Procurement and Logistics Officer

Job Summary:

The successful candidate will oversee supplier coordination, purchase orders, shipment follow-up, inventory replenishment, stock movement, and delivery planning. Given the nature of the cosmetics and fragrance distribution industry, the role requires strong attention to product authenticity, packaging integrity, stock accuracy, and the proper handling and storage of beauty products and fragrances.

The ideal candidate combines strong negotiation and analytical skills with practical experience in procurement, inventory management, and logistics coordination, preferably within FMCG, cosmetics, retail, or distribution.

Responsibilities 

1. Procurement and Supplier Management

-Identify, evaluate, and maintain relationships with local and international suppliers to ensure product availability, competitive pricing, and reliable delivery.

-Prepare and process purchase orders based on stock levels, sales forecasts, replenishment requirements, and approved budgets.

-Request and compare supplier quotations, negotiate prices and payment terms, and recommend cost-effective purchasing decisions.

-Follow up on orders, shipments, delivery schedules, and outstanding supplier commitments.

-Maintain accurate procurement records, supplier databases, quotations, purchase orders, and invoices.

-Monitor supplier performance in terms of quality, pricing, lead times, and reliability.

-Coordinate with management to ensure purchasing activities comply with company policies and authorization procedures.

2. Logistics and Shipment Coordination

-Coordinate inbound shipments and outbound deliveries to ensure the timely and cost-effective movement of products.

-Liaise with freight forwarders, transport companies, customs agents, clearing agents, and other logistics partners, as applicable.

-Follow up on import documentation, shipping schedules, customs clearance, and delivery status for international orders.

-Organize transportation and delivery schedules to supply retailers, beauty professionals, and customers across Zambia.

-Monitor transportation costs, delivery timelines, and logistics performance, identifying opportunities to improve efficiency.

-Ensure appropriate handling, packaging, storage, and transportation of cosmetics and fragrances, taking into account product specifications and any applicable safety requirements.

-Escalate shipment delays, damaged goods, delivery discrepancies, and other supply chain issues promptly.

3. Inventory and Stock Control

-Monitor stock levels and coordinate replenishment to minimize stockouts, excess inventory, and unnecessary holding costs.

-Coordinate regular physical stock counts and reconcile discrepancies between physical inventory and system records.

-Monitor fast-moving, slow-moving, and non-moving items and recommend appropriate purchasing or stock optimization actions.

-Track expiry dates, batch numbers, product condition, and stock rotation requirements where applicable.

-Ensure products are stored in suitable conditions to preserve quality, packaging, and product integrity.

-Investigate stock discrepancies, damaged products, shortages, and supplier delivery variances, and coordinate corrective actions.

-Work closely with the warehouse and sales teams to align stock availability with customer demand and promotional activities.

4. Warehouse and Distribution Coordination

-Coordinate with warehouse personnel to ensure accurate receiving, storage, picking, packing, and dispatch of goods.

-Verify received quantities against purchase orders, delivery notes, and supplier invoices, and report discrepancies.

-Ensure orders are prepared accurately and dispatched according to agreed delivery schedules.

-Coordinate with the sales team to prioritize urgent customer orders and replenishment requirements.

-Support efficient stock movement between storage locations and distribution points, where applicable.

-Help maintain organized warehouse operations, accurate documentation, and appropriate security and handling procedures.

5. Reporting and Cost Control

-Prepare regular reports on procurement activities, stock availability, outstanding orders, shipment status, delivery performance, and logistics costs.

-Maintain accurate and up-to-date records of purchasing, inventory movements, supplier transactions, and transportation expenses.

-Monitor procurement and logistics expenditure against approved budgets and identify potential savings.

-Use inventory and procurement data to support purchasing decisions and improve operational efficiency.

-Recommend improvements to procurement procedures, inventory planning, supplier management, and distribution processes.

6. Internal Coordination and Compliance

-Work closely with the Sales, Finance, Warehouse, and Management teams to ensure smooth coordination across the supply chain.

-Verify procurement documentation and coordinate invoice matching and payment follow-up with Finance.

-Ensure procurement and logistics activities comply with applicable Zambian laws, customs requirements, import regulations, and company procedures.

-Support compliance with applicable product labeling, product safety, storage, and transport requirements.

-Maintain confidentiality, professional integrity, and accountability in all supplier and purchasing transactions.

Required Experience

-At least 3–5 years of relevant experience in procurement, logistics, inventory control, or supply chain operations.

-Experience in cosmetics, beauty products, fragrances, FMCG, retail, wholesale, or distribution is highly preferred.

-Practical experience coordinating suppliers, purchase orders, shipments, inventory replenishment, and deliveries.

-Experience with international procurement, imports, customs clearance, and freight coordination is an advantage.

-Good understanding of stock control, warehouse coordination, supplier negotiations, and cost management.

-Experience using ERP systems, inventory management software, and Microsoft Excel.

-Knowledge of the African market, local distribution networks, and applicable import procedures is an advantage.

-Bachelor's degree in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field.