WE’RE HIRING!

Job title: Procurement and Stores Clerk INTERN

Working location: Lilongwe Wildlife Centre (LWC) in central Lilongwe

Department: Lilongwe Wildlife Centre

■ Full-time □ Part-time

1. Background

This document outlines the Terms of Reference (ToR) for a Procurement and Stores Clerk intern at Lilongwe Wildlife Centre

2. Role Summary

The Procurement and Stores Clerk Intern will support the procurement and supply chain of the organisation by assisting in the procurement of goods and services, managing inventory onsite, and maintaining accurate records of store transactions. This role plays a critical part in ensuring the efficient operation of the procurement and stores function within LWC.

3. Purpose

The purpose of this engagement is to recruit a suitably skilled post-graduate intern who will be responsible for supporting the implementation of procurement and stock control systems at  LWC.

4. Scope of Work

Procurement:

• Assist in the procurement process by preparing purchase orders, quotations, and tenders.
• Liaise with suppliers, vendors, and internal stakeholders to ensure timely delivery of goods and services.
• Maintain records of procurement activities, including purchase orders and contracts.
• Assist in receiving, inspecting and issuing goods and materials.
• Identify new suppliers and develop contracts

Inventory Management:

• Manage and maintain inventory levels, ensuring optimal stock levels are maintained- through the use of bin cards, stock register and inventory database Conduct regular stock checks and reconcile inventory discrepancies.
• Ensure proper storage and handling of goods in the warehouse or storage area.

Record Keeping:

• Maintain accurate and up-to-date records of all procurement and stores transactions.
• Ensure all documentation, including invoices, receipts, and stock reports, is properly filed and easily accessible.

Reporting:

• Prepare and submit reports on procurement activities, inventory levels, and stores operations as required.
• Provide insights and recommendations to improve procurement and inventory management processes.

Compliance

• Ensure all procurement activities  comply with  organizational policies, procedures, and regulatory requirements.
• Monitor and enforce proper inventory control and stock management practices
• Perform any other related duties as may be assigned by the supervisor.

5. Skills and Qualifications:

• Degree in Supply Chain Management, Procurement, Business Management or a related Finance field.
• Strong knowledge of procurement principles, inventory management, and supply chain operations.
• Excellent organizational, communication, and analytical skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Attention to detail and ability to multitask in a fast-paced environment.

6. Soft Skills:

• Strong problem-solving and negotiation skills.
• Ability to work independently and as part of a team.
• Effective time management and organisational skills.
• Good interpersonal and communication skills for liaising with suppliers and internal stakeholders.
• Excellent problem-solving and decision-making abilities.
• Good budget management experience.
• Ability to analyse data and implement effective strategies.
• Adaptability and ability to work under pressure

7. Deliverables

The Procurement and Stores Clerk Intern is expected to deliver the following:

• Monthly procurement plans
• Transparent and compliant procurement documentation
• Inventory registers & stock cards updated in real-time
• Monthly stock usage and valuation reports
• Physical stock count reports & reconciliations
• Supplier performance and procurement cost analysis reports Compliance and audit-ready procurement records.

8. Duration of Engagement

The Intern will be engaged for a period of 3 months starting from September 2025 initially, with a view to extension up to 6 months.

9. Reporting

The Procurement and Stores clerk will report to the LWC Deputy Manager, providing regular updates on progress, challenges, and achievements throughout the planning and execution phases.

How to apply              

Please send a motivation letter and CV to applications@lilongwewildlife.org  

Closing date   12 noon on Monday 7^th September 2025

LWT is an equal opportunity employer and values diversity. All employment decisions are based on qualifications and experience, merit and organisational need and all reasonable adjustments will be made where possible.