EXECUTIVE SUMMARY:

This report has been prepared as a result of practical training carried out as an essential pre-
requisite for the award of Diploma in Procurement and logistics management at TANZANIA
INSTITUTE OF ACCOUNTANCY (TIA).

Chapter one explain Overview of (TAZARA) which are found in Tanzania Zambia Railway
Authority and also explained the organization structure, function and even the role which can
been performed by (TAZARA). All activities performed in store function, and their evaluations
also situation analysis according to the (TAZARA) and what skills the student may be currently
lacking.

Chapter two , In These chapter I explaining about those works done during my field practical and
the lesson leant .

Chapter three practical training were found to what theory is all about and additional knowledge.
The duration of studying the Institute plus all courses is not sufficient on the work environment
to some extent. Application of knowledge from the classroom in practice provides training skills
and confidence to handle issues in the working environment.

Chapter four , In these chapter I will ending by explaining conclusion of my report and
recommendation of my report ending by the reference That I used to comlete these report.

I have got enough cooperation from all members of staff not only within the TAZARA but also
from all departments which allow me to get the prior information within all areas. I have
appreciated enough ethical concern, I have to thank TAZARA for given me the opportunity
within its important unit TAZARA to learn and participate in its activities as a member of staff in
order to allow myself become competent and profitable for future participation

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 ACKNOWLEDGEMENT
To success of This field report was made possible through God, because He is one who created
us , He directed me in doing all these work and without him nothing can be done in these work.
I also thanks the Managing Director under the Tanzania Zambia Railway Authority (TAZARA)
as well as all the staff members for their support in making me procurement field in details.

Finally I owe special thanks to my supervisor Mr. Daud Mashaur who supported me by
correcting and motivating me during the representation of this field .I also thank Procurement
officer, Store Keeper , Procurement Unit and the Instructor for their cooperation from the day I
started my field attachment up to the day I ended. Without forgotten Mr. Ally for helping me on
Preparing These Report.

May almighty God bless all of them.

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 LIST OF ABBREVIATION
CCE Chief Civil Engineer
CIA Chief Internal Auditor

CME Chief Mechanical Engineer

GRN Good Received Note

HC Head Commercial

HF Head Financial

HHR Head Human Resource

HO Head Operation

HRM Human resource Manager

RAO Regional Administration Officer

RCE Regional Civil Engineering

RGM Regional General Manager

RME Regional Mechanical Engineer

RSTE Regional Signaling Telecommunication

SLC Senior Legal Canceller

SSO Senior Supply Officer

TAZARA Tanzania Zambia Railway Authority

TM Transportation Manager

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 CHAPTER ONE
INTRODUCTION
Tanzania Zambia railways authority (TAZARA) is public corporation responsible for providing
transport service within Tanzania and outside the countries like Zambia and South Africa. Role
of this organization are Carry passengers and goods by rail, Manufacture parts and provide
maintenance and repairs services at any foundry, workshop or other factory owned or operated
by the Authority.
1.1 OVERVIEW OF THE FIELD WORK PLACEMENT.
Tanzania Zambia Railway Authority (TAZARA) is locating at Temeke district in Dares Salaam
region. TAZARA is a statutory institution owned by two governments of the United Republic of
Tanzania and the republic of Zambia. The TAZARA Railway (also called the UHURU Railway,
Swahili for FREEDOM RAILWAY, or the TANZAM RAILWAY) was built between 1970 and
1975 by the Tanzania-Zambia Railway Authority (abbreviated to 'TAZARA') TAZARA operate
a railway line that links the southern Africa regional transport network to the East Africa Port of
Dar es salaam covering a distance of 1,860 km between in Tanzania and New Kapiri-Mposhi in
Zambia. TAZARA start to operate 1975 but official it’s started 1976 the railway line passes
through 93 stations between the two extreme points in Tanzania and Zambia. Since its
construction 45 years ago, TAZARA has been vital to the life of villagers living along the
railway track and for the economy of the country.
1.2 FUNCTIONS OF THE ORGANIZATION.
Carry passengers and goods by rail from different places in TANZANIA and ZAMBIA

Manufacture parts and provide maintenance and repairs services at any foundry, workshop
or other factory owned or operated by the Authority.

