Sales and Stores Officer
Location: Chisamba, Zambia
Reporting To: Branch Manager
Job Purpose
The Sales and Stores Officer will play a critical role in supporting branch operations by driving sales growth while ensuring efficient inventory control and stores management. The position combines customer engagement, sales administration, inventory accountability, and system-based stock management to ensure operational efficiency, accuracy, and excellent customer service delivery.
Key Responsibilities
1. Sales & Customer Service
- Attend to walk-in customers and provide professional assistance, including accurate product information, pricing, and quotations.
- Promote and market the company’s products and services to farmers, contractors, and agribusiness clients within Chisamba and surrounding areas.
- Prepare quotations, sales orders, delivery notes, and invoices using approved company systems and procedures.
- Proactively follow up on customer inquiries and quotations to support conversion of leads into confirmed sales.
- Build and maintain strong customer relationships through professional communication and after-sales support.
- Support branch marketing activities, sales campaigns, and promotional initiatives aimed at increasing revenue and customer retention.
2. Stores & Inventory Management
- Receive, inspect, verify, and accurately record incoming stock into the inventory management system.
- Ensure stock is issued strictly against approved documentation and authorised system transactions.
- Maintain accurate and up-to-date inventory records through both system controls and manual reconciliations where required.
- Conduct routine stock monitoring activities, including daily spot checks, monthly stock counts, and quarterly stock takes.
- Investigate, document, and report stock variances, damages, obsolete items, and slow-moving inventory in a timely manner.
- Ensure proper storage practices, labelling standards, and housekeeping within the stores environment at all times.
3. Stock Control, Systems & Reporting
- Monitor stock levels and prepare timely reorder requests to prevent stock shortages and operational disruptions.
- Ensure all inventory movements, including receipts, transfers, issues, and returns, are accurately captured in the inventory system.
- Prepare and submit accurate sales, stock, reconciliation, and variance reports using Microsoft Excel and other approved reporting tools.
- Assist in managing and monitoring consignment stock where applicable.
- Ensure adherence to company internal controls, inventory management procedures, and audit requirements.
4. Administration & Coordination
- Coordinate with procurement, logistics, finance, and other departments regarding stock movements and supporting documentation.
- Ensure all sales transactions are accurately captured for invoicing, revenue recognition, and customer account reconciliation.
- Maintain organised and up-to-date filing systems for both physical and electronic sales and inventory documentation.
- Support general branch administration and perform any additional duties assigned by management.
Key Performance Indicators (KPIs)
- Achievement of branch sales targets
- Accuracy of inventory records and stock reconciliation
- Timeliness and accuracy of operational reporting
- Reduction in stock variances and slow-moving inventory
- Compliance with company policies, procedures, and internal controls
Qualifications & Experience
- Minimum Grade 12 Certificate
- Degree in Sales, Business Administration, Logistics, Stores Management, Supply Chain, or a related field will be an added advantage
- Minimum of 3 – 5 years’ experience in sales, stores, or inventory management
- Experience using inventory management systems and/or ERP systems
- Previous experience within the agricultural, irrigation, hardware, or spare parts industry will be an added advantage
Skills & Competencies
- Strong knowledge and experience in inventory management systems
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook
- Strong Excel skills for stock reconciliation, reporting, and analysis
- Good numerical, analytical, and record-keeping abilities
- Strong sales, negotiation, and customer service skills
- Excellent communication and interpersonal skills
- High level of integrity, accountability, and attention to detail
- Ability to work independently with minimal supervision and effectively manage multiple priorities
Other Requirements
- Must be willing and able to be based in Chisamba
- Willingness to work extended hours during peak operational periods
- Must be available to work on Saturdays as required
Working Schedule
- Monday to Friday: 07:30hrs – 17:00hrs
- Saturday: 08:00hrs – 12:30hrs (alternating schedule available)
