THE MWALIMU NYERERE MEMORIAL ACADEMY

DEPARTMENT OF HUMAN RESOURCE MANAGEMENT

BACHELOR DEGREE IN HUMAN RESOURCE MANAGEMENT

STUDENT NAME: ATHUMANI FAULU

REGISTRATION NO: MNMA/BD.HRM/6913/21

MODULE NAME: FIELD ATTACHMENT TRAINING

ORGANIZATION NAME: TABORA MUNICIPAL COUNCIL

 Table of Contents
TABLE OF CONTENTS ................................................................................................................. i
DECLARATION.............................................................................................................................II
LIST OF ABBREVIATIONS ........................................................................................................ Iii
ACKNOWLEDGEMENT................................................................................................................. iv
EXECUTIVE SUMMARY ............................................................................................................. v
CHAPTER ONE..............................................................................................................................1
1.0 Introduction and historical background of Tabora Municipal Council ................................ 1
1.1 VISION AND MISSION ....................................................................................................... 1
1.1 VISION AND MISSION ....................................................................................................... 2
1.2 Objective/ Function and organization Chart. ........................................................................ 3
Organization Chart. ..................................................................................................................... 4
Organization Chart. ..................................................................................................................... 5
Organization Chart. ..................................................................................................................... 6
CHAPTER TWO ............................................................................................................................ 7
2.0 Actual work/ Training and Department duties undertaken ....................................................... 7
2.1Department and duties undertaken......................................................................................... 8
2.1Department and duties undertaken......................................................................................... 9
2.1Department and duties undertaken....................................................................................... 10
Department and duties undertaken…………………………………………………………….11
2.2 Professional experience and skills acquire……………………………………..........………12
Professional experience and skills acquired……………………………………..…..………..13
2.3 Problems encountered by the student and solution applied……………..…………………..14
Problem encountered by the student and solution applied……………………………………15
Problem encountered by the student and solution applied........................................................16
CHAPTER THREE ...................................................................................................................... 17
3.0 Conclusion and recommendation ........................................................................................ 17
3.1 Conclusion .......................................................................................................................... 17
3.2 Recommendation .............................................................................................................. 17
3.2 Recommendation .............................................................................................................. 18
REFERENCES ............................................................................................................................. 19

i
 DECLARATION.

I hereby declare that this field report is an original work. The information presented in this report
is based on my personal observations and experiences conducted during my training time at
Tabora Municipal Council.

I affirm that all the information and data presented in this report are accurate and have been
collected in an ethical manner. Any external sources or references used in this report have been
duly cited and acknowledged.

I take full responsibility for the content of this report and assure that it does not contain any
plagiarized material or misrepresentation of facts. This report is submitted in partial fulfillment
of the requirements for the completion of my academic program

Signature ……………………………………..

Date………………………………………….

ii
 LIST OF ABBREVIATIONS
TMC - Tabora Municipal Council

MNMA - Mwalimu Nyerere Memorial Academy

HRM - Human Resources Management

FPT - Field practical Training

iii
 ACKNOWLEDGEMENT.

I would like to express my sincere gratitude and appreciation to all those who have contributed to
the successful completion of this field report .

First and foremost, I would like to thank the management and staff of Tabora Municipal Council
for granting me the opportunity to conduct this study and for their cooperation and support
throughout the process. Their willingness to share their knowledge and experiences has been
invaluable in gaining a deeper understanding of the organization's operations.

I would like to extend my heartfelt thanks to my academic advisor, Dr Tatu Nyange for the
guidance, encouragement, and expertise in shaping this report. Their valuable insights and
feedback have greatly contributed to the quality and clarity of the content.

I am also grateful to my fellow colleagues and classmates who have provided me with valuable
suggestions and feedback during the course of this study. Their input has been instrumental in
shaping my perspective and approach.

I would like to acknowledge the contribution of the report participants who took the time to
share their experiences and insights. Their willingness to participate and provide honest feedback
has enriched the conclusions of this report.

Lastly, I would like to express my deepest appreciation to my family and friends for their
unwavering support, understanding, and encouragement throughout this endeavor. Their constant
motivation and belief in my abilities have been a source of strength and inspiration.

Overall, the completion of this field report would not have been possible without the support and
collaboration of all those mentioned above. I am truly grateful for their contributions and
assistance, which have played a significant role in the successful completion of this study.

iv
 EXECUTIVESUMMARY

This field report was conducted at Tabora Municipal Council, located in Tabora region , and
aimed to gain insights into the organization's operations and the student's professional experience.
The training period was from July 10, 2023, to September 1, 2023.

In Chapter One, the introduction and historical background of the organization were discussed,
providing context for the study. The vision and mission statements of Tabora Municipal Council
were presented, highlighting the organization's commitment to serving the community and
promoting sustainable development. The objectives and functions of the council, as well as the
organizational chart, were also outlined.

