FIELD

INDUSTRIAL ATTACHMENT REPORT

AT POSTAL CORPORATION OF KENYA, GARISSA

BY

MOHAMED ADEN ADOW

DICT/2022/48555

AN ATTACHMENT REPORT SUBMITTED IN PARTIAL

FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF
DIPLOMA IN INFORMATION COMMUNICATION TECHNOLOGY
OF UMMA UNIVERSITY.

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 DECLARATION

This attachment report is my original work and has not been presented to any other
institution.
MOHAMED ADEN ADOW
DICT/2022/48555

Sign: Date:

DECLARATION BY THE SUPERVISOR

This attachment report has been submitted with my approval as Umma University
Supervisor.

Sign: Date:

ORGANISATION SUPERVISOR
For and on behalf of postal cooperation of kenya (PCK)

Garissa Branch

Sign: Date:

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 DEDICATION
This report is dedicated to my parents who have been my inspiration for their hard work
and setting strong foundation of my education as being a constant source of valuable
advice and financial support.

My gratitude also goes to all my friends who have been supportive to me in time of need
especially during my study. Thank you all.

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 ACKNOWLEDGEMENT

First and foremost I would like to thank the Almighty God for His inspiration and
strength throughout my attachment. My sincere gratitude goes to the Postal Corporation
of Kenya Garissa

I would also want to thank all the employees of Postal Corporation of Kenya Garissa for
their tireless guide and cooperation they gave me towards the success of my attachment
period. I thank Human Resource Assistant manager for considering my request.

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 TABLE OF CONTENTS

Table of Contents

DECLARATION...................................................................................................................ii
DEDICATION......................................................................................................................iii
ACKNOWLEDGEMENT...................................................................................................iv
TABLE OF CONTENTS...................................................................................................v
SECTION ONE.....................................................................................................................1
Introduction...........................................................................................................................1
Brief History of Postal Corporation of Kenya....................................................................1
VISION………………...........................................................................................................1
Mission……………................................................................................................................1
The Company’s Core Values................................................................................................2
General description of organisation………………………………………………………4
General activities…………………………………………………………………………4
Specific activities……………………………………………………………………………6
An analysis of knowledge learned and applied skills…………………………………….7
Skills and Competences Gained...........................................................................................8
Observations and Critiques..................................................................................................9
Strategy for utilization of contacts………………………………………………………10
SECTION THREE..............................................................................................................11
Summary..............................................................................................................................11
Conclusion............................................................................................................................11
Recommendations...............................................................................................................12
APPENDICES……………………………………………………………………………..14

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 SECTION ONE

1.0 Introduction

In an increasingly interconnected world, the effective utilization of Information and

Communication Technology (ICT) has become pivotal for organizations across all
industries. The Kenya Postal Cooperation (KPC) recognizes the transformative potential
of ICT and its impact on enhancing operational efficiency and communication. As an ICT
student working within the KPC, this report aims to outline the significance of ICT in the
organization's processes and explore the potential benefits it offers.

1.2 Brief History of Postal Corporation of Kenya

Postal Corporation of Kenya (PCK) was established under the postal corporation of
Kenya Act of 1998. Its mandate as set in section 5 of the Act is to provide and operate
Postal Services, Postal Financial services, and perform other functions as the ministry of
communication may assign. The Corporation is headed by the Postmaster General,(as
Chief Executive Officer)under a Board of Directors’ appointed by the government as the
government strategically guides the corporation.PCK started its operations on 1st July
1999 after dissolution of the former Kenya Post Telecom Company(KPTC).

PCK operates a network of 700 postal offices and partners with more than 5000 stamp
vendor licensees across country to accomplish its purpose. The products that constitute
the core business of the entity are Mails, Courier service and Financial and Agency
Services. Traditionally, postal services providers were monopolies. The scenario has
changed drastically over the last ten years as other players have penetrated.

1.2.1 VISION
To be leading global provider of innovative postal and related service.

1.2.2 Mission
To provide innovative communication, distribution and financial solution to customers
and create value.

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 1.2.3 The Company’s Core Values
a) In tegrity
They possess strong moral principles, being loyal to their customers and officers.
b) Teamwork
They achieve the team goal, they are fully accountable, and encourage one another; they
maintain mutual trust and respect for each other.
a) Customer Focus
They enrich customer’s lives by serving them and by offering high quality service every
time. They ensure that customers are delighted and fully satisfied by meeting their
expectations.
b) Professionalism
They believe in right skills and experience, qualifications of high standard.
c) Respect
They have good qualities of achievements and treat all people the same.
d) Pro-activeness
They make all things happen by controlling all situations.
e) Courtesy
They are polite to their customers and senior’s.
f) One team
We focused on achieving the team goal, positively challenged each other, supported and
encouraged each other. We listened, communicated and spoke well to one another and
also maintained mutual trust and mutual respect to one another.
g) Excellence
I benchmarked with the best to attain world class standards, I was innovative and
creative in our business. I was self driven to always be at the top and always delivered
our service on time in order to delight our customers.

