MAKERERE UNIVERSITY BUSINESS SCHOOL

AN INTERNSHIP REPORT CARRIED OUT AT INDUSTRIAL DIVISION LOCAL

GOVERNMENT COUNCIL MBALE DISTRICT

UGANDA

BY

. MUKAMBA ABRAHAM

REG NO.ICTU1010360

ACADEMIC SUPERVISER
OKALANY PETER

AN INTERNSHIP ATTACHMENT REPORT SUBMITTED TO THE FACULTY OF

DISTANCE AND VOCATIONAL EDUCATION IN PARTIAL, FULFILLMENT
FOR THE REQUIREMENT OF THE AWARD OF -
A BACHALORS DEGREE IN BUSINESS
ADMINISTRATION OF MAKERERE

UNIVERSITY
BUSINESS SCHOOL
AND
ICT
UNIVERSITY
CAMEROON

MARCH 2017
 DECLARATION
IMUKAMBA ABRAHAM declare that this field attachment report is my original work and has
never been submitted to any institution for any academic award.
 Approval
This is to certify that this internship report is the personal work of Mukamba Abraham for
internship exercise he under took at industrial division local government council Mbale
municipality under our supervision and now is ready for submission

[Link] PETER
(Academic supervisor)
 DEDICATION
This work is dedicated to my late father Mukamba George and my lovely mother Alukudo
Florence, my brothers Angura Sam, Sisika Isaac, Sisters Namakanda Sarah, Nyadoi Jenifer and
all my friends.

Lalso dedicate this work to the entire staff

of MUBS especially my supervisor Mr. Okalany peter
and the staff of industrial Division.

May the Almighty God reward all of you abundantly?

I wish to show my appreciation towards my parents, the late Mukamba George and my mother
Alukudo Florence for showing me the right path of education and supporting me financially and
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smwgmflflmlfinnwwmmmwmwmmmm
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this work was completed. R

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skills and to ensure that T complete my int p exercise anc

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Lastly, thank fellow internees for the help and willingness to support me complete the internship
exercise
.I love you all
 LIST OF ABBREVIATION

CDO Community Development Officer

FAL Factional Adult Literacy
IDLGC Industrial Division Local Government Council
MUBS Makerere University Business School

MMC Mbale Mmmwfilmifmynmi'l

PWDs 3 mww%flx%mfim
LGDP

WDP

LC (111

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1

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R.O

NGOs

SATC

SWOT

CDD

CBO

DISO District Internal Security Officer

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MUBS Makerere Business School

UPE Universal primary Education

USE Universal Secondary Education

URA Uganda Revenue Authority

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NGO Non Government Organisation

SATC Senior Assistant

MMC Mbale Municipal Council

ICTU Information Communication Technology University

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 TABLE OF CONTENTS

Declaration
Approval.

Dedication.
Acknowledgment

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BAckigrotnd of the‘intermsip: e o 0o i S 2 R R SR 1
Objeciives of thie fisld aftachmient.. /.5, 5 s b TR B|
Back ground of the organization. A
Name of the organization................... ssoasEaas R e O B R S Y2

Type of the organization..

RT e o it S L G i s 2
The organization Vision.

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Goals ofthe organization

Objectives of the organization

DRI O TEERYEESnoumemoooanassaseanacsensnanniamioonana00a0a000000a660003aaaI000aoHaRaSI00TARON00 3

The organization structure.

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 CHAPTER TWO

Introduction. . THLVLAAE AL TYTt

Department assigned to by the internee....

Activities carried out by the internee in the finance department...........[Link]. 6

CHAPTER TH]

Introduction. .
Lessons learnt duting the internship training at Industrial Division
The intern’s expetience acquired during the internship training..

The skills acquired during the internship training.............................L

CHAPTER FOUR

Tt
el rRAOs MR SOOI s )i HECVA VIBC RS SR ARIS DR M (R LU s de o el 13
Organizational challenges: ... il o b ol it s o e s o e e T 13

Community challenges

Personal challenges

Introdliction, s Muskisti et pd st v ok el ol o it el st LE (e s SRR e el v Rt s LTS b VRGN 15

Organisation recommendations
University recommendations.
T OTICILISTON s o R b e s P il e AN L S T s ol A T A R e 16

R T I St ) ot e o b P 1 S bR A BB B a CE A B S F A E R PR . 17
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Appendices
I: internship placement letter
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 ABSTRACT
Internship training is essential for the award of a bachelor’s degree in business administration at
Makerere University Business School and ICT University. It aims at equipping students with
practical skills and giving them opportunity to apply their theoretical knowledge practically
through exposure to different administrative challenges and solutions from the attachment.

