Background information about the job or company (e.g., role context, company overview)

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

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.

Experience needed

Minimum 3-5 years experience in warehousing, receiving, or agricultural commodity handling.

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

• Ability to work with receiving systems, barcoding, or inventory software.
• 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.

• Certificate/Diploma in Logistics, Supply Chain, Agriculture, Business Administration, or related field.