Supply Chain Officer 260 Brands (Seba Foods Zambia Ltd.)

Job purpose

The Supply Chain Officer is to assist the Supply Chain Manager in overseeing purchasing & supply activities and ensure that purchased items are both cost-efficient and of high quality. The Supply Chain Officer’s responsibilities include maintaining positive supplier relations, evaluating supply options, vetting purchases, and maintaining accurate records.

Key responsibilities

1. Leverage 260 Brands’ inventory management system to identify trends and purchase requirements for depleting stock
2. Preparing plans for the purchase of equipment, services, and supplies.
3. Following and enforcing the company’s procurement policies and procedures.
4. Reviewing, comparing, analyzing, and approving products and services to be purchased.
5. Managing inventories and maintaining accurate purchase and pricing records.
6. Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
7. Maintaining good supplier relations and negotiating contracts.
8. Researching and evaluating prospective suppliers.
9. Consolidate all user department requirements for goods and services, and prepare an annual procurement plan for goods and services, which will also be updated on a quarterly basis;
10. Ensure compliance with procurement procedures as per company policy
11. Evaluate quotation/bids received and prepare evaluation documentation for procurement files, including recommendations of vendors.
12. Prepare all vendors contract documents such as Local Purchase Orders (LPO);
13. Follow up on orders with contracted vendors to ensure timely delivery of goods and services, cultivating vendor relationships and ensuing product availability for user departments;
14. Work closely with the Finance department to ensure timely payments to vendors for all contracts; as necessary escalate any issues that arise.
15. Monitor supplier performance and follow up with vendors on performance issues as needed;
16. Maintain a comprehensive filing system for auditable records for all procurement documentation;
17. Assist the Supply Chain Manager to maintain the LPO tracking sheet and make sure it is updated on weekly basis;
18. In collaboration with Finance and Operations units, assist in managing office inventory and ensure the inventory list is up to date.
19. Maintain Procurement tracking tool
20. Prepare Procurement status report for management reporting on a weekly basis
21. Maintain Vendor database
22. Monitoring pending deliveries & advise the users
23. Advise users on the status of their PRFs
24. Coordination with custom clearance for imports and exports
25. Co-ordinate the Van and Tricycle Riders assigned to each Area Sales Rep

Key Qualifications & Requirements

• Grade 12 School Certificate
• Degree/Diploma in Purchasing & Supply, Business Management or a similar field preferred.
• 3 years of experience as a Supply Chain/Procurement Officer or in a similar position (FMCGs is an advantage).
• Proficiency in Microsoft Office and purchasing software.
• Strong communication and negotiation skills.
• Good analytical and strategic thinking skills.
• Supervisory and management experience.
• Attention to detail.