Provide storage facilities in TANZANIA and ZAMBIA for goods to be carried by the
Authority

Provide for the consignment of goods to and from any place in TANZANIA and ZAMBIA
or any other place.

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Determine, impose or levy rates, and other charges for any service performed by the
Authority or for the use by any person of any license, permit or certificate.

Provide in TANZANIA and ZAMBIA such other amenities and facilities for passengers
and other persons making use of the services provided by the Authority as the Board
may consider necessary or desirable.

Operate road-rail services

1.3 BACKGROUND OF THE ORGANIZATION.

Tanzania Zambia Railway Authority is a statutory institute owned by two governments of the
United Republic of Tanzania and the Unite Republic of Zambia. The main function of the
Tanzania Zambia Railway authority (TAZARA) is Transportations. TAZARA runs three types
of passenger trains, i.e. Express, Ordinary and Tourist Special Trains. Apart from conveying
people, passenger trains also transport parcels and luggage using the parcel vans attached to the
passenger trains. Each parcel van can carry up to 15.7 metric tons of parcels and depending on
the demand; one or more vans can be attached to the train at a time.
Express trains.

It operates one pair of cross-border express passenger trains every Tuesday between Dar es
Salaam in Tanzania and New Kapiri-Mposhi in Zambia, and vice-versa, departing from Dar es
Salaam and New Kapiri-Mposhi. The trains are known by the names Kilimanjaro and Mukuba,
representing the two countries’ symbols of pride in the Kilimanjaro Mountains, which is one of
Tanzania’s greatest global tourist attractions and the Copper Mines of Zambia, the country being
the top producer of Copper in Africa.

The express trains are known as the Kilimanjaro Express (managed by the Tanzanian Region)
and Mukuba Express (managed by the Zambian Region). It takes approximately 46 hours to
travel between Dar es Salaam and New Kapiri-Mposhi. Express trains are especially
recommended for international travelers

Tourist and special trains.

TAZARA also runs special tourist trains for specific events and special groups. The most
common of special trains is the tourist train to the Selous Game Reserve from Dar es Salaam.

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Selous Game Reserve is the largest unexploited wildlife reserve in Africa covering 54,000 square
kilometers. The TAZARA rail cuts through the Selous Game Reserve. Tourist trains are usually
run during Christmas, Easter, New-Year and other public holidays.

Ordinary trains.

A pair of Ordinary Passenger Trains, on the other hand, runs in each direction every Friday,
departing Dar es Salaam and New Kapiri-Mposhi. The ordinary trains stop at every serviceable
railway station in the respective regions of Tanzania and Zambia.

Commuter trains.

The Dar es Salaam Commuter – On 29th October 2012, TAZARA introduced Commuter Train
Services in Tanzania’s port city of Dar es Salaam, covering a distance of 30km from Dar es
Salaam main station to Mwakanga, on the outskirts of the city.

The Commuter Train Service was introduced at the request of the Tanzanian government, keen
to ease the transport challenges in the city. The Commuter Trains utilize TAZARA’s main track,
transporting some 9,000passengers every day, except weekends and public holidays when the
service is not available.

1.4 REGIONAL ORGANIZATION STRUCTURE OF TAZARA

RGM

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RAO CCE SLCB CIA SSOO HHR HC HO HF RMEEE RCE RSTE

COMPUTEE ANALYSIS
RSO

SECRETARY

Figure: 1

Figure 2: People upload commuter train in station of Dar-es-salaam.

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1.5 ORGANIZATION STRUCTURE OF TANZANIA
ZAMBIARAILWAYAUTHORITY
hecouncil of ministers.
The Council of Ministers is the supreme policy organ of TAZARA, comprising six (6) Ministers,
three from each country respectively, i.e. the Ministries in charge of Transport, Finance and
Trade/Commerce.

The Ministers responsible for Transport are the Chairpersons of the Council in rotation between
Tanzania and Zambia at the turn of each financial year, commencing on the 1 st July and ending
on the 30th June the following year. The Council of Ministers is required to meet at least once
every year.

