REPORT ON STUDENT INDUSTRIAL WORK
EXPERIENCE SCHEME (SIWES)
CARRIED OUT AT
EBONYI STATE MINISTRY OF COMMERCE AND
INDUSTRY ABAKALIKI
TO THE DEPARTMENT OF BUSINESS EDUCATION
IN PARTIAL FULFILLMENT OF THE
REQUIREMENT FOR
BED 303(SIWES)
I.T. SIWES SUPERVISOR: DR S. A. IGBOKE
DEPARTMENTAL SIWES COORDINATOR: DR. MRS. N. AZIH
EBSU SIWES COORDINATOR: ELDER
PROF. N. AKUMA
INDUSTRY BASED SUPERVISOR: MR. IGWE KENNETH O.
TABLE OF CONTENT
Introduction
Objectives
of SIWES
Establishment
posted to/preliminary report
Brief
History of the Ministry
Organizational
structure of the ministry
Duties
of the departments
Department
deployed and schedule of duties
Experiences
acquired during the programme
Challenges
encountered during the programme
Recommendation
Conclusion
References
INTRODUCTION
The Students Industrial Work
Experience Scheme (SIWES) is a skill training programme designed to prepare and
expose students of the university to the industrial work situation they are
likely to meet after graduation. The need for the establishment of the scheme
arises when there was a growing concern among industrialist that graduated of
institutions of higher learning lacked adequate practical background required
for employment in industries. Thus, the opinion that the theorical education in
the higher institutions was not responsive to the needs of employers of labour.
In
line with the foregoing, SIWES programme was designed to bridge the perceived
gap existing between theory and practice of Engineering and Technology,
Science, Agriculture, Medical, Technical and Vocation Education Programme. So
as to acquaint students with the skills needed in the industries after
graduation.
The programme is funded by the
Federal Government of Nigeria and jointly coordinated by the National
Universities Commission (NUC), Industrial Training Fund (ITF), and the
industries to form part of the approved minimum academic standard in the
various degree programmes for all Nigeria Universities. The programme lasts for
six months that is twenty four weeks in every semester of 300 levels. Before
the commencement of the exercise students are being posted by the institution
or given opportunity to find their place of attachment and the exercise is well
supervised by the institution based supervisors and the industrial training
fund supervisors to make sure the students are punctual in the various
departments/units of attachment.
The programme Students Industrial
Work Experience Scheme (SIWES) offers Business Education students as well as
other participating departments, the opportunity to acquire skills and
experiences in the course of study in any tertiary institutions they find
themselves to enable them work effectively and efficiently in the ministries,
private establishments, government organizations, ministries and also be self
employed after graduation. This makes it necessary for every prospective
students of vocational education to participate in the SIWES programme.
OBJECTIVES OF STUDENT INDUSTRIAL WORK
EXPERIENCE SCHEME (SIWES)
i. Provide
an avenue for students in the university to acquire industrial skills and
experience in their course of study.
ii. To
prepare students for the work situation they are to meet after graduation.
iii. To
expose students to work methods and techniques in handling equipments and
machinery that may not be available in their institutions.
iv. To
provide students with an opportunity to apply their knowledge in real work
situation there by bridging the gap between theory and practical.
v. To
make the transition from school to world of work easier and enhance student’s
contact for later job placement.
vi. To
enlist and strengthen employers involvement in the entire educational process
of preparing university graduates for employment in industry.
ESTABLISHMENT POSTED TO/PRELIMINARY REPORT
We were nine (9) Industrial students
posted to the Ministry of Commerce and Industry, Abakaliki, Ebonyi State to
carry out our industrial training.
On
our arrival at the Ministry of Commerce and Industry, we were asked by the
Public Relation Officer (PRO) to register our names and signed in their
visitor’s register. Therefore, we were taken to the head of Administration (Mr.
Ofia U.O.) for introduction. When we reported to the administration office, we
presented a letter that was given to us by the school to him, and stated
clearly to him. He conducted an interview on us to know our different options
and also to know those that can operate computer. We were told to come back for
a feedback the following day.
