Litigation Assistant: Committee for the Welfare of Prisoners (CWP)

Position Title: Litigation Assistant

Location: Karachi

Type of Job: Contractual

Reporting To: Program Manager

Position Summary:

The Litigation Assistant role provides operational, administrative, and field support to the Committee for the Welfare of Prisoners’ litigation function. This position strengthens frontline delivery by maintaining accurate case records, supporting jail visits, handling documentation, managing communication with inmates and prison staff, and ensuring timely coordination with Litigation Advocates and Program Supervisors. The Litigation Assistant ensures that all case processes meet the standards of diligence, accuracy, confidentiality, and procedural compliance expected in a prison-based program.

Duties and Responsibilities

1. Case File and Documentation Management

• Maintain complete and organized case files, including challan copies, certified copies, applications, and supporting documents.
• Follow established litigation checklists to ensure accuracy and completeness of all case-related documentation.
• Update case records regularly, capturing daily progress, hearings, orders, and disposals.
• Ensure files of pending and disposed-off matters are properly maintained and available for verification.

2. Support for Jail and Field Visits

• Assist Litigation Advocates during regular jail visits and field visits as per assigned schedules and rosters.
• Record inmate interviews, case follow-ups, welfare concerns, and document requirements during jail visits.
• Coordinate with prison authorities to ensure timely access and smooth visit operations.

3. Court and Case Coordination

• Support timely reporting to relevant courts when cases are fixed.
• Assist in follow-ups with court staff for certified copies, dates, and file management.
• Coordinate case adjustments or handovers when emergencies arise under the guidance of the Program Supervisor.

4. Data Entry and Case Management System (CMS)

• Enter daily case updates, hearing outcomes, inmate details, and disposal information into the database/CMS.
• Ensure data accuracy, completeness, and timely submission in line with program expectations.

5. Reporting and Administrative Support

• Assist in preparing monthly, quarterly, bi-monthly, and ad hoc reports on case progress and jail visit activities.
• Maintain diaries, schedules, and reminders for case deadlines and court dates.
• Provide administrative and procedural support to Litigation Advocates, paralegals, and legal assistants involved in litigation and inmate support.

6. Coordination and Communication

• Liaise with prison staff, police, prosecution officials, and other stakeholders as required.
• Communicate case requirements, document needs, and updates to inmates, families, or authorized contacts while upholding confidentiality protocols.
• Notify the Program Supervisor in advance of any emergencies affecting assigned case responsibilities.

7. Compliance and Ethics

• Adhere strictly to internal policies, legal aid protocols, and CWP operational procedures.
• Maintain confidentiality, ethical conduct, and respect for the rights and dignity of inmates and vulnerable populations.
• Observe all security and conduct guidelines while operating inside custodial environments. 

Core Competencies

• Diligence and reliability
• Ethical judgment and confidentiality
• Strong written and verbal communication
• Documentation and record-keeping accuracy
• Field readiness and situational awareness
• Coordination and follow-through
• Empathy toward vulnerable individuals and custodial populations
• Problem-solving and adaptability