Job Details

Job Description

1. Job Purpose:

This role is crucial for the efficient functioning of the Production and Maintenance departments. The primary focus is on meticulous data entry, comprehensive reporting, and robust administrative support. The successful candidate will be responsible for accurately capturing, organizing, and reporting key departmental data, managing administrative processes, ensuring smooth information flow, and maintaining critical records, including those for audits and employee training. This position demands a highly organized, detail-oriented individual with strong data management skills and the ability to perform various administrative tasks, such as minute-taking, to support the General Manager Production and enhance operational efficiency. High levels of accuracy, confidentiality, and proactivity are expected.

2. Key Responsibilities:

• Data Entry & Management (Primary Focus):
• Perform high-volume data entry from various sources with exceptional speed and accuracy for both Production and Maintenance departments.
• Verify data accuracy and completeness, identify and correct discrepancies.
• Maintain and update departmental databases.
• Scan, digitize, and file documents related to data entry, including audit and employee training records.
• Participate in training and operation of Auto Egg Counter software, ensuring accurate data collection and entry.
• Manage, document, and track materials used from the maintenance/Facco shed and general stores.
• Uphold data confidentiality and adhere to data security protocols.
• Maintain comprehensive records of employee training for Production and Maintenance.
• Reporting & Analysis Support (Primary Focus):
• Compile, format, and generate routine and ad-hoc reports (daily, weekly, monthly) for Production and Maintenance.
• Assist in basic data analysis by preparing summaries, charts, or tables.
• Track and report on materials requisitioned and used by the maintenance department daily.
• Maintain records and report on PPE distribution, water sample submissions, and Health and Safety Meeting attendance and minutes.
• Administrative & Clerical Support:
• Provide comprehensive administrative support to the General Manager Production and the wider teams.
• Prepare and format correspondence, memos, reports, and other documents.
• Manage departmental planners, schedules, meetings, and deadlines.
• Capture, document, approve, and circulate minutes for departmental meetings.
• Handle departmental communications (email, phone, mail).
• Organize and maintain physical and electronic filing systems, including audit documentation.
• Process departmental requisitions for materials, spare parts, and office supplies.
• Liaise with stores for collection and verification of items.
• Manage and maintain Production department duty rosters.
• Act as a liaison with HR for administrative matters (leave forms, attendance, training records).
• Coordinate with ESG department for administrative tasks related to PPE, water samples, and Health and Safety Meetings.

· General Duties:

• Undertake other reasonable administrative or data-related tasks as assigned.
• Proactively identify and recommend process improvements.
• Maintain a clean and organized work area.
• Foster positive working relationships.

3. Qualifications and Experience:

• Minimum of a Diploma in Data Management, Business Administration, Information Technology, Office Management, or a related field.
• A Certificate in a relevant field may be considered if accompanied by extensive and directly relevant experience.
• At least two (2+) years of proven experience as a Data Entry Clerk, Administrative Assistant, or similar role with a strong emphasis on data management, reporting, and detailed record-keeping. Experience with audit or training documentation is an advantage.
• Experience in a production, manufacturing, or agricultural environment is highly desirable.

4. Skills and Competencies:

• Data Management: Exceptional data entry skills with high accuracy and attention to detail. Familiarity with database systems and data entry software. Experience maintaining confidential audit and training records.
• Technical Proficiency: High proficiency in MS Office Suite, especially Excel (formulas, pivot tables, data sorting/filtering, chart creation). Competency in MS Word and Outlook. Excellent typing speed and accuracy.
• Organizational & Time-Management: Strong ability to manage multiple tasks, prioritize, and meet deadlines in a fast-paced environment. Ability to manage extensive documentation.
• Communication: Good verbal and written communication skills; ability to convey information clearly and professionally. Experience drafting and circulating official communications like meeting minutes.
• Confidentiality: Proven ability to handle sensitive company, departmental, audit, and employee information with discretion and integrity.
• Work Ethic: Proactive, resourceful, able to work independently with minimal supervision and collaboratively.
• Administrative Skills: Basic understanding of standard office procedures and equipment operation. Proficiency in minute-taking.
• Adaptability & Learning: Willingness to learn new software, systems, and processes.
• Problem-Solving: Strong aptitude for identifying and correcting data errors and improving processes.
• Accuracy and Attention to Detail: Consistently deliver highly accurate work. Minimal errors expected.
• Efficiency and Time Management: Effectively manage high task volume and prioritize.
• Proactiveness and Initiative: Identify issues/improvements without prompting.
• Teamwork and Collaboration: Work effectively within a team.
• Adherence to Procedures: Strictly follow company policies, audit requirements, and health & safety guidelines.

6. Working Conditions:

• Office-based role, primarily within the production environment.
• May require occasional interaction within production or maintenance areas (adhering to all safety protocols).

7. Other:

• This Job Specification is not exhaustive and may be amended by the company based on business needs.
• The incumbent may be required to perform other duties as reasonably requested by the General Manager Production.

All qualified and interested candidates should send their updated CV’s with at least three traceable references to the address/e-mail below. Fresh graduates are encouraged to apply.

The Human Resource Manager

[email protected]

Goldenlay Agri Limited, P.O. Box 90444, Luanshya

Closing date of applications: 10th June 2025