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Resource Management Notes

Social work and community development (Kiambu Institute of Science & Technology)

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KRESTON COLLEGE

DISTANCE ONLINE LEARNING

DIPLOMA IN COMMUNITY
DEVELOPMENT AND SOCIAL WORK

UNIT :RESOURCE MANAGEMENT

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RESOURCES MANAGEMENT

1. INTRODUCTION TO RESOURCE MANAGEMENT

- Meaning
- Importance of resource management
- Category of resource

2. NATURAL RESOURCES

- Types of natural resources

- Characteristics of natural resources
- Conservation of natural resources

3. ENERGY RESOURCES

- Meaning
- Types of energy resources
- Ways of utilizing energy resources
- Impact of conservation of energy resources

4. MAN MADE RESOURCES

- Types of man made resources

- Ways of managing man made resources

5. FINANCIAL RESOURCES

- Meaning
- Sources of financial resources
- Ways of managing finances
- Ways of controlling finances

6. HUMAN RESOURCES

- Meaning
- Process of developing human resources
- Role of human resources in utilization of other resources

7. LOGISTICS AND DESTRIBUTION

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- Definition of terms
- Components of logistics
- Procurements procedure
- Stores and watch house
- Channels of distribution
- Imports and exports procedures

8. OFFICE ADMINISTRATION

- Definition of an office
- Functions of an office
- Types of office layout
- Role of office staffs
- Office facilities
- Ways of controlling office facilities

9. ROLE OF THE GOVERNER AND DEVELOPMENT PARTNERS IN RESOURCE

MANAGEMENT

- Role of govern and development partner

- Ways in which the government and development partners control resource
utilization
- Impacts of government and development partner in resource management

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TOPIC 1

INTRODUCTION TO RESOURCE MANAGEMENT

SUB TOPIC

 Meaning
 Importance of resource management
 Category of resource

OBJECTIVES

 Discuss the importance of resource management

 Describe the category of resources

INTRODUCTION
Definition of terms
Resource – this is anything that can be used to help one earn a living/virtually entity of
limited allocation

Management – process of leading and directing all the parts of the organization
through the manipulating of resources

Resource management – this is the efficient and effective employment of organization

resources

Importance of managing resources

i) Reduce wastage of materials
ii) Make the cost of produce cheaper
iii) It saves time
iv) Helps people predict the future
v) Leads to more efficiency and effective in an organization

Types of resources

i) Human resources
ii) Financial resources
iii) Material resources
iv) Natural resources
a) Man made resources/material resources

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These are used much as they occur in nature as papers or stones

i) Natural material

They are used as much as they occur in nature as papers or stones

ii) Extracted material

They are created through processing of various natural substance they include metal
mixtures, plastics, alloys etc

Other examples of materials are:

 Physical items i.e. buildings, machinery, motor vehicles, furniture etc

 Genetic materials i.e. hybrid maize or bananas test tubes babies etc which
are of human recreation in terms of material whereby diversity has been
stabilized and controlled for man’s benefits
b) Financial resources

They include physical items such as building machinery, motor vehicles, office,
furniture etc

They also include others which are not physically in the normal sense of the world i.e.
amount of cash in a pocket of an individual stock or merchandise and raw material

It also include reality or legal persons who owns us money (debtors)

The main characteristics of financial resources are that they can be in cash form or can
be converted to cash. Others include bonds premiums shares, salaries as well as cash

c) Human resources

People are the most important elements in building a successful society. Individual
skills, expertise and knowledge needs to be incorporated if is mobilization is to take
place

Human resources bring together men and women who can develop an effective
organization

This requires planning, directing, supervision and co-ordination of human activities

TOPIC 2

NATURAL RESOURCES

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SUB TOPIC

 Types of natural resources

 Characteristics of natural resources
 Conservation of natural resources

OBJECTIVES

 Discuss types of natural resources

 Describe characteristics of natural resources
 Explain conservation of natural resources

DEFINATION OF NATURAL RESOURCES

These are resources derived from the environment and they occur naturally without
influence from man. They are essential for our survival while others are used to satisfy
our wants

The can be classified into different ways:

a)Basis of origin

They can be classified into two:

1. Biotic resources – these are resources obtained from biosphere and involve
interaction of all human beings and their relationships

2. A biotic resources – it comprises of non-living things i.e. water and mineral salts

b)Basis of stages of development

1. Potential resources: – these are those that exist in region and maybe used in
the future i.e. mineral or may exist in many sedimentary rocks but until the
time is actually drilled out and put into use, it remains as a potential
resource
2. Stock resources: -these are materials in the environment which have a
potential to satisfy human needs but don’t have appropriate technology to
access them i.e. water or oxygen are two flammable gases present in water
but we don’t have technology to use them in water
3. Reserved resources: – these are subject of stock where the use has not yet
been started and are saved for future use
4. Actual resource: – these are those resources that have been surveyed then
quantity and quality determined and are being used at the present time

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C} Basis of renewability

They can be divided into two:

a)Renewable resources – these are those resources that can replace easily such as
sunlight/wind and are continuously available and their quantity is not affected by
human consumption. Many of these resources be depleted by human use but can also
be replenished through to maintain flow i.e. agricultural crops

b)Non-renewable resources – they are formed over a long geological period such as
minerals and fossils and their rates of formation is extremely slow and cant be used by
recycling them

d} Basis of availability

a) Inexhaustible resources:-These are resources that are present in unlimited quantity

in nature are not likely to be exhausted by human e.g. sunlight/air

b) Exhaustible resources – these are resources that are limited and can be exhausted by
human activities in the run such as petroleum products

e} Basis of distribution

a) Ubiquitous resources: these are resources that are found everywhere e.g. air,
light and water
b) Localized resources – they are found only in certain places of the world i.e.
copper/iron
a) Basis of ownership

