THE LOCAL GOVERNMENT TRAINING INSTITUTE (LGTI)
PROGRAM NAME: Basic Technical Certificate in Human Resource Management
Field Attachment Conducted at City Council of Dodoma
By
JANE MGOLE BUNINI
FIELD REPORT
Field Station: CITY COUNCIL OF DODODMA
Student’s Name: JANE MGOLE BUNINI
Signature: .............................. Date: ....................................
Program: BASIC TECHNICIAN CERTIFICATE IN HUMAN RESOURE
MANAGEMENT
Supervisor’s Name: ...........................................................................
Signature: .............................. Date: ...................................
DECLARATION
I, Jane Mgole Bunini, declare that, this Field Attachment Report is my original work and
has not been submitted for any Degrees, Diploma, Certificate or any other similar
awards elsewhere.
Signature: ………………………………………….
Date: ……………………………………………….
ACKNOWLEDGEMENT
The accomplishment of this study has been supported by different people and
institutions.
Special thanks to Almighty God above the earth that created the Universe and all
creatures in it,
I would like to extend my indispensable gratitude to him who gave strength, wisdom,
health and guidance during the whole time of writing this Report.
I would like to express my gratitude to my college for providing an opportunity for the
Practical Training and resource personnel who guided me in writing the Field Report,
and special thanks to my external supervisor I thank him for his guidance towards
writing my field Report.
I’m also grateful to The City Council of Dodoma and its staff members including my
internal supervisor Mr. Ibrahim Issa for his valuable guidance, financial assistance and
commitments, support and encouragement from beginning to the end of my Practical
Training.
ABSTRACT
This report includes the tasks and duties performed at The City Council of Dodoma for
the period approximately one month started from 20th February to the date of 24th March
2023
The report is written according to the guidelines for the field provided by the local
Government Training Institute (LGTI) whereby each chapter is concisely written and
covers valuable contents as per field work guidelines. The tasks and duties described in
this report are based on core set of values, valid information and I believe that I have
become more effective and I have developed an approach that I can call my own. To be
precise, my approach incorporates much of what I have learned from Dodoma City
Council.
This report mainly explains main work which I performed under Human Resource
Department including preparing PSSSF claims form of retired employees, preparing
staff leave letter and leave roster on time, filling retirement benefit claims of retiring
employees within the council and responding to claims that customers had complained
as well.
The most things I gained during my field placement is not only getting to know how to
apply knowledge but also how to interact with people of different sex and age in the
working environment. Another thing is hard working whereby I used to work for eight
hours effectively chiefly at Human Resource Department and this taught me to be self-
committed to my work and try to arrange my own time table
The big challenge is about the things that I faced during the field placement including
having to serve multiple customers at the same time and being time-pressed to give
response when I do not have one, another challenge is the time used for field work to be
insufficient that I did not have much time me because I took a shot time doing certain
tasks in order to fill my log book.
TABLE OF CONTENT
DECLARATION.............................................................................................................................
ACKNOWLEDGEMENT...............................................................................................................
ABSTRACT....................................................................................................................................
TABLE OF CONTENT...................................................................................................................
LIST OF FIGURE...........................................................................................................................
LIST OF ABBREVIATION............................................................................................................
CHAPTER ONE............................................................................................................................
BACKGROUND...........................................................................................................................
1.1 Introduction.....................................................................................................................
1.2 Description of the study area...............................................................................................
Objective /Functions and Organizations’ Chart........................................................................
1.3 Field Training Objectives....................................................................................................
CHAPTER TWO...........................................................................................................................
SOCIAL ECONOMIC ACTIVITIES OF THE STUDY AREA..................................................
2.1 Social services.....................................................................................................................
2.2 Economic Activities.............................................................................................................
2.3 Population Characteristic.....................................................................................................
CHAPTER THREE.......................................................................................................................
ACTIVITIES UNDERTAKEN AND OBSERVATIONS............................................................
3.1 Activities Undertaken..........................................................................................................
3.2 Observations........................................................................................................................
3.3 Challenges Encountered......................................................................................................
3.4 Solution................................................................................................................................
CHAPTER FOUR.........................................................................................................................
CONCLUSION AND RECCOMDATION...................................................................................
4.1 Conclusion...........................................................................................................................
4.2 Recommendations................................................................................................................
REFERENCES..............................................................................................................................
LIST OF FIGURES
Figure 1: Organisation structure of DCC.......................................................................................
