TERMS OF REFERENCE – CONSULTANT
(Inter-Governmental Affairs and Coordination)
1. CONTEXT
The Association of Caribbean States (ACS) is a regional Inter-Governmental Organisation that was established by virtue of the Convention establishing the Association of Caribbean States done in Cartagena de Indias in July 1994. Article III of the Convention defines the organisation as one of “consultation, cooperation and concerted action” whose purpose is “to identify and promote the implementation of policies and programmes”. The organisation’s work is focussed on – cooperation, disaster risk reduction, sustainable tourism, trade, transport and external economic relations, and the protection of the Caribbean Sea. The ACS has 25 Member States, 10 Associate Members, 6 Founding Observers and 29 Observer Countries.
ACS engages external consultants to provide services to fulfil its mandate vis-à-vis its Member States and Associate Members. As a result, the ACS is seeking to engage an Inter-Governmental Affairs and Coordination Consultant to provide support to the Office of the Secretary-General.
2. 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.
3. REPORTING STRUCTURE
The Consultant will report to the Secretary-General.
4. 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.
5. 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.
6. DURATION
The Consultancy would be for a period of one (1) year.
7. REMUNERATION
The Consultant shall be paid a monthly sum of Six Thousand Six Hundred & Nine Dollars and Sixty-Three Cents United States currency (US$6,609.63).
8. 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.
9. DESIRABLE WORK EXPERIENCE
- Experience with Greater Caribbean regional institutions.
- Collaboration with legal or treaty-based units.
- Multilingual skills (English, Spanish, French; Dutch an asset).
10. 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.
11. CONFIDENTIALITY & ETHICS
The Advisor must uphold the highest standards of diplomatic ethics, confidentiality, and professionalism.
12. ADDITIONAL INFORMATION
The Consultant is expected to travel in the course of his/her duties.
13. SUBMISSION OF DOCUMENTS:
Candidates must present the following documents for consideration:
- Full Curriculum vitae;
- University degree certificate;
- Language Proficiency certificates (not native tongue);
- Names and contact information of three (3) referees.
Applicants must complete the Applicant Job Profile Summary Form included with the website vacancy. Failure to complete the Applicant Job Profile Summary Form will result in automatic rejection of the application. This form must be completed using either Adobe Acrobat or Adobe Acrobat Reader DC. Do not attempt to complete this document using any web browser.
Applications must be addressed to:
H.E. Noemí Espinoza Madrid Secretary-General
Association of Caribbean States 5-7 Sweet Briar Road, St. Clair PO Box 660, PORT OF SPAIN Tel: 868-622-9575
Fax: 868-622-1653
Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Candidates who do not receive any feedback within three months of the deadline should consider their application as unsuccessful.
The deadline for submissions of applications is December 17, 2025.
