Haramaya University ,College of Business and Economics.

AWASH VALLEY COLLEGE

COLLEGE OF BUSINESS AND ECONOMICS
DEPARTMENT OF MANAGEMENT
FINAL REPORT OF PRACTICAL ATTACHMENT

NAME: NAFISA ABRAHIM AHMED

ID.NO :- 0198/14

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CHAPTER-ONE

1 ORGANIZATIONAL REPORT
1.1 Introduction

This paper is prepared to accomplish the course professional in management that enables as to
show the applicability of theoretical courses of management in the real world business
environment, as known there three business enterprise these are manufacturing, merchandise
and services enterprise and they play a greater role in the economy and social aspect
development of a country. And I conduct my professional practices in services enterprises type
of business, which called Jaja finance and economic development office. The service of Finance
and Economic development started in our country Ethiopia before a few years ago. In the
following pages we will discuss about Finance and Economic development office. The reports
also include the detail description of the assignment that I was handling, mission, vision,
corevalues, objective and the SWOT analysis of the Organization. As well as, problems and
suggested solutions, finally conclusion and recommendation.

1.2 Background of Jaja finance and economic development office.

Jaja finance and economic development office is one of governmental organization in Eastern
country in malka balloo wareda that deals with finance related activity of the administration. It
was established in1986(E.C)and its located from from the capital city of the country, Addis
Ababa to the east in above 500km. In 1990 jaja finance and economic development woreda
reformed as the following.

Before 1996(E.C) different departments currently operating under finance and economic
development were used to operate as separate office. In 1990(E.C) there was a reformation for
finance office that those separate offices assembled together forming one organization and
named jaja finance and economic development office.

1.2.1 The main services provided by the office

 It ensure that a fair and efficient budget allocation system is in place,

 It ensure that the regional government's financial procurement and asset management
system is governed by law, modern, efficient and effective, and a system that expands
legal accountability that is helpful for the growth of the economy.

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 For poverty-oriented socio-economic development spending sectors it keep focus on its

continuity.

 It develop a regional integrated development information system,

 It conduct studies and analyzes that help to design development policies, strategies and
plans.

 It evaluate the implementation of change in order to establish a strengthened

monitoring and evaluation system for the development of the region.

 It increase operational efficiency and capacity so that demographic issues are included
in all development plans.

 It provide planning and budget preparation and implementation capacity building

training for the regional executive offices of Kebele governments.

 It will prepare the region's five-year development plan and distribute it to the users.

 It prepare consistent and complete performance monitoring report guidelines in line

with national monitoring and evaluation.

 Auditing the accounts and assets of the office;

 The regional revenue authority to audit daily fund collectors;

 Creating an accounting system based on rules and guidelines for the audit department,

 In print media, page by page and electronic media of the institution they distribute
information to the user;

 It work to coordinate the direct relationship between the institution and the community

 It provide information by gathering information about the entire institution's work

processes.

 It collect public opinion regarding the institution and present it to the relevant body.

 It collect 15% and 2% of VAT from suppliers/service providers.

 It prepare and pay for office staff salaries, benefits, and operating expenses.

 It deposit the salary and various deductions from the employees to the relevant body
every month.

 It purchase goods and services needed for the office through limited auctions,

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 It make payments to suppliers of goods and services;

 It provide library services to internal customers,

 For complaints those submitted during the service delivery process it will investigate
and respond promptly.

1.3 Cardinal Issues

Any organization either governmental or non-governmental has its own mission, vision, core
values and objective. In its work, so that finance and economic development office of jaja
woreda have its own cardinal issues in its service. These are as follows:

1.3.1 Mission
Every organization has its own mission and purpose. As I have observed, the Jaja finance and
economic development buereau have well developed and organized mission. So the
organization mission is formulating development policies to bring sustainable development and
to make a prosperous region in reality, preparing development plans and budgets, building
implementation and execution capacity, establishing a modern, efficient, effective and
accountable public finance procurement and property management and control system.

1.3.2 Vision
Jaja finance and economic development buereau vision is to be a competent and leading
institution to ensure rapid, sustainable and equitable economic growth by using the resources
of the woreda effectively and efficiently.

1.3.3 Values

 Paying attention to rules and regulations

 Good relationship between employees / experience of tolerance/

 Having gender awareness

 Adherence to the Code of Conduct for Government Employees

 Freedom of work and teamwork

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 Providing fair, efficient and quality service with accountability

 Conducting work honestly and confidentially as necessary

1.3.4 Objectives

Most of the organizations have their own objectives. So jaja finance and economic
development buereau is an institution that aims to plan and lead the region's overall socio-
economic development plans, to establish a modern, efficient and effective financial
administration that expands the legal accountability of the region's state finances guided by
law, which is helpful for economic growth, to strengthen the region's development information
system and to make timely and reliable information available to users.