LIST OF ABBREVIATION
DDC Dodoma City Council
LGTI The Local Government Training Institute
PSSSF Public Service Social Security Fund
CHAPTER ONE
BACKGROUND
1.1 Introduction
This field practical training conducted in City Council of Dodoma based on the
following objectives: - to offer the specialized skills needed for exploiting the existing
skills potentials in a profitable and sustainable way, to generate a national manpower
base for sustaining the HRM training from primary to tertiary level, to generate
technically sound manpower to manage HRM activities in government institutions, non-
government and private enterprises. Then below is the briefing of what student has done,
challenge, solution, lesson learnt, and briefly of the organization that student undertakes
the field practical training,
1.2 Description of the study area
Dodoma municipal is traced back to 1973 when it was declared the national capital
under presidential decree No. 320 of 1973.since then, series of successful events have
followed in 1980 Dodoma municipality was established in 1995 the government shifted
parliamentary activities to Dodoma and has recently declared the town to be a centre of
education.
The five years rolling strategic plan II(FYRSP) for the Dodoma municipal council
defines the future direction of the council for the period 2017/18-2020/22 and the
strategies, activities and resources needed to realize the vision and mission. It is based
on a systematic assessment of the existing situation and was developed through a highly
participatory process involving all key stakeholders.
The Reform Programme at Dodoma City Council
The government of Tanzania is committed to provide quality and responsive services to
its citizens. Through the local government system, it is providing the services via a total
of 133 local government authorities (LGAs). Against this background, the Government,
in 1996, prepared and is implementing the local Government Reform agenda whose
mission is to strengthen the democratically elected, autonomous local government
authorities to deliver services according to locally defined needs, within the set national
policy and legal framework.
Geographical Location
Dodoma City is located in the middle of the country. It is boarded by Chamwino district
in the East and Bahi district in the west. It lies between latitudes 6.00˚ and 6.30˚ south,
and longitude 35.30˚ and 36.02˚ East. It is 456˚ kms to Dar es salaam and 426˚ kms to
Arusha.
Administration Set Up
Dodoma City is administratively divided into one parliamentary constituency, 4
division, 41wards, 18villages, 170 streets and89 hamlets.
Vision and Mission Statement of the Organization
Vision statement
The vision statement for Dodoma City Council is
To be modern city this has a community with better and suitable living standards.
To be the best council in the country this cares for its people through improvement
of economic and social services.
The mission statement for the Dodoma City Ccouncil is.
In collaboration with central Government and development stakeholders the council
shall ensure the use of opportunities and available resources to provides sustainable and
quality services to the community while observing the principles of good governance.
Objective /Functions and Organizations’ Chart
The function of the Dodoma City council reads as follows:
a) Provide good service in participatory and good governance in order to eradicate
poverty
b) Maintain and promote peace and order within its boundaries.
c) Improve and maintain social welfare within City as per national policy
d) Improve social welfare and economic development to all people within its
boundaries.
e) Ensure the implementation of policies, laws and regulations.
f) Ensure and facilitate the transfer of the capital city from Dar es salaam to
Dodoma
g) According to section 113 chapter and section 60(1) chapter 288 of the
constitution of the united republic of Tanzania.
h) Management of natural resources and environment sustained
i) Improve emergency and disaster management
j) Increase quantity and quality of social services
ORGANIZATION STRUCTURE
FULL COUNCIL
CITY DIRECTOR
INTE TECHNOLOGY
LEG PROCURE
AL
RNAL INFORMATION, ELECTION
AUDI COMMUNICATI MENT
T ON, AND
AD PLAN HEA FINA PRIM SECO WAT AGRIC LIVE TOWN COMMU WOR CLEA
MIN NING, NCE ARY NDAR ULTUR STO PLANN NITY KS NING
LTH ER
STR STATI AND EDUC Y E, CK ING DEV., AND AND
AND
ATIO STICS IRRIGA SOCIAL
N AND
AND MONI
TRAN PLANN CUR REVE ACAD ACAD DESI AGRI LIVES LAND COM ROA CLEA
H/ STATIS PRE PRE LOGI LOGI INFR IRRIG FISHE TOW SOCI BUIL LAW
ADMI FINA ADUL OPERA COOPE EVALU GEN ELECT ENVIR
TRAD SURVE YOUT FIRE INSPE
Y AND
MAP
FORE
NATU
GAM
Figure 1: Organisation structure of DCC
1.3 Field Training Objectives
i. Offer the specialized skills needed for exploiting the existing skills potentials in a
profitable and sustainable way.
ii. Generate a national manpower base for sustaining the HRM training from
primary to tertiary level
iii. Generate technically sound manpower to manage HRM activities in government
institutions, non-government and private enterprises
iv. Create a foundation for self-employment
CHAPTER TWO
SOCIAL ECONOMIC ACTIVITIES OF THE STUDY AREA
2.1 Social services
Education sector
Primary Education Dodoma City Council has 122 Primary Schools. Among them 93 are
public owned Schools and 29 private owned Schools. The tables below show number of
Pupils and Teachers by sex for Public and Private owned Schools as well as buildings
and furniture.