Field work was conducted within 10 weeks. Its objectives were to equip the learner with skills
and interpret theories into practical. It consisted ofthe following;

Chapter one consists of the background information, organization structure mission, goal

objectives policies. programmes, findings among others

Chapter two consists of presentation of activities performed at the organization like posting of
source document into the revenue register, analyzing the revenue register, posting receipts into
the cashbook, posting the abstract of revenue into a ledger book, analyzing the cashbook, writing
down cleared payments of property rates and ground rent by different clients, entering payments
oftrading license from the year 2013 to 2014 in to the computer.

Chapter three consist of lessons learnt like how to analyze and balance off the books of accounts,
learnt how to post source documents (receipts) into the cashbook, abstract of revenue and
revenue register by recording figures into the books of account and how to make an internship
report, experience obtained like Timg management, Responsiveness, Teamwork, Coordination
experience

And skills like computer skills, managerial skills, and analytical skills got from the organization

Chapter four consists of challenges of the organization Work related challenges Personal
challenges Community challenges

Chapter five consists of conclusion and recommendation

 CHAPTER ONE

INTRODUCTION
INTRODUCTION

This report is as result of my attachment as an internee to the Industrial Division Local

Government Council in Mbale Municipal Council.

This chapter focuses on the organization under study, name of the organization, ownership,
nature and type of business, location details, management structure, and mission.

Background of internship

Field attachment is defined in Makerere university business school approved guideline for
field attached as the field based practical wark carried out by staff and students for the
purpose of teaching or research in places outside the university is responsible for the
necessary staff, students and other exposed to their activities. It is therefore a requirement
where by all taught units make and have arrangements for their study programs to experience
the real life of work. This is hopped to help students relate academic programs they study to
actual work settings and appreciate their applicability.

Objectives of the field attachments

# To enhance and strengthen linkages between Makerere university business school and
various stake holders
To develop student understanding of work ethics, employment demand , responsibilities
and opportunities
To provide an opportunity for students to interact with the stakeholders and potential
employers to appreciate field situations that will generate information for curricula
review and improvement.
To provide an opportunity to students to apply the principles and techniques theoretically
learnt into real life problem solving situations
To enable students get hands on experience real life situation they ‘are expected to work
in when they graduate
 Background of the organization
Industrial Division Local Government Council is a government organization which derives
its legal existence and statue from the local government Act of I July 1997 section 24which
creates Division Councils to act as local government arms,
il Name of organization

The name of the organization is Industrial Division Local Government Council (IDLGC) and
it gets funds from Mbale Municipality. it was created in 1997 during the implementation of
decentralization and the name division is derived from the industries located in her area of
Jurisdiction.

1.2.2 Type of organization

Industrial Division Local Government Council is a government organization which was put
in place with an aim of bringing services nearer to the people
by the decentralized exercise.

1.2.3 Location of the organization

Industrial Division Local Government Council is one of the three Mbale Municipality
Division Councils. It is situated 42km North of Tororo Town, 55km South of Kapchorwa
Town, 57km East of Pallisa Town and 56km South-Eastern
of Kumi Town.
The Division is
bound to North Nabuyonga River (o the railway, South-West by Nashibiso River and to the
South
by Napwoli River to the East. It is bound by Tororo road, independence Avenue and
Republic Street.

1.2.4 The OrganisationVision

To create a wealthy decision of healthy and enterprising
citizens.

1.2.5 The Organisation Mission

To provide best services which focus on national and local priorities to improve on the
quality of life of the community in Industrial Division and Municipality as a whole.
 1.2.6 Goals of the Organization
< To promote UPE/USE and FAL programs.
To improve public infrastructure like access roads.
B3

< To improve local revenue collections.

<» Quality and accessible communication.
< Quality and accessible health services.
< Clean and safe water accessibility.
< To expand sustainable social and environment service to carter for urban population
1 growth.
<+ Conservation of environment, promotion of gender and reduction of HIV/AIDS
prevalence.