They include individual ownership, community ownership, national and international

ownership e.g. rulers, lands, streams, forests etc

F} Basis of tangibility

a) Basis of tangible - are those resources like equipment, vehicles which have
physical existence
b) Intangible – are things like corporate image brands and patents that are
present but cannot be grasped or contained take a short time for renewal
like agricultural crops takes a short time for renewal others like forest may
even take longer

METHODS OF CONSERVING NATURAL RESOURCES

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i) Recycling i.e. exploitation of waste products especially for valuable metals

such as iron, steel, aluminium etc
ii) Substituting old minerals for new i.e. minerals and metals consumption can
be reduced by new materials/technology developed to replace the
traditional use e.g. bronze replaced
iii) Reduce pollution by avoiding it or producing it and releasing it to the
environment
iv) Management of the land disposal i.e. industrial waste sewerage drainage
system involved
v) Improving agricultural methods such as organic farming methods
vi) Treatment of water drainage system
vii) Reducing the rate at which the resources are used

Key environmental concerns in Kenya

a) Pouching – this is hunting for the wild animals for meat and skin or ivory e.g.
elephant, buffalo and hippo
b) Deforestation – this is done to give way for agricultural activities such as
farming, construction of houses and industrial activities etc
c) Soil erosion
d) Depression of mineral resources
e) Water pollution from urban, industrial waste and agricultural activities

ENVORONMENTAL POLICY MANIFESTATION

The government has adoption of sustainable policies towards the country’s natural
resources, climate change, desertification endangers species, and ozone layer
protection and pollution in the wet lands are among the policies that the government
has tried to put in place concerning the natural resources

There are various types of pollution that causes disorder, harm and discomfort into the
environment. They include:

- Water pollution
- Air pollution
- Noise pollution
- Radio active pollution
- Soil pollution

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Air pollution

This is generally the form of gases emitted by factories, power plants, automobile etc.
they release CO2 or methane gas in the air which is harmful to human beings. The most
common source of air pollution include oil refinery and automobiles

Water pollution

Occur when contaminant/pollutant are released to the water sources such as oceans,
rivers, lakes and ground water. Many of these sources are also interfered with the air
pollution i.e. formation of acidic rain, water pollution can also occur as a reserve of
runoff which occur with the storm water drains off farming chemicals such as
pesticides, fertilizers etc into the water. It can occur by spoiling the ground water if the
water level is high

Soil pollution
Like air and water the soil itself can also become polluted from dangerous materials
such as heavy metals, pesticides etc. sometimes sol pollution is not only isolated to
some areas because some of these pollutants can make their water bodies which
spread the pollutant even further

Radio active pollutants/contamination

Deadly contamination from nuclear plants/other industries can have a long range of
effects on an environment and globally. Radio active contamination can affect every
aspect on the environment including our water and the soil as well as various objects
such as building and equipment which can retain radiation after massive exposure.
The effect on a living echo system and human health may vary greatly from causing
mild discomfort

Sound/noise pollution
This is a type of pollutant caused by noise from the industries, recreation places,
churches etc. noise can cause hearing problem if the ear drum is exposed to a lot of
noise for a long period of time, certain types of pollution are more easily contained
than the others and they have a wide range of effects from a mild contamination at the
point of contact to the wild spread constructive effects such as global warming, since
most of the categories of pollution interfere with one another

One type of pollution often spread leading to another form containing and reducing
the amount of effects on the echo system, it requires an integrated approach

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EFFECTS OF POLLUTION
i) Effect on human health

Continuous exposure to air pollution and their accumulation in the body increases
incidence of illness such as severe eye/nose irritation and poor visibility. Water borne
diseases are also likely to affect individual and can lead to death

ii) Economic effects

Air pollution leads to increase of maintenance cost of property maintenance such as

cleaning of building, treatment of diseases and illnesses also lead to low productivity in
the economic sector

iii) Ecological effects

Pollution has dangerous and long term consequences for the earth eco system. Harmful
chemicals used destroys the ozone layer which protects us from harmful sun rays
leading to high incident of skin cancer and crop failure due to draught and famine

Challenges of resources
A} Resources depletion – it refers to exhaustion of raw materials within a region

Causes:

- Over consumption
- Over population
- Irrigation
- Technology and industries
- Drainage of wet lands

B} Environmental degradation
It is deterioration of the environment through depletion of resources such as air, water
and soil destruction of ecosystems and extinction or wildlife.

C} Resource curse (paradox of plant)

Countries with a lot of natural resources, specifically point sources non-renewable

resources tend to have less economic growth and worse development outcomes than
countries with fewer natural resources

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TOPIC : 3
ENERGY RESOURCES
SUB TOPIC:

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 Types of energy resources

 Ways of utilizing energy resources
 Ways of managing energy resources
OBJECTIVES
 Discuss various types of energy resources
 Describe ways of utilizing energy resources
 Discuss management of energy resources

INTRODUCTION TO ENERGY RESOURCES

Energy is power that can be used to provide heat or drive machines. It is also ability to
do work or force that produce motion

It can also referrer to a supply of physical powers that you have for doing things that
need physical efforts e.g. electricity or other forms of power used for making things
work (water or wind power)

Energy resource implies to things that/or materials which act as source of power
which makes our present machines turn on i.e. nuclear energy, solar energy or fossil
energy

