HAIL & COTTON, a leading global tobacco leaf merchant, are currently recruiting for their Zambia Operations. The following positions are vacant.
1. WAREHOUSE SUPERVISOR (1) – Permanent; Kabwe x1
The purpose of this position is to oversee the day‑to‑day warehouse operations related to the receiving, grading, processing, storage, and dispatch of tobacco leaf. The role ensures efficient movement of leaf inventory, compliance with safety and regulatory requirements, accurate stock records, and smooth coordination between warehouse teams, logistics, farmers, and quality departments. This position drives operational excellence and enforces quality standards, with the following key performances guidelines:
Key Responsibilities
1. Warehouse Operations Management
Supervise and coordinate daily warehouse activities including receiving, sorting, grading, baling, packing, and dispatch of tobacco leaf and related inputs.
Ensure correct storage procedures to maintain leaf quality and prevent contamination or moisture damage.
Implement inventory control systems to track stock levels, rotations, and leaf classifications and efficiently manage other related inputs.
Monitor fumigation, ventilation, and moisture control procedures to preserve tobacco quality and safe/secure storage of other related inputs.
Ensure proper handling of tobacco to minimize losses, breakages, and shrinkage.
2. Inventory and Documentation
Oversee the accuracy of all warehouse records including GRNs, dispatch notes, bale tickets, and daily stock reports.
Conduct daily, weekly, and monthly stock counts; investigate and resolve variances.
Ensure all leaf/bale movements are recorded in the ERP/warehouse management system.
Prepare daily operational reports for management review.
3. People Supervision and Leadership
Lead, supervise, and allocate work to warehouse staff, including temporary/seasonal workers.
Train staff in warehouse handling procedures, hygiene, safety, and tobacco quality standards.
Monitor staff attendance, performance, and adherence to work instructions.
Promote teamwork, discipline, and a safe working environment.
4. Quality and Compliance
Ensure that all leaf handling processes align with internal quality standards and regulatory compliance.
Coordinate with Agronomy, Leaf Buying and Sales Operations teams to manage leaf grading accuracy and non‑conformance management.
Enforce Good Agricultural Practices (GAP) and health & safety standards.
Support internal and external audits and implement corrective actions.
5. Health, Safety & Environment (HSE)
Enforce strict adherence to warehouse safety procedures, PPE use, and hazard reporting.
Conduct toolbox talks and safety briefings for warehouse teams.
Identify risks and implement preventive measures to avoid accidents or product contamination.
Other duties as assigned.
Qualifications and Requirements:
Diploma or Degree in Logistics, Supply Chain Management, Agriculture, Production Management, or related field.
Certificate in Warehousing, Inventory Control, or Quality Assurance is an added advantage.
3–5 years of experience in warehouse operations, preferably in tobacco leaf handling or agricultural commodities.
Experience supervising teams in a fast‑paced warehouse environment.
Strong understanding of leaf grading, moisture management, and agricultural product storage.
Experience with ERP or Warehouse Management Systems (WMS) is an added advantage.
Competencies and Skills
a. Technical Competencies
Knowledge of tobacco leaf processing, grading, and storage practices.
Strong inventory management and documentation skills.
Ability to analyze stock reports and resolve variances.
Understanding of HSE and quality compliance requirements.
b. Leadership & Behavioral Competencies
Strong leadership and team supervision skills.
Excellent communication and interpersonal skills.
High attention to detail and quality.
Strong problem‑solving and decision‑making abilities.
Ability to work under pressure and meet operational deadlines.
Integrity, accountability, and strong work ethic.
c. Digital Competencies
Proficiency in MS Excel and warehouse management software.
Ability to use handheld scanners or digital inventory platforms
2. LEAF ACCOUNTANT (1) – Permanent Contract; Lusaka x1
The purpose of this position involves managing and reconciling all financial transactions related to tobacco leaf procurement, processing, inventory valuation, and sales. The role ensures accurate costing, reporting, and financial controls for leaf operations, supporting both Finance and Leaf Operations teams. This includes monitoring farmer payments, contract reconciliations, stock valuation, yield analysis, and ensuring compliance with accounting standards and company policies.
Key Responsibilities
1. Leaf Procurement Accounting
Record and reconcile all tobacco leaf purchases, including farmer payments, contract settlements, advances, and deductions.
Verify accuracy of receiving reports, scale tickets, bale weights, and quality grades before processing payments.
