​

COLLEGE OF BUSINESS AND

ECONOMICS
DEPARTMENT OF PUBLIC ADMINISTRATION
Internship Report In Gursum Woreda Government
Finance Sector

Prepared by:

GROUP MEMBERS ​ ​ ​ ID NO
1.​ OMER ABDI …………………………………………....
2.​ ABDIKADER HASSAN ………………………………..
3.​ FADUMO ABDI …………………………………………
4.​ ASIA ABDI ………………………………………………
5.​ IFRAH ALI ABDULAHI ……………………………….
6.​ HADIS ABDULAHI …………………………………….

Research Adviser;- Ahmed Isse (MA)

 Apr, 2025
Jigjiga, Ethi
ACKNOWLEDGEMENT
We would like to start by expressing our sincere gratitude to the Almighty Allah, who has
always led us in the correct direction and assisted us in completing our internship program.
We must also thank a few others for their assistance throughout our apprenticeship. We are
incredibly grateful to our family and friends for their unwavering support and ceaseless
prayers to help us complete our studies.

We would also like to express our sincere gratitude to Gursum Woreda Finance Sector for
providing us with the opportunity to complete our internship with them. We are thankful to
Tadiwos Meslwork Amare and the entire team for their guidance, support, and mentorship
throughout the internship. Their valuable feedback and encouragement have been
instrumental in our professional development.

There are no words to describe how grateful we are to our academic institution for
facilitating this internship and for providing us with the skills and knowledge that have
enabled us to make the most of this opportunity.

Finally, we would like to thank our beloved brother Sherif Mohamed Hassen for supporting
us through the hardest times and for providing us with the greatest inner strength. He
deserves our deepest thanks for his unwavering support.
EXECUTIVE SUMMARY
This report provides a comprehensive analysis of a two-month internship experience in the
Property Purchase Department of the Gursum Woreda Finance Sector, located in the Somali
Region of Ethiopia. The internship aimed to bridge the gap between theoretical knowledge
and practical application, focusing on public sector procurement and financial management.
The internship's primary objectives were to apply theoretical knowledge in a real-world
setting, develop professional skills, enhance communication abilities, contribute to
organizational goals, and prepare for future roles in the public sector. The scope of the
internship covered budget preparation, financial reporting, resource allocation, and
compliance with financial regulations.

The tasks were distributing and collecting purchase requirement forms, organizing
procurement needs into categorized lots, and handling purchase requests from various
government offices. These activities contributed to the efficient preparation for the annual
procurement cycle and enhanced the intern's understanding of public sector procurement
processes. The intern's contributions were pivotal in streamlining procurement activities,
ensuring compliance with regulations, and reducing the workload of the department's staff.
The categorization of procurement needs and the verification of forms were particularly
instrumental in improving the efficiency of the department's operations.

The internship presented several challenges, such as familiarization with office protocols,
periods of inactivity, and commuting issues. These challenges were mitigated through
relationship-building, effective use of idle time, and seeking assistance from colleagues. The
internship provided valuable skills in time management, teamwork, understanding
organizational norms, and problem-solving. These skills are crucial for future roles in public
sector procurement and financial management. The report concludes that enhancing
purchasing practices within the Gursum Woreda Finance Sector is vital for fostering
economic development and ensuring transparency in public fund allocation.
Recommendations include strengthening compliance, diversifying the supplier base,
investing in training, adopting procurement technologies, promoting sustainable
procurement, and enhancing supplier relationships.
 Table of Contents Page no.