On the 2nd day he took us
to the Permanent Secretary for introduction. We were warmly welcomed by the
Permanent Secretary. He collected our posting letter. Thereafter, he gave us
orientation about the ministry and handed us over to the Head of Administration
for further documentations and posting. Out of nine (9) of us three (3) were
deployed to Finance & Account Department, while four (4) were deployed to
Commerce Department, one (1) was deployed to (PRS) Planning Research &
Statistics Department and one (1) was deployed to industry department. I am one
of those three (3) that was deployed to Finance and Account Department.
BRIEF HISTORY OF MINISTRY OF COMMERCE
AND INDUSTRY
The Ministry of Commerce and
Industrial is situated at Ebonyi state Government secretariat complex opposite
unity square, P.M.B. 136.
The ministry was established after
the creation of Ebonyi state on the 1st October 1996 from the old
Enugu and Abia state. The new Ebonyi State Government started through the appointment
of Sole Administrator for the state in the person Commander Walter Aye
Faghabor. The government took off by the establishment of some basic ministries
such as Ministries of Justice, Education, Women Affairs and also Ministry of
Commerce and Industry.
Honorable Commissioner is the
political head of the ministry, and the first honorable commissioner in this
Ministry of Commerce and Industry was Hon Anyim Ude and the present one is Dr
Ifeanyi Ike.
The Ministry of Commerce and
Industry is performing the functions of initiating, developing and implementing
several industries and commercial policies. It is also mandated the
responsibility to cover small and medium scale enterprises as well as
cooperative matters while coordinating export and other commercial activities
in the state.
SCHEDULE OF DUTIES IN DIFFERENT
DEPARTMENTS OF MINISTRY OF COMMERCE AND INDUSTRY
In the ministry of commerce and
industry Abakaliki Ebonyi state, there are seven major departments and sub
units headed by directors/H.O.D and H.O.U’S which includes:
- Administration and Supplies Department:
As the name implies, it deals with the staff welfare, handling of
correspondence both in and out and general services of the office. They are
also in charge of checking the files of the retired staff, promotion and
interview in the office. The department is sub-divided into three units such
as: Personnel Unit, General Duties Unit and Registry Unit.
- Finance and Accounting Department: This
department is responsible for staff salaries, allowances, payment of staff
claims and financial engagement that can be authorized by the permanent
secretary/Hon. Commissioner and give report of it. They also assist all
departments’ heads and elected officials with their budget expenditure and
reports. The department is sub-divided into four units such as: Payroll unit,
Cashier Unit, Internal Audit Unit and General Duties Unit.
-
Cooperative Department: This
department assists in organizing the members of the public into cooperative
societies, so as to avail them the opportunity to benefit from micro-credit
facility, the government is operating. The department is sub-divided into four
units such as: Extension Service Unit, Annual ALC Unit, Legal Statutory Matter
Unit and Revenue CTCS Unit.
- Commerce Department: This department is
in charge of registration of business premises. They also, amongst other
functions, participate in organizing trade fairs both local and international.
Thus, operate with three units headed by the Hou’s. They are: Trade Regulation
Unit, Registration of Business Premises Unit and Trade/Export Promotion Unit.
- Industry Department: This department of
industry supervises companies where the state Government has investments. They
are also in charge of monitoring the State Government Companies that are under
construction and also advise Government on the policy and towards the
establishment of new industries such as creating attractive and conducive
investments environment. It operates three units such as: Sold Mineral Liasion
Unit, Technical Service Unit and Fund for Small Scale Industry Unit.
- Finally, New Department (Funds for Small
and Medium Scale Enterprise Department): This department was added newly
last year ending after the Central Bank of Nigeria (CBN), Abakaliki branch, in
collaboration with the Ministry of Commerce and Industry, Abakaliki mounted a
sensitization workshop on CBN deliverables and products (Grants, loan, etc.).
The Department became one of the departments in the Ministry of Commerce and
Industry Abakaliki making it seven departments.
