UNDERGRADUATE INTERNSHIP REPORT

NAMES:NIYONTEZE VINCENT Registration Number:GSF/2768/09

Placed : Rwanda Information Office (ORINFOR) Academic year: 2011-2012 Internship period: from 23rd January 2012 to 2nd march 2012 Bachelor of business Administration in: Accounting Departement

Acknowledgements

I would like to thank to all those who; directly or indirectly contribute to my ongoing studying process through industrial attachment due to usefulness of this training in acquiring the experience by putting the theoretical academic knowledge into practice I would like to express my gratefulness to everyone who made this training possible. First of all, my thanks are expressed to our Creator to whom I owe all efforts invested in carrying out this internship and make everything happen. I would also like to express my thanks to the management of the school of finance and banking for organizing this internship, allowing us to acquire usefully the experience by putting the theoretical academic knowledge into practice. My thanks are expressed to the whole management of ORINFOR, the institution in which I did my internship. I express my thanks especially to Director of Administration and Finance(DAF) at ORINFOR who welcome and tried to give me the guidelines to follow and the orientation in my field. My thanks also are to Chief account at orinfor, and the whole acountants who have been contribute to my completion of my internship and give the necessary guadance in putting into practice the theories acquired. I cannot forget my colleagues for their encouragement in the whole internship. Finally, I am grateful to thank my relatives for their moral and physical support that they provided to me during this practice course. May God bless them.

DECLARATION I NIYONTEZEvincent hereby undersigned,declare that, except otherwise indicated,this document is my own work and has not been submited in whole or in part to any other university. NIYONTEZE Vincent Signature. Date

ABSTRACT From 23rd January 2012 up to 2nd march 2012, the internship was carried out at ORINFOR with the overall aim of seeing how the theoretical knowledge learnt in class is put into practice, the trainee was carried in the Department of Finance and internal resources management.In addition, Rwanda Information Office (ORINFOR) is a government Broadcasting Institution established by the law of October 4th 1974, as amended by Law No 06/2002 of March 6th 2002 and Law No 47/2006 of October 5th 2006. ORINFOR carries out its activities with a mission to be at the forefront of engaging the audiences with quality information, programmes, and multimedia services. This report gives a general description of activities performed in the department of Finance and internal resources management at ORINFOR whereby I worked during the whole six weeks of internship. Those activities are as follow: filing documents, cheques payment, make payment order , mission authorisation verification, and mission report verification.my responsability during those activity is to make sure that all documents are in their file according to date, month and year and check out if documents has all required componants of payment . Also was to be sure that the payment made are true, this means that there should be the verification before all payment.

Job description

During six weeks of internship I have conducted at ORINFOR I had perfomed several tasks in which the main tasks are filling control fiche(by filing those document verfied) and make payment through cheques and payment order. Task 1:Filling control fiche Technical details : control fiche has the following componants: date,cheque number,creditor name,invoice, proforma invoice, bon de comende, bordereau dexpedition,requisition de materiels,internal tender board and national tender board. Scientific skills: by verfying each payment, I filled the control fiche according to those componants shown above. During this task I was guided by my internal supervisor(accountant) who give me the necessary explanation to the new terminologies and their importance to any payment.then after, I put those documents found in their file according to date, month, and year .this will help to check documents quickly. Problem encountared was that there was documents which are not belong to their file and the approach taken to solve such problem was to check out the file in which they belong. New skills acquered Is that I have learnt the new terminologies used in payment and filing documents properly . Deliverables: the internee has to deliver the work done to the field supervisor for verification. Team members on task Supervisor: during this task the internee hads worked with anaccountant who has bachelor degree and was responsible to do the Bank reconciliation of all banks which Orinfor uses to compare the cash book and bank statement and finaly elaborates the report which will be reported to the chief accountant. Co-worker:the internee was closly warked with the accountant in charge of elaborating bank reconciliation at orinfor. External inputs: in this activity I did not interacte with external people. Task 2: make payment

Technical details: this activity was concerned of making a deep verification of mission authorisation a or any other payment to make sure that the amount writen is true . Scientific skills: the task require the internee to have knowlegde of calculations for example calculation of VAT(value added tax)and withholding tax in order to make any payment if any. Problem encountered the problem encountered by the internee was that some payment has acerticate called quitus those payment are not taxed of 3%to 5% this lead the internee to the confusion. Solution: the internee ask for explanation to the field supervisor in oder to understand. New skills/knowlegde acquired:the internee got some knowlegde to tax calculation, the diffence between cheque and payment order Delivarable : the internee deliver the work done to the account in charge of making payment for signing and verification. Team members on tasks Supervisor:During the internship I worked mostly with accountant who had bachelor degree and was responsible to make all payment and keep the reccords relates to the payment in the computer and then after he reports to the chief accountant. Co-worker:the internee worked with the accountant in charge of making payment through cheques and payment order. External inputs: I had to deal with the journalists who came to look for their cheques and the accountant secretary from differents CRI(centre regional dinformation) who brougth their report for daily transactions. LEARNING OUTCOMES

The time to negotiate personal issue

When I was conducting the internship I was at the same time conduting my resaerch proposal.some time I asked for the permission to meet my academic supervivisor.here I found that

my internal supervisor was very fair becouse I was given the permission once during the afternoon to meet with my accademic supervisor.I really appreciate him very much the way I have been guided me througtout this internhip. beginning from the opportinity to take time that I need to refresh and expand my knowledgein several field in the said departement.