Chapter Two delved into the actual work and training undertaken by the student, as well as the
departmental duties assigned. The student actively participated in a specific department within
Tabora Municipal Council, performing various duties related to reserving and recording
incoming mail or letters to the Personal movement file and Subject movement file,listening to
customers, organizing different files in different cabinets,stamping letter's, opening new files and
closing full files,arranging files to the closest, Preparing the list of Employee's information
(TANGE),drafting warning letter's, reviewing and Checking employees who are studying and
who are at work,drafting transfer letter's, filling salary arrears claim forms,receive and respond
to sessions summaries, writing letters responding to various financial claims,scanning and
printing documents such as letter's and writing a guide to various rights of employees, such as
training and development, leave, medical treatment and a like. These responsibilities provided
the student with practical experience and the opportunity to apply their theoretical knowledge in
a real-world setting.

The student's professional experience and skills acquired were discussed in Chapter two as well.
Through student training at Tabora Municipal Council, the student gained valuable skills such as
project management, data analysis, and stakeholder engagement. The hands-on experience
enabled them to develop a deeper understanding of the intricacies and challenges faced in their
field of study.

However, the student also encountered challenges during their time at the council. These
challenges included limited resources, bureaucratic procedures, and communication barriers,

v
limited practical experience in Human Resources limited networking opportunities, overcoming
imposter syndrome and limited to diverse HR functions. In Chapter two, possible solutions to
these challenges were presented. These solutions included exploring alternative sources of
funding, streamlining administrative processes, and improving communication channels.

The field report was conducted at Tabora Municipal Council, which provided a rich learning
environment for the student. The organization's commitment to service delivery and community
development, as reflected in its vision and mission statements, created a conducive setting for the
student to gain practical experience and contribute to the organization's goals.

In conclusion, the field report at Tabora Municipal Council provided valuable insights into the
organization's operations and the student's professional experience. The duties performed by the
student, challenges encountered, and solutions applied were discussed, highlighting the student's
growth and adaptability in a real-world setting. The findings and recommendations from this
report can contribute to the continuous improvement efforts of Tabora Municipal Council and
serve as a basis for further research and decision-making..

vi
 CHAPTER ONE.

1.0 Introduction and Historical Background of Tabora Municipal Council (TMC)

This report presents a comprehensive overview of my field training experience at Tabora

Municipal Council (TMC) in Tanzania. The purpose of this training was to gain practical
knowledge and skills in the field of public administration and management. During the training, I
was assigned to two departments, namely the Registry department and the Human Resources
Management department.

Tabora Municipal Council (TMC), with a total population of 308,741(National Bureau Of

statistics 2022), is a local government institution established under the Local Government Act of
Tanzania. It is located in the Tabora Region, which is situated in the western part of the country.
TMC is responsible for providing essential public services to the residents of the municipality,
including infrastructure development, social services, and administrative functions.

TMC has a rich historical background. It was founded during the German colonial period in the
late 19th century and served as a regional administrative center. After Tanzania gained
independence in 1961, Tabora continued to play a crucial role in the country's political and
economic development. Over the years, TMC has undergone significant transformations to meet
the changing needs and demands of its residents.

1.1 Vision and mission of Tabora Municipal Council.

i. The Tabora Municipal Council is a local government institution in Tanzania that plays a
significant role in the development and governance of the municipality. To guide its
operations and serve as a compass for its activities, the council has established a clear vision
and mission. This section will elaborate on the vision and mission statements of the Tabora
Municipal Council.

ii. The vision of the Tabora Municipal Council is to create a sustainable and prosperous city that
provides a high quality of life for its residents. The council envisions a future where Tabora is
a vibrant and inclusive community, characterized by economic growth, social development,
and environmental sustainability. This vision reflects the council's commitment to improving
the physical, social, and economic well-being of the municipality and its residents(Tabora
Municipal Council Strategic Plan 2021 -2026).

1
iii. Tabora Municipal Council aims to achieve this vision by focusing on several key areas.
Firstly, it seeks to promote sustainable development practices that ensure the long-term
viability of the city. This includes responsible urban planning, efficient resource management,
and the preservation of the natural environment. Secondly, the council aims to foster
economic growth and create opportunities for businesses and entrepreneurs, leading to
increased employment and improved living standards. Lastly, the council aims to enhance
social services, including healthcare, education, and social welfare, to ensure that all
residents have access to essential services and enjoy a high quality of life.

iv. The mission of the Tabora Municipal Council is to provide efficient and effective services to
the residents of Tabora. The council is dedicated to promoting good governance, transparency,
and accountability in its operations. By working collaboratively with stakeholders and the
community, the council aims to address the needs and aspirations of the residents and create
an enabling environment for socio-economic development (Tabora Municipal Council
Strategic Plan 2021 - 2026).