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The Board of Directors.

The Board of Directors consists of six (6) Members, comprising the Permanent Secretaries
responsible for Transport from each country, two members from each country with experience
either in transport, commerce, industry or finance. The Directors of the Board are appointed by
the Ministers of Transport from the respective countries. Except for the Permanent Secretaries
who are permanent members, the Directors hold office for a period of three (3) years after which
they may be eligible for re-appointment. The two Permanent Secretaries rotate the Chairmanship
annually, at the beginning of each calendar year, i.e. 1 st January. The Board of Directors is
required to meet at least four times a year.

The executive management committee (EXCOM).

TAZARA’s Executive Committee (EXCOM) is responsible for leading the implementation of

the Authority’s vision and for formulating strategies, subject to the approval of the Board of
Directors. EXCOM drives and directs the day-to-day operations of all departments and ensures
that the whole organization works in coherent unison.

The Managing Director is the Chief Executive Officer of the Authority and, subject to the control
of the Board, is directly responsible for the administration of the affairs of the Authority. The
Deputy Managing Director assists the Managing Director in the day-to-day administration of the
Authority. The TAZARA Act stipulates that the Managing Director shall be appointed from
Zambia while the Deputy Managing Director shall be appointed from Tanzania. The railway is
divided into two regions for administrative convenience, i.e. the Tanzania Region and the
Zambia Region, with the national boundary forming the separation between the two regions as
well. However, this separation is only for administrative convenience as the railway is a unitary
organization with uniform standards.

The Regional General Manager, who is controlled and supervised by the Managing Director,
heads each region. The Regional General Managers are also appointed by the Board of Directors.

Visionstatement.

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To be the most preferred transport organization in the sub-region.

Mission statement.

To satisfy customer needs through the provision of an efficient and quality transport service.And
the last chapter mainly based on conclusion and recommendation at (TIA) and recommendation
to (TAZARA).

CHAPTER TWO
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 TASKS PERFOMED AND LESSON LEARNT
At the period of placement at TAZARA various tasks were performed depending on the place
trainee was attached. These activities include routine and problem solving. Most of the tasks
were very challenging and involves a lot of creativity in handling them in order to achieve
organizational objectives.
The tasks and duties which were performed can be viewed as follows

1.1 RECORDING INFORMATION.

During my field practical I got a chance of recording information from the GRN document .Mt
in the recording book of dispatch. Also I was recording information from the document of issue
Note Material request and GRN in the recording book of dispatch.
Lesson leant

I leant howto prepare different document such as GRN, Issue Note and many others.

1.2 PREPARATION OF WEAKLY REPORT

In the practical at TAZARA I was preparing weakly performance in all department in the
region Under taken the duties of procurement. Also I was filling the document of stock and
buying record fromfar the code number.

Lesson leant

I leant about the recording weakly performance in the special form available at Tazara.

1.3 RECEIVED OF MATERIALS,

Receiving is the process of accepting materials ,from all sources , all materials, equipment and
parts used in the organization , including suppliers for manufacturing or operating processes,
plant maintenance , officers , capital installation s and finished product. During my field
training under the store department, all the items were being received after being inspected by
inspection tea.
Lesson leant

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I was leant on how the materials are received practically , When I done field in TAZARA I
participated on receiving materials such as all stationary requirement likes rims , pen and files
and many others .

1.4 PREPARATION OF MATERIALS REQUISITION FORM,

These is the form that needed to be prepared just for filling all requirement needed by the
organization while they are need to purchase the items or materials .
Lesson leant

I leant on how to prepare and fill the Materials request form from Civil Department to Axes 15x
3 – 45 pcs , Spade 15x5 – 150 pcs Purchasing Department

1.5 INSPECTION OF INCOMING GOODS,

After goods are reached to receive bay for me I participated with my inspector to inspect the
goods on quality and quantity which are required by the organization the inspector officer takes
all document like copy of purchase order, The supplier’s packing list so compare it then the
inspector officer after determine that goods haven’t any defect the inspector officer prepare
inspection report sign it and gives the carrier to supplier notify that goods are delivery and
received in good condition.
Lesson leant

I got the experience on inspecting the received goods inform of quality and quantity.