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ORGANISATIONAL STRUCTURE

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 GENERAL DESCRIPTION OF ORGANISATION AND THE DEPARTMENTS
WHERE ATTACHED

ICT DEPARTMENT

The Role of ICT in Postal Corporation of Kenya

ICT plays a fundamental role in modern organizations by facilitating seamless

communication, streamlining workflows, and improving overall productivity. In the context
of the postal sector, the adoption of ICT solutions can significantly enhance mail sorting,
tracking, and delivery processes. It can also provide KPC with real-time data analytics,
empowering them to make data-driven decisions for more efficient resource allocation and
strategic planning.

The primary objectives of this ICT attachment at the Kenya Postal Cooperation are as
follows:

1. Assessment of Current ICT Infrastructure: Evaluate the existing ICT infrastructure,

including hardware, software, and networking capabilities. Identify areas for
improvement and propose suitable upgrades to enhance overall efficiency.
2. Implementation of Innovative Solutions: Collaborate with KPC's IT team to develop
and implement cutting-edge ICT solutions tailored to address specific challenges faced
by the organization. This could involve adopting modern mail tracking systems,
establishing an efficient communication platform, and introducing automated processes.
3. Training and Capacity Building: Conduct training sessions for KPC employees to
foster a culture of ICT adoption and provide the necessary skills for effectively utilizing
new technologies.
4. Data Security and Privacy Enhancement: Analyze the existing data security protocols
and recommend measures to safeguard sensitive information and customer data.

GENERAL ACTIVITIES UNDERTAKEN AT THE POSTAL CORPORATION OF

KENYA

As the Postal Corporation of Kenya is a government-owned organization responsible for

postal services in Kenya, it engages in a wide range of activities to provide efficient and
reliable postal services to the public. Some of the general activities undertaken at the Postal
Corporation of Kenya include:

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1. Mail and Parcel Services: The organization manages the sending, receiving, and delivery
of mail and parcels within Kenya and internationally. This includes handling letters,
packages, and other postal items.
2. Post Office Operations: Operating and maintaining post office branches across the
country, where individuals and businesses can access postal services, including postage
stamps, mailing supplies, and other related services.
3. Courier Services: The Postal Corporation of Kenya may offer courier services for the
swift and secure delivery of packages and documents, particularly for businesses and
organizations with urgent needs.
4. Financial Services: In some cases, post offices in Kenya may offer basic financial
services such as money transfers, bill payments, and selling savings or investment
products.
5. Philately: Managing philatelic services, including the issuance and sale of
commemorative stamps and other philatelic products to collectors and enthusiasts.
6. E-commerce Services: In modern times, the Postal Corporation of Kenya might offer e-
commerce services, assisting individuals and businesses in managing their online orders
and deliveries.
7. Digital Services: Embracing technology, the organization might offer digital services
like online tracking of parcels, e-commerce solutions, and other digital tools for
customers.
8. Logistics and Supply Chain Management: The corporation may engage in logistics and
supply chain management services, especially in handling bulk mailing and distribution
for businesses.
9. Marketing and Business Development: Engaging in marketing activities to promote
postal services and attract new customers, as well as exploring business development
opportunities to expand the organization's services.
10. International Relations: Managing international postal relations and agreements to
facilitate cross-border mail and parcel services between Kenya and other countries.
11. Mail Sorting and Processing: Handling the sorting and processing of mail and parcels at
central mail processing centers to ensure timely and accurate delivery.
12. Customer Service: Providing customer support and assistance to individuals and
businesses with inquiries, complaints, and requests related to postal services.
13. Outreach and Community Engagement: Engaging in community outreach and
educational programs to raise awareness about postal services and their importance.

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14. Innovation and Modernization: Embracing technology and implementing innovative
solutions to improve efficiency, trackability, and overall customer experience.