CHAPTER ONE..................................................................................................................................................1
1. INTERNSHIP............................................................................................................................................. 1
1.1 Introduction........................................................................................................................................ 1
1.2 Objectives of the Internship............................................................................................................... 2
1.2.1 General Objective of the Internship..........................................................................................2
1.2.1 Specific Objectives of the Internship........................................................................................2
1.3 Scope of the Internship.......................................................................................................................3
1.3.1 Content Scope........................................................................................................................... 3
1.3.2 Duration Scope......................................................................................................................... 3
1.3.3 Geographical Scope.................................................................................................................. 4
1.4 The Organization Where I Interned....................................................................................................4
CHAPTER TWO.................................................................................................................................................5
2. OVERVIEW OF THE ORGANIZATION..................................................................................................5
2.1 Background of the Organization........................................................................................................ 5
2.2 Mission, Vision, Purpose and Values of the Sector............................................................................5
2.2.1 Mission.....................................................................................................................................6
2.2.2 Vision........................................................................................................................................ 6
2.2.3 Purpose......................................................................................................................................6
2.2.4 Values........................................................................................................................................6
2.3 Structure of Gursum Woreda Finance Sector.....................................................................................7
Fig 1.1 structure of the organization.........................................................................................................7
2.4 The Number of Employees in the Sector........................................................................................... 7
2.5 Customers of the Sector..................................................................................................................... 8
2.5.1 Office Staff................................................................................................................................8
2.5.2 Employees of Other Sectors..................................................................................................... 8
2.5.3 Other Government Sectors........................................................................................................9
2.5.4 Private Organizations................................................................................................................9
2.5.5 The General Public (Society)....................................................................................................9
2.6 Product and Service of Departments in the Sector.............................................................................9
2.6.1 Budgeting and Financial Planning..........................................................................................10
2.6.2 Financial Reporting.................................................................................................................10
2.6.3 Payroll and Compensation Management................................................................................ 10
2.6.4 Public Financial Information Dissemination.......................................................................... 10
2.6.5 Procurement and Expenditure Processing.............................................................................. 11
2.6.6 Support for Development Initiatives.......................................................................................11
2.6.7 Human Resources................................................................................................................... 11
2.6.8. Internal Audit Department..................................................................................................... 11
CHAPTER THREE: INTERNSHIP EXPERIENCE.................................................................................... 12
 3. Job Description......................................................................................................................................... 12
3.1 Assigned Tasks and Responsibilities................................................................................................12
3.2 The Department I Worked With....................................................................................................... 12
3.2.1 The Property Purchase Department........................................................................................ 12
3.3 Goal of the Apprenticeship Position................................................................................................ 12
3.3.1 Objectives and Professional Development............................................................................. 13
3.4 Tasks and Responsibilities................................................................................................................14
3.4.1 Responsibilities During the Internship................................................................................... 14
3.5 Achievements................................................................................................................................... 16
3.5.1 Contributions to the Organization...........................................................................................16
3.6 Challenges and Solutions................................................................................................................. 16
3.6.1 Challenges Encountered......................................................................................................... 17
3.6.2 Solutions Implemented........................................................................................................... 17
3.7 Skills and Knowledge Gained.......................................................................................................... 18
3.7.1 Skills and Knowledge Acquired During the Internship..........................................................18
CHAPTER 4: CONCLUSION AND RECOMMENDATION.............................................................. 19
4.1 Conclusions...................................................................................................................................... 19
4.1.1 Transparency and Fairness......................................................................................................20
4.1.2 Compliance and Legal Adherence..........................................................................................20
4.1.3 Efficient Resource Allocation.................................................................................................20
4.1.4 Ethical Supplier Relationships................................................................................................21
4.1.5 Capacity Building and Training..............................................................................................21
4.1.6 Technology Integration........................................................................................................... 21
4.2 Recommendations............................................................................................................................ 22
4.2.1 Strengthen Compliance and Transparency............................................................................. 22
4.2.2 Diversify Supplier Base.......................................................................................................... 22
4.2.3 Capacity Building and Training..............................................................................................22
4.2.4 Adopt Procurement Technologies...........................................................................................23
4.2.5 Sustainable Procurement Initiatives........................................................................................23
4.2.6 Strengthen Supplier Relationships..........................................................................................23
4.2.7 Monitor and Evaluate Performance........................................................................................ 24
REFERENCE.................................................................................................................................................... 25
CHAPTER ONE
1. INTERNSHIP
1.1 Introduction
The primary aim of this internship report is to provide a comprehensive and critical analysis
of the experiences, skills, and knowledge acquired during the internship in the public
finance management sector of Gursum Woreda. The internship was not just a practical
exercise but also an academic endeavor, where theoretical concepts that have been taught in
the classrooms were applied in the real world. The report is designed to offer a detailed
reflection on how these experiences have contributed to the intern’s academic and
professional development, particularly within the context of the public finance management
sector of Gursum Woreda.

In the field of public finance management, the internship served as a platform to understand
the complexities and nuances of managing public funds at the grassroots level. The purpose
of this report is to document how the internship provided hands-on experience in areas such
as budget preparation, financial reporting, resource allocation, and fiscal policy
implementation. Through this documentation, the report aims to demonstrate the intern’s
ability to apply theoretical knowledge to practical challenges in public finance.

A significant component of this report is the critical reflection on the learning process. The
report delves into the skills and competencies developed during the internship, such as
financial analysis, strategic planning, and public accountability. It also examines how the
internship has enhanced the intern’s understanding of public sector financial management in
Gursum Woreda. By analyzing these learning experiences, the report seeks to highlight the
intern’s growth in key areas relevant to public finance management, including
decision-making, problem-solving, and ethical considerations in the management of public
resources. The report also reflects on how the internship experience has prepared the intern
to address the challenges and opportunities in public finance management, with a focus on
enhancing fiscal transparency, improving resource allocation.
In general, this internship report serves as a comprehensive record of the intern’s
experiences and learning in the public finance management sector of Gursum Woreda. It
provides a critical analysis of the intern’s professional development, the challenges faced,
and the contributions made during the internship. By documenting these experiences, the
report not only fulfills academic requirements but also lays the groundwork for the intern’s
future career in public finance management and local governance.

1.2 Objectives of the Internship

1.2.1 General Objective of the Internship
The general objective of this internship is to provide the intern with comprehensive
exposure to the principles and practices by integrating theoretical knowledge with practical
application to ensure that the intern gains meaningful experience for the future career while
contributing effectively to the organization.