Energy can be manifested as solid, liquid or gaseous or a wave of heat, light or

electricity

TYPES OF ENERGY RESOURCES

WOOD

It was the first source of energy to be discovered

Uses

- Smelting of iron
- Providing light at night
- Provision of heat

Advantages

- Readily available
- Cheaper

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- Renewable source of energy

Disadvantages

- Leads to deforestation
- To produce energy, a lot is required
- Smoke from the wind pollutes environment

WIND

Wind is air in motion

Uses

- Wind is used to drive or propel sailing ships

- Used to turn wind mills, to grind grains and process food
- To pump water from the ground
- To generate electricity

Advantages

- It is cheap
- Readily and freely available
- It does not pollute environment

Disadvantages

- Water energy is unreliable in dry weather when water levels fall

COAL

It is obtained from underground or surface mines

It is formed after decomposition of vegetation over a long period. There are three types
of coal

i) Hard and black (anthracite)

ii) Soft (bituminous)
iii) Very sort (sub-bituminous and ignites)

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It was discovered that coal could be turned to coke by heating. The coke was used to
smelt iron

Uses

- It was converted into coal tar which was used for smelting iron
- To drive steam engines in factories
- To provide lighting

Disadvantages

- It is bulk and expensive to mine and transport

- It is pollutant. It produces dark carbon and sulphur dioxide which causes air,
water and environmental pollution
- It is a non-renewable sources of energy
- It causes damages to human lungs
- It has low energy value

PETROLEUM/OIL

It is formed from the remains of small animals and plants that died million years ago

Petroleum or crude oil is refined to acquire paraffin, petrol, and diesel oil, cooking gas
or tar

Uses

- Used for cooking and lighting as it generate electricity

- Tar is used to tarmac roads
- Grease metals in industries
- To power vehicle and airplanes
- To produce useful products like fuel, oil or cooking gas

Advantages

- It has a wide variety of uses

- It is clean compared to coal
- Cheap compared to other sources of energy

Disadvantages

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- Causes a lot of environmental pollution through oil spillage and environmental

degradation
- Extracting oil is expensive. oil is very expensive for the countries not endowed
with it

ELECTRICITY

It can be generated from geothermal, nuclear and solar energy

Uses

- In communication industry where electric signals, telephone, radios and TV

- Powering machines in factories
- Cooking and heating
- Lighting
- Transport

Advantages

- Clean source of energy

- Renewable
- Convenient and efficient
- Power is easily controlled by use of switches

Disadvantages

- It is not stored, it must be used as being generated

- Relies on natural supplies e.g. water
- Generation and distribution is very expensive
- Installation and maintenance of electricity require trained personnel

QUIESTION: Discuss ways of managing energy resources

TOPIC 4

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FINANCIAL RESOURCES
SUB TOPICS
 Meaning
 Sources of financial resources
 Ways of managing finances
 Ways of controlling finances

OBJECTIVES

 Discuss sources of finances

 Describe ways of managing financial resources
 Describe ways of controlling finances

DEFINATION OF FINANCIAL RESOURCES

Money is anything that is generally acceptable as a medium of exchange for goods and
services. In the past, various commodities such as cowry shells, beads and means of
payment. They therefore service as money

Today notes and coins (currency) are generally accepted as money

These include physical items such as building land, machinery and motor vehicles. Non-
physical such as premiums, bonds and shares

They also include real and illegal persons who own us money known as debtors. Their
common features is that they are either in cash form or can be converted to cash as
shortest as possible
CHARACTERISTICS OF MONEY

1. Acceptability – it must be acceptable to everyone for it to be used as medium

of exchange
2. Divisibility – the money should be divisible into smaller units
(denominations) without loss of value
3. Portability – it should be convenient to carry around therefore should be
light and not bulky
4. Durability – should be long lasting without getting torn, defaced or losing its
shape and texture. The material used should therefore be quality that resists
wear and tear

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5. Stability – it should be long lasting without losing value so that it maintains

credibility and acceptability
6. Scarcity – it should be relatively scarce in sense if money was abundant then
it would lose value
7. Cognoscibility – it should be easily recognized. It should be easy to
differentiate genuine from fake money

Functions of money
1. Medium of exchange
2. Measure of value
3. Unit of account
4. Store of value
5. Standard defiled payment

SOURCES OF FINANCES
1. Donors
2. Banks
3. Well wishers
4. Government
5. Personal savings
6. Friends/family contribution
7. Inheritance
8. Personal resource e.g. harambee
9. Asset management
10. Working capital
11. International agencies
12. Institutional investors

WAYS OF CONTROLLING FINANCES

CASH BOOK – this is used to record receipts and payments in form of cash and cheque.
On the left hand side receipts are recorded sometimes two/three column book are
recorded. In two columns one is used for cash and the other for bank. In three columns,
one is used for cash, receipts/payments, second column for bank and third column for
cash discounts. From the cash book, total receipts and payments inform of cash/cheque
can be obtained and this information helps to exercise cash control policy effectively

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RECEIPTS – when cash is received against cash sales, then the receipts are issued by a
person who receives cash. This receipt indicate the total cash receipt during a
particular period

NB: no cash is received without issuing a receipt. The cashier should only use one
receipt book at a time

Unused receipt books should be kept under custody of senior officer

BANK PAY IN SLIP – when bank cheques are deposited in bank then a bank pay slip is
filled up. The bank should stamp this pay slip. He returns one copy and duplicates the
copy to give the depositor. This duplicate pay in slip stamped and signed by bank
cashier is used to prove that money has been deposited

CASH RECEIVED BY MAIL – cash received by form of mail are in form of cheques, draft,
money orders or postal orders

Incoming mails are opened by junior staff with supervision of senior staff. Any cash
received by mails should be recorded at once on a cash receipt list