These activities collectively contribute to the efficient functioning of the Postal Corporation
of Kenya and its commitment to delivering postal services to the citizens and businesses of
the country.

SPECIFIC ACTIVITIES UNDERTAKEN DURING ATTACHMENT

As an ICT attachee (intern) at the Postal Corporation of Kenya (PCK), I worked within the
Information and Communication Technology (ICT) department, which plays a crucial role
in managing and supporting various technological aspects of the organization. My specific
activities may vary depending on the department's needs and your level of expertise, but
here are some specific activities that as an ICT attachee included;

1. Technical Support: Provide technical assistance to PCK staff members regarding

hardware, software, and network issues. This includes troubleshooting problems,
resolving user queries, and assisting with software installations and updates.
2. Network Management: Assist in the maintenance and monitoring of PCK's local area
network (LAN) and wide area network (WAN) to ensure connectivity and smooth data
flow.
3. System Administration: Help with managing servers, user accounts, permissions, and
backups to maintain the stability and security of PCK's IT infrastructure.
4. Database Management: Support the management and maintenance of databases used by
PCK, ensuring data integrity and accessibility.
5. Cybersecurity: Assist in implementing cybersecurity measures to protect PCK's systems
and data from potential threats and vulnerabilities.
6. Software Development: Depending on your skills, you may be involved in software
development projects, such as creating or enhancing applications used within PCK.
7. Hardware Inventory: Assist in maintaining an inventory of IT equipment, tracking
assets, and coordinating equipment allocation.
8. User Training: Participate in conducting training sessions for PCK employees to help
them better utilize technology and software applications.
9. Data Analysis: Depending on the department's requirements, you might be involved in
analyzing and presenting data related to IT operations and performance.

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 10. Research and Evaluation: Assist in researching new technologies, software, and best
practices in the IT industry that could benefit PCK's operations.
11. IT Documentation: Help in documenting IT procedures, guidelines, and manuals for
reference and knowledge sharing.
12. IT Asset Management: Support the management of IT assets, including procurement,
maintenance, and disposal.
13. ICT Helpdesk: Respond to IT-related queries and issues raised by PCK employees,
logging and resolving tickets as necessary.
14. Mobile Device Management: Assist in managing mobile devices used by PCK
employees, ensuring security and proper configuration.

AN ANALYSIS OF KNOWLEDGE LEARNED AND APPLIED SKILLS

At PCK I acquired quite a number of skills. In the section of Establishment I learnt

different things making me acquire new skills along the way.
• First, I got to know how to file documents in the files stored in the cabinets to ensure
they are safe and secure. Wherever files were needed, be it employee file or other
file, it was my responsibility to look for it from the cabinets for it to undergo the right
process.
• Giving reference to documents in employees’ files by numbering these documents so
as to ensure that it is easy to notice whenever somebody plucks a paper from these files.
This work is tiresome since these files are many and they contain many documents
which require to be referenced.
• Dispatching letters to various departments. This needed more caution for the right
reference to be noted to the incoming and outgoing books. Since addressing of staff from
different departments is done through the use of letters, I was involved in distributing
these letters to the required department.
• I also gained the skills of typing transfer letters for the employees who needed
transfer to other regions, since their request could not be processed without this letter(s)
which is signed by the HR Officer, the next of kin letters, appointment letters such as
promotions, disciplinary letters, and sub-missal letters.
• I learnt how to compute leaves days and off day allowances. It was my responsibility
to compute employees’ leaves and off days so that they would be paid their yearly due
amounts once the employees was about to take his or her leave days or off-days.
• I was trained how to rebook documents from the town clerk to respective department.

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• Typing of attachment letters for newly admitted interns as well as drafting
recommendation letters for the outgoing interns.

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 • Preparing of medical claim vouchers.

Skills and Competences Gained

As an ICT attachee at the Postal Corporation of Kenya (PCK), I gained a wide range of
skills and competencies that will be valuable for my future career in the field of Information
and Communication Technology. Some of the key skills and competencies I acquired during
my ICT attachment at PCK included:

1. Technical Proficiency: You will gain hands-on experience and proficiency in using
various hardware and software systems, network infrastructure, and IT tools
commonly used in organizations.
2. Troubleshooting and Problem-Solving: As you provide technical support to PCK
employees, you will develop the ability to diagnose and resolve a diverse range of
IT-related issues and challenges.
3. System Administration: You will learn how to manage servers, user accounts, and
permissions, ensuring the efficient functioning of IT systems and maintaining data
security.
4. Networking: You will gain insights into setting up and managing networks,
including LANs and WANs, to enable smooth communication and data transfer.
5. Cybersecurity Awareness: Working with PCK's IT team, you will learn about
cybersecurity best practices and develop an understanding of how to protect an
organization's digital assets from potential threats.
6. IT Project Management: Through participation in IT projects, you will learn project
management skills, including planning, coordination, and documentation.
7. Database Management: You will gain experience in managing databases, including
data entry, retrieval, and ensuring data integrity.
8. IT Documentation: You will be involved in documenting IT processes, procedures,
and guidelines, enhancing your ability to create clear and organized technical
documentation.
9. Software Development (if applicable): Depending on the scope of your attachment,
you might get exposure to software development projects, allowing you to gain
coding skills and experience in software engineering.
10. IT Support and Customer Service: You will learn how to provide efficient and
customer-centric IT support, enhancing your communication and interpersonal skills.

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 11. Research and Learning: During your attachment, you will be exposed to emerging
technologies and trends in the IT industry, encouraging a proactive approach to
research and continuous learning.
12. Collaboration and Teamwork: Working with the IT department at PCK will help you
develop effective teamwork and collaboration skills as you work with colleagues to
solve IT challenges.
13. Adaptability and Flexibility: You will learn to adapt quickly to changing IT
environments and varying tasks, becoming more flexible in handling different
responsibilities.
14. Time Management: As you juggle various IT tasks and projects, you will improve
your time management skills to prioritize and meet deadlines effectively.
15. Mobile Device Management: If involved in mobile device management, you will
gain skills in managing and securing mobile devices for enterprise use.

Observations and Critiques

As an ICT attachee at the Postal Corporation of Kenya (PCK), I had the opportunity to make
observations and provide critiques based on my experiences and interactions within the
organization's ICT department. Here are some potential observations and critiques I made
during my attachment:

 Technology Infrastructure: While PCK's technology infrastructure is generally

functional, there were instances where outdated systems and equipment affected
operational efficiency. Upgrades and replacements may be necessary in certain areas
to ensure optimal performance.
 Cybersecurity Measures: While PCK had some cybersecurity measures in place,
there were areas of concern, such as potential vulnerabilities in the network and the
need for more robust data protection protocols.
 IT Support Processes: The IT support provided to employees was generally
responsive, but there were occasional delays in issue resolution. Improving response
times and enhancing the knowledge base for common problems could further
improve customer satisfaction.

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  Data Management Practices: PCK's data management practices were satisfactory,
but there were opportunities to streamline data storage and backup procedures to
minimize redundancy and ensure data integrity.
 User Training and Adoption: User training on new IT tools and systems was
adequate, but some employees struggled with adopting new technologies. Tailored
training and continuous support could enhance user adoption rates.
 Integration of Technology and Business Processes: While IT systems were
integrated into many business processes, there were areas where better alignment
could lead to increased efficiency and productivity.
 Mobile Device Management: PCK's mobile device management practices were
reasonably secure, but additional measures could be implemented to further protect
sensitive information.
 IT Budget Allocation: The allocation of the IT budget appeared well-balanced, but
careful evaluation and reallocation of resources might further optimize the use of
funds.
 IT Policies and Governance: PCK's IT policies were in place, but there were
opportunities to enhance policy compliance and communicate policies more
effectively to employees.
 Opportunities for Innovation: There were numerous opportunities for technological
innovation at PCK, including exploring new technologies to improve customer
service, streamline operations, and adapt to emerging industry trends.

Strategy for utilization of contacts established during Attachment

During the attachment period, I was able to establish contacts with some people I came
across as well as other interns.
• I will use the contacts to seek advice when stuck in difficult situations that would
require more than one person to tackle.
• The contacts will also be essential to me given that I am getting out of college and
would be searching for a job and so I will use the contacts to enquire whether there are
openings for employment in the organization and also outside the organization where
they will be having links.
• For the above mentioned reasons I hereby intend to expand my social network by
making them my good friends whom I wound help in case they need any help from me
and also who will help during my entire life as I further my studies and in future during
the time
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 SECTION THREE

3.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS

3.1 Summary
As an ICT attachee at the Postal Corporation of Kenya (PCK), I had the opportunity to
work closely with the organization's ICT department and gain valuable hands-on
experience. Throughout the attachment, I made several observations and critiques related
to PCK's technology infrastructure, cybersecurity measures, IT support processes, data
management practices, user training, and integration of technology with business
processes. I also assessed ongoing IT projects, mobile device management practices, IT
budget allocation, IT policies, and opportunities for technological innovation

The Organization members are indeed friendly and are always welcoming to visitors.
The work was well done to the best of my knowledge. I was privilege to know the
various offices of Posta. Where they are situated and what they deal with while working
at the ICT department.
I was able to gain a lot from my supervisor and I am planning to make use of the
knowledge gained from him and put it into practice.
Serving people has always been my pleasure and the opportunity l was given at the
poster gave me joy and so l was always happy serving them.