v. To fulfill its mission, the Tabora Municipal Council focuses on several core areas. Firstly, it
aims to deliver high-quality public services that meet the needs of the community. This
includes infrastructure development, waste management, healthcare, education, and social
welfare programs. Secondly, the council is committed to ensuring transparency and
accountability in its operations. It strives to involve the community in decision-making
processes, provide accessible information, and maintain high ethical standards. Lastly, the
council aims to promote sustainable development by integrating environmental
considerations into its policies and practices.
vi. The Tabora Municipal Council recognizes that achieving its mission requires collaboration
and partnerships with various stakeholders, including government agencies, non-
governmental organizations, businesses, and community members. By working together, the
council aims to create a city that is resilient, inclusive, and responsive to the needs of its
residents.

In conclusion, the Tabora Municipal Council has a clear vision and mission that guide its
activities and shape its approach to governance and development. The vision of a sustainable and
prosperous city reflects the council's commitment to improving the well-being of its residents
and ensuring a high quality of life. The mission to provide efficient and effective services,

2
 promote good governance, and foster collaboration underscores the council's dedication to
serving the community and creating an enabling environment for socio-economic development.

1.2 Objectives / functions and organizational chart of Tabora Municipal Council.

The Tabora Municipal Council has several objectives and functions that guide its operations and
contribute to the development and governance of the municipality. These objectives and
functions are aimed at improving the well-being of the residents and creating a sustainable and
prosperous city. The following are the key objectives and functions of the Tabora Municipal
Council:

i. Provide basic Services: One of the primary objectives of the Tabora Municipal Council is to
provide essential services to the residents of Tabora. These services include water supply,
sanitation, waste management, and environmental conservation. The council is responsible
for ensuring that the community has access to clean and safe water, proper sanitation
facilities, and effective waste management systems. By providing these basic services, the
council aims to improve the living conditions of the residents and promote a healthy and
sustainable environment.
ii. Infrastructure development: The Tabora Municipal Council is responsible for planning and
implementing infrastructure projects to improve the city's transportation, housing, and public
facilities. This includes the construction and maintenance of roads, bridges, schools,
healthcare facilities, markets, and other public amenities. The council's objective is to
enhance the quality of life for the residents by providing them with well-maintained
infrastructure that supports economic growth, social development, and connectivity within
the municipality.
iii. Revenue collection and financial management: To support its activities and the provision
of services, the Tabora Municipal Council is responsible for revenue collection from various
sources. This includes taxes, fees, and licenses from businesses and residents within the
municipality. The council aims to efficiently collect and manage these revenues to ensure
financial sustainability and effective resource allocation. By effectively managing its finances,
the council can fund its operations and invest in development projects that benefit the
community.
iv. Social welfare: The Tabora Municipal Council has a crucial role in addressing social issues
and promoting the welfare of its residents. This includes poverty alleviation programs,

3
 healthcare services, education initiatives, and social support systems. The council aims to
provide social welfare programs that cater to the needs of vulnerable groups, such as children,
the elderly, and people with disabilities. By implementing these programs, the council strives
to improve the well-being and quality of life for all residents.
v. Land management and planning: Another important function of the Tabora Municipal
Council is land management and urban planning. The council is responsible for regulating
land use, issuing building permits, and ensuring proper land development within the
municipality. The objective is to promote sustainable and organized urban growth, prevent
unauthorized construction, and maintain the aesthetic appeal of the city. The council also
plays a role in disaster management and emergency response, ensuring that the community is
prepared for and can effectively respond to natural disasters and other emergencies.
vi. Governance and policy implementation: The Tabora Municipal Council is responsible for
implementing government policies and regulations within the municipality. This includes
enforcing laws and regulations related to land use,construction, publichealth, and other local
government policies. The council aims to promote good governance, transparency, and
accountability in its operations, ensuring that decisions are made in the best interest of the
community. Additionally, the council works to engage and involve the community in
decision-making processes through public participation and consultation (Tabora Municipal
Council Strategic Plan 2021 / 2022-2025 / 2026).

Overall, the Tabora Municipal Council has a wide range of objectives and functions aimed at
improving the well-being of its residents and promoting sustainable development. By providing
basic services, developing infrastructure, managing finances, addressing social issues, managing
land, and implementing policies, the council works towards creating a vibrant and prosperous
city for the residents of Tabora.

TABORA MUNICIPAL COUNCIL ORGANIZATIONAL CHART.