This
new department deals with the research on development of Entrepreneurial
business (small scale business), feasibility study, training of small and
medium entrepreneurs, information, granting of loans, federal grants and other
forms from international organization.
DEPARTMENT
DEPLOYED AND SCHEDULE OF DUTIES
On the various Departments I
mentioned above, I was posted to the Department of Finance and Accounts headed
by Mr. Igwe K.O. where I carried out the underlined functions.
i. During
the period of my attachment I complied with office records and update the
files.
ii. I
sometimes reproduce and update many letters already typed that was sent to
other department/establishment as the need be.
iii. Sorting
and distributing incoming mails and organize out going mails.
iv. Attending
to inquires and providing necessary information to the visitors.
v. I
also assisted the senior clerical officer and other staff in the administrative
function.
PROBLEMS IN THE OFFICE
IRREGULARITIES: This means being contrary to rules or to what is
normal. It is also anything outside the norms in the office.
CAUSES OF IRREGULARITIES
i. Human errors
ii. Abuse of authority
iii. System and control breakdown
iv. Management exception
1. Cash Handling: What is cash? Cash is money in coins, cheques or
other document that can be converted to unit.
CASHERY ACTIVITIES
- Receiving cash
- Issuing receipts
- Paying out money
- Recording and analyzing
information
- Vouchers and financial documents
2. Balancing the Cash
Document
i. Cash summary
ii. Safe
guarding cash
iii.
In location &
corrections
iv. Planning
for security and communicating to HOD Account.
QUALITIES OF A GOOD CASHER
1. Moral uprightness
2. Integrity and honesty
3. Uncompromising dedication to duty
4. Hardworking
5. Ability to work under pressure
6. Sharp memory
7. Use of initiatives
8. Discipline and courtesy
9. Pro – active
10. Willingness to advance, update the
financial record
11. Showing first dynamic impression in
appearance
ETHICS OF ACCOUNTING PERSONNEL’S
These
are the moral principles or rules that govern or influence someone’s behaviour
as an accountant.
PROFESSIONAL ETHICS
1. Secrecy
2. Avoidance of the use of abusive
language
3. Sustaining trust or confidence
4. Proper dressing & decency
5. Courtesy to response
6. Tactful in handling issues
7. Inter – personal skill
8. Avoid unethical conduct like drinking
anyhow in the public
9. Loyal to authority
10. Being very careful on cash movement
DEPARTMENT
OF ACCOUNT’S ORGANOGRAM
HOD Fin & Accts
¯
® Internal Audit
Payroll
¯
Cashier
¯
Corp members ------ A/c clerk & messenger ---------- I T student
The
permanent secretary is the first in the flow at authority because he is the one
that approves any financial record in the ministry. And he is followed by HOD
who is the accountant of the ministry and the internal auditor who is the one
that goes through all the financial record to make sure it corresponds to the
amount allocated to the ministry. Next is the payroll officer and the cashier.
EXPERIENCE ACQUIRED DURING THE PROGRAMME
This training is an added advantage
to my career as a secretarial student. I can now receive mails, register them
and dispatch them to the appropriate office. I learn how to retrieve
files/mails from the file cabinet/steel cabinet, I proved upon my typing speed
with the opportunity accorded me in the department. I learn how to duplicate a
typed document using the photocopying machine and also how to make use of
letter headed paper in printing out already typed letter.
I was exposed to materials used for
working in Finance & Accounts Department. This material includes:
- Cash book
- Budget book
- Claim form
- Personal Emoluments Record form
- Other payment/payment voucher
I
was exposed to a book known as Cash Book
which is called TREASURY CASH BOOK. It has 20 columns and the columns are
divided into two sides: Debit and Credit side.
I was exposed to another book known
as Budget Book. This book contains
the names of all the staff and their annual salary under each department in the
ministry.
There
are (2) two types of Budget in the Government:
- Capital budget: It fund is made for
roads building while
- Current
budget: It fund is made for the staff spends on motor vehicle like fuel
payment.