1.4 The Extent to which the organization is realizing its vision & Mission &
performance of the organization in relation to its objective.
The performance of the organization is some what well in relation to its objectives. Every worker of the
organization is trying their bests to achieve organizational goals. There is a good relationship among
employees and management of the organization based on my observation the organization going on the
right way on some of the objective, but there are gap in achieving some objectives. If such problems
solved, the organization have potential to achieve its objectives.

The office related in other organization is also better to improve any activity and working habit and also
sheering working experience for planning activity and evaluation. So I can say that jaja finance and
economic development office is on achieving its goals.

1.5 Organizational structures

The organizational structure of jaja woreda finance and economic development woreda divide in to
many divisions to achieve its objectives. In the first is head manager, below him there is four
department supervisors in which sub departments sub division. The structure is as follows,

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Head manager(CEO)

Human resource
Director of planning, monitoring
and evaluation

Communication matters
Procurement Finance and Asset
Management Directorate
Director of change
performance Legal service

Internal audit
Directorate
Government
budget

Internal audit Charity Government

Public Finance Women's issue
monitoring and organizations Procurement and
Management
support Directorate Property
Directorate

Government budget Financial legal Internal audit

administration Govt Treasury Govt finance audit monitoring job
team administration monitoring auditing and
team and support support team
team
Government IT
Management
Directorate
Govt steel Govt Public Procurement
administration Procurement implementation, property
team administration management, audit and
team complaint Committee
Charity Organizations and
Associations Matters and
Authorities

Fig 1.1. Organizational structures of the jaja woreda office of finance and economic cooperation

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1.6 SWOT analysis of the Organization

Identifying the strength, weakness, opportunity and threat of one organization is the basic
question to achieve organizational plan and objective. If one organization is familiar with those
issues, we can say organization is the one that way of achieving its plan.

1.6.1 STRENGTH of the organization

 Good personal relationship between the employees of the organization in sharing
different kinds of information.

 The management of the department and workers are working cooperatively.

 Good relationship with other organizations

 Internal meeting programs to all workers with head of organizations.

 Wisely utilization of resources.

 Organizations have well organized infrastructure like computer, telephone etc.

 Organizations have stratified customers.

 The organization has experienced and educated management.

 The organization has planned to increase the satisfaction level of customer.

1.6.2 WEAKNESS of the Organization

 There is no 1 to 5 perfect structured groups.

 Lack of self-confidence of employees.

 Absence of written document regarding the organizations.

 Budget allocation is not based on evidence.

 There is few office in organization.

 Time management problem.

 Lack of program to put plan in to actions.

 Monitoring and evaluation on strategy is very low and not continuous.

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 Lack of skilled employees in some department of the organization and some of the
position are not properly filled by qualified workers.

 Sometimes there is conflict among employee of the organization.

 Source document of data are not clearly present.

1.6.3 OPPORTUNITY of the Organization

 The existence of good environmental conditions.

 Training gain opportunity.

 Employee of the organization have chance to get education opportunity to increase

their intelligence.

 Government and non- government medias give more emphasis on the issue of revenue
collection to allocate the budget for public service of the government.

 Favorable government policy.

 Since it is a very essential sector of the region, the regional government give more
emphasis to improve the performance of the organization.

 The existence of peace and stability.

 The rapid growing of community participation.

1.6.4 THREAT of the organization

 Lack of adequate budget and problem in proper distribution.

 Resources are not used for intended purpose.

 Lay out of the employees.

 The existence of unlawful activities and social problem like: unemployment,

prostitution, theft, etc.

 Extravagance of budget expenditure in the some sector of the organization.

 Different sector of organization does not submit budget report within specified period
of time.

 Different sector of the organization does not submit different information on time.

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 Conflict may arise among employees because there is age gap with in workers of the
organization. Approximately half of the employs are youngsters and the remaining are
somewhat older.

 Budget deficit due to imbalance between revenue and expenditure.

1.7 The Major problems observed and suggested solutions

1.7.1 Problem observed and that affect the organization currently

Any organization is not free from problem. So that, there are some current problem are
there that make the organization difficult to perform better.