QUESTION: Discuss ways of managing financial resources

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TOPIC 5

HUMAN RESOURCES

SUB TOPIC

 Meaning
 Process of developing human resources
 Role of human resources in utilization of other resources

OBJECTIVES

 Discuss various types of appraisals

 Explain various methods of appraisal
 Discuss the process of developing human resources
 Describe the role of human resources in utilization of other resources

HUMAN RESOURCE MANAGEMENT

This can be defined as a process of directing, controlling and organizing manpower
within a given organization. Controlling of manpower consists of knowledge and skills
that individual possesses within an organization

In human resource management it is the responsibility of every organization to do the

following:

i) Recruit employees who are suitable and qualified with relevant skills, right
attitude and experience for the job
ii) Retain employees by ensuring that each employee is provided with
satisfactory and favourable working conditions
iii) Maintaining good interpersonal and employer-employee relation
iv) Ensuring that employees are aware and subscribe to follow the objective of
the organization or institution

Importance of human resource management to workers

i) It increases motivation and commitment to workers
ii) It provides motivation and commitment to workers
iii) It provide employees with an opportunity of making use of their skills and
abilities

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iv) It increases employee skills especially when they are trained by the
organization
v) It leads to the development of good relationship between the employer and
the employee
vi) It leads to general development of the organization

Importance of human resources management to the organization

a) It increases productivity
b) It increases quality of services and the products of the organization
c) It attracts the most needed employees
d) It reduces the turn over of the staff
e) It prevents work related accidents

Proper human resource management

This includes the following:

i) Recruitment – organization have to make the right people and to be ruled.

We must review the job and its requirements one must ask himself why the
previous worker [Link] selection of the right person is one of the
most important activity on which depends with the future of the
organization. Selection maybe made by promotion/by advertisement of
other methods such as invention of a person whose name has been suggested
by a knowledgeable person
ii) Interview – this can be done through giving written or practical group
discussion. It is important to provide proper environment for the interview

The number of interview should also held at the appropriate time

iii) Appointment – if the candidate is selected and an appointment letter the

appointment should set a full detail of job description, salary and other
conditions like employee service must be given
iv) Solving of the employees problem

There should be a machinery to solve employees’ grievances quickly and in a fair

manner. It is a great idea to establish a direct link between the administrator and the
employees

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Grievances can be of different type and the work of the administrator to solve them.
Most often grievances arises from misunderstanding, misinterpretation and
dissemination, violation of agreement etc

v) Retraining of the workers

Workers need to be retrained after a given period of time. This is because of the
following:

a) Personnel maybe considered for higher and better position. This require greater
skills, knowledge and competence to cope with requirement of the higher
position
b) The knowledge, skills and attitude of the personnel tend to decline with time
c) The personnel have to be retained when they are shifted from one job to another
d) Newer technology, persons who were trained in the older technology find it
difficult to cope with the newer complicated ones. Unless they are trained again

There are many factors that affect training among them includes age, levels of
education, ability to take responsibility for learning, availability of resources required

Roles of human resource managers

i) Planning of comprehensive personnel program
ii) Advising the administrator on personnel problems
iii) Proposes changes in personnel policies as necessary
iv) Develop procedures for recruitment of new employees and help in their
recruitment
v) Interpreted policy rules and regulations of the organization
vi) Prepare manuals for personnel and job description
vii) Plans and conducts in service training program
viii) Promote employees stability
ix) Inform the employees of the activities of the organization
x) Develop procedure for job appraisal

TYPES OF APPRAISAL SYSTEMS

A} Performance appraisal systems
This is the evaluation of work done (quality, quantity and the manner it is carried)
during a specified period against the background of the work situation. Its attempts at

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placing a record for a person i.e. personality to the achievement of the organization
goals

Objectives of appraisal
a) It provides data for management decisions concerning the means of salary
increment, incentives, promotion, demotion or discharge from the services
b) To reduce or put low performance
c) It helps to consider the employees suitability for different types of assignment
d) To have a handover. Information required for the purpose like letters of
recommendation and re-employment
e) To meet the requirement of man power planning and organization

Importance of performance appraisal

a) The employees get feed back for their performance which motivates them to
perform better
b) One is able to know about his strength and weakness and where to improve
c) Employees develop the role of clarity with regard to the job especially when they
are told what is expected of them
d) Employees are able to clarify their career plan in the organization

B} Self appraisal
You evaluate yourself and give the results to the management

This is the appraisal of ones own job performance. It is important because:

i) Each individual knows herself best and is aware of her weaknesses and of her
efforts to achieve her personal and organizational goals
ii) It is an important factor in participation management and achievement of
an individual and organizational goal. However self appraisal is not widely
used because individuals don’t wish to reveal their weaknesses and
shortcomings in the job and more so of this information maybe used against
them when administrative decisions are taken
iii) Self appraisals are inflated as most of employees have unrealistic and
favourable perception of their performance

C}Appraisal interview performance (both employer, employees)

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Participants sit down and analyze the performance. It is held periodically

between the superior and the subordinate. The decision may include the
following:
i) Analysis of factors facilitating or inhibiting his/her performance
ii) Additional resources that may be required by the subordinate makes for
effective performance
iii) Setting up specific performance objectives of the future
iv) Discussion of individual career in the organization
v) Identification and subordinate interaction

Objective of performance appraisal interviews

a) Provide feedback to the individual on how his performance is previewed by his
superior
b) Information communicated through such interviews maybe a source of
satisfaction and motivation to the employees
c) The employees can search the role of clarity in such discussion
d) The subordinate can forecast in corrective action
e) The employee can obtain greater knowledge
- However appraisal interview are not often held because of the following:
i) The discussion of rating with the employees often result to a traumatic
experience
ii) The superior feels inadequate about satisfying the rating to his surbodinate
by sitting the relevant incidence
iii) Many supervisors avoid progress of interview as they fear opening a
situation which will not be able to cope with i.e. incase the client has asked
for increase in their pay