Monitor contract ceilings and ensure farmers are paid according to agreed schedules and pricing structures.
Reconcile procurement cost components (handling, transport, commissions, levies).
2. Inventory & Stock Management
Maintain accurate leaf inventory records across all phases: receiving, grading, processing, storage, and dispatch.
Reconcile physical stock counts with system records, investigating and resolving variances.
Perform daily, weekly, and monthly inventory valuations.
Track leaf movements between warehouses and processes (re‑drying, blending, processing).
Monitor stock losses, shrinkage, and quality adjustments and post appropriate accounting entries.
3. Costing, Analysis & Reporting
Calculate cost of leaf per grade, per farmer, per intake point, and per season.
Analyze yields, processing losses, grade outturns, and compare against budget or standard costs.
Prepare financial reports for leaf operations, including cost summaries, production variances, and stock positions.
Support budgeting and forecasting for leaf procurement and processing costs.
4. Sales & Dispatch Accounting
Record all leaf dispatches to local customers or export markets according to invoices and delivery notes.
Reconcile dispatches, customer pricing, and revenue recognition.
Monitor freight, insurance, export charges, and other logistics cost allocations.
Prepare dispatch variance analyses and margin reports.
5. Compliance & Audit Support
Update stock movements in the ERP/WMS system.
Support cycle counts and monthly inventory reconciliations.
Investigate stock variances related to shipping or receiving.
6. Systems & Process Management
Maintain accurate data in ERP systems related to leaf procurement, inventory, and costing.
Work closely with operations staff to ensure timely and accurate data capture.
Identify and recommend process improvements to enhance financial accuracy and efficiency.
Other duties as assigned.
Qualifications and Requirements:
Diploma or Degree in Accounting, Finance, Business Administration, or related field.
Professional qualification or part‑qualification (ACCA, CIMA, ZICA) is a strong advantage.
Training in agricultural or manufacturing cost accounting is desirable.
3–5 years’ accounting experience, preferably in tobacco leaf, agriculture, FMCG, or manufacturing.
Experience in cost accounting, inventory management, or procurement finance.
Strong understanding of commodity accounting and agricultural supply chains.
Experience with ERP systems (SAP, Sage, Oracle, Microsoft Dynamics, etc.).
Competencies and Skills
d. Technical Competencies
Strong knowledge of cost accounting and inventory valuation.
Understanding of tobacco leaf processes (grading, moisture, outturns, bale classifications).
High proficiency in MS Excel (pivot tables, VLOOKUPs, data analysis).
Ability to analyze financial data and generate actionable insights.
Strong understanding of IFRS and internal control frameworks.
e. Behavioral Competencies
High attention to detail and accuracy.
Strong analytical and problem‑solving skills.
Ability to work under pressure, especially during peak leaf seasons.
Strong communication and relationship‑management abilities.
Integrity, accountability, and confidentiality in handling financial data.
3. FLOOR SUPERVISOR (1) – Fixed Term Contract; Chipata x1
The purpose of this position is to oversee and coordinate all activities on the floor to ensure accurate presentation, classification, and movement of tobacco for buyer inspections, auctions, or grower contracted sales.
Key Responsibilities
Position Summary
The Sales Floor Supervisor oversees and coordinates all activities on the floor to ensure accurate presentation, classification, and movement of tobacco for buyer inspections, auctions, or grower contracted sales. The role ensures that all leaf lots are properly displayed, documented, sampled, and compliant with quality, regulatory, and key stakeholder requirements. The Supervisor acts as the primary link between floor workers, graders, buyers, and logistics to guarantee a smooth, efficient, and compliant operation.
Key Responsibilities;
1. Floor Operations Management
Supervise the arrangement and presentation of tobacco bales/lots for buyer inspections and sales.
Ensure correct labeling, lot sequencing, barcoding, and traceability of all tobacco on the sales floor.
Monitor floor readiness prior to buyer arrival/cleanliness, accessibility, and safety checks.
Coordinate bale movements (inflow and outflow) with logistics and warehouse teams.
Ensure correct re‑handling of bales after buyer review (opening, resealing, re‑tagging).
2. Quality & Compliance Control
Verify that each displayed lot meets company and regulatory standards (grade accuracy, moisture levels, bale integrity).
Work with the relevant teams to address any inconsistencies or non‑compliant material (nesting etc).
Ensure proper handling to prevent contamination, damage, or misclassification of tobacco.
Support traceability requirements for contracted farmers or merchant leaf.