 Some of the major current problems of jaja finance and economic development woreda:

 The first and the most common problem is disagreement or conflict among employee
of the organization due to so many reasons conflict may arise among employees. These
are:-

 Lack of transparency among employees

 Lack of cooperation between employees and management

 Superiority action on one another on the base of educational level.

 The second problem is absence of well-organized and written data. Because of this
problem customers and other who needed well-organized data face a great problem to
get such a well ordered data and information.

 Mismatch of employees and department they work. Since the employees may not
perform better.

 The other problem is work over load. Since some of the workers lack and base on the
work they are involved. Some employee does not perform their work. So that, at the
end of the budget year most experienced employees work over load.

1.7.2 Suggested solutions to the problems

The followings are suggested solutions may be answer for the above mentioned problem.

 To settle the conflict among employee, the Jaja finance and economic development
buereau must first make the environment suitable for the employees. So that, the

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organization should have to take measure over the employees. Making the environment
transparent and the organization should make cooperation among employees of the
organization.

 Organizing the data of the organization. The data of one organization is the resource for
the organization, so that the jaja finance and economic development woreda must have
well-organized and structured data system. Since customer and other concerning body
needing the data, the organization should have organized data.

 Giving training and some work shop for the employee. Because the employees are
lacking experience and educational background.

 In hiring process the jaja finance and economic development woreda have to give due
attention. First the organization has expected to check whether the employees to be
matching the position or not. Hiring trained and well-educated personal based on the
experience they have and checking their activities in their previous organization by
making good linkage with organizations.

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CHAPTER TWO

2 DETAIL DESCRIPTION THE ASSIGNMENT THAT I WAS HANDLING

2.1 Human resource management department

2.1.1 Background of department

HRM is a function in business that aims to maximize employee performance in support of the
company’s strategic goals. HR is largely concerned with how people are handled inside
businesses, with a focus on rules and methods. A HR manager's tasks are divided into 5
categories:-

 Planning for Human Resources (HRP)

 Recruiting and selection of eligible employees

 Training and development

 Performance evaluation

 Compensation and benefits

2.1.1.1 The main objectives of HR

The primary objective of HRM of jaja finance and economic development woreda to ensure the
availability of competent and willing workforce to the organization as well as to meet the
needs, aspirations, values and dignity of individuals/employees and having due concern for the
socio-economic problems of the community and the country.

In general the objectives of HRM are as follows:

 To achieve the organizational goals by proper utilization of human resources.

 To develop and maintain healthy working relationships among all the employees and to
adopt sound, desirable organization structure.

 To integrate individual and group goals within an organization.

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 To create opportunities and facilities for individual or group developments according to

the growth and development of the organization.

 To identify and satisfy individual and group needs, such as fair wages and salaries,
incentives, welfare facilities, social security, prestige, recognition, security, status etc.

 To motivate the employees and keep their morale high.

 To develop and maintain healthy relations between management and employees.

 To develop the human assets continuously through the training and

development programmes.

To achieve this jaja finance and economic development woreda objectives:- the human
resource department normally prepares the following steps

 Recruit and retain qualified staff.

 The most capable person should be chosen, trained, and rewarded.

 Manage disputes and absences.

 Employees should be promoted or let go.

2.1.1.2 The main responsibilities of HR

The main responsibilities of HR Department of jaja finance and economic development woreda
are

 Providing career growth.

 Training and supporting managers.

 Offering continuing education.

 Attending the employees in order to conduct disciplinary actions of the organizations.

 Preparing plan of hiring man power.

 Hiring the right employees by dealing concerning body.

 Maintain employee records.

 Rearranging and training for employees.

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2.1.2 My responsibility and my major activities to the human resource department is

I have done my practical attachment in human resource department as one staff of the
department. As my supervisor is human resources assistant, he showed me His role includes

 Assisting HR directors and managers with administrative functions.

 To record absences, strikes, performance reports, grievances and employee

compensation related information, etc.

 He is also frequently involved in helping with the hiring process, such as writing job
descriptions, contacting references and communicating with applicants.

 And also attending the employees in order to conduct disciplinary actions of the
organizations.

2.2 Treasury team

2.2.1 Background of department

I have done this internship in treasury team department which is one of the the major
Departments that established at the time when the office exist. So the treasury team of jaja
finance and economic development buereau established during the establishment of the
organization. The department has been undertaking a lot of activities since its establishment as
department through coordinating the skilled human power, financial resources, and non
financial resources of the organization and the region as well.

As the Treasurer has a watchdog role over all aspects of financial management, working closely
with other members of the Management Committee to safeguard the region's finances. It is
important to note that although the Treasurer ensures that these responsibilities are met,
much of the work may be delegated to a finance sub-committee and paid staff or volunteers.