1.2.7 Objectives of the Organizations

<+ To increase levels of basic education through UPE/USE and FAL programs.
<+ To promote and strengthen the Division communication, coordination and supervisory
procedures.
< To identify the revenue sources and collect efficient revenue to ensure that service
delivery standards are uplifted.
To equip farmers with modern farming techniques so as to improve on the household
<

: incomes through NAADS program and eradicate extreme poverty by 2040.

To improve and increase accessibility of health services. :
RS

To identify development challenges facing the Division,

To project development budgets.
DX

To improve the social, economic and environmental welfare of communities.

1.3 Importance of the field work

% To develop student understanding of work ethics, employment demand , responsibilities
and opportunities
+ To provide an opportunity to students to apply the principles and techniques theoretically
i learnt into real life problem solving situations ey
1.3 The organizational structure

‘LOCAL COUNCIL CHAIRPERSON 111

Senior Assistant SPEAKER

Town Clark

l DEPUTY SPEAKER

FINANCE HEALTH COMMUNITY

DEPARTMENT DEPARTMENT DEPARTMENT

VICE SPEAKER

ACCOUNTANT HEALTH KB
ASSISTANT COMMUNITY
DEVELOPMENT
OFFICE

SENIOR
ACCOUNT
ASSISTANT
WN
AGENTS

ACCOUNTS
ASSISTANTS

Secretar Secretary Finance Secretary Education

@A

o A
To students wmm fesituation they expected to work in
theyy graduate: - "I”
L. i
 CHAPTER TWO

INTERNSHIP ORGANISATION ACTIVITIES

2.0 Introduction

This chapter indicates activities carried in the departments which of finance and planning
where there was operations of several activities.

2.1 Department assigned to by the internee

The internee reported to the organization on 23“January 2017 and was oriented in the first
week. This enabled him to know the rules and regulations of the organization and how to
behave while at the internship work place.

Activities carried out in the finance department

Orientation to the organization

Where I was introduced to the finance and planning unit. Oriented and'briefed me about the
daily operation activities that was carried out in the finance department. In order to get
familiar with everyone and gather relevant information at the organization, where I was
briefed about the different departments.

Posting payments from the receipt to the abstract of revenue.

Where i was assigned a duty of transferring information from the receipts to the abstract of
revenue for the months of November, december2016. An abstract of revenue contains a
summary of all revenues for example application fees, business name, local service tax,
trading license, property rates and ground rent among others.

Analyzing receipts, payments

and verification of entries
in the abstract
of revenue
Whu:[Link]
1o ensure that the payments that is posted is correct with same receipt number of the month of
November and December 2016.
Revising the industrial division structure plus a five year development plan of
2013/2014-2017/2018

This was done by assigning me a duty of going through the development plan the time he
joined the organization in order to understand how the organization collects its revenues, the
organizational vision, mission, goals and objective as well as more information so as to know
the hicrarchy of agency from development plan.

Record keeping and filing of documents

I was assigned (o arrange receipts from ascending order to descending order according to the
serial numbers and placing them in their respective files for safe custody.

Posting information into the revenue register.

At the organization, the revenue register consists of four wards, south central ward, Masaba

ward, Malukhu ward, and Namatala ward. The intern was therefore required to post
information from the receipts into the revenue register following the respective cells.

Analyzing the revenue register.

Where | was assigned a task to checking through the information recorded in the revenue
register in order to find out whether the recorded details are corresponding as per the four
wards.

Posting the abstract of revenue into a ledger book

This was done by assigning me a task of transferring the information from the revenue
abstract to the ledger book. Where i was required to post the monthly summaries for the
months of June, July 2016.

Posting receipts into the cashbook

By posting information from source documents into the cash book. The details were posted
on the debit side of the cashbook for example application fees, local service tax, property
rates and ground rent.
Analyzing the cashbook
By making a critical cross cheeking through the cashbook so as to ensure that the information
is posted on the correct sides that are the debit and credit sides of the cashbook for the
months of November, December 2016.

Writing down cleared payments of property rates and ground rent by different clients

This was done by assigning me the duty of recording the details and amounts of property
rates and ground rent paid by different clients that is date, tax payer’s information, name,
road. plot no. and the amount paid.