The Tabora Municipal Council has a hierarchical organizational structure that ensures effective
management and coordination of its various departments and functions. The following is a
description of the organizational chart of the Tabora Municipal Council:

 Municipal Director: At the top of the organizational chart is the municipal director. The
municipal director is responsible for overseeing the overall operations of the council and
ensuring the implementation of council policies and decisions. They provide strategic

4
 leadership and guidance to the different departments and units within the council.
 Departments: Underneath the municipal director, there are several departments that are
responsible for specific functions and activities. These departments include:
 Registry department: This department is responsible for managing and organizing official
documents and records, handling correspondence, and issuing permits and licenses.
 Human Resources Management department: This department is responsible for managing
employee records, recruitment, selection, training, and development of staff members.
 Finance department: This department is responsible for financial management, budgeting,
revenue collection, and expenditure control.
 Planning department: This department is responsible for urban planning, land management,
and development control.
 Health department: This department is responsible for providing healthcare services,
disease control, and promoting public health within the municipality.
 Education department: This department is responsible for overseeing educational
institutions, ensuring access to quality education, and promoting educational development.
 Social welfare department: This department is responsible for implementing social welfare
programs, addressing poverty, and providing support to vulnerable groups within the
municipality.
 Engineering department: This department is responsible for infrastructure development,
including roads, bridges, water supply, and sanitation facilities.
 Environmental department: This department is responsible for environmental conservation,
waste management, and promoting sustainable development practices within the municipality.
 Units and Sections: Within each department, there may be various units or sections that
specialize in specific areas. For example, the Finance department may have units for revenue
collection, budgeting, and expenditure control. The Engineering department may have
sections for road construction, water supply, and maintenance. These units and sections work
under the departmental heads and are responsible for carrying out specific tasks and activities
related to their respective areas of expertise.
 The organizational chart of the Tabora Municipal Council reflects a clear chain of command
and accountability, with the municipal director overseeing the overall operations and the
departmental heads responsible for the management and coordination of their respective
departments.This structure ensures efficient functioning and effective service delivery to the
residents of Tabora.

5
As the Tabora Municipal Council Organization Structure is very extensive and complex,in this
report I present the key departments as described above.

6
 CHAPTER TWO.

2.0 Actual work/ Training and department duties undertaken.

2.1 Department and duties undertaken.
1. Registry Department: The Registry department is responsible for managing and organizing
documents, correspondence, and records within an organization. Its primary function is to
ensure the efficient handling and retrieval of information. As a field student in this
department, I have been involved in various tasks related to document management and
record-keeping. Some of the key responsibilities and duties I have undertaken include:
a. Reserving and recording incoming mail or letters to the Personal movement file and
Subject movement file: As a field student in the Registry department, I were responsible for
receiving and recording incoming mail or letters. This involved reserving and allocating each
document to the appropriate file, such as the personal movement file or subject movement
file. For example, if a letter was received regarding a personnel matter, I would record the
details of the letter and place it in the Personal movement file under the respective
employee's name or subject. This ensured that all incoming correspondence was properly
documented and filed for future reference.
b. Listening to customers (employees): In the Registry department, one of my duties was to
interact with customers, who in this case were the employees of the organization. This
involved actively listening to their queries, concerns, or requests and providing appropriate
assistance or guidance. For instance, if an employee approached me with a request to access
a specific document or file, I would listen attentively, understand their needs, and assist them
in locating the required information. This helped to ensure that employees received the
necessary support and had their concerns addressed in a timely manner.
c. Organizing different files in different cabinets: As a field student in the registry
department, I were responsible for maintaining an organized filing system by arranging
different files in separate cabinets. This involved categorizing files based on their nature,
such as personnel files, financial records, or correspondence files. For example, I would
ensure that personnel files were stored in one cabinet, financial records in another, and
correspondence files in a separate cabinet. This organization facilitated easy retrieval of
documents when needed, ensuring efficiency and accuracy in accessing relevant information.
d. Arranging files to the closest: To optimize space and improve accessibility, I were
responsible for arranging files in a way that maximized efficiency. This meant ensuring that

7
 files were placed in the closest possible location within the cabinets, making it convenient for
retrieval. For example, I would arrange files alphabetically or numerically so that they were
easily accessible and minimized the time required to locate a specific file. This arrangement
system helped to streamline the filing process and enhance productivity within the registry
department.
e. Opening new files and closing full files: As part of my duties in the registry department, I
were responsible for managing the lifecycle of files. This included opening new files for
incoming documents and closing files that were full or no longer needed. For example, if a
new employee joined the organization, I would open a new personnel file for them and
ensure that all relevant documents were properly filed. Similarly, if a file reached its capacity
or was no longer required, I would close the file by securing the documents and appropriately
archiving or disposing of them. This systematic approach ensured the proper organization
and maintenance of files within the registry system.
f. Stamping letters: Another duty I performed under the registry department was stamping
letters. This involved applying official stamps or markings to letters to indicate receipt or
other relevant information. For example, I had been stamping the date of receipt on incoming
letters to indicate when they were received and logged into the system. This stamping process
helped in maintaining a record of when letters were received and acted upon, ensuring
accountability and traceability.

