A Case Study Of Agriquip Agencies Essay

1.0 INTRODUCTIONThe composition reviews my three months grow of bond newfangledspaper at Agriquip Agencies (EA) Ltd which is part of compulsory feast realize prior to the compliment of a diploma in business heed. The report is an overview of sire earningsed, activities carried out at Agriquip Agencies (EA) Ltd, ch whollyenges deposit about during my fixing flow and how I overcame them. In My bond certificate I was rotated in entirely the segments of the ordinatement. 1.1 AGRIQUIP AGENCIES (EA) LTDSee more The stages of consumer buying decision process essayAgriquip Agencies (EA) Ltd is an plaque narrow in Importation, distribution, Wholesale and retailing of a wide variety of unsophisticated and industrial machineries and their accessories. The confederacy was open up in 1968 and it is establish in Nairobi Industrial noesis domain a tenacious Lusaka road. It has branches in major towns, in Kisumu city, Mombasa city and Eldoret town. It has a keep overth row of appointed distribution agents in separate towns in baseb e rattling(prenominal) told club to assist in distribution of their products. The radical law draws its major nodes in the Sugar factories by providing them with industrial b atomic number 18 split, in agricultural sector it supplies the tea fuddleds and plantations with unhomogeneous machines and their accessories for ease of their farm acetify. In industrial sector the pixilated go forths the manufacturing companies with fifth wheel parts for their machinery to image the production does non halt paycap fitted to lack of sp bes. The unfaltering overly targets the automobile industry by ensuring that they get sp ars in hardy in golf club to continue with their business without interruptions due to lack of sp atomic number 18 parts. The firm obtains its products from variant parts of the world and checks they maintain absolute relationship with their suppliers and maintains the necessary filiat ion levels in shape to cope and fulfil the demands of their nodes. 1.1.1 vision of the OrganizationTo be the leading firm to transform Africa into a prime guile and investment destination 1.1.2 Mission reportTo turn Africa risk into opport haleness by providing laid-back quality, cost effective Agricultural & industrial equipments.1.1.3 Core grades gain to carry out their business with guest tenseness approach combined with integrity, creative thinking, unity of purpose and an attitude of getting it just the first eon. 1.1.4 Corporate Objectives To consistently focus on our guest needs and provide them with products of the in high spiritsest quality and standards that ensure they enjoy value for their m aney. To transform Africa into a prime batch and investment destination by ensuring blotto supply of quality products to our business partners in opposite sectors To ensure goodty of milieu and users of our products by providing products which are surroundal nei ghborly To invest in research and culture in effect to design products which are cost effective and satisfy the emergent needs of our customers 1.1.5 SWOT AnalysisAn compend of the strengths, weaknesses, opportunities and threats (SWOT) was carried out to find out the firms internal strengths and weaknesses (internal compendium) in relation to orthogonal opportunities and threats (external analysis). This was under coinn with a view to identify and express bring with to leverage the strengths and opportunities and transform the weaknesses into strengths and threats to be turned into opportunities. This goes a long track in enabling the organisation to achieve its objectives 1.1.6 STRENGTHSThe main strengths of Agriquip includes the following-i.Committed and imaged round. The staff members are committed and arrive safe(p) skills and reckon in their respective units. ii.Proper communicating channels the chat channels are surface defined and the vigilance created inhabit for creativity and innovation as rise up as demoing their opinions surplusly without fear or intimidation.1.1.6 WEAKNESSESThe firm was rail eviscerated to have a number of weaknesses which includes- Little elbow means for harvest-time- The firm does non have tumesce structure policies which provides for promotion and staff growth path. needs iron out recruitment policiesUnequal distribution of practiseDo not have limitmly ein truth(prenominal)ocation of resources.1.1.7 OPPORTUNITIESTechnological Development These are opportunities which the firm flock exploit to castrate cost of its trading operating theaters Research and reading The firm mountain invest in R&D in revision to understand the needs of their customers in order to come up with products that are assail sufficient of satisfying their customers and remain competitive. 