1.2.1 Specific Objectives of the Internship

➢​ Application of Theoretical Knowledge: To apply the theoretical concepts to
real-world public finance management and translating academic knowledge into
practical skills
➢​ Development of Professional Skills: To develop key professional skills necessary
for a career in public sectors, thereby bridging the gap between academic learning
and professional practice.
➢​ Enhancing Communication and Reporting Skills: To enhance the intern’s ability
to effectively communicate financial information, developing skills of presenting
data, and providing recommendations.
➢​ Contributing to Organizational Goals: To contribute to the strategic goals of the
public finance management in Gursum Woreda by participating in key projects,
offering innovative solutions, and supporting the department’s efforts to improve
financial management practices.
➢​ Personal and Professional Growth: To foster personal and professional growth by
reflecting on the experiences and challenges encountered during the internship,
including developing a stronger sense of professional ethics, leadership, and
 adaptability in a dynamic work environment.
➢​ Critical Evaluation of Public Finance Plans: To critically evaluate the
effectiveness of existing public finance plans and practices in Gursum Woreda,
identifying areas for improvement and making evidence-based recommendations.
➢​ Preparation for Future Roles: To prepare the intern for future in building the
confidence and competence required for higher-level responsibilities in the public
sectors.

1.3 Scope of the Internship

The scope of the internship outlines the parameters within which the internship activities
were conducted. Therefore, the scope of the internship includes, the content areas covered,
the time frame of the internship, and the geographical context in which the internship took
place.

1.3.1 Content Scope

The content scope of the internship encompasses the key areas of public finance
management in the Gursum Woreda. The intern engaged in various aspects of financial
operations, including budget preparation, financial reporting, resource allocation, and
human resource management. The internship also covered the application of financial
regulations, the use of financial management systems, and the monitoring and evaluation of
financial performance.

1.3.2 Duration Scope

The duration scope of the internship spanned "two months", during which the intern was
actively involved in the day-to-day operations of the Gursum Woreda Public Finance Sector.
The time that we spent in the organization to perform my internship program was from July
3 to August 25/2024. During this time, we try to be involved in different departments which
could give me knowledge about each department.
1.3.3 Geographical Scope
The geographical scope of the internship was limited to the Gursum Woreda Public Finance
Sector. The intern's activities were concentrated in the different departments of public
finance management in the sector. This geographical limitation offered the intern a deep
insight into the financial challenges and opportunities unique to the Gursum Woreda Public
Finance Sector, allowing for a more targeted and relevant learning experience.

1.4 The Organization Where I Interned

We did our two-month internship at the Public Finance Sector in Gursum Woreda, Somali
Region. Since the Purchase Property Section of the office is related to our specific field of
study and is located in the area where we are currently based, we chose to do our internship
at the Gursum Woreda Finance Office

Teb1.1 Activities Conducted During The Internship Program

Activities Day/Date

1 Meeting the finance manager to ask their willingness to

Mon /July/2024
take me as an intern

2 The first day of my internship performance at Gursum

Mon /July/2024
Woreda Finance Office as an intern.

3 Looking and learning how to work Gursum Woreda Tues20/July/2024

Finance Office purchasing practice -16/August/2024

Receiving the internship performance examiner from the

4 finance manager and saying goodbye to all the staff at Mon21/Aug/2024
Gursum Woreda Finance Office purchasing department.
CHAPTER TWO
2. OVERVIEW OF THE ORGANIZATION
2.1 Background of the Organization
Gursum Woreda Finance Sector is one of the public/government offices in Gursum Woreda
which is located in the Somali Region in Ethiopia. The District is one of the administrative
divisions within the region under the zonal administrative part of the Fafan Zone. Gursum
Woreda is predominantly inhabited by ethnic Somalis, and the primary language spoken is
Somali.

Among the various public sectors in Gursum Woreda the Finance Sector is one of the most
important and crucial sectors of the District. The Gursum Woreda Finance Office is a key
governmental body responsible for managing the financial resources of the District. It plays
a vital role in the region's economic governance by overseeing budget allocation, revenue
collection, and expenditure management. The office is structured into various departments,
each focused on specific financial functions, such as budgeting, revenue mobilization,
treasury management, and financial reporting.

The primary functions of the office include implementing formulating and executing
budgets, mobilizing revenue, and ensuring financial accountability and transparency in the
District. Through these activities, the office supports the District’s economic development
by allocating resources to essential public services and basic infrastructure projects. The
strategic importance of this Office lies in its ability to promote economic stability, social
development, and good governance. By managing public funds effectively and efficiently.
In general, the Finance Office is a cornerstone of the District's financial management,
playing a critical role in advancing the socio-economic well-being of the District.

2.2 Mission, Vision, Purpose and Values of the Sector

All the ideas we have seen above cannot have results if they do not have a mission, vision,
purpose and values. Therefore, the Mission, Vision, Purpose and Values of Gursum
Woreda the Finance Sector are the following:
2.2.1 Mission
The mission of the Gursum Woreda Finance Sector is to manage and allocate the financial
resources of the Somali Regional State effectively, ensuring fiscal responsibility,
transparency, and accountability. The office aims to support sustainable development by
implementing sound financial policies, maximizing revenue collection, and ensuring
efficient public expenditure to improve the quality of life for all citizens.

2.2.2 Vision
The vision of the Gursum Woreda Finance Sector is to see the fundamental economic
change, and to be a leading district of financial institutions in the public service of our
region by effectively managing and efficiently utilizing the public resources of the district
and ensuring continuous comprehensive development in fostering economic growth, social
equity, and good governance.

2.2.3 Purpose
The purpose of the Gursum Woreda Finance Sector is ensuring that public funds are
managed effectively and used to achieve the district’s strategic objectives, and delivering
quality services.

