KYALISIIMA IMMACULATE

0789457284/0704780490.
immie.kyalisiima@gmail.com
13/04/2017
TO: THE DIRECTOR
NILE BREWERIES LTD
JINJA UGANDA.

RE: APPLICATION FOR THE POST OF ACCOUNT MANAGER.

I kindly submit my application for the above mentioned post to this organization. Am a
female,Ugandan a graduate of Bachelors of arts with education of Kyambogo University(B/AED)
majoring in Economics. I also have a certificate in computer skills of Management Training and
Advisory Centre (MTAC)

Currently I work as an external facilitator at MTAC, teaching and training in Principles of

Economics and project planning and management. I believe this experience is relevant for this
position. Attached a copy of my C.V and academic documents.

I will be grateful if my application is put under your consideration.

Yours faithfully.
…..................................
PR
 PRINCIPLES OF AN ORGANISATION.

Modern business is complexity affected by a variety of components operating both inside

and outside an enterprise.the success /failure of an organization is denoted by its operating results

hence its success is attained through suitable organization as noted by Koontz and Donnell outline

the following.

a.PRINCIPLE RALATING TO PURPOSE OF ORGANISATION.

1.Principle of unity of objective part of the organization including the office is working

towards the attainment of enterprise objective.

2.Principle of efficiency,efficiency is a basic Principe objective must be attained at

minimum cost to the organization as well as to the society.

B.PRINCIPLE RELATING TO THE CAUSE OF ORGANISATION.

As Barnard points out each individual,department,branch/section must be judged in

the light how it contributes to the attainment of objectives.

 2.Span of management principle,there is a limit to the number of prisons that an individual

can effectively manage.KOONTZ AND O DONNEL note that,the number of persons that a

manager can manage will depend upon his job and basic factors that influence the frequency and

severity of the relationship he must supervise.

C.PRINCIPLE RELATING TO STRUCTURE OF ORGANIZATION. 1

1.The scalar principle,chain of command..the chain of command must be clearly defined for

sound organization subordinate must know who his power is and to whom policy matters beyond

his authority must be refereed to him.

2.Principle 0f delegation,authority delegated to an individual/manager should be adequate to

assure his ability to accomplish results expected of him.

3.principle of responsibility,the responsibility of subordinates to his superior for authority

received by delegation is absolute and no superior can escape the responsibility for the organization

activities of his subordinates.

4.principle of parity of authority and responsibility,authority and responsibility must coexist

in an organization failing which subordinates can not be discharged their functions.

5.principle of unity of command,each subordinate must have one superior to whom he

should be answerable helps in avoiding conflict in command and fixing responsibility.

6.the authority level of principle,the decisions taken by a manager within the the scope of his

authority cannot be referred back to higher authorities.

D.PRINCIPLE RELATING TO THE STRUCTURE OF ORGANIZATION.,departmental

activities.

1.principle of division of labor,effective organizations consists of departments which reflect

the most efficient breakdown of activities.

2.principle of functional definition,the activities of each department should clearly be

defined.

3..principle of separation,if an activity is meant to have a check on department the

individual is responsible for checking must be separated and should have no contact with the

department.

E.PRINCIPLE RELATING TO THE PROCESS OF ORGANIZATION.

1.Principle of balance,the techniques must be balanced in the light of the over all

effectiveness of structure in meeting enterprise objective.

2.principle of flexibility,the organization must be flexible to meet the changing conditions.

3.principle of leadership facilitation,the organization must be such that it should facilitate

leadership abilities to attain the objectives.

FORMS OF ORGANISATIONS.S

THERE are 3 types of organizations ie the the line or military organization, the line and

staff organization and the functional organization enterprise may adopt any of those depending on

its needs.it may also combine more than one if the needs of an organization do demand.

1.LINE/MILLITARY ORGANISATION.SSS
OFFICE SYSTEM AND PROCEDURE.

OFFICE Procedure. essence of office organization is establishment of routine procedure

office manager can claim to be organized until he has established a routine procedure to deal with

the work in hand.the manner and order in which any particular task is handled is called procedure

could involve filing in of certain forms,signature of certain employees,authorization by one or more

officers and processing by particular clerkss.an efficient office must have a well defined and

properly laid out procedure for each of its jobs.

The rules of drawing office procedures are;

1. The system must be simple.(so that highly skilled labor is not required)

2.it must trigger into action every one who needs to play some part in it.

3.the procedure should make use ,whenever possible of mechanical aids and labor saving devices.

4.the principle of exceptions should be followed,that is only unusual items should be reffed to

higher authority .the mass of routine matters will be handled by junior staff.

5.too much of paper work should be minimized as it costs money.this ensures a smooth flow of

work,less queries to supervisors, less mistakes,less waste of time and proper office control.

The procedure should be brought to the notice of all those who are involved in any
aspect of work involved.

OFFICE MANUALS.