PROCESS OF APPRAISAL
a) Setting of objectives of appraisal – this includes promotion, transfer, assessing,
training needs and reward such as pay increase. The emphasis in all this is to
correct problem. Appraisal can be defined as systematic evaluation of an
individual with respects his/her performance on the job and his/her potential
development. The organization therefore will be required to hold an appraisal
of a given activity
b) Establish job expectation – this includes informing the employee of what is
expected of his/her in the job. A discussion is held with his/her superior to

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review the major duties contained in the description. Individual should not be
expected of them
c) Design appraisal program. This includes several questions which need to be
answered includes:
 Whose performance is to be assessed
 Which are the rates
 What problems are encountered
 How do we solve the problem
 What should be evaluated
 What method of appraisal should be used
 Performance interview

Once the approach have been made of employees rated should discuss and review
performance especially when it is inadequate so that they superior. Feedback is
necessary to affect improvement in performance specifically when it is inadequate

Performance interview consists of three major goals:

i) To change the behavior of employees whose performance doesn’t meet

organizational requirement of their personal goals
ii) To maintain the behavior of employees who perform in acceptable manner
iii) To recognize the superior performance of behavior so that they will continue

Uses of appraisal data

The data and the information generated through the performance evaluation must be
used by human resources department in the following areas

i) Training and development programs

ii) Human resource planning
iii) Promotion and transfer
iv) Validation of selection programs
v) Discipline programs
vi) Remuneration administration

METHODS OF APPRAISAL

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Several methods have been discussed to measure the quantity and quality of the
performance of the employees. Each of the quality of the performance for some
purpose of some organization they include:

1) Rating scale: - this consists of several numeral seals each representing a job
related criteria from excellent to poor. The rater checks appropriate
performance then check on criteria. The then compelled the employees total
score, the number of point scored maybe linked to salary. Increment or any
other form of motivation that may enable the employees to acquire higher levels
of performance
2) Check list – under this method a checklist of statement on the travel of
employees under his/her job is prepared into columns. All what the maker does
is to take the answer to the statement
3) Essay method – this is probably the simplest method of appraisal in which the
rater writes a narrative describing an employee’s strength, weakness and past
performance
4) Criteria and suggestion for implementation on those criteria or keep behavior
that makes a difference between doing a job effectively and doing it ineffectively.
What the rater does to write those stages incidences that describe what the
employer does and that which is actually effective or ineffective
5) Field review methods

This is an appraisal done by someone outside the department, it usually supervised by

someone from the human resource department. The outsider reviews with the
employee and their supervisors

6) Performance test and observation, rest have been used for actual demonstration
of the skill they must be validated and made viable to the organization

Process of developing human resources

1) Planning

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In manpower planning, there are a number of activities that are usually considered i.e.
identifying the staffs of good quality catering for staff welfare staff development etc

The main take in planning include the following

 To project future manpower employment

 To conduct job evaluation analysis and description
 To come up with a criteria that will enable us to know the eligible person to a
given position
 To draw up a budget that will enable us to carry out the recruitment process

In planning there should be a set standard which will enable us to select the most
appropriate and suitable employee of a given position. After planning for human
resources personnel we come up with a process of identifying where to get the workers
personnel

2) SOURCING (how to get employees)

There are two major sources of human resources

i) Internal sources (non within the organization the workers can suggest about
ii) External sources

Internal surveying – consist of coming up with an advertisement of a vacant which will

be filed using the following:

a) Promotion
b) Transfers
c) Engaging the workers to search for an individual who they are aware of
depending with the qualification of the position

Internal sourcing has a number of advantages especially if it will be through

promotion of an individual working within the organization

Some advantages include:

i) Motivation of workers
ii) Enhance training for the workers hence increase skills and knowledge of the
workers. However, internal sourcing is likely to lead some workers are likely
to lead find themselves in a given organization for prolonged period. It’s also
likely to demoralize workers who feel that they would have been given the
position instead.

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iii) Less orientation

Disadvantages
i) Frustration
ii) De-motivation
iii) demoralization

External sourcing – it’s done through advertisement in newspapers, posters and

internet. The advertisement the required qualification of a given position, are open to
everyone who feels that they have the required qualification

Advantages
i) it enables the employer to employ the competent individual in a given
position because there is a variety to select from
ii) it promotes creativity and development in the organization
iii) it cant be interfered by personal differences relations

Disadvantages
i) it is likely to de-motivate the workers especially those who feel they are
qualified in the position
ii) requires a lot of time for orientation
iii) selection process can be difficult in a situation whereby the required people
are few but there are many people applying for the same position
iv) it is expensive

3) Training

The training can be done to the current or potential job occupant to meet the
requirement of the organization. Training was referred as a process of impacting
specific skills to the individuals however today there is an addition of knowledge.
There are two major types of training techniques that are used in an organization

 On-job training
 Off-job training

On-job training – this is a type of training that is carried out within the organization in
the context of the job. It consists of industrial training. The individuals are likely not to
have the required skills but the organization takes initiative to train them as per their
job description

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Advantages
i) It is the most effective method since the training enable us to learn through
experience
ii) The method is least expensive since there is no format of training that is
organized
iii) The training is free from artificial situation of a classroom

Disadvantages
i) The inexperienced employees may lack expertees or inclination to train their
juniors
ii) The training can be poorly conducted
iii) Training program itself is not systematically organized