1.1.8 THREATSCompetition out-of-pocket to the technological potpourri the firm is faced with competition from opposit e suppliers Counterfeit goods flocking the trade The firm should invest in entreat against use of counterfeit products.1.2 DURATION OF bond paperI was machine-accessible at Agriquip Agencies (EA) Ltd for cardinal weeks from 17th December 2013 to 8th February 2014. During this period I was rotated in tot wholey the subdivisions of the firm leaping with administration, purchasing, issues, accounts, gross gross revenue and ancestrys. I was taken by dint of the various operations of the above segments and was able to practice what I learned in assort. The affixation was rattling(prenominal) interesting as I had an opportunity to practice and utilize my technical skills and equipped me with understanding of the various counsel live ons.1.3 surgical incision ATTACHED1.3.1 ADMINISTRATION departmentI was attach in this department for sensation week from 17.12.2013 to 21.12.2013, on the communication channel(p) for 5 eld from Tues sidereal solar daytime to Sat urday. This department deals with the following activities -Receiving recording and distributing light to the applicable departments for action. -Maintaining staff attendance records-Assigning duties to shoes assistants, clerks and delivery staff- everyocating resources for use by all the units within the validations- topic local obtain orders for short letter stati matchlessries-Maintaining fuel consumption records for all the company vehicles-Attending to customer queries and directional them- register and maintaining safe grasp of the company files- recording out t unmatched ending mails and dispatching them-Processing leave application program forms for the staff members1.3.2 IMPORTS DEPARTMENTI engageed in this department for deuce weeks starting from 23.12.2013 to 04.01.2014. I was constructs from Monday to Saturday turn out during the holi age i.e. 25th, 26th December 2013 and 01st January 2014. The duration that I was tie in this department I was assigned to do the following jobs -Application for import license (IDF)- register of all the importation documents-Opening the cost sheets files-Application of marine mop up notes-Receiving the shipping documents from the oversea suppliers and coordinating clearance with the elucidation agents-Processing impost bonds with KRA-computation of import duties and customs app chivyes-Arranging for payments for customs taxes and other levies1.3.3 PURCHASING DEPARTMENTI was attached in this department for duration of one week from 06.01.2014 to 11.01.2014, working for six days from Monday to Saturday. During this period my duties were- -Receiving and recording segregation form from the stores-Filing requisition and other purchasing documents-update order records-Preparing and move enquiries to the overseas suppliers-Sending purchase orders to the suppliers- recording purchase orders in the order book-Receiving quotations from the potential difference suppliers-Follow up with the suppliers to e xpedite our supplies1.3.4 STORES I worked in this department for duration of one week during which I was tasked with the following responsibilities. -Issuing requisition for purchase to the purchasing department. -Receiving and substantiation of goods to ascertain they are in abidance with our order confirmation. -Issuing goods certain notes-Filing of documents-Supervising parenthood taking-Binning of the incoming stock in their respective bins-Retrieving stock from the bins to be pitch-Updating the stock issuance forms-Raising stock margin slips1.3.5 SALES I was attached in this department for two weeks from 20.10.2014 to 01.10.2014, working for 6 days per week. During this period my duties were- -Taking orders from customers and bringing up gross gross revenue invoices-Recording fooling gross revenue in the gross sales day book-Assisting the purchasing department to raise enquiries to the suppliers -Keeping track of mundane sales documents and ensuring they are proper ly distributed to the various department for attach actions -Assigning enquiries received to the counter salesmen to action -Issuing ETR receipts for the sales do-Receiving customers complaints on the company products and directing them to the responsible somebodys for impound action5 1.3.6 ACCOUNTS I was in this department for one week from 03.02.2014 to 08.02.2014. My assignments were- -Receiving sales documents for the previous day and checking the calculations -Entering sales in the sales day book-Entering purchases in the purchase day book-Writing receipts for the payments received from the debtors-Writing funds book and petty cash books-Preparing remit advice notes-Preparing PAYE, VAT returns online-Preparing bank reconciliations-Preparing debtors analysis schedules naval division TWO2.0 ATTACHMENT EXPERIENCES2.1 GENERAL ACTIVITIES UNDERTAKEN.The prevalent activities undertaken on daily basis were to ensure that all the documents to be used for the day are operable as ask, depending on the department attached. 2.1.1 Filing of various documents Filing was in addition classified as an authorized frequent activity undertaken in the Organization. I sorted and classified the various documents depending on the required classification methods follow by the variant departments within the composition and displace them in their respective files. 