GENERAL DESCRIPTION

This position reports directly to the Director and Manager and works in close coordination with Veterinarians, Caretakers, the Education Coordinator, and the Social Media Assistant.

This role focuses on people management rather than animal handling. The Staff and Volunteer Support Manager is responsible for ensuring a positive, structured, safe, and productive experience for all volunteers, interns, and staff, while maintaining harmony, discipline, and adherence to RAREC policies.

RAREC is not open to the general public. Educational visits are pre-booked and coordinated as part of structured programs.

CORE RESPONSIBILITIES

Staff & Volunteer Coordination and Support

• Act as the primary point of contact for volunteers and interns before, during, and after their stay.
• Contact participants up to four weeks prior to arrival, providing detailed pre-arrival information and responding to queries.
• Maintain and update the master arrival and accommodation list, including personal details, program type, room assignment, dietary needs, schedules, and emergency information.
• Pick up and drop off all volunteers from airport or Iquitos city, following the weekly schedule we have. Welcome all new arrivals, explain rules, schedules, and expectations, and provide full orientation.

Daily Supervision & Wellbeing

• Provide daily support to volunteers and interns, addressing concerns, resolving issues, and adapting activities when necessary.
• Monitor emotional wellbeing, group dynamics, and adaptation to jungle living conditions.
• Ensure respectful behavior, professionalism, and compliance with internal regulations.

Planning, Scheduling & Coordination

• Support the General Manager in weekly planning and supervision of internship and volunteer activities.
• Coordinate schedules with Animal Welfare, Veterinary and Biology teams.
• Ensure logistics, transport, and staffing needs are aligned.
• Track participation, progress, and feedback throughout and at the end of stays.
• Coordinate and follow up with each area leader to ensure all required university internship forms for participating interns are accurately completed and submitted on time.

Leadership, Policies & Mediation

• Lead training and reinforcement of health, safety, and coexistence policies.
• Act as a mediator in conflicts involving volunteers or staff.
• Identify issues early and escalate to Administration when necessary.
• Participate in meetings to help reach fair, respectful solutions.

Communications & Program Development

• Lead updating program information on platforms and website with help of Social Media Manager.
• Update internal guides and documents (pre-arrival, welcome manuals, animal guides).
• Maintain and organize the Volunteers Google Drive.
• Keep a record of Certificates of Participation and send them to each former volunteer.

Social Media & Engagement

• Encourage volunteers to engage positively with RAREC on social media and platforms.
• Promote post-stay reviews on internet.
• Promote contributions such as merchandise purchases before volunteers leaving.

Logistics & Transport Oversight

• Act as primary vehicle user and coordinator.
• Ensure proper vehicle scheduling, maintenance, and appropriate use.
• Coordinate transport for arrivals, departures, and activities.
• Monitor fuel use and report maintenance needs.

Support Tasks

• Oversee the daily organization and presentation of the TUK shop to ensure it remains clean, welcoming, and well-stocked.
• Supervise the correct handling of sales records and cash or digital payments, coordinating closely with Administration for accountability.
• Coordinate and guide eco-friendly tours included in RAREC program packages to selected locations around Iquitos, such as protected reserves, local markets, the aquarium, and authorized Indigenous community visits, ensuring respectful, educational, and environmentally responsible experiences.
• Encourage volunteers whose programs do not include tours to participate in these optional activities, clearly explaining how their contribution supports animal care, conservation projects, and community initiatives.