1.6 PREPARATION OF GOODS RECEIVED NOTE,

After inspected the received goods that were received. With my inspector were prepared the
inspection report was gave store officer in order to sign that documents also I helped him to fill
that document the content of that is name of supplier order no, date, Serial no, description,
quantities, condition amount, bin cards signature of inspector and store keeper.

Lesson leant

I leant on how the GRN are prepared and fill it and also I know on how the GRN are prepared.

1.7 ARRANGEMENT OF GOODS IN THE STORE,

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 During my field practical I participated in arranging items some are kept them in the shelf
some in the pallet and other were stacked in TAZARA store those small item kept in shelf like
package bags which has5 kg,3kg,1kg and for items which kept in the pallets like bags of packing
50kg . In TAZARA store divide into two partition stationeries item where kept nears to the
receiving bay and last place for organization equipment like chairs photocopy machine near to
issuing bay.
Lesson leant

I leant different ways used to insure that materials are arranged properly to avoid deterioration
and damage.

1.8 COMPILATION OF ISSUE NOTES,

in this document TAZARA prepare by store supervisor after a store supervisor get a document
from the office supervisor in this document content available full details of goods required by
user department and the cannot issue anything to user department without come with this
document to ensure that its true goods are required to them such pen or whatever.
1.9 REQUISITION’S CHECK’S,
in TAZARA I find that after completion of issue notes given to authorized person to check that
the one which written to letter are the same to what written to issue note this check is to make a
verification of the requirement of the user department.
2.1 PRESENTATION TO STORE,
in TAZARA after the requisition have checked the issue document presented to store in order a
store keeper to identify the one which is required is it available to store .

Identification of stock at storage area,

After the issue document presented to store keeper a store keeper go to storage area to identify
that the item required by the user department is it available in the store and make follow up to of
the required and in the store I saw that an authorized should not allowed so the person who come
to take the required item waiting out side of the storage area he/she will be enter when allowed to
enter like for help in handling only and not for other reason.

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Lesson leant

I leant about the locating system available in the store and the principle of store lay out include
U principle where available space for essential uses like packing , loading and unloading of
goods , repair and others and the another principle is about Floor principle where materials are
located at one direction.

2.2 SELECTION AND ISSUE OF ITEM ,

in TAZARA after the store keeper identify the requirement the store keeper enter in the store to
select the item requirement by user department then after that give to the user and sign to issue
document to explain that he/she take the goods which he/she require.

2.3 ISSUING MATERIALS

The method of using material was both pre-posting and post posting method of issuing material.
Past posting used when there was urgency need of goods while pre-posting was for normal need.
Before posting material, store keeper accepted material requisition note to various sub-
department, he issued material compared to the form (requisition form) by filling the issued
material on the issue voucher.
The issue voucher showed the quality of goods issued, name of sub department, acquiring
goods, signature of the men received good and who issued material, date of issue and number of
material weather was unit, price or book.

Lesson leant

I leant about all issuing materials procedure from the identification up to delivery to customer or
user department.

Post Goods in Ledger Folio

Ledger Folio is the books which document of good are registering in order to keep memory of
where the goods/services submitted to department or transferred department. This consists of

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code no. of LPO, IV, RV with quantity and fund or Consideration used to buy that quantity of
goods/services. As procurement Entity, I post on it goods/services which I process for
purchasing and suppliers.

Lesson leant

I leant on how the goods are posted and registered so as to keep record.

CHAPTER THREE
ANALYSIS
Practical training were found to what theory is all about and addition knowledge. Duration of studying the
institute plus all course is not sufficient on the work environment to some extent. Application of
knowledge from the classroom in practice provides training skills and confidence to handle issues in the
working environment.
THEORY LEARNT.

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The theory which I leant from the lectures in the class no different and with what happening in the field.
For instance the procedure which are used by the procurement unit when they need to procure of goods
and services are not different with what I leant in the class.

