Administrative Assistant

*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 day2. *Trustworthy*: You’ll handle cash and sensitive farm data3. *Practical & hands-on*: Comfortable working in a dairy/parlor environment4. *Good communicator*: Can liaise with workers, customers, vets, and suppliers5. *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*