I was exposed to another book known
as Claim Form. It is a form filled
by an individual for a particular activities performed in the government office
in order to claim a certain allowances. Example; night duty allowance, overtime
allowance and Annual year allowance. This claim form describes for activities
perform which tells the government about the expenditure in order to get the
allowance.
Also, I was exposed to Payment Voucher which is used in the government office to make
payment in form of contract or supply. It has a department head where you will
write the name of the ministry. It also has a departmental number which is the
number of the voucher. It has paying station where the voucher is made. It also
has payee full name and Address, Sub Head is also there where you will write
the code given to the head. Note that every expenditure made in the civil
service must be done through the voucher and also the signature of the
receiver. G W means General Warrant,
it is written at the financial Authority inside the payment voucher. PGW means Provisional General Warrant;
it is vouchers that have not been received.
Finally, I was exposed to a book known as personal Emoluments Records form. P.E.
is a form very important to payroll. It is basically used for salary
payment/pension payment. It is being arranged from month of January to December
i.e. yearly. It contains basic salary taxable, amount for the month, Gross
payment and net payment. Therefore, it is updated individually every month for
the salary. I learnt how to prepare this personal Emoluments form.
CHALLENGES ENCOUNTERED DURING THE
PROGRAMME
Despite
the knowledge, experience and exposures acquire during the programme, there are
challenges and problems encountered:
1. INADEQUATE
EQUIPMENT: It is expected that
students should be posted to a well equipped organization where they can
acquire expected competency. But on the contrary in the ministry of commerce
and industry, I begged to use the computer system which is the only equipment
available in the ministry, but it was never available to my use.
2. FINANCIAL
PROBLEM: During the programme I
encountered financial problem, the student find it difficult to provide
transport fare every day because there was no financial assistances from
anywhere and this made me at times let go off certain things so as to endure
that, yet I attend work every day.
3. REJECTION: This is a common problem student suffered during
placement. On our arrival to the ministry, we were told that the ministry had
stopped receiving students on industrial training, but after sometimes of
pleading, we were accepted.
RECOMMENDATION
Despite
the great Job that SIWES is doing, there are still some areas requiring
attention for effective acquisition of skill which is the main aim of SIWES.
They include the following:
i. There
should be an agreement between the institution and the ministries because some
times the students are being rejected because the establishment where they have
being posted are not aware of their coming.
ii. The
institution should ensure that students are posted to the establishment where
expected standard of experience can be achieved.
iii. Finally,
supervision should be done on regular basis, this will help increase the
consciousness and commitments of student’s interest about the work since the
supervisor could visit at anytime, and this could also help the student by
confiding in his lecturer about his challenges in the work place, and with
proper advice, he will be encouraged to put in his best.
CONCLUIONS
The Student Industrial Work
Experience Scheme (SIWES) had not only exposed me to the globe, it has exposed
me to various office documents such as cash book, payment voucher, photocopying
machine, stapling machine, file cabinet, computer etc. which made it easier for
me to carry out what I had learnt in school practically.
The programme has also exposed me to
the procedures of handling incoming and outgoing mails in an office. It exposed
me to great people in the society and thereby helping to overcome inferiority
complex and harassing my desire to be great and possibly greater.
The individual training programme
has widened my understanding of real work situation and I am happy that I have
undergone such a programme.
REFERENCES
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B.E. (2009). lecture note on job placement in Business
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(1996). SIWES job specification Enugu udo and partners.
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B.O. (1996). office management in Nigeria Baloz
published INC Owerri Nigeria.
Azuka,
E.B, Kano, I.N. and Nwosu, B.N. (2006). foundation of
Business Education in Nigeria
Datanord Publication, Oko
and Aba.
Azubuike,
R.N.(2004). Enployment conditions and Job
satisfaction of business
educationteachers in Anambra
State. UNN:Published ph.D.thesis.
Kotter,
P. and Ketter, K.L.(2006). Marketing Management
(twelfth edition). India:prentice
hall.
Agwu,
S.N.(2005). Strategies for teaching the arts and social
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