3.2 Conclusion
My ICT attachment at PCK provided me with valuable insights into the organization's
ICT operations. By making relevant observations and offering constructive critiques, I
believe PCK can take steps to improve its technology infrastructure, enhance
cybersecurity measures, streamline IT support processes, strengthen data management
practices, optimize user training, and align technology with business processes more
effectively. Additionally, considering opportunities for innovation and continuous
improvement will position PCK to stay competitive and provide better services in the
dynamic technological landscape. Overall, I am grateful for the experience gained during
the attachment, and I believe that my contributions will contribute to the organization's
growth and success in the future.

It has been my pleasure to work and train at the Postal Corporation of Kenya and has
been great experience. The Postal Corporation of Kenya is an ideal place to work as the

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 member of staff proved to be courteous, cooperative, hardworking, reliable and honest.

They are always ready to share their experiences with them on internship. It made me
learn how to work under minimum supervision. Thanks to all employees of Postal
Corporation of Kenya Garissa, may God Bless You Abundantly.

3.3 Recommendations

Based on my observations as an ICT attachee at the Postal Corporation of Kenya (PCK), I

would like to make the following recommendations to enhance the organization's ICT
operations and technological capabilities:

 Technology Infrastructure Upgrade: Conduct a comprehensive assessment of PCK's

technology infrastructure and prioritize necessary upgrades and replacements for
outdated systems and equipment. Investing in modern technologies will improve
overall efficiency and support future growth.
 Strengthen Cybersecurity Measures: Enhance cybersecurity measures to protect
PCK's digital assets from potential threats. This includes regular security audits,
employee cybersecurity training, and the implementation of advanced security
protocols and tools.
 Improve IT Support Processes: Streamline IT support processes to improve response
times and issue resolution. Implement a centralized ticketing system and establish
clear escalation procedures to ensure prompt and efficient support for employees.
 Data Management Optimization: Optimize data management practices to reduce
redundancy, improve data integrity, and enhance data backup and recovery
processes. Regular data audits can help identify and rectify data-related issues.
 Tailored User Training: Provide tailored and ongoing user training for employees to
facilitate the adoption of new IT tools and systems. Customized training sessions
based on employees' roles and responsibilities will lead to increased proficiency and
confidence in using technology.
 Align Technology with Business Processes: Continuously evaluate and align IT
systems with various business processes to ensure seamless integration. This will
improve overall productivity and decision-making across different departments.
 Enhance Mobile Device Security: Implement robust mobile device management
practices to secure mobile devices used by employees. This includes enforcing

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 strong authentication measures, remote wiping capabilities, and regular security
updates.
 Optimize IT Budget Allocation: Review the IT budget allocation to ensure resources
are utilized effectively and aligned with strategic goals. Prioritize investments in
technologies that offer the most significant impact on the organization's operations
and services.
 Update and Communicate IT Policies: Regularly review and update IT policies to
address emerging threats and technological changes. Effective communication and
training on IT policies will ensure employees understand and comply with the
guidelines.
 Foster a Culture of Innovation: Encourage a culture of innovation within the
organization to explore new technologies and leverage digital advancements.
Encourage employees to share ideas and collaborate on technology-driven
initiatives.
 Explore Cloud Solutions: Investigate the adoption of cloud-based solutions to
enhance data storage, accessibility, and scalability while potentially reducing
infrastructure costs.
 Establish a Technology Roadmap: Develop a comprehensive technology roadmap
that outlines the organization's strategic IT initiatives and aligns them with business
objectives. This roadmap will guide technology investments and implementations
over time.

By implementing these recommendations, the Postal Corporation of Kenya can strengthen

its ICT capabilities, enhance efficiency, and adapt to the evolving technological landscape.
Embracing a proactive approach to technology will position PCK to better serve its
customers, improve internal processes, and remain competitive in the world.

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APPENDICES

1. Logbook
2. Daily Diary

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