2.2.4 Values
The Gursum Woreda Finance Sector is guided by the following core values:
➢​ Integrity
➢​ Transparency
➢​ Accountability
➢​ Efficiency
➢​ Equity
➢​ Collaboration
➢​ Service Excellence
➢​ Responsiveness
2.3 Structure of Gursum Woreda Finance Sector

Fig 1.1 structure of the organization

2.4 The Number of Employees in the Sector

Gender of Staff General Property Purchase
Office Staff Department Staff
Male 26 5
Female 19 2
Total 45 7

Tab 1.2 Number Of Employee

Table 1.2 provides a detailed breakdown of the number of employees in the finance sector of
Gursum Woreda, with a specific focus on the Property Purchase Department. The table
categorizes employees based on gender, offering insights into the gender composition of the
workforce in the sector. In the general finance sector of Gursum Woreda, there are a total of
45 employees. Of these, 26 are male, representing approximately 57.8% of the workforce.
The remaining 19 employees are female, accounting for about 42.2% of the sector's total
workforce.

When examining the Property Purchase Department separately, the total number of
employees is considerably smaller, with only 7 individuals. Of these, 5 are male, making up
approximately 71.4% of the department's workforce, while 2 are female, constituting 28.6%.
This distribution indicates a more significant gender disparity in the Property Purchase
Department compared to the general finance sector. The data reveal a higher representation
of males across both the general finance sector and the Property Purchase Department, with
the disparity being more pronounced in the latter. These figures underscore the importance
of considering gender balance in workforce planning and the potential need for targeted
strategies to achieve greater gender parity in these sectors.

2.5 Customers of the Sector

The finance sector in Gursum Woreda serves a diverse clientele interacting with the sector
based on their various different needs and roles. The primary categories of customers are as
follows:

2.5.1 Office Staff

The office staff within the finance sector are internal customers who are described as office
staff whose role as internal customers is crucial to maintaining the efficiency and accuracy
of the finance sector's functions. These staff engage with the sector’s resources, systems,
and processes to ensure the effective management of financial operations, including
budgeting, accounting, and financial reporting.

2.5.2 Employees of Other Sectors

This category consists of individuals who are employed in various other sectors in Gursum
Woreda. As external customers, these employees interact with the finance sector primarily
for personal financial matters, such as the disbursement of salaries and other compensation.
Additionally, they may require financial services related to the operations of their respective
departments, including budget requests, expenditure tracking, and financial compliance.

2.5.3 Other Government Sectors

Other government offices in the Woreda represent institutional customers that engage with
the finance sector for a range of financial management services. These offices depend on the
finance sector for the allocation and monitoring of funds, financial audits, and adherence to
regulatory requirements. The effective functioning of these government offices is contingent
upon the finance sector’s ability to provide accurate and timely financial support.

2.5.4 Private Organizations

Private organizations, including businesses, non-governmental organizations (NGOs), and
other private entities, are key external customers of the finance sector. These organizations
interact with the finance sector for various purposes, such as contracting, financial reporting,
and compliance with government regulations. Their engagement is essential for the
economic activities within Gursum Woreda, as they contribute to the local economy.

2.5.5 The General Public (Society)

The society at large, comprising the residents of Gursum Woreda, represents the most
extensive customer base for the finance sector. The general public engages with the sector
for a variety of services, including access to public financial information, and participation
in government financial programs. As the ultimate beneficiaries of the public financial
management system, the society’s satisfaction with the finance sector's services is crucial for
maintaining public trust and ensuring the legitimacy of governmental financial activities.

2.6 Product and Service of Departments in the Sector

The finance sector of Gursum Woreda delivers a comprehensive range of products and
services that are fundamental to the public functioning in the district. These offerings are
designed to support the financial operations of government institutions, ensure compliance
with regulatory frameworks, and facilitate economic activities. The key products and
services provided by the finance sector include:

2.6.1 Budgeting and Financial Planning

The finance sector plays a pivotal role in the preparation, allocation, and management of
budgets for various governmental departments within Gursum Woreda. This service
involves the strategic planning of financial resources to align with government priorities,
ensuring the efficient and equitable distribution of funds to support public services,
infrastructure projects, and community development initiatives.

2.6.2 Financial Reporting

Ensuring transparency and accountability, the finance sector is responsible for the
preparation and dissemination of comprehensive financial reports. These reports detail the
overall financial performance of the district. Additionally, the sector conducts regular audits
to verify compliance with financial regulations and standards, thereby safeguarding the
integrity of public financial management.

2.6.3 Payroll and Compensation Management

The finance sector manages the payroll systems for government employees within Gursum
Woreda, ensuring the accurate and timely disbursement of salaries and wages. This service
also includes the administration of employee benefits and deductions, such as taxes and
social security contributions, thus ensuring compliance with legal requirements and
maintaining employee needs.

2.6.4 Public Financial Information Dissemination

Transparency in financial operations is a cornerstone of good governance. The Gursum
Woreda finance sector provides public access to financial information, including budget
details, financial reports, and expenditure records. This service empowers citizens and
stakeholders with information about how public funds are managed and utilized, fostering
trust and accountability in the government’s financial practices.
2.6.5 Procurement and Expenditure Processing
The finance sector oversees the procurement processes for government offices, ensuring that
the acquisition of goods and services is conducted in a fair, transparent, and cost-effective
manner. This service includes the management of expenditures to prevent overspending and
to ensure that public funds are used efficiently and for their designated purposes, thereby
minimizing the risk of financial mismanagement or fraud.