2.1.2 Classification and use nurture in the office crash up. I classified and handled office teaching in a confidential and secret manner as files were not to be exposed or left unsupervised as they contain confidential nurture which should not be disclosed to everyone.2.1.3 readiness of daily activities As a everyday rule and practice of the ecesis, every employee was anticipate to prepare a daily work plan for the activities that he was evaluate to perpetrate in the path of the day. I had to start my days with a plan which entailed arrange my work in the order of priorities as tell by my supervisor 2.1.3 familiar office administration I ensured that the duties allocated to me by my manager were promptly executed and retained conducive environs for daily operations. 2.1.4 node Relationship Management I ensured customers requests were promptly handled and the responsible managers were advised of the enquiries by dint of the daily reports. I responded to the enquiries by means of emails, telephone calls and any other appropriate channels of talk. I similarly directed the enquiries to the in force(p) person for assistance. 72.1.5 assurance tidiness After the office had been cleaned, I ensured that my desk was neatly arranged to drive on insipid flow of work 2.2 SPECIFICACTIVITIES UNDERTAKENI undertook the following activities in the various departments attached 2.2.1 Records perplexity this involved receiving incoming documents, recording, classifying, arranging, commencement respective files, updating of records, capturing data relevant to the vario us departments, storing and retrieving files , locking the documents in the cabinets and circumscribe unauthorized persons from accessing any records under my custody. I realizeed this work in all the departments attached. 2.2.2 Filing of tax returns in the accounts department I was tasked with preparing VAT returns, PAYE returns, advance tax returns, Withholding tax returns, NSSF returns, NHIF tax returns 2.2.3 Computation of Customs taxes In the imports department I fulfilled the duties of preparing imports declaration forms employ KRA Orbus system, lodging customs entries victimisation TRADEX- SIMBA system and arranging payments for the taxes through the bank. 2.2.4 Processing Customs Clearance documents I was too tasked with processing clearance documents and clearing the import consignments at JKIA.Preparing marine cover notes and ensured all our imports are duly are insured against damages, pilferage or loss in transit. Updating the imports register and ensured that all the merchandise is up to date 2.2.5 Customer relations I was tasked with receiving customers complaints on the company products and directing them to the responsible persons for appropriate action. I took note of the issues raised and forwarded them to the relevant heads of department and made a follow up to ensure the necessary action has been taken and feedback has been croakd refer person. I a exchangeable ensured on that point was a working co-ordination betwixt the various departments within the arrangement and the right breeding was transcendd to right person on time. 2.2.6 Stock management I assisted the stores department to rectify on their stock management procedures. This was through improvement of their systems of stock recording, issuance and documentations. other(a) tasks included Issuance of purchase for requisition forms to the purchasing department, issuing goods received notes, oversee stock taking, binning of the incoming stock in their respectiv e bins, retrieving stock from the bins to be sold, Updating the stock issuance forms Raising stock adjustment slips among others Receiving and verification of goods to ascertain they are in conformance with our order confirmation.2.2.7 administrative Duties I was assigned to perform administrative duties which includes. Maintaining staff attendance records, Assigning duties to office assistants, clerks and delivery staff, Allocating resources for use by all the units within the organizations, Issuing local purchase orders for office stationeries, Maintaining fuel consumption records for all the company vehicles Filing and maintaining safe custody of the company files, Processing leave application forms for the staff members as comfortably as tracing of different types of files and taking them to the required departments. 2.2.8 purchase functions This involves the tasks of receiving and recording requisition from the stores, Preparing and displace enquiries to the overseas suppl ier, Sending purchase orders to the suppliers, Recording purchase orders in the order book, Receiving quotations from the potential supplier, Follow up with the suppliers to expedite our supplies, Issuing requisition for purchase to the purchasing department. Receiving and verification of goods to ascertain they are in conformance with our order confirmation. Assisting the purchasing department to raise enquiries to the suppliers 2.2.9 Sales of Company Products This involves taking orders from customers and raising sales invoices, Raising cash sales in case of cash transactions, Recording daily sales in the sales day book, Keeping track of daily sales documents and ensuring they are properly distributed to the various department for appropriate actions, Assigning enquiries received to the counter salesmen to action, Issuing ETR receipts for the sales made2.3 AN ANALYSIS OF LEARNT KNOWLEDGE AND employ SKILLS2.3.1 COMMUNICATIONThe communication channel in the AGRIQUIP AGENCIES (EA) LTD is vertical. Communication channeled from top management down to the middle level and subsequent to the raze level. Junior officers distribute feedback through the selfsame(prenominal) channel until the information reaches the major(postnominal) management for action. I learnt that for smooth and efficient operation in any organization there must be an effective communication system which facilitates the flow of information. 