3. Buyer & Grower Support
Serve as the primary contact for buyers on the auction floor during sales days.
Provide information on lot positioning, grade details, and any operational clarifications.
Coordinate buyer walk-throughs and support any special grower requirements.
Manage communication between the buying team and floor workers during transactions.
4. Workforce Supervision
Oversee a workforce of receiving clerks, dispatch clerks, data capturing clerks, transport clerks, leaf checkers, ticket markers, sewers, stackers, bale openers and barrowers (alongside any other seasonal staff engaged for the auction floor).
Delegate tasks to ensure efficient workflow and floor organization.
Conduct pre-shift briefings to communicate expectations and daily priorities.
Ensure team compliance with company policies, attendance requirements, and discipline.
5. Health, Safety & Regulatory Compliance
Enforce use of PPE and ensure compliance with OHS standards for dust, heavy-lifting, and bale‑handling.
Assist with incident reporting and corrective actions.
Support fire-prevention and tobacco-specific safety protocols (handling flammable materials, bale stacking guidelines).
6. Reporting & Documentation
Maintain accurate daily reports of bale counts, lot movements, and auction floor activity.
Report any grade disputes, buyer queries, or operational issues.
Track daily floor performance indicators and discrepancies.
Support digital data capture (barcode scanning, sales/buying recording tools).
Other duties as assigned.
Qualifications and Requirements
Certificate, Diploma/Degree in Business Operations, Agriculture, Supply Chain, or related field.
3–5 years experience in a tobacco leaf environment or agricultural commodities sales/auction floor.
Experience supervising teams on an auction floor, warehouse, or commercial operations setting.
Key Competencies
Strong leadership and team‑coordination abilities.
Knowledge of tobacco leaf characteristics, grading, and customer specifications.
Excellent communication and customer‑service skills.
Ability to work under pressure during peak sales periods.
High attention to detail (critical for grade verification and lot sequencing).
Good understanding of safety in handling heavy bales and fast‑moving floor operations.
Computer literacy (MS Office, scanning systems, sales reporting tools).
4. RECEIVING CLERK (18) – Fixed Term Contract; Mkushi x1, Lusaka x5, Kabwe x12
The Receiving Clerk is responsible for accurately receiving, inspecting, and recording all incoming tobacco leaf bales, farmer deliveries, and purchased lots. The role ensures proper documentation, verification of quality and quantity, adherence to traceability requirements, and timely communication with internal departments. The Receiving Clerk plays a critical role in maintaining inventory accuracy and supporting seamless leaf movement into storage or onto the auction floor.
Key Responsibilities;
1. Inbound Receiving & Verification
Receive and inspect all incoming tobacco (bales, cartons, loose leaf) from farmers, depots, or transporters.
Verify bale counts, weights, grades, and lot numbers against delivery notes and purchase records.
Check bale integrity to ensure no damage, contamination, or tampering.
Ensure moisture levels and general leaf condition meet company standards.
Reject or flag any non‑conforming deliveries and escalate concerns to QA or supervisors.
2. Efficient and Effective System and Documentation Management
Log all received items into the system: quantity, grade, farmer details, purchase order, and delivery timestamps.
Prepare receiving reports and ensure all documentation is accurate and complete.
Maintain manual and electronic records for traceability audits.
Label and barcode bales where necessary to ensure proper tracking.
3. Warehouse Operations and Security Support
Communicate warehouse and auction floor discrepancies in deliveries (shortages, damaged bales, wrong grades).
Support farmer growers and team members with information required during receiving (lot numbers, documentation, etc.) and ensure security in receiving operations.
4. Inventory Control and Staging
Update stock levels immediately after receiving to maintain real-time inventory accuracy.
Ensure incoming leaf is placed in designated holding areas or storage zones.
Assist in cycle counts, spot checks, and inventory audits.
Maintain orderly and traceable stacking of bales.
5. Quality, Leaf Integrity & Compliance
Follow company quality standards for incoming tobacco.
Adhere to traceability requirements for contracted farmers or merchant leaf.
Support regulatory inspections or internal audits when required.
6. Stakeholder Collaboration
Ensure safe handling of heavy bales and operate within lifting guidelines.
Report safety hazards, damaged bales, or unsafe transport conditions immediately.
Follow protocols for preventing cross‑contamination or NTRM (Non‑Tobacco Related Material).
Ensure secure receiving operations and prevent unauthorized access or product loss.
Other duties as assigned.