Overall, my duties in the registry department as a field student involved managing and
organizing documents, assisting employees, maintaining an efficient filing system, and ensuring
the proper handling of incoming and outgoing correspondence. These responsibilities were
crucial in maintaining an organized and efficient registry system, allowing for easy access to
information and effective communication within the organization.

2. Human Resources Management department: The Human Resources Management

department is responsible for managing the organization's workforce and ensuring
compliance with labor laws and regulations. As a field student in this department, I have
gained exposure to various aspects of human resources management. I were assigned various
duties related to employee information management, correspondence, and administrative
tasks . Some of the tasks and responsibilities I have undertaken include:
a. Preparing the list of Employee's information (TANGE): As part of my duties, I were
responsible for preparing the TANGE, which includes important employee information such

8
 as marital status, age, salary scale, grade, pay, birth date, promotion date, confirmation date,
work station, birthplace, gender, hire date, and department where employees belong. For
example, I compiled and updated these information in a database or spreadsheet to ensure
accurate record-keeping and easy access to employee details.
b. Drafting warning letters: I were involved in drafting warning letters for employees who
were absent from work without any prior information. For instance, if an employee failed to
report to work for consecutive days without providing a valid reason, under the team I
involved in drafting a warning letter addressing the issue and outlining the consequences of
such behavior. This letter serves as a disciplinary measure and communicates the importance
of attendance and communication.
c. Receiving and responding to session summaries: As part of my role, I received session
summaries from various meetings or training sessions conducted within the organization. I
reviewed these summaries and provide appropriate responses or follow-up actions as
necessary. For example, if a session summary highlighted the need for additional training in a
specific area, I coordinated with the relevant parties to address the training needs or provide
further guidance.
d. Reviewing and checking employees who are studying and who are at work: I were
responsible for reviewing employee files to determine which employees were currently
studying and which ones were actively working. This involved checking for permission
letters that allowed employees to pursue studies during the relevant year. For example, if an
employee had submitted a permission letter to pursue a part-time degree, I verified the letter
and updated the employee's record accordingly.
e. Drafting permission letters of transfer: I were involved in drafting permission letters for
employees who requested transfers and had their requests accepted by the relevant authorities.
These letters grant permission for the employee to be transferred to a different department or
location within the organization. For instance, if an employee requested a transfer to a
different branch, Under team supervision, I drafted a permission letter outlining the terms and
conditions of the transfer.
f. Preparing information on streets and villages that held meetings: I were responsible for
gathering and organizing information regarding streets and villages that held meetings. This
have involved coordinating with local authorities or community representatives to obtain
relevant details such as meeting dates, locations, and agendas. This information would be
compiled and used for reference or dissemination to concerned parties.

9
g. Filling salary arrears claim forms: As an HR students officer, I filled out salary arrears
claim forms on behalf of employees who were entitled to receive delayed or missed salary
payments. This typically occurs when an employee is hired, and their salary is paid late or
when an employee is promoted, and their salary adjustment is delayed. I completed the
necessary paperwork to request the proper payment of their wages.
h. Writing file numbers to new employees: As part of my responsibilities, I were in charge of
assigning file numbers to newly hired employees. When a person is hired, they do not
initially have a number in their file. Therefore, it falls under the administration's
responsibility to assign a unique file number and record it in the employee's portfolio. For
example, if a new employee named John Joshua is hired, I assigned him a file number, such
as "EMP001," and document it in his file for future reference.
i. Writing letters responding to various financial claims: I were tasked with writing letters
in response to various financial claims made by employees. For instance, if an employee
terminated and write a letter demanding the institution to pay them, Under department team ,
I drafted a response letter addressing the claim. In this letter, I have to outline the institution's
position and decision regarding the claim, providing a clear explanation and justification for
the outcome.
j. Answering letters to employees requesting for leave: As part of my role, I were
responsible for responding to letters from employees who requested for leave . For example,
if an employee submitted a letter requesting a week of annual leave for personal reasons,
Under team guidance I drafted a response letter acknowledging their request, confirming the
approval or denial of the leave, and providing any necessary instructions or information
related to their absence.
k. Data cleaning: reviewing employees who have gottransferin organization: I involved in
reviewing employee data to ensure accuracy and completeness. This included identifying
employees who have changed departments or roles within the organization and verifying
their current work status. For example, if an employee transferred from the Sales department
to the marketing department, I updated their records accordingly and ensure that their work
status reflects their current position.
l. Scanning documents, such as transfer letters and salary arrears claim forms: As part of
my administrative tasks, I were responsible for scanning and digitizing important documents.
This included transfer letters for employees who were relocated to a different branch or
department, as well as salary arrears claim forms for employees who experienced delayed or

