Administrative Assistant

Administrative Assistant Jobs in Lusaka West – Dairy Farm Opportunity

WHIPSMART ADVISORY PARTNERS LIMITED is seeking a dedicated Administrative Assistant to join our team at a dairy farm located in Lusaka West, Zambia. This role is ideal for candidates looking to contribute to the smooth operation of a dairy farm while gaining valuable experience in administrative assistant jobs in Lusaka West. The position offers full-time, on-site employment reporting directly to the Director.

About the Role – Administrative Assistant Jobs in Lusaka West

The Administrative Assistant will provide essential administrative, financial, and operational support to ensure efficient daily farm activities. Responsibilities include maintaining accurate milk production and sales records, managing farm resources, and supporting both livestock and human resource functions. This role demands a hands-on approach within a dynamic farm environment.

Key Responsibilities

• Milk Production & Sales Records: Record daily milk yields per cow or pen, issue receipts, reconcile cash, mobile money, and credit sales, and prepare regular production and sales reports.
• Office & General Administration: Handle calls and emails, welcome suppliers, veterinarians, and customers, maintain filing systems including worker files and animal records, and draft correspondence for the Director.
• Finance & Stock Control: Monitor farm expenses such as feed, veterinary drugs, fuel, packaging, and labor; maintain petty cash and bank deposit records; raise purchase orders; receive stock; and conduct weekly stock counts.
• Livestock & HR Support: Maintain up-to-date animal records covering births, deaths, inseminations, vaccinations, and treatments; track worker attendance, overtime, and leave; assist with payroll preparation; and coordinate feed schedules and milk collection with herdmen.
• Compliance & Reporting: Ensure milk quality and safety records comply with ZABS and DAHP standards, maintain records for NAPSA and Workers’ Compensation, and prepare monthly reports on production, sales, expenses, and profitability.

Candidate Requirements

• A degree in a business-related field such as Business Administration, Accounting, Agribusiness, or a related discipline.
• At least two years of experience in dairy farming or general farm operations is preferred.
• Proficiency in Microsoft Excel and Word; knowledge of QuickBooks or Pastel is advantageous.
• Strong numeracy and record-keeping abilities.
• Residency in or around Lusaka West is required.

Essential Skills and Attributes

• Detail-oriented with the ability to ensure daily balance of milk volumes, cash, and feed.
• Trustworthy and discreet, capable of handling cash and sensitive farm data responsibly.
• Practical and comfortable working in a dairy or parlor environment.
• Effective communicator able to liaise with workers, customers, veterinarians, and suppliers.
• Analytical mindset to identify trends in milk yields and proactively address potential issues.

Working Conditions

• Work hours are from 08:00 to 17:00, Monday through Friday.
• The role involves working in a farm environment with exposure to dust, animals, and cold rooms.
• Availability may be required on some weekends and public holidays during peak lactation periods.

How to Apply

Interested candidates who meet the above criteria are encouraged to submit their applications via email to hello.whipsmart.ap@gmail.com. Please include your CV and a cover letter detailing your relevant experience.