Inventory & Supply Officer

Reporting to: Supply Chain Junior Manager

Location: Lusaka, Zambia

Terms: 3 Months’ Probation

Position Overview:

The Supply and Inventory Officer, based in Lusaka, provides essential support to the Junior Supply Chain Manager in managing the supply chain process, overseeing inventory control, and ensuring the timely procurement and distribution of goods and materials. This role involves assisting in maintaining accurate records of inventory levels, supporting the forecasting of future supply needs, and coordinating with suppliers to facilitate the smooth flow of operations.

Responsibilities:

• Assist in maintaining and managing inventory levels to ensure adequate supply for operations.
• Support the Junior Supply Chain Manager in the procurement of goods and materials as required, adhering to company policies and budget constraints.
• Coordinate with various departments to understand and assist in fulfilling their material and equipment needs.
• Help develop and implement efficient inventory control procedures under the guidance of the Junior Supply Chain Manager.
• Monitor supply chain processes to optimize efficiency and reduce costs, reporting to the Junior Supply Chain Manager.
• Prepare and distribute regular reports on inventory and procurement activities.
• Ensure compliance with quality standards and safety regulations in inventory management.
• Support the management of supplier relationships and contract negotiations.
• Manage Lusaka warehouse, depot, and store inventory, ensuring all stock is secure and protected from theft and other potential damage, including environmental issues created by structural problems.
• Supervise the loading and unloading of incoming stock.
• Oversee the daily loading of stock going out to shops and with sales teams, ensuring correct inventory, accurate packing, and proper documentation.
• Ensure all Lusaka stock is fully documented through warehouse data systems, maintaining accurate records.
• Frequently conduct and be accountable for stock counts, addressing any discrepancies or incorrect counts.

Main Tasks:

1. Inventory Management:
   1. Assist in maintaining and managing inventory levels to ensure adequate supply for operations across Lusaka warehouses, depots, and shops.
   1. Ensure that Lusaka warehouses, depots, and stores are always appropriately stocked, secure, and protected from theft and other potential damage, including environmental issues created by structural problems.
   1. Supervise the loading and unloading of incoming stock to ensure accuracy and safety.
   1. Oversee the daily loading of stock going out to shops and with sales teams, ensuring correct inventory, accurate packing, and proper documentation.
   1. Ensure all Lusaka stock is fully documented through warehouse data systems, maintaining accurate records.
   1. Frequently conduct and be accountable for stock counts, addressing any discrepancies or incorrect counts.
2. Procurement Support:
   1. Support the Junior Supply Chain Manager in the procurement of goods and materials as required, adhering to company policies and budget constraints.
   1. Assist in identifying potential suppliers within Zambia, as well as from international and overseas locations both within Africa and other regions.
   1. Help negotiate contracts and manage supplier relationships according to organizational standards of excellence.
   1. Coordinate with various departments in Lusaka and other locations to determine and fulfill their material and equipment needs.
3. Supply Chain Coordination:
   1. Assist in overseeing the entire supply chain process, from procurement to delivery within Lusaka, throughout Zambia, and for international and overseas shipments.
   1. Work with logistics to ensure timely and accurate shipping and delivery of materials to various locations in Zambia and from international suppliers.
   1. Monitor supply chain processes to optimize efficiency and reduce costs, reporting to the Junior Supply Chain Manager.

Additional and Detailed Tasks:

1. Inventory Control Procedures:

• Help develop and implement efficient inventory control procedures under the guidance of the Junior Supply Chain Manager.
• Implement and monitor quality control measures to reduce the risk of inventory loss and damage in Lusaka, other storage sites, and during international transport.
• Data Management and Reporting:

• Maintain accurate records of inventory levels, purchases, shipments, and related activities for Lusaka and regional operations.
• Prepare and distribute regular reports on inventory status, procurement activities, and supply chain performance within Zambia and for international supplies.
• Use inventory management digital documentation and software to track and analyze stock movements and trends in Lusaka, across Zambia, and for international supplies.
• Compliance and Quality Assurance:
• Ensure that all inventory items in Lusaka and regional locations meet quality standards and are stored in compliance with safety regulations.
• Budget Management Assistance:
• On the direction of the Supply Chain Junior Manager, assist in the preparation and monitoring of budgets related to procurement and inventory in Lusaka, other Zambian locations, and international procurement.

Qualifications:

• Diploma/degree in Supply Chain Management, Logistics, Business Administration, or a related field.
• Minimum of 1 years of experience in supply chain management, procurement, and/or inventory control.
• Proficiency in inventory management software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Strong analytical and problem-solving skills.
• Excellent communication and negotiation skills.
• Ability to work independently and as part of a team.
• Strong organizational skills and attention to detail.
• Knowledge of industry regulations and standards.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Key Competencies:

• Attention to Detail: Ensures accuracy in all tasks and maintains meticulous records.
• Analytical Thinking: Ability to analyze data, identify trends, and make informed decisions.
• Communication Skills: Effectively communicates with team members, suppliers, and other stakeholders.
• Time Management: Efficiently manages time and prioritizes tasks to meet deadlines.
• Problem Solving: Proactively identifies issues and develops solutions to improve processes.
• Negotiation Skills: Skilled in negotiating terms with suppliers to achieve favorable outcomes.

Work Environment:

• Office environment with occasional travel to suppliers and other company locations.
• May involve occasional lifting of supplies and materials.

How to Apply:

If you are ready to contribute to a company with excellent growth potential and possess the skills mentioned above, please submit your resume and cover letter to inventoryofficer@supamoto.co.zm with the subject line “Inventory and Supply Officer. Application: YOUR NAME.”

Note: We encourage candidates from diverse and minority backgrounds, including women, who share our commitment to sustainable development, environmental conservation, and global impact, particularly in the Advanced Biomass Cooking sector, to apply. This position is suited for individuals with a passion for making a positive impact and demonstrating exceptional learning ability.