Background

Mondo Farms Limited is an emerging agribusiness that operates two farms, Kimberly and Winterthorn on the outskirts of Chongwe District. Our commercial farming operations focus primarily on vegetable crop production while piloting a long-term commercial tree plantation. We prioritize appropriate land use management and water conservation techniques to mitigate the effects of climate change and land degradation.

Job Purpose

The Administration and Accounts Assistant supports the day-to-day administrative, procurement, and financial operations of the Company, ensuring that all activities are carried out efficiently, accurately, and in accordance with company policies and procedures. This role is responsible for maintaining organized records, processing financial transactions, coordinating procurement activities, preparing reports, and providing administrative support to management and operational teams. The Administration and Accounts Assistant works closely with the Farm Operations Manager, Administrative Manager, Senior Accountant, suppliers, contractors, and other staff to support smooth business operations, compliance requirements, and timely decision-making.

Responsibilities

• Provide administrative support for the day-to-day operations of the farm, ensuring tasks are completed efficiently and in line with company procedures.
• Maintain accurate filing systems, records, and documentation for administrative, procurement, and accounting activities.
• Prepare and submit daily, weekly, monthly, and ad hoc reports to support management decision-making.
• Coordinate schedules, meetings, and operational activities with staff, suppliers, contractors, and other stakeholders.
• Monitor farm vehicles, machinery, equipment, facilities, and inventories, maintaining accurate records and compiling status reports.
• Assist in the preparation and monitoring of budgets, expenditure trackers, and other administrative and financial reports.
• Support procurement activities by sourcing quotations, comparing prices, processing requisitions, and coordinating the purchase of goods and services.
• Receive, inspect, record, and distribute procured items while maintaining accurate inventory and procurement records.
• Build and maintain positive relationships with suppliers and service providers, ensuring timely communication and invoice processing.
• Capture and process invoices, payment vouchers, petty cash transactions, and other financial documents accurately and within required timelines.
• Generate and process supplier payments in accordance with company policies and approval procedures.
• Maintain accurate financial records and ensure all supporting documentation is securely filed for audit and compliance purposes.
• Track procurement, inventory, and operational costs, providing regular reports and updates to management.
• Ensure compliance with workplace health, safety, licensing, certification, and other regulatory requirements.
• Follow up on deadlines, commitments, and assigned actions to ensure smooth administrative and financial operations.
• Support maintenance activities by recording maintenance issues, coordinating repairs, and monitoring service provider performance.
• Facilitate effective communication between management, operational teams, suppliers, contractors, and external stakeholders.
• Assist related companies and subsidiaries with administrative and accounts functions as assigned.
• Perform other administrative, accounting, procurement, and operational duties as directed by management.

Qualifications, Experience & Personal Competencies

• Full Grade 12 Certificate.
• Minimum Diploma in Business Management.
• Two (2) years of relevant work experience.
• Valid driver’s license.
• Computer literacy.
• Technical Accounting knowledge.
• Proficiency in record-keeping and data management.
• Capacity to work under pressure and meet deadlines.
• Passionate, innovative, motivated and self-driven.

Additional Notes

All applicants must verify their qualifications with The Zambia Qualifications Authority (ZAQA). Please note that applications that will not be in conformity with the above specifications will not be considered.

• Provide administrative support for the day-to-day operations of the farm, ensuring tasks are completed efficiently and in line with company procedures.
• Maintain accurate filing systems, records, and documentation for administrative, procurement, and accounting activities.
• Prepare and submit daily, weekly, monthly, and ad hoc reports to support management decision-making.
• Coordinate schedules, meetings, and operational activities with staff, suppliers, contractors, and other stakeholders.
• Monitor farm vehicles, machinery, equipment, facilities, and inventories, maintaining accurate records and compiling status reports.
• Assist in the preparation and monitoring of budgets, expenditure trackers, and other administrative and financial reports.
• Support procurement activities by sourcing quotations, comparing prices, processing requisitions, and coordinating the purchase of goods and services.
• Receive, inspect, record, and distribute procured items while maintaining accurate inventory and procurement records.
• Build and maintain positive relationships with suppliers and service providers, ensuring timely communication and invoice processing.
• Capture and process invoices, payment vouchers, petty cash transactions, and other financial documents accurately and within required timelines.
• Generate and process supplier payments in accordance with company policies and approval procedures.
• Maintain accurate financial records and ensure all supporting documentation is securely filed for audit and compliance purposes.
• Track procurement, inventory, and operational costs, providing regular reports and updates to management.
• Ensure compliance with workplace health, safety, licensing, certification, and other regulatory requirements.
• Follow up on deadlines, commitments, and assigned actions to ensure smooth administrative and financial operations.
• Support maintenance activities by recording maintenance issues, coordinating repairs, and monitoring service provider performance.
• Facilitate effective communication between management, operational teams, suppliers, contractors, and external stakeholders.
• Assist related companies and subsidiaries with administrative and accounts functions as assigned.
• Perform other administrative, accounting, procurement, and operational duties as directed by management.

• Computer literacy.
• Technical Accounting knowledge.
• Proficiency in record-keeping and data management.
• Capacity to work under pressure and meet deadlines.
• Passionate, innovative, motivated and self-driven.

• Full Grade 12 Certificate.
• Minimum Diploma in Business Management.
• Valid driver’s license.