10
 incorrect salary payments. Scanning these documents helps to create a digital archive and
facilitates easy retrieval and reference.
m. Printing documents, for example, salary slips: I were responsible for printing various
documents, such as salary slips for employees. Salary slips provide a detailed breakdown of
an employee's earnings, deductions, and net pay for a specific pay period. By printing and
distributing these slips, I ensured that employees have access to their salary information and
can review it for accuracy and transparency.
n. Writing a guide to various rights of employees, such as training and development, leave,
medical treatment and a like. As part of my role, I were tasked with creating a
comprehensive guide outlining the rights and entitlements of employees. This could include
information on training and development opportunities available to employees, the types of
leave they are entitled to (e.g., annual leave, sick leave), and the procedures for accessing
medical treatment or benefits. This guide would serve as a valuable resource for employees
to understand their rights and navigate the various policies and procedures within the
organization

2.2 Professional experience and skills acquire.

During my training in the Human Resources Management and Registry departments , I had the
opportunity to gain valuable professional experience and develop a wide range of skills that have
significantly contributed to my growth in the field. In this section, I will expand on my
professional experiences and the skills I acquired, showcasing the impact they have had on my
career progression.

1. Employee relations and communication Skills. One of the key areas where I gained
significant experience is in employee relations and communication. As part of my role, I was
responsible for handling various employee-related matters, including drafting warning letters
and responding to financial claims. These experiences provided me with a deep
understanding of the importance of effective communication in maintaining positive
employee relations and upholding organizational policies.

Drafting warning letters required me to communicate clearly and assertively, addressing

employee absenteeism, misconduct, or other issues. This process involved gathering all relevant
information, conducting thorough investigations, and ensuring that the letter outlined the
concerns and consequences in a fair and transparent manner. Through this experience, I learned

11
to choose my words carefully, strike a balance between firmness and empathy, and maintain
professionalism in all my communications.

Responding to financial claims from employees also allowed me to develop strong

communication skills. It required me to carefully review the claims, gather all relevant
information, and provide a timely and well-structured response. In such cases, empathy and
diplomacy were crucial in addressing employee concerns and negotiating fair resolutions. These
experiences have sharpened my ability to navigate sensitive conversations, handle conflicts, and
maintain positive relationships with employees.

2. Data management and attention to detail

 Another area where I acquired valuable skills is in data management and attention to
detail. As part of my responsibilities, I was entrusted with managing and organizing
employee data, ensuring its accuracy and confidentiality.
 Preparing the comprehensive list of Employee's information (TANGE) required
meticulousness and accuracy. It involved collecting and organizing a wide range of
employee details, including personal information, employment history, performance
evaluations, and training records. Through this process, I developed a strong eye for
detail, ensuring that all information was correctly entered, updated, and securely stored.
 In addition to managing the TANGE, I was also responsible for reviewing employee files
and conducting data cleaning. This involved meticulously going through employee
records, identifying any discrepancies or errors, and rectifying them. These tasks allowed
me to develop a systematic approach to data management, ensuring data integrity and
reliability. I also became proficient in using HR information systems and database
management tools, which further enhanced my skills in data management.
3. Administrative proficiency
 My experience in the HR Management department also provided me with opportunities
to develop strong administrative skills. Tasks such as scanning documents, printing salary
slips, and assigning file numbers to new employees enhanced my administrative abilities
and efficiency.
 Scanning documents, including transfer letters and salary arrears claim forms, required
me to handle sensitive information and maintain a digital archive. I became adept at using
scanning equipment and software to create digital copies of important documents. This

12
 not only saved physical storage space but also facilitated easy retrieval and sharing of
information.
 Printing salary slips was a critical task in ensuring timely and accurate compensation for
employees. This process required attention to detail and precision as I had to verify data,
cross-check information, and ensure that salary slips were error-free before distribution.
Through this task, I developed a strong sense of responsibility and accountability in
handling confidential employee information.
 Assigning file numbers to new employees was another important administrative duty that
I performed. This task required me to be meticulous and systematic in ensuring that each
employee had a unique file number. I would then record this number in their respective
files for easy identification and retrieval. This experience honed my organizational skills
and attention to detail, ensuring that employee records were well-maintained and easily
accessible.
4. Knowledge of HR policies and procedures
 Throughout my professional experience in the HR Management department, I gained an in-
depth understanding of HR policies and procedures. This knowledge was acquired through
various tasks such as reviewing performance reports, writing a comprehensive guide to
employee rights, and handling probationary period assessments.
 Reviewing performance reports during an employee's probationary period provided me with
insights into performance evaluation and feedback processes. I learned how to objectively
assess employee performance, identify areas for improvement, and provide constructive
feedback that would aid in their professional development. This experience also allowed me
to understand the importance of fair and transparent performance evaluation processes in
fostering employee growth and organizational success.
 Writing a guide to employee rights was another significant task that enhanced my knowledge
of HR policies and procedures. This comprehensive guide covered various aspects of
employee rights, including training and development opportunities, leave policies, medical
treatment, and more. Through extensive research and collaboration with relevant
stakeholders, I compiled a resource that provided employees with a clear understanding of
their entitlements and the procedures involved. This experience strengthened my ability to
interpret and communicate complex policies in a concise and accessible manner.
 In conclusion, my professional experiences in the HR Management department have