Posting of payment vouchers to the abstract of expenditure

This was done by assigning me the duty to post payment vouchers into the abstract of
expenditure. An abstract of revenue covers all expenditures of the agency for example staff
allowances. printing and stationery, transport and other refunds among others. The intern had
to transfer the information like voucher number, amount of money.

Posting of payment vouchers into the vote book.

This was done by assigning me the duty where i was required to post the given payment
vouchers into the vote book. The payment vouchers had attachments verifying the
expenditures taken at the organization as per department.

Reviewing the budget performance for the past four years.

This was done by assigning me the duty where i was required to calculate the budget
performance of different sources by seeing the percentage of how the industrial division has
been performing for the past four financial years.

Posting of different estimated budget codes in the ledger book.

Where I was assigned with the exercise of identifying different codes attached to different
budget ofthe division for the financial year 2015/2016.

Entering payments of trading license from the year 2013 to 2014 in to the computer.

I was assigned with the exercise of entering different payment of different business entity
with the industrial division in to the computer on the program called LGFC (local
government finance commission).
 CHAPTER THRIEI,

LISSONS LEARNT, EXPERIENCES AND SKILLS GAINED

3.0 Introduction
This chapter comprises of the lessons leamt, experience and skills gained during the
internship training at Industrial Division.

3kl Lessons learnt during the internship training at Industrial Division

Where I learnt the organizational culture and way of conduct when at Industrial Division
Government Council which enabled him to understand the dressing code and how to
approach.

X During the internship training, 1 was able to learn how to analyze and balance off the
books of accounts which was reflected in the balance sheet
3 During the internship training, I was able to know how to communicate and interact with
people from diverse cultures, gender, age and status where i learnt to work as a team.
I also learnt how to manage time while at internship training as he always reached the
organization for work as early as possible.
I learnt how record keeping is done and how to arrange receipts according to serial
numbers and in ascending order.
I was also able to learn how the agency receives funds from different areas for example
application fees, trading license, property rates among others.
During the internship training, I was also able to learn how power and authority flows in
the agency which is from the senior town clerk to the assistant town clerk and to the
subordinates like the town agents among others.
“» I also learnt to type faster and how to operate a computer on various accounting soft
wares.

The internship training i was able to learn the role of various books of accounts used by
the organization , and some of the books are: the cash book consists of collection cash
book which is used for maintaining organization revenue and operation cash book used
for managing organization expenditure, vote book which consists of budget estimates of
 variou activities of the organization on how to spend and not spend, ledger book there
income ledgers consist of information from the revenue abstract and expenditure ledgers
indicates all the payments the organization incurs, Revenue register contains payment of
revenue [tom different wards, abstract of revenue which consists of the summery

sources of revenue that the organization collects cach financial year, assets register which
is a book which maintains all the assets the organization owns, abstract which maintains
all the expenditure of the organization .

The experience acquired during the internship training

Coordination experience.
During the internship training i was able to acquire experience in working hand in hand with
others once a task is given since the activities involved group work.

Responsiveness.
Where I got experience in doing the right thing at the right time as assigned, these made me
to have more clarity about the internship demands and my roles in the organization as well.

Teamwork experience.
During the internship i was also able to gain experience in teamwork as i was always
working with my colleagues as a group to achieve the goals and the objectives of the
organization.

Time management experience.

Where | also acquired the experience in punctuality as i always kept time which was one of
the organization cultures, i always reported at the organization at 8.30 am and signed out at
5.00pm during the working days which was from Monday to Friday and I had only rest
pauses during approved public holidays and weekends

Sharing revenue payments with the headquarters the Mbale Municipal council.
During the internship i was assigned the duty to capture, add and share payments with the
headquarters and the industrial division, likes payments from ground rent, trading license,
parking and off loading fees etc where [ was assigned to divided 50% to each.

10
 Analysis experience
During the internship 1 acquired the experience in analyzing the books of accounts like the
cashbook, vote book which contains salaries ofstaffs which indicates how much one earns
and taxed

Behavioral management
During the internship I learnt how to handle different clients irrespective of their behavior.

3.3 The skills acquired during the internship training

Managerial skills.
During the internship training 1 gained this skill by working under the head of department
whereby i was assigned a task of ensuring safe management of the receipts like arranging and
filing them in ascending order.

