Background

HAIL & COTTON, a leading global tobacco leaf merchant, are currently recruiting for their Zambia Operations. The following positions are vacant.

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.
• 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.

• 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.
• 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.
• 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.
• 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.
• 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.

• 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.
• Attention to Detail
• Planning & Organization
• Communication
• Problem‑Solving
• Integrity & Accountability
• Teamwork
• Compliance & Safety Awareness
• Technical Proficiency

• Certificate/Diploma in Supply Chain, Logistics, or Warehouse Operations.
• 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.