Role Summary 

The Livestock Administrator is responsible for providing comprehensive administrative support to the Head of Livestock and Agriculture and all managers within the Division. This role ensures efficient management of livestock records, coordination of Divisional activities, and facilitation of communication across various teams. The Livestock Administrator will manage data, support reporting processes, handle procurement and logistical needs, and contribute to the overall smooth operation of the Division. 

Responsibilities 

• Maintain Comprehensive Livestock Records: Ensure accurate and up-to-date records of livestock inventory, breeding activities, health status, and movement across all operational units.  Utilise data management systems to store and retrieve information as needed. 
• Support Reporting and Documentation: Compile, format, and submit regular reports on livestock performance, health, breeding, and operations to the Head of Livestock and Agriculture. Assist managers with data analysis and report preparation to inform decision-making. 
• Coordinate Divisional Communications: Serve as the central point of contact for internal and external communications within the Livestock Division. Facilitate information sharing between managers, field teams, and external stakeholders. 
• Assist with Procurement and Inventory Management: Support the procurement process for livestock supplies, equipment, and veterinary products. Monitor inventory levels, process orders,  and ensure timely delivery of materials to various teams. 
• Schedule and Organise Divisional Activities: Coordinate meetings, training sessions, and  Divisional events, ensuring proper scheduling and logistics. Prepare meeting agendas, take minutes, and follow up on action items. 
• Manage Financial and Budgetary Records: Assist in managing Divisional budgets by tracking expenses, processing invoices, and ensuring financial records are accurate and up-to-date.  Provide budget reports to managers as required. 
• Support Breeding, Health, and Operational Teams: Provide administrative support to the breeding, health, and operational managers by maintaining detailed records, scheduling activities, and ensuring compliance with protocols.
• Ensure Compliance with Data and Record-Keeping Standards: Maintain confidentiality and integrity of all livestock data. Ensure compliance with organisational policies and legal requirements related to record-keeping and data management. 
• Facilitate Logistics for Livestock Movements: Coordinate the logistics of livestock movements, including transportation scheduling, documentation, and communication with drivers and herders. Ensure all legal and health requirements are met for livestock transport. 
• Assist in Human Resource Functions: Support human resource functions within the Division by maintaining staff records, tracking attendance, and coordinating leave schedules for livestock teams. 
• Support Health and Safety Compliance: Ensure that health and safety records are up-to-date and assist in the documentation of compliance with regulatory requirements for livestock operations. 
• Perform Other Duties as Assigned: Carry out any additional administrative tasks assigned by  the Head of Livestock and Agriculture to support the effective management of the Division 

Qualifications:

• Diploma in Business Administration, Agricultural Management or a related field. 
• Training in data management, project coordination, or financial administration is an added advantage. 

Experience. 

• Minimum of 5 years’ experience in administrative roles, preferably in livestock management, agriculture, or conservation organisations. 

Key Skills & Competencies 

• Strong organisational and administrative skills with attention to detail. 
• Proficiency in data management systems and Microsoft Office Suite (Excel, Word, PowerPoint)
• Good understanding of livestock operations and agricultural practices. 
• Strong communication and interpersonal skills to facilitate team coordination.
• Ability to manage multiple tasks and prioritise effectively under tight deadlines.
• Financial acumen with experience in budget tracking and procurement processes.
• Commitment to Ol Pejeta Conservancy’s mission and values.