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 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

How to Apply

Apply by emailing: hello.whipsmart.ap@gmail.com