Administrative Assistant

Job description

*Job Title: Administrative Assistant – Dairy Farm*

*Location:* Dairy Farm, Lusaka West, Zambia

*Reports to:* Director

*Type:* Full-time, On-site

*Job Purpose*

To provide administrative, financial, and operational support for the dairy farm to ensure smooth daily operations, accurate milk production records, and proper management of farm resources.

*Key Responsibilities*

*1. Milk Production & Sales Records*

– Record daily milk yields per cow/pen in the milk register

– Issue receipts and record all milk sales.

– Reconcile cash, mobile money, and credit sales daily

– Prepare daily/weekly milk production and sales reports

*2. Office & General Administration*

– Answer calls, emails, and receive suppliers, vets, and customers

– Maintain filing system: worker files, animal records, supplier invoices

– Type letters, memos, and reports for the Director

*3. Finance & Stock Control*

– Track farm expenses: feed, vet drugs, fuel, packaging, labor

– Maintain petty cash book and bank deposit records

– Raise LPOs and receive stock: dairy meal, hay, salt lick, medicines, packaging

– Conduct weekly stock counts for feed and consumables

*4. Livestock & HR Support*

– Keep up-to-date animal records: births, deaths, inseminations, vaccinations, treatments

– Track worker attendance, overtime, leave, and assist with payroll prep

– Coordinate with herdmen on feed schedules and milk collection times

*5. Compliance & Reporting*

– Ensure milk quality/safety records are kept for ZABS/DAHP inspections

– Maintain records for NAPSA, Workers’ Compensation

– Prepare monthly reports: production, sales, expenses, profitability

*Requirements*

– *Degree in a Business-related field*: Business Administration, Accounting, Agribusiness, or related

– *Background in dairy farming or general farm operations* – minimum 2 years experience preferred

– *Computer literate*: MS Excel, Word. QuickBooks/Pastel is an advantage

– *Strong numeracy and record-keeping skills*

– *Must reside in or around Lusaka West*.

*Key Skills & Attributes*

1. *Detail-oriented*: Milk litres, cash, and feed must balance every day

2. *Trustworthy*: You’ll handle cash and sensitive farm data

3. *Practical & hands-on*: Comfortable working in a dairy/parlor environment

4. *Good communicator*: Can liaise with workers, customers, vets, and suppliers

5. *Analytical*: Can spot trends in milk yields and flag issues early

*Working Conditions*

– 08:00hrs to 17:00hrs (Monday to Friday).

– *Farm environment*: Dust, animals, and cold rooms

– *May be called upon on some weekends and public holidays during peak lactation*