2.6.6 Support for Development Initiatives

The finance sector is instrumental in supporting various development projects within
Gursum Woreda. This includes the management of funds allocated for critical areas such as
infrastructure, education, health, and social services in the district

2.6.7 Human Resources

While primarily focused on the internal management of the finance sector, this department
plays a crucial role in ensuring that the sector is adequately staffed and that employees are
properly managed. The department handles recruitment, training, performance evaluation,
and other personnel-related matters. Additionally, it manages administrative tasks such as
office logistics, records management, and communication within the sector.

2.6.8. Internal Audit Department

The Internal Audit Department provides independent and objective assessments of the
district's financial operations. Its primary role is to evaluate the effectiveness of internal
controls, risk management, and governance processes within the finance sector. The
department conducts regular audits of financial records, processes, and systems to identify
areas for improvement, prevent fraud, and ensure compliance with legal and regulatory
standards.
CHAPTER THREE: INTERNSHIP EXPERIENCE
3. Job Description
3.1 Assigned Tasks and Responsibilities
During our two-month internship with the Gursum Woreda Finance Sector, we were
assigned to the Property Purchase Department. Our primary role within this department
involved actively participating in the property procurement process, which is a critical
function for ensuring that the various government offices in the district have the necessary
resources to operate efficiently. This responsibility encompassed a series of meticulous
steps, each requiring adherence to governmental regulations and internal procedures to
ensure transparency and accountability. The experience provided us with a deep
understanding of public sector procurement, enhancing our practical skills and broadening
our knowledge of the complexities involved in governmental purchasing.

3.2 The Department We Worked With

3.2.1 The Property Purchase Department
The Property Purchase Department within the Gursum Woreda Finance Sector is a
cornerstone of the district's operational framework. This department is charged with the
acquisition of property and assets that are essential for the functioning of government
offices across the district. Its role is not only to procure these assets but also to ensure that
the procurement process aligns with governmental standards and regulations, thereby
upholding the principles of efficiency, transparency, and accountability. Throughout our
internship, we were deeply involved in activities that contributed to the streamlining of
service delivery, making the operations of the government offices more efficient and
effective. Our work in this department provided us with a firsthand understanding of the
procurement processes and the importance of adhering to regulatory frameworks in the
public sector.
3.3 Goal of the Apprenticeship Position
3.3.1 Objectives and Professional Development
The primary objective of our apprenticeship within the Property Purchase Department was
to equip us with practical experience and hands-on training in public sector procurement,
purchasing, and supply chain management. The specific goals of this apprenticeship were
multifaceted and aimed at providing a comprehensive learning experience that would
prepare us for future careers in the finance sector.
❖​ Understanding Procurement Processes: The apprenticeship was structured to
immerse us in the intricate procurement processes specific to the public finance sector.
This included tasks such as sourcing, vendor selection, contract management, and risk
assessment. By engaging directly with these processes, we gained a thorough
understanding of how procurement decisions are made, the factors that influence these
decisions, and the importance of due diligence in selecting vendors and managing
contracts.
❖​ Developing Purchasing Skills: Through active involvement in the procurement
activities of the department, we acquired essential skills in creating purchase orders,
tracking inventory levels, conducting price comparisons, managing supplier
relationships, and ensuring compliance with financial regulations. These skills are
critical for any professionals aspiring to excel in procurement and supply chain
management, particularly within the public sector where regulatory compliance is
paramount.
❖​ Gaining Organizational Knowledge: The internship provided us with deep insights
into the unique challenges and opportunities within the public finance sector,
particularly those related to purchasing and procurement. We learned about the specific
laws, regulations, and ethical considerations that govern financial transactions in the
public sector, as well as the strategies employed to navigate these challenges effectively.
❖​ Building Professional Networks: One of the key benefits of the internship was the
opportunity to interact with professionals in the finance sector, including purchasing
managers, finance officers, suppliers, and other stakeholders. These interactions were
invaluable for building a professional network that will be beneficial in our future
 careers. Moreover, these relationships provided us with industry-specific insights that
are not easily accessible through formal education alone.
❖​ Enhancing Problem-Solving Skills: The real-world projects we participated in during
the internship helped us develop critical problem-solving skills. We were able to apply
theoretical knowledge to practical situations, enhancing our ability to address complex
issues in purchasing and procurement. This experience has significantly improved our
analytical and decision-making capabilities, which are essential for success in any
professional role within the finance sector.
❖​ Career Development: The overarching goal of the apprenticeship was to prepare us for
future career opportunities within the finance sector’s purchasing department. The
practical experience and skills gained during the internship have not only enhanced our
employability but also positioned us for career advancement in procurement and supply
chain management. We are now better equipped to take on more significant
responsibilities in this field and contribute effectively to the success of any organization
we may work with in the future.