Office manuals are also called procedure manuals.the office contains the details of the work to be

done in office and other particulars of the concern.its the helpful to employers (especially new

ones) to understand the work without any delay office manual contains all the details of the whole

office work.this gives instructions which are necessary for a job in case of anew person

appointed.this can be copied fro m manual and handed over to a person .these written instructions as

the new job performed can also be called duty list and its common in government offices.

PURPOSE OF OFFICE MANUALS.

The purpose of office manuals are to make instructions definite, to find answeres in connection with

procedure and improve administrative control.for a successful controlling of office,there must be

complete and up to date office manuals which inform the employees what they have to do, when

and how.

An office manual contains general information,general office rules and regulations, safety

instructions,organizational policies,job description, office facilities, executive relationship, standard

practices and other general instructions.

A clear statement of activities of this nature performed in each department is given in the manual

and staff asked to undertake a particular activity are able to read up the procedure for themselves.

ADVANTAGES

1.its easy for the office manager to supervise the work

2.doubts can be refereed to office manuals.

3.changes can be made whenever necessary.

4.it includes delegations of authority along with assignment of job.

5.expensive training is reduced.

6.the worker understands the job to be performed because the method is also written in it.

7.responsibility can be fixed on individuals.

8.good manuals lead to reduction of office costs.

9.the employees can get necessary information at any time they want.

DISADVANTAGES.

1.Office manuals are costly and time consuming.

2.its difficult to keep a manual up to date.

3.it may discourage team work because some body may not like the recorded relationship.

4.a manual may be misinterpreted if it is not written clearly.

5.sometimes the details given in the manual are vague /inadequate or incomplete.

DOCUMENTS.

Reports ,purchases orders,sales orders,attendance lists ETC

CALCULATIONS AND FORM FILLING.

CALCULATIONS.

The calculations/figure work is the responsibility of clerical staff.accurate and up to date

calculations in respect to various activities of the business are required for complete and relevant

information.the figures in respect to purchases ,sales,production,expenses,salaries and wages must

be available all the time.the decision of management are mostly based on these calculations.these

figures also help to compare and determine the performance of business over a specific period.the

calculations are normally made by machines.therefore the various machines/ equipments used
are:calculators,computers,ready_reckoner's,adding_listing machines.ETC.

OFFICE FORMS.

An office form is a printed sheet of paper /card with marked headings for entries to be made in

hand or by typing.forms are tools that are essential information required for efficient conduct of

business, can be received,recorded,arranged and transmitted in a systematic manner.without the use

of suitably designed forms,the functions of receiving,recording and transmitting information would

be hampered and arbitrary.

The use of forms leads to considerable saving of time and energy by reducing the amount of

manual /machine writing thus reduces the costs of office operations.with the printed heads given to

the form,only the necessary data have to be filled in instead of the the whole matter being

typed/written every time.

The use of too many forms which are not necessary neither reduces costs/increases efficiency in

office operations.the increasing volume of paper work,it rather increases costs of office operations

and all the would be advantages are lost hence much attention should be given to proper

management control.

ADVANTAGES OF USING IN OFFICE.

1.It simplifies office methods and procedures.

2.it reduces costs of office operations.

3.it helps to fix the responsibility of work one by some specific persons.

4.it helps to receive,record,collect,process and transmit the information in a systematic and efficient

way.
 ESSENTIALS OF A GOOD FORM.

1.the writing surface ,the style of print,the proper sequence of information and method of entity

should be easy for paid completion of the form.

2.good appearance and balanced arrangements of information of the form.

3.adequate space should be provided for the expected information.

4.every form must have a tittle and logical sequence in managing or seeking information.

5.spacing for filling ,perforation/use of window envelops where necessary.

6.the cost of form must be low and the benefits from the use of these forms must be more than their

costs.

7.the method of reproduction ,quality of paper and color must be appropriate.

FORMS CONTROL

forms are the basic tools for all types of office work.its through the use of various office forms that

are essential information that can be collected ,processed and supplied in a systematic way.too

much stress is placed on the use of forms are introduced for use that are necessary there is need for

proper management control over the forms to ensure that they are effective and economical through

forms control under the direction of responsible executive like the forms supervisors.

ADVANTAGES OF FORMS CONTROL.

It contains time ,paper cost by using the correct form.

The work is simplified as only the required information is provided.

It helps to reduce errors.

Less frustration to workers as they will be knowing what is required.

It improves the overall efficiency of office work.

It helps to faster processing because only the relevant information is obtained

 FORMS DESIGN.

The designing of office forms is an important aspect of office management since forms are the basic

tools of office work and the main idea of introducing office work eliminates mistakes and reduces

costs of office operations,its obvious that this tool must be made as perfect as possible. A sound

principle of forms design is that efficiency in office work should be maximized through the use of

minimum number of forms.we should note that the cost of the form in use doesn't imply simply the

cost of paper and printing needed in using the form.