Record keeping skills.

Since i was given receipts for arranging and filing, i was able to know how documents are
arranged and filed accordingly.

Interpersonal skills.
During the internship I developed the potential to recognize and interact with different people
irrespective of the behaviors, attitudes, feelings, and work together successfully.

Analytical skills.

The internship training enabled the internee to analyze the books of accounts by preparing
cash books, posting ledger entries and preparing the financial statement like income
statement and a balance sheet.

Report writing skills.

I was also able to attain report writing skills, how to analyze developmental reports on
workshops and field training.

Accounting skills.
Most ofthe activities carried out involved accounting skills as i was given receipts to post in
the books of accounts. Like the cash book, vote book, ledger books among others

1
Observation skills.
Whete i critically looked at the illustrations provided by the agency supervisor for example
the organizational structure. This contained the political wing obtaining the local councilors,
headed by the local council chairperson 3. It also has the technical wing which is headed by
the senior town clerk, heading department like finance, health and community department.

Confidentiality skills.
The internship training enabled me to build on my confidence through office management.

Computer and typing skills.

The internship training enabled the internee to also know how to use the computer and how
to type faster on the compute

12
 CHAPTER FOUR

CHALLENGES TO INTERNSHIP
4.0 Introduction
This chapter covers the community, personal and the organizational challenges.

4.1 Organizational challenges

Inadequate computer equipment’s, and internet facilitics to cnable the organization carry
out its duties in time where the available computers where prone to viruses which the
organization did not always maintain them which gives hardship in working performance
like delay in posting payments oftrading license in the computers.
Delayed and insufficient funding by the government. More so towards training programs
thus affecting the organization performance.
Poor infiastructure. The organization set up does not reflect its work and roles that it
plays in the community. For example the design and the size ofthe office which affects
productivity
Low tax base. The council lacks consistency and has been severely eroded by inflation
due 1o low level s of tax collection, limited central government transfer and lack ofcredit
worthiness.
Tax evasion. Most of the traders in the municipality avoid payments of tax and also the

organization lack a proper structure in its revenue mobilization system. The tax payers
are not explained critically the importance of tax to the municipality
Inadequate office space at the organization to accommodate some departments as they
carry out their duties from the main hall for instance carrying out spontaneous meetings.
Inadequate planning capacity is the major challenge facing the division such as lack of
commitment, making priorities and involvement in decision making is very difficult.
Ever increasing prices of utilities that affects the organizations plan e.g. UMEME which
if it’s not paid activities concerned with computing can’t be carried, Water bills, FUEL
among others

13
 *+ Inadequate personnel in Accounts department
The organistion had only two staff to manage the large number of internees making the
department have oo much wotkload to be accomplished. i had to work with the
supervisor up to late hours to reduce the work load which was so tiresome.

Community challenges
* Poor dumping of garbage were people dump any howlly wastes which affected my health
and making me fall sick often hence affecting internship training.
<+ Language barrier which I could not understand. This required someone else to translate to
me what an individual could be meaning. This is because most people in the community
could not speak English fluently.
Unfavorable weather conditions. Where the weather was too hot and dusty which required
me to always carry water to quench the thirst, how ever the unfavorable weather also
reduced on the quality and quantity of work performed where production slowed down
under extremely hot conditions.
Noise pollution in the environment which made me feel irritated and nervous like certain
loudness from the bodaboda men who used to shout whenever they see a customer, how
ever the noise was a threat to my hearing. -~
Air pollution from the surrounding industries that affected my health liking making me
surfer from flue and cough thus slowed down my performance because I had to acquire
medication

Lack of enough security to ensure safety of my property and theft cases were reported
regularly.

Personal challenges
< The internship training was costly in terms of transport. Were i had limited finances to
carter for my transport from home to the organization.
++ Congestion, as there are many internees in the organization from different universities
and institutions which affects paper work of the intern.

< Inadequate computers were I had to do most of the work mmmlfy ‘as the organization
had few computers. This was so hectic and consumed a lot of time during the internship
training.
 Missing receipts which brought about the delay of work
Long distance movement from home to the organization sometimes caused the internee to
arrive late.
< Difficulty in understanding some books of accounts and other activities like reviewing
the budget performance and posting ofdifferent estimated budget codes into the ledger
book.

