Procurement & Stock Control Officer (Customs & Clearing Specialist)

Job Description

Job Description: Procurement & Stock Control Officer (Customs & Clearing Specialist)

Position: Procurement & Stock Control Officer
Location: Zambia
Reports to: Procurement Manager / Supply Chain Manager

Job Summary:

The Procurement & Stock Control Officer will be responsible for sourcing and procuring goods, managing customs clearance processes, and maintaining optimal stock levels to support business operations. The ideal candidate will have a strong background in customs and clearing, experience with shipment documentation, and the ability to prepare ATR (Appropriate Trade Regimes) and project Bills of Materials (BoM). The role also includes stock control and inventory management to ensure efficient supply chain operations.

Key Responsibilities:

Procurement & Sourcing:

Identify and evaluate suppliers, negotiate contracts, and ensure cost-effective procurement of goods and services.

Prepare purchase orders and ensure timely approval and processing.

Maintain good relationships with suppliers and logistics service providers.

Customs & Clearing:

Coordinate customs clearance for imported goods, ensuring compliance with ZRA (Zambia Revenue Authority) and other regulatory bodies.

Prepare and submit necessary customs documentation, including invoices, packing lists, and import declarations.

Work closely with clearing agents to facilitate smooth processing of shipments.

Monitor tariff classifications, duties, and taxes applicable to different goods.

Logistics & Shipment Coordination:

Oversee the movement of shipments from suppliers to warehouses, ensuring timely delivery.

Track shipments and provide regular updates to internal stakeholders.

Resolve issues related to shipping, delays, or discrepancies in documentation.

Regulatory Compliance & ATR Documentation:

Prepare ATR  documentation for qualifying goods and ensure compliance with trade agreements.

Ensure all import/export procedures align with government policies and international trade regulations.

Stay updated on changes in customs policies and advise management accordingly.

Project Bill of Materials (BoM) Management:

Develop and manage project-specific Bills of Materials (BoM) for procurement planning.

Work with project managers to ensure all required materials are sourced and delivered on time.

Optimize inventory levels to meet project demands while minimizing costs.

Stock Control & Inventory Management:

Maintain accurate stock records, ensuring all goods received and issued are properly recorded.

Monitor stock levels to prevent shortages or overstocking.

Conduct regular stock reconciliations and cycle counts.

Implement inventory control procedures to minimize losses, theft, and stock obsolescence.

Work closely with warehouse teams to ensure proper storage and handling of inventory.

Qualifications & Experience:

Education: Degree or Diploma in Procurement, Supply Chain Management, Logistics, or a related field.

Experience: Minimum of 3–5 years in procurement, customs clearing, logistics, and stock management.

Technical Skills:

Strong knowledge of Zambian customs regulations and trade procedures.

Experience in ATR documentation and project BoM preparation.

Proficiency in inventory management systems and procurement software.

Strong understanding of international shipping terms (Incoterms) and supplier negotiations.

Key Competencies:

Strong negotiation and communication skills.

Ability to work under pressure and manage multiple shipments simultaneously.

Attention to detail and problem-solving skills.

Team player with a proactive approach to work.

Analytical mindset for effective stock control and procurement planning.