[Hiring] Stores Officer @African Parks Network

Role Description

The Stores Officer is responsible for the effective management, control, and safeguarding of all inventory, consumables, spare parts, fuel-related stock, and other store items held by the organization. The role ensures efficient receipt, storage, issuance, monitoring, and reporting of inventory in compliance with organizational policies, procurement procedures, internal controls, and audit requirements.

Key Responsibilities

• Inventory and Stores Management
  • Receive, inspect, and verify all goods delivered against approved Purchase Orders, Goods Received Notes (GRNs), delivery notes, and supplier invoices.
  • Ensure all received items meet specification and quality standards before acceptance.
  • Maintain accurate inventory records within the approved inventory management system.
  • Ensure all stock items are properly labeled, coded, and stored securely.
  • Monitor stock levels and maintain minimum and maximum inventory thresholds.
  • Initiate stock replenishment requests to avoid stockouts.
  • Conduct regular spot checks and inventory verification exercises.
  • Ensure proper storage conditions to prevent loss, damage, wastage, theft, or deterioration of inventory.
• Stock Issuance and Control
  • Issue stock only upon receipt of duly authorized Store Requisition Forms.
  • Maintain accurate records of all stock movements.
  • Ensure proper documentation supports all inventory receipts and issues.
  • Reconcile physical inventory movements with inventory system records.
  • Investigate and report inventory variances promptly.
  • Ensure returned goods are appropriately recorded and stored.
• Purchase Order Administration
  • Prepare and issue Purchase Orders (POs) through the Toll Order Machine/System in accordance with approved procurement procedures.
  • Verify that all procurement requests have appropriate approvals before generating Purchase Orders.
  • Maintain an up-to-date register of all Purchase Orders issued.
  • Track outstanding Purchase Orders and follow up on pending deliveries.
  • Communicate with suppliers regarding order status, delivery schedules, and discrepancies.
  • Ensure Purchase Orders align with approved budgets and procurement requirements.
  • Maintain organized electronic and physical records of all Purchase Orders for audit purposes.
• Inventory Reporting and Analysis
  • Conduct comprehensive month-end inventory counts in accordance with Finance Department procedures.
  • Coordinate physical stock counts with departmental representatives where necessary.
  • Reconcile physical stock counts against inventory records and investigate all variances.
  • Prepare detailed month-end inventory reports for submission to the Finance Manager.
  • Highlight inventory variances, obsolete stock, slow-moving items, and stock shortages.
  • Provide recommendations on stock optimization and inventory control improvements.
  • Maintain audit-ready documentation supporting all inventory balances.
• Compliance and Internal Controls
  • Ensure compliance with African Parks procurement, finance, and stores management policies.
  • Maintain segregation of duties and adherence to internal control procedures.
  • Support internal and external audits by providing required inventory records and reports.
  • Report any suspected fraud, theft, losses, or inventory discrepancies immediately.
  • Ensure all inventory documentation is filed and retained according to records management requirements.
• Asset and Consumables Management
  • Monitor issuance and utilization of consumables, tools, and operational supplies.
  • Assist in maintaining inventory records for selected organizational assets held in stores.
  • Track fuel coupons, spare parts, uniforms, and other controlled items where applicable.
  • Provide periodic usage reports to management.

Key Deliverables

• Accurate and updated inventory records at all times.
• Timely issuance of Purchase Orders through the Toll Order System.
• Monthly inventory reconciliation reports submitted to the Finance Manager.
• Inventory variance analysis reports and corrective action recommendations.
• Compliance with procurement, finance, and stores management procedures.
• Well-maintained stock records and filing systems.
• Timely replenishment requests based on stock usage trends.

Qualifications

• Diploma or Degree in Supply Chain Management, Procurement, Logistics, Accounting, Finance, Business Administration, or related field.
• Minimum 3 years' experience in inventory, stores, logistics, or supply chain management.
• Experience working with inventory management systems and Purchase Order processing platforms.
• Strong understanding of inventory controls and internal control procedures.
• Proficiency in Microsoft Excel and inventory reporting.

Competencies

• High level of integrity and accountability.
• Strong analytical and problem-solving skills.
• Excellent record-keeping and attention to detail.
• Good organizational and planning skills.
• Ability to work independently and under pressure.
• Effective communication and teamwork skills.

Performance Indicators (KPIs)

• Inventory accuracy maintained at ≥ 98%.
• Zero unauthorized stock issues.
• Timely generation and processing of Purchase Orders.
• Completion of month-end stock counts within prescribed timelines.
• Reduction in inventory variances and wastage.
• Timely submission of inventory reports to the Finance Manager.
• Compliance with audit and internal control requirements.

How to Apply

Interested candidates should submit a CV, cover letter, and supporting documents via the recruitment portal by the advertised closing date which is 25th September 2026. Incomplete or incorrectly uploaded applications will not be considered. Only shortlisted candidates will be contacted.

African Parks is an equal opportunity employer. We are committed to a fair and inclusive recruitment process and do not discriminate based on gender, tribe, ethnicity, religion, disability, age, or any other characteristic protected under Zambian law.