Procurement and Stock Controller

Procurement and Stock Controller

Location: Lusaka, Zambia

About the Company

Our client is a leading provider of agricultural technologies and inputs, offering solutions including seeds and seedlings, agrochemicals, fertilizers, irrigation systems, greenhouse technologies, and related technical solutions. The business combines strong local market expertise with established international supplier partnerships to deliver innovative agricultural solutions.

1. Job Purpose

To plan, monitor and control inventory, procurement, administration and related stock movements for agricultural inputs, ensuring accurate stock records, timely replenishment, compliant imports and reliable management information. The role coordinates local and international suppliers, purchasing, regulatory documentation and internal stakeholders to support product availability, cost control and effective business operations.

2. Key Outcomes

• Accurate stock records, reconciliations and visibility of stock in transit and on hand.
• Timely procurement and replenishment of chemicals, fertilizers, seed and other products.
• Procurement of inputs for normal operations (vehicle repairs, stationary, etc.)
• Well-controlled import costing, clearing documentation and supplier coordination.
• Effective monitoring of product expiry dates, pricing and sales margins.
• Complete, timely purchasing, regulatory and management reports.
• Coordinate local and international procurement, including oversight of local procurement activities and liaison with suppliers.
• Prepare and submit Inventory Planning Sheets (IPS) for fertilizer and agrochemical purchases; monitor stock levels and replenishment requirements.
• Create and process system purchase orders through EPICR and follow applicable approval procedures.
• Monitor goods in transit, maintain the monthly Goods in Transit (GIT) report and communicate exceptions or delays.
• Arrange road freight for imported goods from ports to the company warehouse and follow up to ensure timely border clearance.
• Prepare the monthly Balton lead-time form and monthly consignment report.
• Assist with stock reconciliations for seed, chemicals and fertilizers, investigate discrepancies and follow up corrective action.
• Monitor expiry dates of chemical and fertilizer stock and highlight products requiring action.
• Create and maintain part numbers for new products, including chemicals, fertilizers, seed and irrigation items.
• Prepare and update product price lists; check that invoiced product margins are correct.
• Prepare and distribute weekly month-to-date (MTD) sales information and investigate pricing or margin exceptions.
• Create and maintain import files, prepare costing for imports received and verify supporting documentation.
• Review and approve ASYCUDA worksheets within delegated authority and coordinate resolution of import-documentation issues.
• Coordinate with clearing agents and other service providers to support prompt, compliant import clearance.
• Supervise or coordinate pesticide label preparation and ZEMA registration activities, ensuring records are current and complete.
• Assist agronomists and sales teams with accurate product information and stock-related enquiries.
• Prepare chemical and fertilizer tender documentation and coordinate inputs from relevant departments.
• Supervise drivers where assigned and coordinate stock-related transport requirements with logistics.
• Maintain accurate electronic and physical procurement, import, stock, pricing and regulatory records.
• Provide regular stock, purchasing and exception reports to management and identify improvements in inventory controls and processes.
• Internal: Country Manager, General Manager, Finance, Sales, Agronomists, Procurement, Logistics, Stores/Warehouse and Drivers.
• External: Local and international suppliers, clearing agents, transporters, regulatory authorities and relevant principals.

3. Key Duties and Responsibilities

3.1 Procurement and Inventory Planning

• Coordinate local and international procurement, including oversight of local procurement activities and liaison with suppliers.
• Prepare and submit Inventory Planning Sheets (IPS) for fertilizer and agrochemical purchases; monitor stock levels and replenishment requirements.
• Create and process system purchase orders through EPICR and follow applicable approval procedures.
• Monitor goods in transit, maintain the monthly Goods in Transit (GIT) report and communicate exceptions or delays.
• Arrange road freight for imported goods from ports to the company warehouse and follow up to ensure timely border clearance.
• Prepare the monthly Balton lead-time form and monthly consignment report.

3.2 Inventory Accuracy, Product Data and Controls

• Assist with stock reconciliations for seed, chemicals and fertilizers, investigate discrepancies and follow up corrective action.
• Monitor expiry dates of chemical and fertilizer stock and highlight products requiring action.
• Create and maintain part numbers for new products, including chemicals, fertilizers, seed and irrigation items.
• Prepare and update product price lists; check that invoiced product margins are correct.
• Prepare and distribute weekly month-to-date (MTD) sales information and investigate pricing or margin exceptions.

3.3 Imports, Costing and Regulatory Administration

• Create and maintain import files, prepare costing for imports received and verify supporting documentation.
• Review and approve ASYCUDA worksheets within delegated authority and coordinate resolution of import-documentation issues.
• Coordinate with clearing agents and other service providers to support prompt, compliant import clearance.
• Supervise or coordinate pesticide label preparation and ZEMA registration activities, ensuring records are current and complete.

3.4 Operational Coordination and Reporting

• Assist agronomists and sales teams with accurate product information and stock-related enquiries.
• Prepare chemical and fertilizer tender documentation and coordinate inputs from relevant departments.
• Supervise drivers where assigned and coordinate stock-related transport requirements with logistics.
• Maintain accurate electronic and physical procurement, import, stock, pricing and regulatory records.
• Provide regular stock, purchasing and exception reports to management and identify improvements in inventory controls and processes.

4. Key Working Relationships

• Internal: Country Manager, General Manager, Finance, Sales, Agronomists, Procurement, Logistics, Stores/Warehouse and Drivers.
• External: Local and international suppliers, clearing agents, transporters, regulatory authorities and relevant principals.

5. Performance Measures

Inventory accuracy

Timely reconciliations; stock discrepancies identified and resolved; reliable product data.

Stock availability

Inventory planning completed; stock-outs and overstock risks escalated; stock in transit tracked.

Procurement and imports

Purchase orders and import files accurate; clearances and supplier follow-up completed promptly.

Expiry and compliance

Expiry risks monitored; pesticide labelling and ZEMA records maintained.

Pricing and cost control

Import costing accurate; price lists current; invoicing margin exceptions identified.

Reporting and deadlines

Weekly MTD sales; monthly GIT, lead-time and consignment reporting submitted on time.

6. Qualifications and Experience

• Suitable qualification
• Practical experience in stock control, procurement and inventory administration is preferred, particularly for agricultural chemical inputs.
• Working knowledge of stock reconciliations, import documentation, purchasing systems and inventory reporting is advantageous.
• Competence in Excel and electronic purchasing or inventory systems.
• Strong inventory planning, organization and follow-through.
• High attention to detail in costing, stock records, pricing and documentation.
• Ability to analyses stock movements, margins, lead times and exceptions.
• Clear communication and coordination with suppliers and internal departments.
• Sound judgement, integrity, accountability and commitment to compliance.
• Ability to priorities deadlines and resolve operational issues proactively.

7. Skills and Competencies

• Strong inventory planning, organization and follow-through.
• High attention to detail in costing, stock records, pricing and documentation.
• Ability to analyses stock movements, margins, lead times and exceptions.
• Clear communication and coordination with suppliers and internal departments.
• Sound judgement, integrity, accountability and commitment to compliance.
• Ability to priorities deadlines and resolve operational issues proactively.

How to Apply

Apply using the following link: https://pri.careers-page.com/jobs/8c61f4d7-8581-4c57-8fd4-2b20f47de714/apply