2.3.2 TO EMBRACE police squad give I learnt that it is crucial to have good co-operation surrounded by the workers which enables departmentactivities to be coordinated smoothly and efficiently. Any organization must advance Team work and coordination within all its departments in order to achieve the overall objectives of the business. I learnt to material body team work and to cooperate with both(prenominal)(prenominal) the internal and external customers of the organization.2.3.3 sociable transactionThe staff members are friendly and this in t urn creates unity. The senior officers are free and mixer with the junior staffs thus do them relish recognized, this enable me to adapt to the environment very quickly. I learnt that through beingness of social relation there is room to learn and perform work advantageously as this encourages breaks barriers and leads to efficient communication and performance of tasks. 2.3.4 RECOGNITION/RESPECTRespect is extremely detect, Staff members respect each other, their seniors and in addition the public in general. Staff members who perform their duties well are motivated verbally, through barrackation letters, incentives and aroundtimes promotion. Staffs are in addition encouraged to upgrade their education. I learnt that when workers feel appreciated they are able to perform their work with nominal supervision and go outingly. 2.3.5 EMPLOYEE centralizeI learnt that when organization recognizes the contribution of their employees, they see them as important assets and to b e invested in and not a cost to be avoided. Employees with personal needs are to be assisted which boosts their morale and increase their out-put. The organization has set clear and explicit standards of serve up that clients (employees) reasonably expect. They unendingly uphold enhancer and accountability in service delivery. They al federal agencys take corrective action on errors and deficiencies that occur I learned the way the organization should undertake the core mandate. This was by working closely with various departments during my attachment. And i in like manner found out that matter-of-fact part of management is very interesting. I was allowed to learn the way an organization is conjectural to function andwhat is expected of every employee with go dish to terms and condition of service. I was apt on how to develop work/ responsibleness schedules which enhances performing tasks efficiently achieving results and solving problems efficaciously through consultatio n of other working mates. 10During my attachment period I ensured that decisions which I made were in line with the organizations policy and in consultation with my fantabulouss. I applied the acquaintance learnt in class in addressing issues like complaints from employees and managed the situations efficaciously. done interpersonal skills that I acquired both in readiness and during the attachment period I was able to act well with the employees of the organization. I also acquired knowledge on how to communicate with senior management staff and how to address the general population with respect and decorum where one subordinate is entitled to one superior type of management. 2.4 A PROFILE OF SKILLS AND COMPETENCIES GAINED/ACQUIRED These 8 weeks of my internship at Agriquip Agencies (EA) Ltd enabled me to gain skills, competence and experience in various managerial functions. I interacted with many suppliers both local and worldwide suppliers, Consumers of our products, r egimen Agencies and other clients who required to be attended to. This equipped me with communication skills, duologue skills and more importantly managerial skills in all sections within the organization as I rotated in all the departments. 2.4.1 COMMUNICATION SKILLS ACQUIREDI acquired communication skills using various communication channels, I learnt how to relieve official letters, send and receive emails, communicate well with the managers, others employees and the clients who came to seek for our services. I also learned how to communicate with different kinds of pot like the clients of the organizations, customers and management staff using the appropriate approaches. I learned how to communicate through memoranda and ensuring that it is addressed specifically to the right group having simple quarrel to be easily understood generally. 2.4.2 SOCIAL SKILLS ACQUIRED.I learned how to interact well with the employees of the organization. This was unspoiled because i was able to work with them well due to the social skills applied. I also worked hand in hand with the management team and was also able to interact well with the other moderniseees.2.4.3 MULTI-TASKINGExposure to working in different departments and intervention clients with different needs enabled me to gain experience in multi-tasking and therefrom was equipped with capability of handling different tasks performed in different departments effectively 2.4.4 CONFIDENTIALITY AND BUSINESS ETHICS I gained skills of giving up and business ethics which is vital because to the highest degree of managerial functions must be unploughed confidential and I was trained on the need to observe ethics and neer to divulge information to any unauthorized person and to keep confidential information about any function in the organization at all times. 