Secondary Education, Dodoma Council has 55 Secondary Schools of which 37 are
Public/community owned and 18 Private Schools. Among them there are 11 A level
Secondary schools where by 4 are public and boarding schools (Bihawana, Msalato,
Dodoma and Hombolo) and 7 are private schools
Environmental issues
Dodoma City like other Councils forming Dodoma region of Central Tanzania, faces the
problem of environmental degradation or reduced production capacity of the
environment. This found to be the outcome of deforestation which is experienced in
Mpunguzi and Mbabala wards. The result of this problem has been the declining soil
fertility, reduction in number of tree species and soil erosion. Results from survey
carried in the Council in 2006 indicated that more than 70% of the surveyed households
in Mpunguzi and Mbabala wards, where deforestation was found to be a serious
problem, expressed their concern on declining soil fertility in the area, declining number
of tree species and declining area under natural forest.
Health Services
Dodoma City status of availability of trace medicines is above 85% and this is partly due
to government effort to increase ceiling of medicine and use procurement of missing
medical items using available source such as Community Health Funds reimbursement
funds.
2.2 Economic Activities
Minerals
Several minerals are available in this Council. Those minerals are gypsum, gold and salt.
These mining activities include extraction of building materials such as stone, gravels,
aggregates and sand. Small-scale miners do these activities manually. The most common
mineral exploitation is based potentially on sand and quarries material, the latter is
exploited at Nyankali area and both are used as building materials. Granite material is
also present is some part and in all cases the exploitation is done by artisan miners at a
small scale.
Fisheries
Fisheries activities take place in Hombolo dam and fishing is done at a small scale by
artisanal fishermen for the purpose of food and earning of income, fish products from
the dam are not only consumed by the neighboring villages of Hombolo, Ipala, and
Zepisa but are also exported to the external markets including the neighboring
Chamwino District.
Forestry
Dodoma City council and DONET are making efforts to ensure environmental
protection and conservation. This is done through a forestation and reforestation
practices which involve tree planting.
Wild Life
Dodoma city has no potential wild life resources, though a small number of wild animals
are found such as lesser Kudu, Dikidik, Bush pig, common Dukes, Impala, Birds and
reptiles. Conservation of wild life is done locally though we expect to provide
conservation education to the local people who live in rural areas where the wild animals
are found.
Bee-keeping
Bee-keeping activities are done purposely for the production of honey and wax. For
instance, in year 2019, total of 75,000 kilograms of honey worth Tanzania shillings
37,500,000 were produced.
Agriculture
Agricultural activities are conducted in all 21 wards of the Council. Major food crops are
Millet, Sorghum, Maize, Cowpeas and bambara nuts, other food crops include maize,
sweet potatoes, paddy, green grams and pigeon peas. Major cash crops are grapes,
sunflower, simsim and groundnuts etc. Major vegetables are tomatoes, hot/sweet
peppers, Chinese cabbages, egg plants, amaranthus, African eggplant and cucumber.
Fruits include pawpaw, oranges, mangoes, guava and passion fruits, avocado and wild
fruits. Taking into consideration of the agro ecological zones and the issues of climate
change, the City Council promotes the cultivation of drought resistant crops especially
bulrush millet, sorghum and cassava.
Livestock Keeping
Livestock keeping is another important sector in which people depend on for their
livelihood such as cows, goats, sheep, and chickens.
Industries
Industries activities that are taking place are small-scale industries that including 8
industries of refined cooking oils and one industry of making chalks. Availability of data
concerning productions in sector was very difficult to be obtained due to lack of records
keeping at City council.
2.3 Population Characteristic
Dodoma City had an average population density of 50 person per sq. km in 2012 and
was considered to be moderately densely populated in Tanzania Mainland. It is projected
that by the year 2022 Dodoma Region will have a total population of about 2,642,287
and an average population density of 60 people per square kilometer. The Region by its
size is not considered to have land pressure.
