Consultant (Inter-Governmental Affairs and Coordination)

OBJECTIVE

Under the general guidance of the Secretary-General, the incumbent is responsible for overseeing the organisation’s Inter-Governmental responsibilities, support high-level coordination of the Ministerial Council, oversee Protocol and Conference functions, and ensure effective follow-up on ministerial mandates.

• Ensure effective management of ACS’ Ministerial meetings, Commission and Committees, and any other Inter-Governmental meetings.
• Ensure high-quality preparation, management, and follow-up of ACS ministerial and Inter-Governmental meetings.
• Coordinate cross-Secretariat inputs and provide strategic advisory support to the Secretary-General.
• Oversee ACS’s Conference Services and Protocol functions, ensuring diplomatic standards and procedural compliance.
• Maintain close collaboration with the Office of Legal Affairs (OLA) & contribute towards Risk Mitigation efforts.
• Ensure ACS decisions, resolutions, and Ministerial agreements are effectively implemented and monitored.
• Enhance the ACS Secretariat’s operational and diplomatic effectiveness as a regional Inter-Governmental body.
• Coordinate and strengthen ACS relations with regional and international Inter-Governmental organisations, such as WBG, ECLAC, CARICOM, SELA, SICA, OECS, CELAC and also including the UN system.

REPORTING STRUCTURE

The Consultant will report to the Secretary-General.

SCOPE AND RESPONSIBILITIES

Management of Ministerial and High-Level Meetings

• Lead substantive and organisational preparation of ACS Ministerial Council, other Inter-Governmental meetings, and high-level dialogues.
• Develop agendas, concept notes, background documents, and briefs for the Secretary-General.
• Coordinate with Member States, Associate Members, Observers, and host government.
• Manage drafting and negotiation of Declarations, Communiqués, Ministerial Decisions, and Reports.
• Oversee accurate minute-taking and reporting.

Oversight of Inter-Governmental Bodies

• Oversee and the Caribbean Sea Commission and ACS Committee meetings.
• Ensure coherence between committee work and ministerial mandates.
• Provide strategic and policy guidance to ensure committee effectiveness.

Strategic Coordination & Partnerships

• Serve as the focal point for strengthening the ACS’ external partnerships by proactively engaging with Inter-Governmental organisations, regional bodies, and international institutions to advance the Secretariat’s strategic objectives. Ensure effective coordination, information exchange, and follow-up on collaborative initiatives with entities such as WBG, ECLAC, CARICOM, SELA, SICA, OECS, CELAC and also including the UN system.

Conference Services and Protocol Oversight

• Oversee Conference, meeting, and Protocol operations.
• Oversee meeting logistics, interpretation, documentation, seating arrangements, ceremonial procedures, and diplomatic correspondence.
• Guide protocol interactions with Ministers, Ambassadors, and Dignitaries.

Collaboration with the Office of Legal Affairs (OLA)

• Coordinate with OLA on review of Ministerial texts, agreements, and legal compliance.
• Ensure procedural clarity and adherence to institutional rules.

Follow-up and Implementation of Ministerial Agreements

• Become fully versed in all ACS Ministerial Agreements.
• Track implementation and prepare periodic reports for the Secretary-General.

Strategic Advisory Functions

• Advise the Secretary-General on political and diplomatic developments.
• Support ACS engagement in multilateral frameworks.
• Provide inputs for strategic briefs, speeches, and talking points.

Reporting, Documentation & Knowledge Management

• Maintain repository of decisions, recommendations, and implementation status.
• Ensure strong institutional memory.
   

DELIVERABLES

• Organised Ministerial Meetings and Commission and Committee meetings.
• Drafted Declarations, Decisions, Reports, and tracking tools.
• Strengthened Protocol and Conference systems.
• Strategic briefs for the Secretary-General.
   

DURATION

The Consultancy would be for a period of one (1) year.

QUALIFICATIONS AND WORK EXPERIENCE

• Master’s degree in International Relations, Diplomacy, Law, Political Science, Public Administration, or related field or significant relevant work experience.
• Mandatory: 7–10 years of progressively senior experience in Governmental, Diplomatic, or multilateral settings.
• Experience organising Ministerial or high-level meetings.
• Experience drafting official documents and supporting Inter-Governmental negotiations.
• Experience overseeing Conference, Protocol, or coordination functions.

DESIRABLE WORK EXPERIENCE

• Experience with Greater Caribbean regional institutions.
• Collaboration with legal or treaty-based units.
• Multilingual skills (English, Spanish, French; Dutch an asset).

COMPETENCIES

• Diplomatic, negotiation, and political judgment skills.
• Leadership and coordination abilities.
• Strong drafting and communication skills.
• Ability to engage with senior officials.
• Ability and willingness to travel frequently.
• Integrity, discretion, and professionalism.

CONFIDENTIALITY & ETHICS

The Advisor must uphold the highest standards of diplomatic ethics, confidentiality, and professionalism.