Less motivation in the organization. I was given a lot of work without breakfast, lunch,
transport or any other allowances.

The dress code of the organization which required me to always wear in a gentle way and
B

had no enough gentle trousers and shirts

15
 CHAPTER FIVE

RECOMMENDATION AND CONCLUSIONS

5.0 Introduction

Chapter five is the last chapter of this report and it states the recommendations as per
identified organizational challenges plus the conclusion.

sl Recommendations on how best the Organization can over come the identified
challenges
< Good working conditions. The [Link] should ensure proper and favorable working
conditions. 3
<+ The government should extend more funds to that Division so that it can acquire more
land for the construction of more offices in order to avoid congestion and inconveniences
in the organization.
<+ Employees should be properly remunerated and their monthly dues should be provided in
time by the council to avoid delay in payments like increments in salaries, provision of
adequate allowances.
«+ The industrial division should make Sensitization of people and community at large about
the challenges and dangers of tax evasion and misconception by the public that tax
payment ended in the colonial error through outreach programs on televisions, radios and
newspapers and create awareness and sensitize tax payers on the importance of paying
tax in order to attract new tax payers and also reduce on the tax defaulters thus boosting
revenue ofthe Division.
#% The organization should create other sources of revenue like poultry keeping, loans and
grants from donors to sustain its pfl:gnms like paying its staff and avoid relying on
government funds.
% The organization should consider providing more working equipment to the workers such
as computers to help in the smooth running and easy completion of duties in time so that
work can run smoothly in chronological way.

16
 * The organization should at list adjust on the dressing code most especially on every
Friday (o be a casual wear so as the students are flexible with the organization to perform
the goals and its objectives.

5.2 University recommendations

« The university should visit the students more often at their field attachments to ensure that
the students are getting the appropriate knowledge and skills.
« The university should allow students to carry out internship outside the country, this will
enable students to get exposed to different working conditions and encourage transfer of
knowledge and skills
%+ The number oftimes the students carry out internship, this will give an opportunity to
students to get more exposed to real life experience.
++ The university should advice the organization to at list provide the students with lunch and
transportation affairs so that he is motivated and has the ability to perform the duties assigned
to him always

53 Conclusion

For the 10 weeks the internship training carried out at the Industrial Division Local Government
Council which was a success as it presented an opportunity to exercise the profession through
applying and relating the taught theory in to real practical experiences.

This is because | managed to acquire various skills, knowledge and experience.

Finally the organization has been so co-operative, social and good to work with, they managed to
guide and train the trainees in various ways and finally helping the them to conclude the training
successfully though there were some challenges like financial constraints,. inadequate activities
inadequate facilitation and many others

17
 REFERENCES

Industrial Division Local Government 3 year development plan (2012/2013-2014/2015)

Financial and accounting manual (2007)

Financial and accounting regulation (2007)

Planning and land management section Mbale municipal council (2015/2016)

Industrial division local government council 5-year development plan (2013/2014-2018)

IDLGC recurrent and capital budget for the financial year (2015/2016)

18
 INDUSTRIAL DIVISION
LOCAL GOVERNMENT COUNCIL
SENIOR ASSSISTANT TOWN CLERK
TELEPHONE:0772424830/0701424830 gt\g?l?;' gs:::UEIjWA LANE
TIN NO. 1000802181 P.0. PRIVATE BAG
Email: mdustrialdivisioncouncil@[Link] M‘BALE, (UGANDA)

YOUR REF:
OUR REF: ADpM.2/IDC. Date 28 Nov, 206 I

The Director .
Makerere University Business School
Mbale Campus.

RE: PLACEMENT OF STUDENT FOR FIELDWORK PRACTICE —

MUKAMBA ABRAHAM.

In reference to yours dated 11" October 2016 concerning the above subject, your above student
pursing a bachelor’s Degree in Business Administration of Makerere University Business School
hes been olfered an opportunity to carry out his field work with Industrial Division Council from
January to March 2017
-
He will be attached to’Finance Department updfl(‘t’hc supervision of the Finance Officer. Industrial
Division. Wiy e \

Yours faithfully
o=

Wambedde Robert
SENTOR ASSISTANT TOWN CLERK
INDUSTRIAL DIVISION COUNCIL.

Copy ;n.’
e Chairman LC III, Industrial Division
= Tile