Department: Procurement

Location: Lusaka, Zambia

Reports To: Procurement Manager

Employment Type: Full-Time

Job Purpose

To manage the complete lifecycle of Malawi-related import and export processes—covering requisitions, purchase orders, documentation, customs coordination, transport planning, border clearance, and final receipt. The role ensures adherence to internal KPIs, customs regulations, and cross-border standards while maintaining seamless communication between Zambia and Malawi teams.

Key Responsibilities

1. Process Coordination & Execution

• Oversee the full export and import workflow from requisition creation to plant receipt and GRN issuance.
• Verify requisitions, manage PO issuance, and coordinate with Malawi counterparts (CCBML).
• Confirm truck allocations for Malawi shipments and monitor production schedules.
• Ensure all documentation is approved and ready before dispatch.

2. Documentation & Compliance

• Prepare, verify, and submit all export/import documents (invoices, CD1 forms, customs declarations, etc.).
• Ensure accuracy and completeness of customs documents for Zambia and Malawi.
• Maintain full compliance with relevant customs and regulatory requirements.

3. Stakeholder Management

• Act as the main communication bridge between CCBZ, CCBML, transporters, AGL, CTI, and Finance teams.
• Coordinate updates across Production, Treasury, Accounting, AP, and Logistics.
• Engage Malawi teams on production status, compliance needs, and border activities.

4. Transport & Border Operations

• Coordinate truck dispatch, readiness checks, and document handovers.
• Monitor transit movements and clearance processes at the Mchinji border.
• Escalate delays promptly and manage pre-alert notifications.

5. Performance Monitoring & Reporting

• Track KPIs across the full supply chain cycle and identify bottlenecks.
• Maintain shipment trackers, document repositories, and process logs.
• Provide weekly updates to Supply Chain leadership.

6. Continuous Improvement

• Identify inefficiencies and recommend improvements to streamline workflows.
• Support internal and external audits with proper compliance records.
• Analyze recurring issues and implement preventive actions.

Key Performance Indicators (KPIs)

• Requisition-to-PO cycle time
• Export documentation turnaround time
• Customs clearance lead time
• Shipment transit time (Target: 19.8 days)
• Documentation accuracy rate
• On-time delivery performance (CCBML & CCBZ)
• Compliance with statutory and audit requirements

Required Skills & Competencies

Technical

• Strong understanding of import/export procedures
• Knowledge of Zambia Revenue Authority (ZRA) and Malawi Revenue Authority (MRA) customs regulations
• Proficient in ERP systems (MSD 365 preferred)
• Experience coordinating cross-border logistics, especially within the SADC region

Soft Skills

• Excellent communication and stakeholder management
• High attention to detail and accuracy
• Strong problem-solving capabilities
• Ability to handle pressure and meet strict deadlines

Qualifications & Experience

• Bachelor’s degree in Supply Chain, Logistics, Procurement, Business Administration, or related field
• 3–5 years of experience in a cross-border logistics or supply chain role
• Experience handling SADC region exports/imports is an advantage
• Familiarity with Malawi–Zambia trade procedures is a plus