13
 equipped me with a diverse set of skills that have been instrumental in my career growth.
Through my involvement in employee relations, data management, administrative tasks, and
the acquisition of comprehensive knowledge of HR policies and procedures, I have
developed strong communication skills, attention to detail, administrative proficiency, and a
solid understanding of HR practices.

These acquired skills have not only contributed to the success of the HR department but have
also enabled me to make meaningful contributions to the overall organizational goals. I am
confident that these experiences and skills will continue to serve as a strong foundation for my
future endeavors in the field of human resources.

2.3 Problems encountered by the student and Solutions applied.

During my field, as a student in the human resources management and registry departments, I
encountered several challenges that tested my abilities and required me to find effective solutions.
In this section, I will discuss the problems I faced and the strategies I implemented to overcome
them.

1. Limited practical experience in human resources. As a student, one of the primary

challenges I encountered was a shortage of practical experience in the field of HR. While I
had acquired theoretical knowledge through my coursework, I struggled to apply those
concepts in real-world scenarios.
 Solution applied: To address this issue, I actively sought opportunities to gain practical
experience. I pursued part-time positions in HR departments to gain hands-on experience
and exposure to real-world HR practices. These experiences allowed me to apply
theoretical knowledge in practical situations, develop problem-solving skills, and gain a
deeper understanding of HR processes.
2. Additionally, I sought out volunteer opportunities with HR-related projects or organizations.
This allowed me to contribute my skills and gain practical experience while making a
positive impact in the community. These volunteer experiences provided me with valuable
insights into HR practices and helped me develop important skills such as communication,
teamwork, and adaptability..
3. Limited exposure to diverse HR Functions. Another challenge I faced as a student was
limited exposure to the diverse functions within HR. The HR field encompasses various areas
such as recruitment, training and development, compensation and benefits, and employee

14
 relations. I felt the need to gain a broader understanding of these functions to become a well-
rounded HR professional.
 Solutions applied: To overcome this challenge, I actively sought opportunities to gain
exposure to different HR functions. I pursued part-time positions in HR departments that
allowed me to rotate through different areas of HR. This provided me with firsthand
experience and insights into various HR functions and allowed me to develop a broader
perspective on the field.
 Additionally, I participated in seminars that focused on specific HR functions. This
opportunity allowed me to delve deeper into topics such as recruitment and selection,
training and development, or compensation and benefits. They provided me with a more
comprehensive understanding of the various aspects of HR and helped me develop
specialized knowledge in different areas.
 Furthermore, I sought mentorship from HR professionals with expertise in different
functions. I reached out to professionals in recruitment, training and development, or
employee relations to learn from their experiences and gain insights into their respective
functions. This mentorship provided me with guidance and valuable knowledge in
different areas of HR.
4. Balancing academic workload and practical experience As a student, I faced the challenge
of balancing my academic workload with the need to gain practical experience in HR. It was
crucial for me to delay in my report writing while also gaining hands-on experience to
enhance my employability.
 Solutions applied : To address this challenge, I developed effective time management
and organizational skills. I created a schedule that allowed me to allocate dedicated time
for both academic work and practical experience. I prioritized my coursework and set
aside specific hours each week for , volunteering, or part-time positions in HR.
 Furthermore, I made use of technology and productivity tools to enhance my efficiency. I
utilized task-tracking applications to stay organized and ensure that I met deadlines for
both academic report writing and practical work. This helped me stay on top of my
responsibilities and avoid feeling overwhelmed.
5. Limited networking opportunities. As a student, I faced the challenge of limited
networking opportunities in the HR field. Building a professional network is crucial for
career advancement and finding job opportunities.

