment one is excited to different task and interesting
projects.

Where I felt there was too much work I asked for assistance and also the work I was given was
within my capacity. I was able to handle different task through the help of my supervisor. Also
where I was feeling out of depth I didn’t panic a great deal, I was able to cope with everything
from the institution. And during my assessment it was a challenge on how to cope with the
assessor but it was not a great deal. As per the experience I learnt that I must expect and accept
every challenge that comes my way as is a sign of growth. And many times when a challenge
comes there is a big thing ahead. Also the renovation of the office was done to ensure
conducive environment.

3.4 Recommendation to improve the attachments in College


Supervision and assessment of student industrial attachment is competence-based to
the students who are far from the institution to ensure the experience is genuine. And
also to improve the conduct of assessment in developing assessment tools, design,
establishment and management of the assessment process itself.

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Quinn, Rhonda L.; Brenet, Michel. "3.3-million-year-old stone tools from Lomekwi 3, West Turkana, Kenya". Nature. 521 (7552): 310–
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12. Jump up^ V Broch-Due, R A Schroeder - Producing Nature and Poverty in Africa Nordic Africa Institute, 2000 Retrieved 2012-07-
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13. Jump up^ D McNeill, S D Duncan, J Cassell, E T Levy - Gesture and the Dynamic Dimension of Language: Essays in Honor of David
McNeill John Benjamins Publishing Company, 2007 Retrieved 2012-07-08 ISBN 9027228418

14. Jump up^ Traditional Occupations of Indigenous and Tribal Peoples: Emerging TrendsInternational Labour Organization, 2000 Retrieved
2012-07-08

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16.Jump up^ "Eliye Springs". Eliye Springs Resort. Retrieved May 2014. Check date values in: |accessdate= (help)

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Kenya" (PDF). Gunter Brauer And Richard E. Leakey

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