Qualifications and Requirements
Certificate/Diploma in Logistics, Supply Chain, Agriculture, Business Administration, or related field.
Minimum 3-5 years experience in warehousing, receiving, or agricultural commodity handling.
Ability to work with receiving systems, barcoding, or inventory software.
Key Competencies
Experience in tobacco leaf handling, grading, or warehouse operations.
Familiarity with farmer/grower intake procedures or auction/contract systems.
Basic understanding of tobacco moisture, quality indicators, and NTRM control.
Strong attention to detail and accuracy.
Good numerical and record‑keeping skills.
Effective communication and teamwork abilities.
Ability to work under pressure during peak receiving periods.
Good understanding of warehouse and receiving SOPs.
Basic computer skills (Excel, inventory systems, scanning tools).
Physical ability to lift, move, or inspect bales safely.
5. DISPATCH CLERK (13) – Fixed Term Contract; Mkushi x1, Lusaka x4, Kabwe x8
The Dispatch Clerk is responsible for coordinating, verifying, and documenting the dispatch of tobacco leaf bales from warehouses/buying floors to determined destinations. The role safeguards bale identity (grade, batch, lot), maintains complete dispatch records, and supports inventory integrity.
Key Responsibilities
1. Order Release, Picking and Staging
Receive and process approved dispatch orders, pick lists, and shipping schedules.
Coordinate the picking of tobacco leaf bales according to grade, batch/lot, customer requirements, and FIFO principles.
Verify bale numbers, weights, packaging integrity, and labels before staging.
Ensure all picked stock is accurately staged, clearly marked, and ready for loading.
Report any shortages, grade mismatches, or irregularities immediately.
2. Handling of Outbound Documentation and Systems
Prepare complete dispatch documentation: waybills, delivery notes, packing lists, gate passes, and seal logs.
Capture all dispatch transactions into the ERP/WMS on time and without errors.
Maintain organized physical and electronic records for audits and traceability.
Ensure all documentation matches the exact quantities, grades, and batch codes loaded.
3. Handling of Load Integrity, Security and Traceability
Supervise loading to confirm correct bale quantities, grades, and stacking standards.
Validate seal numbers, truck ID, driver credentials, and transporter compliance before release.
Ensure adherence to tobacco traceability standards, including bale identity, movement logs, and chain-of-custody documentation.
Inspect loads for safety, correct weight distribution, and security (straps, tarps, seals).
Escalate and document any tampering, discrepancies, or non‑conformance issues.
4. Ensuring Quality and Compliance
Follow tobacco handling and hygiene standards to prevent contamination or quality deterioration.
Work with QA/Leaf teams to ensure moisture status, bale integrity, and grade accuracy before dispatch.
Comply with internal policies, buyer requirements, and statutory regulations regarding tobacco movement.
Ensure adherence to HSE requirements at loading bays, including safe vehicle movement, PPE use, and incident reporting.
5. Stakeholder Collaboration
Liaise with Warehouse Operations, Transport, Security, QA/Leaf and external transporters.
Communicate dispatch schedules, delays, and changes effectively.
Assist with cycle counts, inventory reconciliations, and audit support as required.
Support delivery expectations through timely and accurate dispatch execution.
Other duties as assigned.
Qualifications
Certificate/Diploma in Supply Chain, Logistics, or Warehouse Operations.
Experience: 3–5 years in dispatch, warehouse or logistics operations, ideally within tobacco leaf or agribusiness commodities.
Proficiency with ERP/WMS systems (SAP/Dynamics/Navision) and barcode scanning technologies.
Strong numerical accuracy, attention to detail, and understanding of bale identification (grade, batch, bale numbers).
Ability to work in fast-paced, high‑volume tobacco warehouse environments.
Key Competencies
Attention to Detail: Ensures accuracy in verifying bale numbers, grades, weights, and documents.
Planning & Organization: Prioritizes dispatch tasks and manages staging and loading efficiently.
Communication: Communicates clearly with warehouse teams, transporters, and supervisors.
Problem‑Solving: Quickly identifies dispatch discrepancies and resolves issues effectively.
Integrity & Accountability: Demonstrates honesty and responsibility in stock and documentation control.
Teamwork: Collaborates effectively with operations, quality, security, and transport teams.
Compliance & Safety Awareness: Adheres to traceability standards, HSE rules, and security requirements.
Technical Proficiency: Uses ERP systems, scanners, and dispatch.
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