15
  Solution applied To overcome this challenge, I actively sought networking opportunities
within the HR field. I attended industry conferences, seminars, and workshops where I
could connect with HR professionals and build relationships. These events provided me
with an opportunity to learn from industry experts, gain insights into current HR trends,
and expand my network.
 Additionally, I joined HR-related professional organizations and associations. These
groups provided networking events and resources that allowed me to connect with HR
professionals and stay updated on industry developments. I actively participated in these
events, engaging in conversations and building relationships with professionals in the
field.
 Furthermore, I utilized online platforms such as LinkedIn to connect with HR
professionals and join relevant HR groups. I engaged in discussions, shared insights, and
actively sought opportunities to connect with professionals in the industry. This online
networking allowed me to expand my network beyond physical events and connect with
professionals from different locations.
6. Overcoming imposter syndrome Imposter syndrome is a common challenge faced by
many students in various fields, including HR. It is the feeling of inadequacy or doubt in
one's abilities, despite evidence of competence and success.
 Solutions applied. To overcome imposter syndrome, I developed strategies to boost my
confidence and acknowledge my achievements. I regularly reflected on my
accomplishments, both big and small, and celebrated them. This helped me recognize my
capabilities and build confidence in my abilities.
 Additionally, I sought support from mentors , and peers. I shared my feelings of self-
doubt and received encouragement and reassurance from those around me.

16
16
 CHAPTER THREE

3.0 Conclusion and recommendation.

3.1 Conclusion.

 This field report conducted at Tabora Municipal Council has provided a comprehensive
understanding of the organization's operations, functions, and the student experience during
the training time at the council. The report has examined various aspects, including the
organization's vision and mission, objectives and functions, departmental duties, professional
experience gained, problems encountered, and possible solutions.
 The vision and mission statements of Tabora Municipal Council reflect its commitment to
serving the community and promoting sustainable development. These statements provide a
clear direction for the organization's activities and guide its efforts in achieving its goals. The
objectives and functions of the council, as outlined in the report, demonstrate its role in local
governance, service delivery, and community development.
 Throughout the student time at Tabora Municipal Council, I were assigned various
departmental duties and responsibilities. These tasks provided the student with practical
experience and an opportunity to apply mytheoretical knowledge in a real-world setting. The
report highlights the specific duties undertaken and the skills acquired during this period,
such as project management, data analysis, and stakeholder engagement.
 However, the student also encountered several challenges during their time at the council.
These challenges included limited resources, bureaucratic procedures, and communication
barriers. Despite these obstacles, the student demonstrated resilience and problem-solving
skills by proposing possible solutions. These solutions include, streamlining administrative
processes, and improving communication channels

3.2 Recommendation. Based on the experience presented by student in the field report, the
following recommendations are proposed for Tabora Municipal Council:

i. Strengthen resource mobilization efforts: Tabora Municipal Council should actively explore
and leverage alternative sources of funding to address the financial constraints that hinder
effective service delivery. This can be achieved through partnerships with the private sector,
seeking grants and donor funding, and exploring innovative financing mechanisms (Tabora
Municipal Council Medium Term Expenditure Framework (MTEF)2009/2010 – 2010/2011 ).

17
ii. Streamline administrative processes: The council should review and streamline its
administrative procedures to improve efficiency and reduce bureaucracy. This can be
achieved by implementing digital systems, automating processes where possible, and
regularly evaluating and updating workflows. By streamlining administrative processes, the
council can improve its service delivery and enhance the overall efficiency of its operations.
iii. Enhance communication channels: Effective communication is essential for efficient
operations and stakeholder engagement. Tabora Municipal Council should invest in
improving communication channels both internally and externally. This can include regular
staff meetings, feedback mechanisms, and the use of technology to ensure timely and
effective communication with the community and stakeholders.
iv. Invest in staff capacity building: The council should prioritize staff training and development
programs to enhance their skills and knowledge. This can be achieved through workshops,
seminars, and professional certifications that focus on building competencies relevant to their
roles. By investing in staff capacity building, the council can improve the quality of its
service delivery and ensure that its employees are equipped with the necessary skills to meet
the evolving needs of the community.
v. Foster community engagement: The council should actively involve the community in
decision-making processes and seek their input on service delivery priorities. This can be
achieved through public consultations, community forums, and the establishment of citizen
advisory committees. By fostering community engagement, the council can ensure that its
services are aligned with the needs and aspirations of the community it serves.

By implementing these recommendations, Tabora Municipal Council can enhance its

organizational effectiveness, improve service delivery, and better meet the needs of the
community. These recommendations are based on the findings and insights gained from the field
report and are intended to support the council in its continuous improvement efforts.

18
 REFERENCES

1. National Bureau of Statistics ( NBS ) , 2023. The 2020 Population and Housing Census
Management and Implementation Strategy , Dar es Salaam , Tanzania.

2. Tabora Municipal Council Strategic Plan 2021 / 2022-2025 / 2026.

3. Tabora Municipal Council Medium Term Expenditure Framework (MTEF) 2009/2010 –

2010/2011,The United Republic of Tanzania Prime Minister’s Office, April 2009.

19