Some of the techniques used under this method include the following:

i) Orientation training
ii) Internship (attachment)
iii) Job rotation

Off-job training – this is done away from the job/work place. The technique used
include classrooms, lectures, demonstrating, conference/discussion, case studies etc

Obstacles of effective training

i) Lack of effective training
ii) Inadequate resources
iii) Education institution awards but lack of skills

4.} Motivation

The employees having productive goals and trained, we should not assume that proper
selection and development of our personnel will necessarily give us the desired results.
We can higher individuals with extra ordinary competence and develop their abilities
and still not be assured that they will perform satisfactory. Motivation can be defined
as the will to do something and is conditioned by action and ability to satisfy some
individuals. It is a process that starts with physical or psychological deficiency or need
that actuate behavior or that drives the aimed goals

Importance
i) Motivated employees are always looking for better ways to do a job

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ii) They are more quality oriented

iii) More productive than those who are not
iv) They meet the expectation of their employers

5} Selection

The individuals who have met the qualifications are selected using different criteria’s
such as interviews, analyzing skills and ability to work.

6} Separation
At this stage the human resource are selected basing on their productivity, availability
and their willingness to work and commitment. Those who fail in these categories are
either promoted or given a chance to work in their areas of specification. Those who
are not productive in organization decide what to do with them such as replacing them

TOPIC 6
LOGISTICS AND DISTRIBUTION
SUB TOPIC
 Definition of terms
 Components of logistics

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 Procurements procedure
 Stores and warehouse
 Channels of distribution
 Import and export procedure

Objectives

 Explain the component of logistics

 Describe procurement procedure
 Discuss the functions of warehouse and a store
 Discuss various channels of distribution
 Describe import and export procedure

Logistics – can be defined as a management of flow of good and services between the
points of origin and point of consumption in order to meet requirement of consumer

Distribution – can be defined as transportation of goods by road, water, air etc. also
means of transport such as buses. Transportation is movement of people or goods from
one point to the other.

COMPONENT OF LOGISTICS

Inventory – this can be defined as keeping and maintenance of stock. The main reason
for maintaining stock includes the following:

i) Time – period between supplier and users of the community and demand
maintenance of the amount of investors to maintain the consumer
ii) Uncertainty – inventories are maintained as buffers to meet the uncertainty
of demand, supplies and movement of goods
iii) Economic scale – this is dealing with one commodity at a time is quite
expensive. When commodities are kept or bought in bulky, less cost is
incurred
iv) Packaging – this is the science of art and technology of enclosing/protecting
product for distribution storage and sale and use. It is also referred to as the
process of design, evaluation and production of packages
v) Security – this is the degree of protection against danger, damages, loss and
criminal activities. It is the based on the structure which includes concept
such as safety, continuity and reliability

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vi) Ware housing – this is a commercial building for storage of goods. They are
used by the manufactures, exporters, wholesalers and business people. They
are usually large plain building in industrial areas of cities and towns. They
usually have a loading docks or machines to load the goods and to unload
goods from tracks, trains airports etc
vii) Material handling management – consists of the following:
A} Material planning and control, -planning requires right quantity to meet the
broad overall production planning.

B} Production scheduling, it’s common in production of organization and

especially for manufactured goods.

C} There is need to give available stock in market a time to be consumed but to

ensure that when the consumer would be demanding for the commodity it will
be available

D} Receiving – this department is concerned with the physical handling of

materials deriving and identification. There should be the required document
for the material such as report, receipts and any other

E} Physical distribution and management of goods.

Involves the warehousing or storage of goods for prolonged period of time. The
warehouse/store should have better arrangement to avoid damage of
goods/accidents for the workers.

PROCUREMENT

This is a process that involves purchasing of products and buyers

participation.

It involves the following activities:

a) Managing suppliers negations
b) Managing value analysis activities
c) Administering purchasing contract
d) Conducting marketing suppliers and research

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STEPS OF PROCUREMENT

A) Market research for the bidders

B) Identification of suppliers request and request bidders proposal and
information
C) Quality check the essential in order to confirm the suitability of goods in
question
D) Negation terms conditions , quality and delivery schedule (Identify the
suppliers)
E) Logistic and payment.

TENDER
 This is an offer to do or perform an act which the party offering is bound
to perform to the other party whom they have requested.
 It can also be defined as take over of a bid inform of public invitation to
stalk holders.

FUNCTIONS OF TENDER BOARDS

1. Approval of all the tenders and procurement procurement contract
whenever the value exceeds one million.
2. Compare the tenders of any project or purchases in the rights of
evaluation by relevant assessment panel.
3. Approval the letting tenders that falls within their budget
4. Provision of recommendation to the tenders that falls outside the
budget to the resources committee for consideration.

Questions

1. Discuss import and export procedure

2. Discuss different channels of distribution
-

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Topic 7

OFFICE ADMINISTRATION

SUB-TOPIC

 Definition of an office
 Functions of an office
 Types of office layout
 Role of office staffs
 Office facilities

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 Ways of controlling office facilities

OBJECTIVES

 Discuss functions of an office

 Describe types of office layout
 Describe the role of office staff
 Discuss different types of office facilities
 Describe ways of controlling office facilities

Office – is a nerve centre of all go zones within an organization/institution

It can also be defined as a place/room or a building set aside in an organization where

communication secretarial, administration and clerical work take place

ELEMENTS OF AN OFFICE

1. Office practice, security and safety standard

2. Public relations
3. Consumer care

FEATURES OF A GOOD OFFICE

The following environmental features should be put into consideration:

i) Waste collection and disposal

ii) Water use, sanitation and effluent discharge
iii) Noise control
iv) Pollution of the atmosphere
v) Safety and health at work location