3.1 GOOD RECEIVING NOTE.

This is a document used to show the goods which have been received in to the organization. The
receiving section normally prepares it showing what has been received, where they have come from and
their value.
Analysis.

There is no any different between what I learnt in school and what I learnt in my field practical.
All things are the same with what I done in the class.

INSPECTION OF INCOMING GOODS.

Is the system of examination carried on the goods arriving to the firm, it may be done through
laboratory test or any other test using appropriate equipment and acceptable inspection
techniques in order to ascertain the quality of the goods delivered.

Analysis.

There is no any different between what I learnt in school and what I learnt in my field practical.
All things are the same with what I done in the class.

RECEIVED OF MATERIAL.

Receipts are those delivered goods to the organization after they have been found suitable for the
purpose intended after inspection.

Analysis.

There is no any different between what I learnt in school and what I learnt in my field practical.
All things are the same with what I done in the class.

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3.2 NEW SKILLS ACQUIRED
Actually in field practical training, there are a lot of skills learnt that are more important to the
procurement that come to my knowledge. As I was familiar with the field training program of
various such as those related to the organizational especial to organizational activities like
management of purchasing techniques, but during the class period a lot of theoretical
Procurement procedure that can be applicable were taught depending on the nature and types of
organization. Procurement concepts such as procurement of Goods, Works and Services, are not
only applied on studying but also they can be on life skills that are on how to corporate with
others and different groups of people on working areas in which some of ideas are learned in the
way that they are practically applied other than classical knowledge achieved.
3.3 COMPUTER SKILLS
At the institute, very little emphasis is placed on computer skills. While Computer is mainly
used in the working place; it is an indispensable aspect of everyday life at work, especially on the
use of Excel.
Also some theory taught at the University are not used at all time in the working area due to the
fact some are outdated or the nature of particular organization allow it to have its own theory
which are not taught at the institute

According to this point of view practical is better than theories because it enable the learners to
learn the new things which are direct applicable in the real life. even though all the theories that
learnt in the class have direct application and important since they gave a wide range of thinking
on solving different problems and looking for alternatives when performing assigned duties.

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 CHAPTER FOUR
CONCLUSION AND RECOMENDATION
4.1 CONCLUTION
Generally, I enjoyed working with this firm and I managed to meet my expectations. New things
which I learn help me to broaden my procurement knowledge while the problems I faced were
solved. Therefore practical training session is essential and should be carried on for students to
be competent in what they have been taught theoretically.
During the practical training there were some of challenges faces the students as a part of
fulfilling their studies, the major challenges arises during the practical training that could not be
escape as in any of the organization carrying its business. The followings are challenges
encountered during field training;

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Large number of students on one departments; the organization has taken a large of student
for practical training hence tend to some of student to be less capable with what is trained due to
act of conducting field practical in shift wise.

Less Cooperation among the Staffs; some of staff was too busy in extend that made the
difficulties on given a maximum cooperation and knowledge they have to the field train students.

Low level of trust from staff; staff always didn’t believe that field trainee student are able
performed works they assigned without a mistakes. The reason was due to the nature of work
involved a lot of risk and single mistakes could result to huge loss

4.2 RECOMMENDATION
To T.I.A.
i. Increase the time of practical training.
ii. The institute should help the student to find the place where they can do their field
attachments.
iii. Relevant placement, practical training program should be placed in relevant organization
solicited.

TO TAZARA.
i. TAZARA should improve their environment for student training.
ii. Staffs of TAZARA must cooperate effective with student during field training.
iii. Also this organization should provide loans for students during field practice.

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REFERENCES
Albert Battersby 1962,1970 A Guide to stock control, 2nd Edition Pitman Publishing.
Donald Walter (2003) Inventory control management 2nd Edition Wiley management Chapman,

Liberatus L. Shirima (1980) Public Procurement , First Published , DSM Tanzania..

Public Procurement Authority. (2010). Public Procurement Regulatory Authority.

Sven Axsater( 2006) . Inventory Control, edition, Springer Verlag.

Student Logbook.

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