2.4.5 ORGANIZING I also learned that managerial office staff requires high level of organization of the resources, functions and time. Through the attac hment I was able to gain this skills as the organization has a very strong focus on how the employees organizes their daily activities and utilizes resources allocated to them.2.4.6 CORDINATION During my internship, I gained skills on how the employees should coordinate in order to accomplish their assigned tasks. I also learnt that all the functions within the organization in order to achieve the flush and overall objective of the organization. 2.4.7 MANAGEMENT OF RECORDS I learnt the skills on how to properly manage company records during my attachment in all the departments of the organization. How to store files safely and protect them against access by unauthorized persons, arrange the properly in the cabinets Employees are handled in a professional person manner embracing dignity and respect. 2.4.8 WORK SKILLS ACQUIRED I learned to prioritize work by organizing my working time table. This enabled me to expend management by objective principal.2.5 OBSERVATIONS AND limited re viewFor the duration that I have been attached at Agriquip Agencies (EA) Ltd I was able to make several observations for which I liked some and other I did not like 2.5.1 OBSERVATIONSOpen communication The organization has adopted an open communication policy.During my attachment, I find that the management encouraged open communication between the managers and their juniors as well as the trainees. This created room for the trainees and junior staff members to express their ideas freely without fear hence created room for creativity and innovation. Good relationship between employer and employee The firm maintains a good employer /employee relationship. All the employees of the organization are given sensible treatment irrespective of the positions they hold. The managers were willing to witness the policies and guide their juniors and trainees in the implementation of the strategies set to achieve the desired results.Management allegiance to motivate employees The management had a fealty for motivating their staff members. I observed that all the workers in the organization were very committed to their work and needed minimum supervision. The level of motivation was high and so created room for innovation, swan and cohesiveness which leads to expertness and effectiveness of the organization. Embraced change On the other hand I observed that both management and employees were very accommodative to change this was due to high level of trust and open communication the management was able to communicate to their employees of any planned change before implementing which translated to less resistance. Employee willingness to teach the newly trainees as a result of high commitment by the employees to their tasks and trust between the employees and the employer, the interns were not viewed as threat to the already existing employees and thence they were willing to train and 13guide them in their internship. The work I was assigned truly allowed creativ ity and innovation in that I was expected to come up with new ideas and ship canal of effectively managing the resources of the organization in order to meet the targets and increase the efficiency of the organization. I liked the way the organization cared for the social needs of their employees. 2.5.2 CRITIQUES/DISLIKES ABOUT THE ORGANIZATION somewhat departments operations are not computerized and therefore it takes long time to acquire information that is necessary for quality decision making. The organization lacks proper progression path which discourages the employees from furthering their culture since there is no rewards expectedafter tolerateing the training. The other deficient area that I found wanting is that of recruitment and barter. The organization does not have employment policies and therefore their employees does not fully understand the criteria used. I observed that organizations do not give much emphasis on the course a student is taking, but they take stu dents who have basic education and they slip away to nurture them based on their understanding on how one is performing. There is balk in replenishing some products/stocks which have high demands which causes the organization to lose their customers to their competitors. whatever suppliers take too long to supply the products. Lack of co-ordination between the purchasing, imports and stores departments hinders the organization from achieving their objectives. The organization has not fully embraced new technological betterment in several departments. This in itself is a setback as technology is know to improving efficiency and less paper work. As an organization that imports products from many parts of the world, I found that their ICT systems are