The office lay out should be pleasing, provide adequate ventilation and ensure
temperature regulation and plenty of natural light on each position

Adequate space should be provided giving enough room for space as well as mobility
space

Have adequate sanitation and provision or clean water i.e. male and female are in
connection to sanitation must be provided

Offices should have inspectors with stator power to inspect the office and report on
failing and what are being done

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Pipes of H2O must be provided to adequate supply to the office safety and security

Electricity should have correct installation, power maintenance and operation cables,
socket plugs and switches should be well maintained to avoid accidents

A good office should be free from fire hazards and fire exits signs, fire extinguishers etc

Functions of an office
1. Receiving and transmitting/disseminating information

The information can be received or transmitted by means such as letters, telephone

calls, invoice, face to face conversation and reports

After receiving the information the organization maintain it as data through the office.
The data can be written or oral e.g. orders, estimates or progressive report

2. Recording

The information received is recorded and stored i.e. files, books of accounts, registers
and computers

The information recorded enables management to meet the needs of firm such as
making of decision and fulfilling requirement of law

3. Mailing

This involves processing and sending out letters and parcels. It is an office where out
going correspondence and parcels from various departments are processed and
dispatched

4. Filling

Information received in an organization is stored mainly in files. It may be stored in

books, cards and computed discs. This ensures information or document is safe, neat
and tidy

The following are characteristics of good filling:

I) Simplicity – not occupying too much space

II) Compactness – should be appropriate to the needs of business concerned
III) Sustainability – should be flexible to cater for future ……………….or expansion
IV) Safety – provide protection to document against loss, misplacement,
destruction, theft or landing in unauthorized hands

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V) Accessible – the information should be easily retrieved without disturbing

other documents
VI) Economic – the system should not be expensive to maintain

Role of filling
-
Documents are protected from loss and landing in unauthorized
hands
- It aids in office tidiness and efficiency
- Filling is important to aid memory reference
- Easy to retrieve information since it is restored systematically
- Documents are neat and tidy
5. Arranging arithmetical process

This involves calculating and preparing invoices statistical statement and financial
report

It ensures supervision of financial flow to meet day to day expenses

6. Distribution (dissemination)or information

Information acquired is stored for distribution that is passing it to the officers

concerned for implementation or action

7. Safe guarding and controlling of organizations property

The office should ensure that organization property is protected and controlled. This
may be done through:

b. Enhancing security against theft e.g. to employing watchmen,

installing security lights and fencing business premises
c. Ensuring physical care by people using the property
d. Keeping record movements and usage of each property
e. Physical stock taking of each property
f. Taking insurance cover
g. Proper repairs, servicing and maintenance
8. Reproduction of document

This depends on urgency, quality, confidentiality and cost reproduction of the

document may be done by use of computers, type writers, carbon copying, duplicating
and printing

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Office layout

This refers to the outlook, arrangement and positioning of furniture and equipment in
an office

The type of office layout is dependent on the nature of the business, capital required,
site location, size or premises among others

OFFICE LAYOUT

Types of office layouts

i) Open plan office layout
ii) Enclosed office layout
iii) Landscape office layout

A} Open office layout/large open plan office

This is a large where all staff works

It is a large room which is shared by several departments or sections of department

instead of working each in a separate room i.e. banks

Advantages
1) Easy supervision of workers i.e. since supervision get instant view of how staff
are occupied
2) Unnecessary movement is avoided and this saves time
3) Sitting arrangements can be organized as to have essential effect i.e. planting of
flowers
4) Cast allocation of the workers
5) Promotes team work
6) Construction is low because partitions are few
7) Discourages absenteeism by employees

Disadvantages
1) No privacy especially when caring out confidential duties e.g. preparation of
salaries
2) Senior workers are not placed in areas of privacy. This may fail to confer status
to them
3) Overcrowding, air conditioning, lighting and heating may not conduce to all
4) Contagious disease may be passed to the others

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5) Private discussions and consultations may be difficult

6) Untidy and un-business like appearance and noise

b) Enclosed office
This office is normally occupied by one or two people, usually having their names and
or designation pinned on the door

Enclosed offices can also be referred as cubicles

Advantages
i) There is privacy for confidential discussions
ii) Less noise and disruption from workers and machines
iii) Conducive work environment
iv) Employees are able to relax and take refreshments
v) Provide security for available and sensitive items such as document and cash

Disadvantages
i) There is no close supervision of the workers
ii) Costly to construct and maintain
iii) Encourage absenteeism
iv) Time consuming as people move from one office to another
v) Misuse of office facilities i.e. telephone
c) Landscape office layout

This type of office layout is similar to open office layout (plan) but of higher standards
in terms of outlook, furniture and other equipment i.e. it may have easy chain carpets,
air conditioner as well as in doors plants and shrubs

Movable material like cardboard may be used to create room for employees

Advantages
i) Promotes team work among employees
ii) Promote sharing of office equipment thereby reducing the cost of buying
more
iii) Supervision of workers is easy
iv) Maintenance cost is low

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v) Discourages absenteeism
vi) Decoration found in office creates an attractive and conducive environment
to work in

Disadvantages
i) Noise from machines and colleagues
ii) It is expensive to set and maintain
iii) Confidential work may not be conveniently done
iv) Senior officers are not placed in areas of privacy

Office equipment
There are facilities used in an office to make work easier and efficient. The role of office
equipment includes:

i) Speed up and simplify work hence on time and labour

ii) Enhance neatness and accuracy
iii) Ensure security of documents and other valuables
iv) Provides comfortable working environment