2.2.2 The main objectives of treasury team department

Like jaja woreda finance and economic cooperation bureau big corporation, there is the
separate department whose name is treasury department. In this department team, accounts
department and finance department's expert will include whose responsibility to manage the
the cash, fund, debt and financial risk.

Following are the main objectives of treasury management:-

 Trust and empower our skilled, diverse, flexible and committed peoples of the woreda.

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 Drive economic growth, jobs, investment and economic opportunities for the societies
of the region.

 Make doing business with regional government easier.

2.2.3 The Treasurer is responsible for:

The Treasurer is responsible for the oversight and maintenance of all budgets, accounts, and
financial records of region

The position oversees all aspects of daily operations of the woreda finance. This positions
involves the performance and oversight a variety of professional accounting and financial
control functions of the region. So the main responsibilities are;

 Budget planning.

 Financial reporting.

 Record-keeping.

 Managing incoming and outgoing funds.

 Reconciling bank statements.

 Managing cash flow.

 Investing funds in accordance with the law.

2.3 My responsibility and my major activities in this department

2.4 Performance evaluation

I would like to say that I perform well in the organization as a member of finance
administration support unit department. I have discussed on so many issues with my supervisor
Mr. damiraw modegsa .Most of the time the organization evaluates its employees according to
the rule and regulation of the organization. I am tried my best, I had tried to give suggestions, I
had tried to perform well.

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 My time management is some what good and I am tried to accomplish my work

according to the plan I have already sated.

 My relation with the employees of the organization is somewhat good.

Generally, I would like to say that I perform well as a finance adminstration officer.

2.5 problem encountred me and solutions I have taken

So many problems encountered me on job from different sides and I have taken some
solutions. most of the problem encountered me are the followings:-

 Lack of source document

 Refusal of some employees for asking some questions

 Absence of reference materials

 Lack of awareness on the department of accounting

The organization cooperates with concerned body to solve the problem

2.6 Remedial measures which I have taken to solve the problems encountered me
on the job
 I asked my supervisor to understand my missing concept and some data are not present
at work time

 I politely asked other employers in the department

 For the last mentioned problems are related with lack of awareness

2.7 PROBLEM OF DIVISION OR DEPARTMENT AND SUGGESTED SOLUTIONS

 Some of the department workers are busy to work, but some of the workers have no
more work

 Dispute between the head of the department and working classes because of division of
work

 There is no cooperation between the department members

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2.8 SUGGESTED SOLUTION OF THE DIVISION OF THE DEPARTMENT

The suggested solutions for those division of department is the organization takes fair
distribution of material, smooth and peaceful relation is better for workers with the head of
department and wise use of the organization resource.

CHAPTER-THREE

3 ATTACHMENT EEVALUATION
3.1 Rationales of practical attachment
It is very essential to take summer practical train to be effective in the real world. Awash valley
college has a program to give summer practical attachment course to its students to make the
students well-trained in both practically and theoretically. If one student is well in one means in
theory or practice the student may not became effective in his actual work. To make the
student effective in both governmental and non-governmental organization practical works
seems mandatory.

Awash valley college , College of Business and economics, department of Management also
gives 30 days summer practical train for its students.

Let us see the advantage of this summer practice from both side’s means from student and the
organization the student work.

 It is a great opportunity for the student to relate their theoretical knowledge with actual
work.

 In the last three years we are theoretical trained but we can say that practically zero. To
fill this gap it is a great chance for us. Also this practice helps me to see the practical
application of theory and others. It also shows us how planning is work in real life
situation.

 On the other hand, the organization gains some advantage from the students.

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 The students can fill short period man power gap for the organization. It creates
better opportunity to take some what experience sharing program among students
and employees of the organization.

Generally, the approach of sharing the students from summer practical training is useful for the
students from different point of view. I would like to say that only giving theoretical course is
not enough to be effective and efficient in real life world.

3.2 Significance of practical attachment

It is very essential thing to conduct summer practical attachment to produce effective and
efficient as well as competitive employee in the real world. Practice make perfect so that
practical attachment equally contribute to theories to produce well trained employee.

 Used to get experience from the former or existing employee of the organization.

 Helps us to improve our experience and it also fill the gap or mismatch between
theory and practice.

 Used to improve and extract additional knowledge and skill on the issue of how
theoretical things relate to practical things of the subject matter.

 It also showed me that what will happen after graduation and on the real
environment that will be encountered by me in the future.