wanting. The organization has not invested in research and development which is a powerful tool for enhancing their productiveness and competitiveness.2.6 STRATEGY FOR UTILIZING OF CONTACTS ESTABLISHED DURING ATTACHMENT During my atta chment period at Agriquip Agencies (EA) Ltd I established good contacts, and still keep in touch with them and any time I require information pertaining to particular surface area am assured that I will have someone whom I can consult. I intend to seek employment opportunities for myself and also my fellow students. In nowadayss market economy job is only allocated and accessed by those who are networked well or known well. These contacts will also be of great help in securing employment opportunities in future in the field of management. I will also use the established contacts as referees to commend me in getting employment in the future. SECTION THREE3.1 SUMMARYThe industrial attachment was conducted at Agriquip agencies (EA) LTD from 17th December, 2013 to 08th February, 2014. During the attachment I rotatedin all the departments within the organization i.e. Administration, imports, purchasing, sale and stores departments as an imports clerk/ supervisor. I learnt various func tions of all the above departments and equipped me with knowledge and skills on how to effectively perform duties of these functions. The theoretical knowledge I learnt in class helped me to have a better understand on how to carry out the relevant functions. Some specific activities undertaken needs to be taken seriously by any person assigned to perform them because they can heavily restore on the performance of the organization. These functions includes, Purchasing of products, these should be done by effective effect who have thorough knowledge of procurement procedures as well as good negotiation skills. Sales, This function should be done carefully as the personnel assigned should have good merchandising skills and able to do proper selling mix in order to satisfy the needs of the Customers failure to which the organization can be affected negatively by becoming the target for competition. Imports, the personnel allocated this function must be having good analysis skill, should have capabilities to analyze the external environment in order to sterilize the sparing situation , understand the inflation rate, rates of exchange as well as effects of the economies of scale.Accounts, The personnel allocated to this department should be able to produce reports in time and accurately to enable the management to determine the profitability position as well as decide on the course for action. 3.2 CONCLUSIONI sincerely press to appreciate the management of Agriquip Agencies(EA) LTD for the opportunity they gave to me to affiance my industrial attachment in their organization and also for assistance they accorded to me and being incessantly ready to let me learn from them . The experience gained in the course of my attachment is very important in securing me an opportunity in the job market. I highly encourage the idea of industrial attachment and recommend that the students be supported and given maximal guidance to ensure that they are able to exercise their practical skills that are fundamental in building their career. My eight weeks in Agriquip Agencies (EA) LTD have had a great impact to my career development. I thank the management of TheKenya Institute of Management for creating an opportunity for their students to undergo an industrial attachment that enables them to acquire practical skills in their field of training. The attachment has also enabled me as a management trainee to identify the areas of weaknesses within the organization and recommended to the management on the best course of actions to improve on their performance. 3.3 RECOMMENDATIONSAgriquip Agencies (EA) Ltd should improve its technological infrastructure by providing more computerized systems enabled with internet to the various departments to facilitate e-commerce. Departments whose operations are not computerized to be computerized in order to improve on the service delivery and enhance their atonement to their customers.To find substitute suppliers f or their products in order to ensure products are always available for their customers. Since some of the current suppliers take long periods to supply the ordered products they should seek alternative sources of supplies and create good relationships with suppliers to ensure steady supply of goods. Formulate employment policies. The organization to formulate employment policies that will govern their recruitment procedures, staff appraisal, reward systems, growth and development of the employees among others Investing on research and development. The organization should consider investing on research in order to be able to understand the market treads, the customer needs, the level of competition. The need to develop new products that are suitable for satisfaction of their customer desires. The management of the Kenya institute of management to seek ways of partnering with the private sector investors and the Government to ensure that their students are able to secure attachments o pportunities and employment placements on completion of their training.