3.4 Tasks and Responsibilities

3.4.1 Responsibilities During the Internship
During our two-month internship in the Property Purchase Department of the Gursum
Woreda Finance Sector, we were entrusted with several critical tasks that were integral to
the department's operations. This period coincided with the commencement of the 2016
annual work cycle, during which the department was actively engaged in procuring the
assets required for the year’s budget. Our key responsibilities included.
❖​ Distribution of Purchase Requirement Forms: One of our primary tasks was to
distribute purchase requirement forms to various government offices within the district.
These forms were used by department heads to list the assets required for the upcoming
fiscal year. We were responsible for ensuring that these forms were delivered in a timely
manner and that they were duly signed and stamped by the respective office heads. This
task required careful coordination and follow-up to ensure that all necessary forms were
completed and returned on schedule.
❖​ Collection of Completed Forms: After distributing the purchase requirement forms, we
were responsible for collecting the completed documents from the various offices. This
task involved active follow-up, particularly in cases where forms were not returned
promptly. Ensuring the timely collection of these forms was crucial for the department to
proceed with the procurement process without delays.
❖​ Receiving Purchase Requests: Another key responsibility was handling purchase request
letters from various government offices. When staff members brought letters requesting
the purchase of specific items, I ensured that these requests were promptly handed over to
the Property Purchase Department for processing. This task required attention to detail and
an understanding of the procurement process to ensure that requests were handled
efficiently and in accordance with departmental procedures.
❖​ Organization of Purchase Needs: We played a pivotal role in organizing and
categorizing the procurement needs of the various government offices. Working closely
with our colleagues, we grouped the purchase requirements into three distinct categories,
or "lots," based on the nature of the items requested.
➢​ Lot 1: Office stationery, including items such as pens, notebooks,
➢​ paper, chalk, pencils, staplers, stapler wires, carbon paper, and binders.
➢​ Lot 2: Cleaning supplies, including items like brooms, soap, and other cleaning
agents. Some items, such as soap, were also provided for personal use by staff.
➢​ Lot 3: Electronic items, such as computers and motorcycles, which were essential
for the day-to-day operations of the government offices.

This categorization was essential for streamlining the procurement process, ensuring that
similar items were grouped together, which in turn facilitated more efficient and transparent
procurement.

Through these tasks, we made significant contributions to the efficiency of the department,
particularly in preparing for the upcoming fiscal year’s procurement activities. Our
involvement in these processes not only enhanced our understanding of public sector
procurement but also provided us with valuable experience in managing the various stages
of the procurement cycle.
3.5 Achievements
3.5.1 Contributions to the Organization
Throughout our internship, we were able to make several notable contributions to the Property
Purchase Department. These contributions were instrumental in enhancing the efficiency and
effectiveness of the department’s operations, particularly during the critical period of preparing for
the annual procurement cycle.
1.​ Efficient Submission of Purchase Forms: We successfully distributed and collected the
property purchase forms from various government offices, ensuring that the department
had all the necessary information to proceed with the annual procurement process. Our
efforts in this regard were recognized by our supervisors, as they significantly reduced
the time required to gather and process the forms.
2.​ Verification of Form Completion: We played a key role in verifying that the forms
were completed correctly and in line with the department’s requirements. This
verification process was essential for ensuring that the procurement process could
proceed smoothly, without the need for repeated follow-ups or corrections. Our attention
to detail in this task was crucial in facilitating a more efficient procurement process.
3.​ Streamlined Organization of Purchase Needs: By categorizing and organizing the
procurement needs into distinct lots, we helped streamline the auctioning process. This
organization was essential for ensuring that similar items were grouped together, which is
crucial for efficient and transparent procurement. Our work in this area contributed to a
more organized and systematic approach to procurement within the department.
4.​ Reduced Staff Workload: Our active participation in the procurement processes helped
reduce the workload of the department’s staff. By taking on key responsibilities, we
enabled the department’s staff to focus on other critical tasks, thereby easing the overall
burden on the department during a particularly busy period. Our contributions in this
regard were acknowledged by our colleagues and supervisors, who appreciated the
support we provided during this time.
3.6 Challenges and Solutions
3.6.1 Challenges Encountered
During our internship, we encountered several challenges that tested our adaptability and
problem-solving skills. These challenges included:

❖​ Familiarization with Office Workers and Officials:​

Initially, it was challenging for us to quickly familiarize ourselves with the office
workers and officials within the various government offices. This unfamiliarity
sometimes hindered our ability to complete tasks efficiently, as we were not always sure
of the proper channels of communication or the specific protocols to follow.
❖​ Periods of Inactivity:​
There were days when there was little to no work available, which led to feelings of
being ignored or underutilized. These periods of inactivity were particularly challenging,
as they made it difficult for us to maintain a sense of purpose and productivity.
❖​ Lack of Recognition by Other Offices:​
Due to our temporary status as interns, we sometimes experienced delays in work, as
employees in other offices were not always aware of our roles or responsibilities. This
lack of recognition sometimes resulted in a slower pace of work or misunderstandings
regarding our tasks.
❖​ Commuting to Work:​
Like other employees, we had to walk to the office every morning and afternoon. While
this was a relatively minor challenge, it was nonetheless a notable part of our daily
routine and required adaptation.

