Logistics and Procurement Manager

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About the Project

Frankfurt Zoological Society (FZS) is a global conservation organisation dedicated to protecting biodiversity and wilderness areas through sustainable resource management, partnerships, and promoting environmental and social equity.

In Zambia, Frankfurt Zoological Society (FZS) works in partnership with the Department of National Parks and Wildlife (DNPW) through the North Luangwa Conservation Programme (NLCP) to protect and conserve the North Luangwa landscape. The NLCP supports effective and efficient protected area management, with a wider focus on empowering communities to manage natural resources in the Game Management Areas adjacent to the park.

About the Position

With operational sites in remote landscapes, the Logistics and Procurement Manager plays a key management role within the organisation’s operational framework, serving as the central point of coordination for logistics, procurement, fleet, and supply chain operations for the Zambia Country Office and its five remote field sites. This role is crucial in ensuring the effective implementation of operational systems and controls that contribute to the organisation’s overall efficiency and compliance. The incumbent will oversee all procurement processes, streamline logistics between the central office and remote sites, and manage the fleet and store operations at the Zambia Country Office.

The Logistics and Procurement Manager is expected to build and maintain strong supplier relationships, implement cost-control mechanisms, and ensure policy adherence across the procurement and logistics chain. This role also contributes to improved planning and forecasting by maintaining reliable operational data and supporting continuous improvement.

This role requires attention to detail, ethical conduct, proactive planning, and the ability to lead a small team while collaborating with cross-functional departments. Travel to remote field sites is required to provide support, conduct reviews, and ensure implementation of operational standards.

Your Tasks

Procurement (Zambia Country Office + Support to Sites)

Lead end-to-end procurement processes to ensure timely and cost-effective delivery of goods and services in alignment with programme schedules.
Enforce strict adherence to internal procurement policies and donor compliance standards to maintain audit readiness and mitigate risk.
Maintain and routinely update a vetted preferred supplier list to guarantee consistent sourcing from reliable vendors.
Negotiate supplier agreements to secure competitive pricing and favorable terms that contribute to organizational cost-effectiveness.

Supply Chain and Logistics

Coordinate the full logistics cycle of inbound shipments and accurate site-bound distributions, ensuring timely delivery to remote field locations.
Maintain comprehensive logistics tracking systems to enable clear visibility of goods in transit and enhance planning accuracy.
Anticipate potential delays or challenges and proactively implement solutions to reduce disruptions and maintain operational momentum.

Fleet Management (Zambia Country Office)

Oversee the legal compliance of all vehicles, ensuring licences, roadworthiness, and insurance are consistently up to date to minimise operational risks.
Monitor vehicle usage through routine checks of logbooks, promoting accountability and data accuracy in fleet reporting.
Track and analyse fuel consumption trends to identify irregularities and drive responsible resource use.

Implement preventative maintenance schedules and monitor vehicle servicing to support vehicle longevity and reduce breakdown-related downtime. Supplier and Contract Management

Lead quarterly supplier evaluations to monitor service levels, enforce contractual standards, and foster long-term, performance-based vendor relationships.
Manage supplier disputes, product returns, and credit notes through timely resolution and transparent documentation.
Ensure all rebate agreements are tracked and claimed accordingly, contributing to cost recovery and budget efficiency.
Keep an organised and current supplier database that supports informed procurement decisions and audit compliance.

Stores Management (Zambia Country Office)

Supervise inventory controls, including quarterly stock counts and reconciliations, to maintain accuracy and safeguard against loss.
Investigate and resolve stock variances to strengthen internal controls and uphold accountability standards.
Ensure all stock movements are properly documented to provide a traceable and auditable trail for internal and external reviews.
Implement and maintain a replenishment system that ensures critical supplies remain available to support uninterrupted program operations.

Imports Management and

Manage and control the Import of goods and services from suppliers beyond the Borders of Zambia
Manage and track rebate applications, exceptional imports and clearing of items in collaboration with the site offices and clearing agents.
Liaise with the Ministries of Finance and Tourism for efficient processing of rebates and exceptional imports
Maintain records for all rebates for review and audits by the Ministry of Finance

Rebate Processing and Tracking

Facilitate the renewal of the rebate Certificate with the Ministry of Finance
Ensure compliance, registration, and insurance of imported goods such as vehicles and electronics, complying with RTSA, ZICTA, INTERPOL, etc.
Act as a primary point of contact for clearing agents and interpret customs documents and information back to FZS procurement documentation

Reporting and Collaboration

The Logistics and Procurement Manager will collaborate closely with site managers, finance, procurement, and HR teams. The role supervises one direct report and provides operational oversight support to the logistics teams at the various sites.

Your Profile

· Bachelor’s degree in business administration, procurement, logistics, supply chain, or related field.

· Minimum of 3 years’ experience in a similar or related field.

· Experience in the conservation or NGO sector is an added advantage.

· Member of the Zambia Institute of Purchasing and Supply

Skills & Competencies

The ideal candidate will be a results-driven team player with strong problem-solving capabilities and the ability to work in a dynamic and challenging environment. Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with procurement and stock management systems are essential. The candidate should demonstrate strong communication skills, attention to detail, and a proactive approach to resolving operational challenges. They must be deadline-driven, capable of multitasking, and effective at building relationships with internal and external stakeholders. The ability to analyse and act on key operational data to support evidence-based decision-making and improve performance metrics will be critical to success.

Behavioural Attributes

Empathetic and approachable.

Culturally respectful and inclusive.

Discreet, trustworthy, and principled.

Adaptable and proactive.

Community-oriented with a service mindset.

What We Offer

· A chance to support a meaningful conservation impact.

· A supportive and mission-driven team environment.

· Opportunities for professional development.

Your Application

If you are passionate and ready to take on this challenge, please submit your curriculum vitae and

Cover letter detailing your relevant experience and motivation to join Frankfurt Zoological Society,

via https://zoologisch.jobs.personio.de/job/2374471?_pc=1559584#apply

The application due date is 17^th October 2025

FRANKFURT ZOOLOGICAL SOCIETY

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