TYPES OF OFFICE EQUIPMENT

I) Duplicating equipment – i.e. photocopier, printing machines and stencil
duplicator. It is used to produce documents
II) Communicating equipment – i.e. telephone and teleprinter used for sending
and receiving messages, fax machines used to transmit printer messages
letters, diagrams and photographs
III) Typing equipment/machines – i.e. typewriter which can be either manual or
electronic used for typing, paper shredders used for cutting unwanted
documents into tiny pieces to avoid such documents getting into wrong
hands

Advantages
i) They are labour saving – when machines are used by only few staffs are
required hence the organization
ii) Speed – they are much faster thus saves time
iii) Accuracy – machines are more accurate that is if the operator is efficient
iv) Presentable – final product of machine is of high quality
v) Minimize monotony

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vi) Promotes uniformity

vii) Saves cost
viii) Control i.e. some reduce frauds by use of gauge or meter which records
transaction

Disadvantages
i) They are expensive
ii) Require skills
iii) Unemployment
iv) Special stationary may be required

Factors to consider when selecting office equipment

i) Cost – it refers to initial maintenance and running cost
ii) Adaptability – it is the ability of equipment to cope with future technology
and development
iii) Durability – lifespan of equipment
iv) Availability of complementary resources – refers to accessories required in
order to operate the equipment
v) Availability of room
vi) Availability of manpower

ROLES OF OFFICE STAFFS

GENERAL MANAGER

i) Controlling all the activities in an organization

ii) Planning the work and time schedule in an organization
iii) Being responsible for the provision of resources
iv) Advising and informing the senior on matters relating to organization
v) Controlling to ensure work is done

COMPANY SECRETARY

i) Being responsible for all legal matters on a company/legal advisor

ii) Keeping of records of proceeding of all organizational meetings
iii) They keep the shareholders of business updated and ensure each shareholder
receives annual report and account is done in co-operation with chief
accountant departmental head

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ACCOUNTANTS/FINANCIAL MANAGERS
i) Keeping financial records
ii) Collecting, banking and making payment on behalf of the firm
iii) Preparing payrolls and budget
iv) Preparing financial reports and profit and loss account and balance sheet
v) Maintains the dept ledger and pay tax liabilities

RECEPTIONIST
i) Receives visitors into the organization or firm
ii) Receives calls from outside or inside the firm
iii) Direct visits and arranges for them to be escorted to other parts of the
building within the firm
iv) Keeping the records of visitors
v) Taking and passing messages
vi) Making, renewing and cancelling appointments

PERSONAL SECRETARY
i) Filling information for the boss
ii) Attending meetings and recording minutes
iii) Supervising junior secretary staff
iv) Receiving and making telephone calls for the boss
v) Taking dictation from the boss
vi) Making travel arrangements and booking hotels for the boss
vii) Keeping petty cash

CLERK
This is a junior employee who does routine jobs such as:

i) Handling mails
ii) Duplicating and operating various office machines
iii) Helps in store keeping or record keeping
iv) Ordering, receiving, storing and issuing of stationeries

Qualities of an office staff

1. Personal attributes – i.e. physical appearance, hygiene, posture, moral behavior
and good health

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2. Office etiquette – i.e. respect, punctuality, courtesy, loyalty, honesty, co-

operation, accuracy and diplomatic i.e. ability to convince others tactfully
3. Personal knowledge and skills – knowledge refers to academic and professional
qualification. Skills refer to capability acquired through training

Motivation – the employees having productive goals and being trained. We should not
assume that proper selection and development of our personnel will necessarily give us
the desired results. We can higher individuals with extra ordinary competence and
develop their abilities and still not be assured that they will perform satisfactory.
Motivation can be defined as the will to do something and is conditioned by action and
ability to satisfy some individuals. It is a process that starts with physical or
psychological deficiency or need that actuate behavior or that drives the aimed goals

Importance
v) Motivated employees are always looking for better ways to do a job
vi) They are more quality oriented
vii) More productive than those who are not
viii) They meet the expectation of their employers

Importance of resource mobilization

i) Minimum utilization of resources
ii) It ensures that the beneficiaries appreciate and accept their project
iii) Ensures that the resources are useful to the community

Separation
At this stage the human resource are selected basing on their productivity, availability
and their willingness to work and commitment. Those who fail in these categories are
either promoted or given a chance to work in their areas of specification. Those who
are not productive in organization decide what to do with them such as replacing
them.

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9. ROLE OF THE GOVERNER AND DEVELOPMENT PARTNERS IN RESOURCE

MANAGEMENT

- Role of govern and development partner

- Ways in which the government and development partners control resource
utilization
- Impacts of government and development partner in resource management

ROLE OF GOVERNMENT IN RESOURCE MANAGEMENT

 Unifying national budget

 Provision of enabling services for maintance of national development
 Advocating proper environmental management
 The government allows participation of various development partners in
country investments
 Promote resource management through public holidays or national day.
 Promote capacity building and community empowerment.

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WAYS IN TO WHICH GOVERNMENT AND DEVELOPMENT PARTNERSCONTROL

UTILIZATIONS OF RESOURCES

 Formation of anti-corruption tribunals to investigate the public offices on their

management of funds
 Promotion of accountability and transparency of public offices through carrying
out auditing processes
 Promotion of sustainable development.
 Promoting of agriculture which has encouraged foreign exchange where
government has earned more revenues and promotes economic productivity.
 Provision of various government ministries.

ASSIGNMENT

1. Define manmade resources

2. Discuss different types of manmade resources
3. Explain how we can conserve manmade resources
4. Discuss impact of government and development partners in resources
management

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