 Help us after graduation when we come to real life and it will help for the future
course that will be taken.

 It will help me to not be fresh in the future when I am going to the real situation or
when I becoming employee of an organization.

Generally, I had got good experience in both as employee of an organization and on what
would be existing relationship between other employees. Again what type of relation
should I have be with management of the organization and employee of the organization.

3.3 Relevance of the organization

I am trying my best to score best grade in this course. The organization I am taking part is
relevant. Most of works done in the organization are directly or indirectly related to my
department Management. So, the organization is relevant and it’s goes with my
department and I am tried my best to perform better.

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3.4 Applicability of theory in practical works

It is known that most of the time theory and practice not goes through step by step .But
this does not mean that theory and practice not match each other. Some of the theories
that I have practically observed in the organization are:-

 As I learned in introduction to management course that “one organization should

have vision, mission, values and objectives. I am tried to see this issues. The
organization has these all things. As I have listed in chapter one of these paper.
The mission vision values and objectives of the organizations are stated and posted
in the front of the organization.

 One of the most important theory in Management department is planning and

budgeting work in cost jaja woreda finance and economic development office has
its own plan and doing different budgeting work for different governmental
organization.

 The payroll system in accounting principle II course:-the organization pays

employer salary according to the payroll the adjusted.

 Auditing in accounting course:-the organization check for its correct and proper
utilization of the budget.

3.5 Challenge that encountered me during this practice

Many problems look for me during my summer practical attachment period these are;

 I lost the data to write historical background of the organization. This problem is
raised because of lack of proper management and putting of organizational data.
 Most of the time the employers of the organization including my supervisor are busy as
a result, there is no time for them to communicate with me and to share their
experience for me (not give proper assistance).
 Lack of enough recorded information regarding organization profile.
 Financial problem.
 Lack of written document in English language

Generally there is some problem that makes the situation difficult and unfavourable in the
organization for students to perform that practice in a good way.

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3.6 The way I solved those problems

The following are some of the solution taken by me.

To solve the problem of lack of data historical background of the organization and on
the other issues are:-

 I had tried to ask some employees of the organization and concerned individuals
who have valuable information about the organization.
 Also I give a great attention to the rule and the regulations of the organization. I had
jota down them on the paper and I had studied them.
 I had well and good relation with my supervisor, so that after a few days the
supervisor gives his time to orient me and to follow up me.
 I had a good relation with the employers of the organization and management of the
organization. But some of the problems are above from my capacity even above
from the capacity of the organization to give solution for them in short period of
time.

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CHAPTER-FOUR

4 CONCLUSION AND RECOMMENDATION

4.1 Summary and conclusion
My participation in the jaja finance and economic development jaja as an employee is good in one side
but there are some problems from both the organization and me. With most of the employees I have
good relationship as a friend and employee of the organization. During my stay I have observed and
understand how theoretical knowledge obtained in class is put into applications. This practical
attachment enables students to get different knowledge regarding their study because most activity of
organizations related with what the students study. So the point I made on this practical report are

 The four basic things (cardinal issues) mission, vision, objective and value of the organization are
listed in the first part of this paper. I have tried to explain the performance of organization
accordance with the objective and goal of the organization. In the first part of this paper or
report I have tried to list the major activities of the organization including the structure of the
organization, how the management of the organization controls the organization and how it
communicates with lower employees.

 The paper or report also contains about SWOT analysis of the organization. More or less I have
tried to show and list the strength, weakness, opportunity and treat of jajai woreda finance and
economic development buereau. Also I have listed the major problem of the organization and
discussed solution to minimize the problem from the different point of view.

 In the second part of the report I have discussed the rationales, significance of this practical
attachment.

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 Also I have discussed applicability of theories and others which are discussed in the class. The
major problems that I have faced in this 30 days and the solutions taken by me are discussed.

Generally, this practical attachment showed me different things. So that, from my point of view this
practice have so many advantages. This practice has both advantage and disadvantages for the student.
It is good opportunity for students in terms of having experience but it may burden the students in
terms of economy.

4.2 Recommendation
In my stay as an employee of the jaja woreda finance and economic development buereau I have
observed different things. I have encountered different problem as I have discussed in this paper. So
that I would like to recommend the following things:-

 The organization should achieve the goals that have decided before.

 The data of one organization is the resource for the organization, so that the organization
should have well-organized and structured data.

 The organization should fulfil skilled workers in the whole department, this helps to improve the
performance of the organization and to minimize the problem of the Organization.

 The organization should develop transparency among employee

 The organization should develop cooperation between employee and management

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