Badly designed forms also induce mistakes in clerical work which may prove to be very costly in

many cases.since forms are related to office systems and routines, a badly designed form also has

harmful effects on the good will and prestige of the organization.

PRINCIPLES OF OFFICE DESIGNS.

1.Ease of entering data,this means that the form should be of smooth surface ,in easily readable

print,and headings should be arranged in proper sequence ,so that the data may be entered quickly.

2.facility of using data,the printing should be readable and data should be entered in such a

sequence that the necessary information can easily be extracted there from and used.

3.eliminating chance of errors,the alignment of lines or columns,the number of copies to be

typed,the method of copying and nature of data should be such that the chance of errors is

minimized.

3.economy in cost,the size of the form,the quality of paper,quality of forms printed and the method

of reproduction should be such that maximum economy in cost of forms can be achieved.

5.ease of identification and handling,the coloring of paper,color of ink used in

printing,numbering,titling etc should be such that each type of form can be easily identified,handled

and located.
 GUILDLINES IN FORM DESIGN.

Forms must be designed according to the purpose of their use.

Forms must be easy to use

the design of a form should be simple.

Each type of form should bear tittle and number.

The size of form should be proper.

The type face for printing forms should clear and distinct the purpose of reading.

The right type of paper should be selected foe every form.

Adequate provision should be made for purchasing,scoring and perforating the forms.

STOCK CONTROL.

Stock control is of great importance in many business organization .stock includes raw

materials,finished goods,finished goods,equipments,components,office stationary,goods purchased

for resale etc.stock control means making sure that the business has the right quality of goods,in the

right place and right time.stock levels must be neither too high nor too low hence they should be

maintained at reasonable level.

Goods should be held in equitable store and under a responsible storekeeper who should make sure

that they are kept in good condition.

The main objective of stock control are;

To ensure the availably of goods when required.

To account for the goods which have been purchased.

To reduce storage costs as much as possible.

To miniseries the risks of deterioration ,wastage and theft

to maintain accurate records.

To avoid over stocking and under stocking.

Stock control relates to stock handling procedures,stock records and stock taking.

STOCK PROCEDURE.

These are steps which are taken in purchase,receipt and issue of store items. Goods purchased by

purchasing department are handled over the stores department ,then these goods are issued to other

departments when required. The store requisition note is compiled by the department ,on the receipt

of stores requisition note,a store issue note is prepared by the store keeper and then goods handled

over to the concerned department after obtaining the receipts signature.

STOCK RECORDS.

These refer to documents which give information to the movement of stock. These include records

kept both for accounts and costing purpose.these individual accounts for each of stock on which are

recorded all receipts and issues of that particular item and thus the balance at hand. Stock records

are maintained in the store ledger and bin cards.

STORES LEDGER.

This is similar to the financial ledger .it shows the quantities and monetary valves of stock items.

There are mainly 3 columns in this ledger.i.e. recipes ,issue and balance in hand .goods received are

entered in the receipts column showing quantity,price and valve.issues column shows goods issued

by the store keeper, balance column,the quantity and value of remaining stock are shown.

BIN CARDS.

This is a shift card which is kept where the relevant stock item is stored. Goods / materials are

stored in drawers,shelves. A separate bin card is used for each kind of goods. This bin card shows

the details of the receipts,issues and stock in hand .this helps to know whether the various items in

store on a particular date.it records only the quantities of receipts and issues then its final column

shows the quantity in hand and the money value of the stock item are not recorded in the bin.
 STOCK TAKING.

This means to check physically the stock items in order to ensure that stock quantities shown on

stock records and actual quantities are the same.there are various methods of stock taking

ie.perpetual inventory, periodic and continuous stock taking.

STOCK LEVELS.

Too high /low stock levels are not beneficial to an organization.if the stock level is too low ,then

this stock level can not meet the production demands.thus the decrease I production results in loss

of customers and profits reduce too.while when stock is too high ,storage costs increase and there is

a greater risk to deterioration of these stocks.this means that too high stock also reduces the profits

of the enterprise.thus stock levels should be determined in view of requirements of the enterprise

based on experience.

FACTORS THAT DETERMINE STOCK LEVELS.

Avaliability,if a particular item of material is easily available through out the year the stock level

should be and vice versa.

Lead time,this means period between the date of order and date of delivery.if lead time is more then

stock must be maintained at higher level and vice versa.

Stock holding costs,this means the costs of keeping the material into stores.if the stock holding is

high then stock levels must be low and vice versa.

Consumption,if any item of material is consumed in greater quantities,then it must be maintained at

higher levels and vice versa.

Trade discounts,some times the supplier offers high discounts for larger quantities.if the benefits of

trade discounts is greater than stock holding cost then stock level must be maintained at higher

level.

Durability,the stock levels of durable goods can be maintained at higher levels but in case of
perishable goods like fish and fruits it should be kept at low levels.