3.6.2 Solutions Implemented

To address these challenges, we implemented several strategies that helped me overcome
the difficulties we encountered during my internship:

➢​ Building Relationships: We made a conscious effort to communicate with our

colleagues and superiors, often spending time with them during breaks over tea and
coffee. These informal interactions helped us build rapport and establish a more
collaborative working environment. Over time, this effort paid off, as we became more
 familiar with the office culture and developed strong working relationships with our
colleagues.
➢​ Utilizing Idle Time Constructively: On days when there was less work, we engaged
with office staff in conversations that provided valuable life experiences and insights.
These interactions not only enhanced our understanding of the workplace culture but also
provided us with additional knowledge and perspectives that were beneficial for our
professional development.
➢​ Seeking Assistance: When visiting other offices, we often went with a colleague from
our department. This approach helped us gain quicker access and recognition, as the
presence of a familiar colleague often facilitated smoother interactions and quicker
responses from the staff in other offices.
➢​ Adapting to Work Routines: We gradually accustomed ourselves to the working hours
and the routine of commuting. Over time, the daily commute became less of a challenge,
and we were able to focus more on our tasks and responsibilities.

3.7 Skills and Knowledge Gained

3.7.1 Skills and Knowledge Acquired During the Internship
Our internship experience in the Property Purchase Department was incredibly enriching,
providing us with a wealth of skills and knowledge that will be invaluable in our future
career. Some of the key skills and knowledge areas we acquired include:

➢​ Time Management:​
We learned the importance of time management and how effectively utilizing time can
significantly contribute to success. Observing the disciplined time management practices
of the finance sector employees inspired us to adopt similar practices in our own work.
This skill will be particularly valuable in our future careers, where managing multiple
tasks and deadlines is a common challenge.
➢​ Teamwork and Cooperation:​
The importance of teamwork and cooperation was evident throughout our internship. We
realized that coordinated efforts lead to more efficient and effective outcomes, as the
completion of tasks often depended on the timely contributions of all team members.
 This experience reinforced the value of collaboration and the need to work harmoniously
with colleagues to achieve common goals.
➢​ Understanding Organizational Norms:​
We gained insights into the unspoken rules and norms that govern workplace behavior.
These organizational norms are crucial in shaping the identity of an organization and play
a key role in onboarding new hires by setting clear expectations for conduct and
performance. Understanding these norms will be beneficial in future roles, as it will help
us navigate workplace dynamics more effectively.

Generally, the skills and knowledge we acquired during this internship have provided us
with a strong foundation for our future career in the finance sector, particularly in
procurement and supply chain management. These experiences have not only enhanced our
professional capabilities but also prepared us to take on more significant responsibilities in
our future career endeavors.
CHAPTER 4: CONCLUSION AND RECOMMENDATION
4.1 Conclusions
The enhancement of purchasing practices within the Gursum Woreda Finance Sector is
crucial for fostering economic development, promoting responsible resource management,
and ensuring transparency and accountability in the allocation of public funds. A holistic
approach that acknowledges the strengths, addresses the weaknesses, leverages the
opportunities, and mitigates the threats associated with current practices is essential. The
implementation of strategic measures can lead to more efficient, ethical, and sustainable
procurement operations, driving positive outcomes for the sector and the broader
community.

At the core of these improvements lies the adherence to principles of transparency,

efficiency, and accountability. The government finance sector must ensure that all
procurement processes align with legal frameworks and ethical standards, fostering fairness,
value for money, and sustainable development within the region. The following key points
are paramount in guiding the sector towards these goals:

4.1.1 Transparency and Fairness

Transparency and fairness are fundamental to building trust within the community and
among stakeholders. A transparent procurement process ensures that all potential suppliers
have an equal opportunity to participate, thereby promoting fair competition. This not only
enhances the credibility of the procurement process but also ensures that the best value for
public funds is achieved. Transparency can be enhanced by openly communicating
procurement opportunities, decisions, and outcomes, which will encourage greater
participation from a diverse range of suppliers.

4.1.2 Compliance and Legal Adherence

Strict adherence to procurement regulations and legislative requirements is essential to
mitigate the risks of corruption, favoritism, or other unethical practices. Procurement
decisions should always be made within the boundaries of the law, with a strong focus on
integrity. This adherence not only protects the procurement process from legal challenges
but also promotes confidence among stakeholders. Compliance should be regularly audited
and enforced through robust internal controls and independent oversight mechanisms to
ensure that all procurement activities are conducted ethically and legally.

4.1.3 Efficient Resource Allocation

Effective resource allocation is critical to maximizing the impact of public spending. This
involves a rigorous assessment of needs, careful planning, and meticulous budgeting to
ensure that resources are used prudently and effectively. By optimizing resource allocation,
the sector can avoid wastage and ensure that public funds are directed towards the most
impactful projects and services. This process should be informed by data-driven insights and
should include regular reviews to adjust for changing circumstances and priorities.

4.1.4 Ethical Supplier Relationships

Building and maintaining ethical relationships with suppliers is crucial for ensuring the
quality and reliability of goods and services provided to the government sector. This
requires a commitment to integrity in all dealings with suppliers, ensuring that they adhere
to ethical guidelines and standards. Ethical supplier relationships contribute to a positive
procurement environment, where trust and mutual respect drive better outcomes for both the
government and suppliers. Regular evaluations and audits of supplier performance and
compliance with ethical standards should be conducted to maintain the integrity of these
relationships.

