Project Assistant at Pula

About the Role & Project

The Project Assistant will report directly to the National Project Coordinator and support the coordination and implementation of the Human–Wildlife Conflict Management System across assigned conservation regions and counties. Operating from the National Command Centre, the Project Assistant will oversee operations within their designated portfolio of regions, tracking field activities, supporting verification workflows, maintaining project records, and facilitating communication among regional, county, and field teams.

Key Responsibilities

Strategic Field Operations & Regional Coordination

Support coordination of field operations across assigned Wildlife Conservation Regions and counties.

Support Regional Officers in coordinating day-to-day field activities, verification, and case administration.

Maintain communication and follow-up between field teams, the National Command Centre, KWS, and the State Department for Wildlife.

Support implementation and compliance with approved SOPs, SLAs, and quality standards across county and ward structures.

Field Verification & Claims Process Oversight

Assist the National Project Coordinator in tracking and coordinating field teams conducting incident verification.

Follow up on timely site visits and compliance with digital data collection requirements, including geo-tagged photographs, GPS mapping, witness statements, and verification forms.

Support in Tracking submission and completeness of required supporting documentation, including police abstracts, medical reports, post-mortem reports, and ownership documentation.

Flag incomplete, duplicate, or inconsistent claims and escalate them directly to the National Project Coordinator for review.

Sensitive Incident Management & Escalation

Support the National Project Coordinator in tracking and escalating sensitive and high-priority cases, including human fatalities, serious injuries, livestock losses, and major crop damage.

Maintain accurate and confidential records for sensitive incidents to support the National Project Coordinator’s reporting and decision-making.

Support coordination with KWS Wardens, National Police Service, medical personnel, local administration, and other relevant stakeholders.

Ensure all priority cases are promptly brought to the immediate attention of the National Project Coordinator for direction.

Field Logistics, Inventory & Equipment Oversight

Support the National Project Coordinator in coordinating field deployments and operational logistics across assigned counties.

Track allocation and utilization of motorcycles, smartphones, airtime/data bundles, fuel, protective gear, and other field resources.

Maintain updated equipment and deployment records and follow up on maintenance and repair requirements.

Liaise with the Logistics and Inventory Unit on behalf of the National Project Coordinator to address field resource gaps and minimize operational disruptions.

Manpower & Performance Management

Support the National Project Coordinator in the onboarding, deployment, and coordination of field personnel at national, regional, county, and ward levels.

Maintain updated records of field personnel, assignments, and deployment status.

Track field activities, KPIs, turnaround times, and outstanding operational tasks, reporting progress directly to the National Project Coordinator.

Identify training and capacity-building needs and support coordination of field coaching and user acceptance testing for digital applications.

Stakeholder & Community Governance Liaison

Assist the National Project Coordinator in coordinating and communicating with KWS, State Department for Wildlife, county governments, local administration, conservation partners, and other relevant stakeholders.

Support national and regional stakeholder meetings, workshops, and community engagement activities on behalf of the National Project Coordinator.

Document operational complaints, queries, appeals, and feedback, ensuring appropriate escalation to the National Project Coordinator.

Support public awareness and community engagement activities aimed at improving reporting and understanding of HWCMS processes.

Call Centre Oversight

Oversee call centre operations to ensure prompt logging, triage, and response to human-wildlife conflict incidents.

Monitor call quality, service level agreements (SLAs), and issue resolution workflows.

Required Qualifications & Experience

Education: Bachelor’s degree in Project Management, Natural Resource Management, Conservation Studies, Public Administration, Business Administration, Development Studies, or a related field.

Professional Experience: Minimum of 1–3 years of relevant experience supporting field-based operations, project coordination, administrative workflows, or community-based initiatives.

Experience supporting multi-county field operations or geographically dispersed teams is an added advantage.

Experience working with Government Ministries, KWS, county governments, local administration, conservation NGOs, or development organizations is desirable.

Experience in procurement, logistics, or supply management is an added advantage.

Technical Proficiency: Familiarity with mobile digital data collection tools, GPS/GIS mapping, offline-first mobile applications, and case management systems is desirable.

Key Competencies

Operations Coordination: Strong organizational, coordination, follow-up, and task-management skills.

Data & Documentation: Strong attention to detail and ability to maintain accurate records and operational reports.

Stakeholder & Community Management: Good interpersonal and communication skills for working with government officers, field teams, and communities.

Problem-Solving & Escalation Handling: Ability to identify operational challenges, follow up on issues, and escalate matters appropriately.

Logistical & Resource Support: Ability to track field assets, equipment, deployments, and operational resources.

Teamwork & Professionalism: Ability to work effectively in a multi-agency environment, maintain confidentiality, meet deadlines, and operate in remote field settings.

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