My first day of my internship day

Context: on the firstWhen I arrrived, the secretary has been oriante me to the director of administration and finance(DAF) who had welcome and oriante me to the chief accountant who guide me and show me the office of accountant.All things seemed to be new becouse it was my first time to work in the instution with new people whom I did not known their behavior , norms and culture. All I had was to set me be familiar with new situation and fill easy. My role:After Oriantation and introduction to my internal supervisor, I was shown the task to accomplish, the task was just to file documents and also keep them in a proper manner. Action taken: during this first day the internee has to ask all he does not understand and what is expected to him and how the supervisor will help him to know it. Performance:as it was the duty of internee he was responsible of what was taking place at the work place this obliged the trainee to very close to the field supervisor in working hours. Guadance: the trainee asked the guidance from his field supervisor especially when he met with technical terminologies. And the trainee was promised the guidance by the field supervisor. Improvement: the trainee has to improve some terminologies in french which frequentry used in payment process. Gain: The trainee gained how peopledo approach to new person in the organisation.

How to deal with difficult person/situation

Context: during this internship, the trainee has experienced a difficult situation, where we have received in the afternoon a big number of mission autorisation. those mission have to be paid

immediately becouse it was very urgent.the jornalists who went to Ngororero for presidential visit at that District . My role: here the internee has to work very hard so that the cheques are filled at the convenant time without any delay. Action taken: the internee have to be patient and work very hard since he trained for future responsabilities Performance: this situation was very difficult comparably to those I have met before and successverly I complet the tasks Guadance: the trainee received the guidance and encouragement from the field supervisor in the said situation. Improvement:the internee needs to be informed on how to deal with difficult situation and how he should set the solutions. Gain: the trainee learn how to be active when the situation is changed and deal with problems personary.

Being expected to undertake a completely new area of knowledge

Context:The trainee learnt that it is essantial to oriante a new person in the organisation to help him in the first day.The trainee learnt how to deel with different people and their behavior. The internee has learnt the importance of good service deliverly.This help doing the right thing at the right time which will help the trainee to accomplish all tasks assigned to him in his daily activity. ORINFOR is a governmental broadcasting institution as it has finance and internal ressource management ,was a very good opportunity to be put to the real work challenge and very good for a future manager. I was lean that I should not be restrict to my self but I should be interacted with others in work place, I have aquared the skills

receiving negative or positive feedback from supervisor

Context: the internee received positive feedback from the supervisor when he was assigned to fill the control fiche for the month of november. Here the internee has perfomed a task on the required time without any help,this will help the quick check of documents. My role :the iternee was given a task of filling the control fiche and then after filing those documents into their file.the supervisor with a view of seeing whether the internee has knowlegde of what he was tought. Action taken : the internee do the verification of all documents by using the control fichand came to the positve feedback. Performance:there was no big difference between that occasion with the other occasion the only difference was that the internee perfomed the task without any guidance. Guidance: for this activity thennternee did not seek for a help. Gain:the internee gain knowledge and confidence when a task given was completed.

My best day in internship

Context:my best day in internship was when I was asked to make payment especially mission authorisation for journalists who went to Rusizi and Nyamasheke. At this time I worked hadly with rapidity and I come up to the good results. My role : the internee was assigned to make cheques for the mission authorisation of every journalist accordingly. action taken: The internee took action of beeing very carefull when he interact with a big number of people. Performance:the performance was good becouse the internee was doing the things he liked and intersted to him. Guidance: the internee had to ask guidance from his field supervisor in charge of making payment when making payment.

Improvement:the internee has to improve his speed in writing so that he can make payment as much as possible. Gain:the internee gained experience of working with several people with differante culture and differante behavior. Self Evaluation of internhip Internee expectation: During my internship, my expectations were to become a practical accountant one who can work in any organization. Unfortunatly,These expectations were not met in full becouse the field was limited, I still have theorical knowlegde which I did not put into practice. The new skills acquired is to calculate value added Tax(VAT) , withholding tax and better understanding of terminologies which is used in payment, bank reconciliation appplication through the computer software(sage pastel evolution). The work undertaken during the internship was relevant to what I am studying at SFB because I am specializing in accounting and an accountant people like me needed to know accounting practices. So the internship helped me extend my knowledge of accounting leant at SFB from orinfor. I excellently overall based on skills and experience from the internship.I have performed at the rate of 94% and the remaining was for the first days where I would ask for guidance and explanation from the field supervisor to the work to be perfomed. Self- evaluation plan The world is changing rapidly, Rwanda in particular is accelerating its development basing on ICT and human resource development. To be competitive in working environment, I am planning to have all the necessary skills required to exercise the accounting profession. This is to say, to have post graduate certificate such as ACCA,CPA or even mastering in Accounting in next years. Before that I will try to be familiar with French accounting and this will help me work in any organization. This is very simple because it doesnt take long time and no more inputs. After leaving SFB, I am planning to get training on ICT and with different software used in accounting

systems. I am also planning to use my knowledge acquired in entrepreneurship to survive and help the society in the development process . Conclusion: the internship has transform the internees theorical knowlegde into the realistic knowledge in the work environment.This transformation played a great role to the internee as it was provided by the objectif of this trainning.This internship help in the application of certain techniques to the real life of accountant by recording all invoices and keep them properly.the internship was the right moment of putting my knowlegde of the principle accounting learnt at school into practice. Recommendation: For the internship to be beneficial and effective my advices to the school are as follow: to increase internship period up to eight weeks, to supervise all internees during internship period, to help the internees to find internship in the company with high reputation,transportation fees should be given before the beginnig of internship period.