4.1.5 Capacity Building and Training

Continuous training and capacity-building programs are vital for equipping procurement
officers and other key stakeholders with the necessary expertise to make informed and
effective purchasing decisions. These programs should focus on both the technical aspects
of procurement and the ethical considerations that guide decision-making. By investing in
the professional development of procurement staff, the sector can ensure that it has a
competent and knowledgeable workforce capable of managing complex procurement
processes and responding to emerging challenges.
4.1.6 Technology Integration
The integration of modern technology into procurement processes can significantly enhance
efficiency and transparency. E-procurement systems, for example, can streamline
administrative processes, reduce paperwork, and provide real-time data on procurement
activities. This not only reduces the potential for errors and corruption but also facilitates
smoother documentation and record-keeping. By embracing digital solutions, the sector can
improve the overall management of procurement activities, making it easier to monitor,
evaluate, and optimize processes.

By prioritizing these aspects, the Gursum Woreda Finance Sector can create a procurement
environment that is ethical, transparent, and efficient. This, in turn, will contribute to
improved public service delivery, reduced wastage of public resources, and enhanced trust
from the public and other stakeholders.

4.2 Recommendations
To further enhance purchasing practices within the Gursum Woreda Finance Sector, the
following recommendations are proposed:

4.2.1 Strengthen Compliance and Transparency

Strengthening compliance and transparency in procurement practices is paramount. This can
be achieved by implementing and enforcing stringent procurement laws and regulations.
The development of clear, comprehensive guidelines for procurement activities will provide
a framework for legal and ethical conduct, ensuring that all actions taken during the
procurement process are accountable and transparent. Regular training on compliance
issues, along with periodic audits and public reporting of procurement activities, will further
reinforce a culture of transparency and legal adherence within the sector.

4.2.2 Diversify Supplier Base

To foster healthy competition and ensure access to a diverse range of products and services,
it is important to actively seek to expand the pool of qualified suppliers. This includes
engaging with local businesses, particularly small and medium-sized enterprises (SMEs), to
encourage their participation in the procurement process. Supporting local businesses not
only promotes economic development within the region but also strengthens community ties
and increases stakeholder engagement. Efforts should be made to identify potential suppliers
through outreach programs, workshops, and partnerships with local business associations.

4.2.3 Capacity Building and Training

Investment in continuous professional development is critical for the successful
implementation of modern procurement practices. Training programs should focus on
enhancing the skills and knowledge of procurement professionals, with a particular
emphasis on modern procurement technologies, regulatory updates, and ethical sourcing
practices. Specialized training in areas such as e-procurement, contract management, and
sustainable procurement should be provided to ensure that procurement officers are
equipped to handle the complexities of the procurement process. Regular workshops and
seminars will help to keep staff updated on the latest trends and best practices in the field.

4.2.4 Adopt Procurement Technologies

Adopting advanced procurement technologies is essential for streamlining processes and
enhancing transparency. Procurement management software can automate various
administrative tasks, optimize procurement cycles, and provide real-time data on
procurement activities. The integration of digital solutions for document management,
record-keeping, and reporting will facilitate easier access to procurement data and promote
greater accountability. Moreover, the use of e-procurement systems can reduce the potential
for human error and corruption, while also speeding up the procurement process and
reducing administrative costs.

4.2.5 Sustainable Procurement Initiatives

Sustainable procurement practices should be championed within the sector, with a focus on
sourcing from suppliers who uphold environmentally and socially responsible standards.
This includes considering the environmental impact of procurement decisions, such as the
carbon footprint of products, and prioritizing suppliers who engage in ethical business
practices. By aligning procurement activities with principles of sustainability, the sector can
contribute to broader environmental and social goals, while also promoting responsible
resource utilization.

4.2.6 Strengthen Supplier Relationships

Strong, transparent, and mutually beneficial relationships with suppliers are essential for
effective procurement. This requires open communication, constructive feedback, and
collaboration between the government sector and its suppliers. By fostering long-term
partnerships based on trust and mutual respect, the sector can drive innovation, improve
efficiency, and secure better value for money. Regular meetings and consultations with
suppliers can help to identify areas for improvement and ensure that both parties are aligned
in their goals and expectations.

4.2.7 Monitor and Evaluate Performance

Establishing robust mechanisms for monitoring and evaluating the performance of
purchasing practices is crucial for continuous improvement. This involves defining key
performance indicators (KPIs) such as cost savings, procurement cycle times, supplier
performance, and compliance with regulations. Regular monitoring of these KPIs will
provide valuable insights into the effectiveness of procurement practices and highlight areas
for improvement. Periodic reviews and audits should be conducted to assess the overall
performance of the procurement process and to make data-driven decisions for future
improvements.

By implementing these recommendations, the Gursum Woreda Finance Sector can

significantly enhance the efficiency, transparency, and accountability of its purchasing
practices. This will not only ensure better value for public funds but also contribute to the
overall socioeconomic development of the region, fostering a more sustainable and
equitable future for its citizens.
REFERENCE
❖​ Interview From Purchasing Department Staff
❖​ Interview From Human Resource Department Staff
❖​ Interview From The Organization Head
❖​ From Document Of The Organization
❖​ Other Internship Report