CHAPTER THREE
ACTIVITIES UNDERTAKEN AND OBSERVATIONS
3.1 Activities Undertaken
a) Orientation to task that student has to undertake
b) To prepare staff leave letter and leave roster on time
c) Filling retirement benefit claims of retiring employees within the council
d) To prepare PSSSF claim form of retired employees
e) To provide office registry and office records to my subordinates
f) Responding to claims that customers had complained
g) To fill employees maternity leave form of employees
h) To prepare and fill employees PSSSF maternity compensations
i) To prepare withdraw benefits claims
3.2 Observations
Clear communication skills mean speaking without jargon, it its terminology specific to
the organization, and listening skills, its facts that sometime Student faced the same
problem 15-to -20 per day, it was imperative Student listened each person and each
query as from what Student experienced and learned, a problem students be common,
but that does not mean that’s this customer’s problem, thus assumption was not a way of
handling customer complaints hence Student made improvement of listening skills in
different ways like, staying focus, asking a questions, to avoid interruptions and to
avoid assumptions and repetition of key facts and to write down important facts.
The importance of helping upset customers, this was regardless whether Student felt
responsible or not for the problem, Student was always wise to deal politely and
promptly with upset or angry customer by communicating politely and find solution, a
customer pleased with how Student managed the problem might reverse their view and
gave positive to my supervisor that is why we say “The customer is always right”
Student learned to empathize with customers, empathy is ability to understand how the
customer is feeling and where they are coming from. When. Student listened to the
customers Student tried to see the problem through their eyes and imagined how it make
them feel, this was more important because the customer was receptive once they fell to
understand by me also it de-escalated a conflict and created a more enjoyable interaction
with Dodoma City Council.
Student learned to know location of registered files and their care, and how to draft
documents working papers and concurrence copies will be handed and who will be
responsible for maintaining the record copy (record custodian) and non-record materials
such as convenience copies need to be maintained separately from records in a
“centralized” at individual work station.
3.3 Challenges Encountered
Having to serve multiple customers at the same time and being time-pressed to give
response when student do not have one.
Managing multiple customers was one of the problems Student encountered and it was a
quite challenge per se, this is due to the fact that some customers prefer and look for an
immediate response to their questions.
Customer complaints
As part of serving customers, complaints are inevitable and it is paramount important to
handle them so that to make customers satisfied and it is possible to ask them explaining
their issues and to solve them.
Difficulty inventorying and tracking files
Keeping track of files matters, files in boxes is difficult, thus the file creation process
need to be simple as it helped me to use it properly as Student was instructed during
orientation day at Registry Office.
3.4 Solution
Solution, student best tip for overcoming serving multiple customers as a challenge was
learning to take a pause correctly and time Student needed to find a response to
customers questions or to find solutions to their problems, it is not big deal.
The best and nearly all, customer complaints can be handled by listening and
understanding what customer need, to apologize and recognize that the mistake has been
made so that to make customers satisfied and once they asked their issue and to be
solved.
The properly use of inventory helped me finding solution on identifying which records
could to be immediate available in the event of an emergency (vital record) an inventory
helped me to identify which materials:
Record
Reference materials (non records)
Personal papers (non records)
Extra copies of documents, publications and forms (non records)
CHAPTER FOUR
CONCLUSION AND RECOMENDATION
4.1 Conclusion
After gaining through a lot of experience and exposure of the working environment and
work itself, The City Council of Dodoma has been a great foundation to build up my
skills and upgrade my knowledge. The Human Resource Department Office has done all
student could avail for my successful competition. To such extent, this placement has
been a capacity build up in terms of work efficiency.
The work however needed enthusiasm, as at times manual work place hence capacity
and energy played a big role. A lot has been learned by practice from theory part back at
campus hence the placement has been worth in terms of skills and knowledge
acquisition.
4.2 Recommendations
To Dodoma City Council
Facilitation; The management of Dodoma City Council should buy more facilities like
computers so that to enable smooth running of the company’s activities and respond to
dynamic competition environment, this technological advancement will enable the
organization to change from manual to computerized methods of processing documents
and proper record keeping.
Allowances; The organization (Dodoma City Council) should give allowances to field
students most especially transport allowances to cater for transport costs most students
stay far from field placement places.
Should enable students to continue with internship programs, this is because it helps
to prepare the students for their careers in future and also enable them to practice
theoretically as it develops them and understanding work ethics, employment demands,
responsibilities and opportunities practically.
The Local Government Training Student Institute
Change field training period, the institute should at least adjust on the period
students go for field training, the period should be adjusted from four weeks to
eight weeks, thus the students will be able to practice their training practically
and mastering what they have been trained during field training.
Constant supervision of students, the field training recommends the institute to carry
out constant supervision and monitoring of students during the Field Training so as to
encourage them to perform duties fully and also accurately. This will also put a close
link between academic supervisor’s field supervisors so as to foster appropriate
assessment of what is done in the field training.
REFERENCES
www.dodomamc.go.tz
www.cda.go.tz
