Purchasing & Supply Intern
Location: Chisamba, Lusaka, Zambia
Reporting To: Branch Manager / Lead Procurement Officer
Job Purpose
The Purchasing & Supply Intern will support the Procurement, Stores, and Supply Chain functions by assisting with purchasing processes, inventory management, supplier coordination, documentation control, and warehouse operations in line with Aqua Aura Limited’s Standard Operating Procedures (SOPs). The role is designed to provide practical hands-on experience in procurement, logistics, stock management, invoicing support, and supply chain administration within a fast-paced operational environment.
Key Duties & Responsibilities
1. Procurement Support
- Assist in sourcing quotations from both local and international suppliers.
- Follow up on supplier orders, dispatches, and deliveries to ensure timely supply of goods and materials.
- Support the creation and updating of Supplier Orders and Customer Orders on MONDAY.COM.
- Assist the Procurement Team in preparing Purchase Orders (DPOs) and related procurement documentation.
- Verify supplier invoices, quotations, delivery notes, and supporting documents for accuracy and completeness.
- Maintain organised and up-to-date procurement records and filing systems.
2. Inventory & Stock Management
- Assist in receiving, inspecting, counting, and organising stock deliveries.
- Ensure stock received corresponds with supplier invoices, DPOs, receiving notes, and system records.
- Support the accurate updating and maintenance of stock cards and inventory records.
- Participate in monthly stock takes, cycle counts, and warehouse audits.
- Monitor stock movement and report shortages, damages, or discrepancies promptly.
- Ensure proper labelling, bin allocation, and storage of inventory items.
3. Stores & Warehouse Operations
- Assist in issuing stock against approved Pick Slips and authorised documentation.
- Ensure all stock issued is accurately recorded and acknowledged through proper sign-off procedures.
- Support warehouse housekeeping by maintaining cleanliness, organisation, and safe storage practices.
- Assist in monitoring technician stock movements and warehouse transfers.
- Ensure all physical records and warehouse documentation are properly maintained and filed.
4. Documentation & Administration
- Maintain accurate procurement, inventory, and stores records.
- Assist in filing invoices, pick slips, transfer reports, receiving notes, Bills of Materials (BOMs), and related documents.
- Ensure all documentation is properly completed, authorised, and filed.
- Assist with data entry and updates within DEAR/CIN7 and MONDAY.COM systems.
- Prepare operational and inventory reports as assigned by Management.
5. Logistics & Coordination
- Coordinate with Stores, Procurement, Sales, and Accounts Departments to support operational efficiency.
- Assist in tracking branch stock transfers, deliveries, and supplier dispatches.
- Follow up on transportation arrangements and logistics coordination.
- Support project-related stock planning, allocation, and material coordination activities.
6. Compliance & Safety
- Adhere to company SOPs, procurement procedures, and internal controls at all times.
- Ensure proper handling, storage, and safeguarding of inventory and company assets.
- Comply with workplace health, safety, and environmental requirements.
- Maintain confidentiality of company, supplier, and operational information.
Qualifications & Requirements
Minimum Qualifications
- Grade 12 Certificate
- Diploma or Degree in Purchasing & Supply, Procurement & Logistics, Supply Chain Management, Business Administration, or a related field
- Recent graduate or student seeking internship/industrial attachment placement
Skills & Competencies
- Basic understanding of procurement, stores, and inventory management procedures
- Proficiency in Microsoft Office applications, particularly Excel
- Ability to learn and operate inventory and procurement systems such as DEAR/CIN7
- Good communication and interpersonal skills
- Strong attention to detail and accuracy
- Ability to work under pressure and meet deadlines
- Good organisational, administrative, and record-keeping skills
- Honest, responsible, proactive, and willing to learn
Added Advantage
- Knowledge of inventory systems and warehouse operations
- Previous internship or practical experience in procurement, logistics, or stores management
- Understanding of stock management and inventory control procedures
- Valid driver’s licence will be an added advantage
Working Schedule
- Monday to Friday: 07:30hrs – 17:00hrs
- Saturday: 08:00hrs – 12:30hrs
