*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*
