Consultant, Project Coordinator to Support Scouting in the Caribbean (Local Hiring)

This position is responsible to coordinate services and activities designed to strengthen the capacities of National Scout Organizations (NSOs) in the Caribbean in the areas of the Youth Programme, Safe from Harm, Adults in Scouting, and Growth. The role works closely with World Scout Bureau staff and volunteer consultants to ensure the effective planning, implementation, monitoring, and follow-up of project activities. It includes providing technical assistance to NSOs in the application of frameworks, tools, and methodologies, as well as managing logistics, documentation, and internal coordination to ensure timely and high-quality support to Member Organizations.ition

Key Responsibilities

Coordination and Planning

• Coordinate planning processes, maintaining updated work plans, calendars, and project documentation.

• Oversee the logistical arrangements and follow-up for meetings, missions, trainings, and virtual engagements with NSOs.

• Ensure timely and clear internal communication, documentation flow, and coordination across teams involved in the project.

• Support the coordination of technical visits and engagements with NSOs, ensuring alignment with project timelines and objectives.

• Monitor the project’s budget and support the timely reporting of financial progress.

Support to NSOs

• Coordinate and support the delivery of workshops and services to NSOs, both remotely and in-person, ensuring alignment with project frameworks and World Scouting methodologies.

• Contribute to the preparation, adaptation, and use of tools, templates, and resources to build the capacity of NSOs.

• Ensure the systematic follow-up on agreed actions and timelines with NSOs, staff, and volunteer consultants.

• Track and monitor the progress of services delivered to NSOs, gathering data, feedback, and insights to inform next steps.

Reporting and Documentation

• Prepare accurate and timely documentation, including meeting minutes, progress updates, and summaries of key activities.

• Support the identification and documentation of best practices, case studies, and success stories arising from project activities.

• Contribute inputs for regional reporting and evaluation processes, ensuring alignment with project and organisational requirements.

Requirements

Experience and Qualifications

• Bachelor’s degree in administration, social sciences, education or a related field.

• At least 3 years of experience in project or programme management, preferably in an non-governmental organisation or international organisation setting.

• Experience working with volunteers and youth organisations.

• Familiarity with non-formal education.

• Fluency in English is essential, and fluency in Spanish is an asset.

• Knowledge of Scouting in the Caribbean is an asset.

• Experience working independently in a remote environment and collaborating effectively with multicultural teams.

Competencies

• Core Competencies:

  • Member support: Continuously develop own knowledge and capabilities to optimise support for members and stakeholders.

  • Focus on results: Holds self-accountable or consistently delivering stakeholders’ support and services on time and to the highest quality to maximise impact.

  • Flexibility and persistence: Shows flexibility and proactively adjusts and adapts to evolving conditions.

  • Leadership and decision-making: Nurtures analytical and creative thinking, and fosters self-motivation and commitment to achieve organisational goals.

  • Interpersonal relations: Listens intently and wins over others with tact and diplomacy even in challenging situations. Ability to collaborate cross functionally, cross culturally and internationally. Builds and maintains strong relationships with staff, volunteers and external stakeholders.

  • Collaborative work: Willingly engages with all stakeholders and integrates their inputs and perspectives into the work and deliverables.

  • Organisational integrity: Understands the organisation’s objectives and values, and aligns own behaviours to conform.

• Technical Competencies

  • Project Coordination & Planning: Ability to coordinate multi-step work plans, support timelines across stakeholders, and ensure alignment of logistics, documentation, and follow-up processes in complex, multi-country project environments.

  • NSO Capacity-Building Support: Understanding of capacity-building approaches for NSOs, including the use and adaptation of tools, frameworks, and methodologies related to Governance, Safe from Harm, Youth Programme, Adults in Scouting, and Growth.

  • Data Collection, Monitoring & Reporting: Ability to gather, track, and analyse qualitative and quantitative data on service delivery, project progress, and NSO engagement. Produces structured reports, progress summaries, and documentation aligned with WSB standards.

  • Resource & Tool Adaptation: Skills to contribute to the preparation, adaptation, and contextualisation of tools, templates, and guidance materials to support capacity strengthening in NSOs.

  • Quality Assurance in Service Delivery: Ability to apply established processes and standards to ensure consistency, quality, and accountability in the implementation, monitoring, and follow-up of services provided to NSOs.

  • Stakeholder & Volunteer Coordination: Ability to coordinate effectively with volunteer consultants, NSO representatives, and WSB staff. Ensures smooth communication, clear follow-up, and productive collaboration across all parties involved.

  • Documentation & Knowledge Management: Competence in producing clear minutes, reports, case studies, and best practices; and maintaining documentation systems that support learning and transparency.

  • Budget Monitoring: Ability to support budget tracking and financial follow-up, ensuring expenditures and financial progress are monitored in accordance with project requirements

• Deliverables expected

  • Monthly Activity Reports: Summarising key activities, coordination efforts, support provided, and status of project implementation in all its dimensions. This should include success stories (testimonies), meeting notes, shared tools and methodologies, workshop agendas, participant lists, and visual evidence.

  • Project Tracking Dashboard: Updated on a monthly basis to provide an overview of support activities, timelines, and key results.

  • Project Reports: A comprehensive overview of activities and outcomes for donors or other stakeholders as needed.

Consultancy Terms and Conditions

The World Scout Bureau (WSB) provides a supportive and purpose-driven working environment for its consultants. This is a full-time consultancy with an 11-month contract issued under local law.

• Consultancy fees will be paid based on the submission and approval of activity reports, in line with the agreed terms of reference.

• The consultancy is based in one of the Caribbean countries where a National Scout Organization (NSO) is a member of World Scouting.

• The consultancy requires a minimum commitment of 40 hours per week. Additional hours, including occasional evenings and weekends, may be required to fulfil the scope of work. As this is a consultancy arrangement, no overtime payments apply.

• The consultant must be available for occasional travel mainly within the Caribbean countries and internationally, depending on project needs and coordination with NSOs and World Scout Bureau teams.

How to Apply

Applications should be submitted using the online system before 23:59 CEST on 30 November 2025 and should include:

1. Concise cover letter, explaining your interest in the project and summarizing qualifications.

2. A Curriculum Vitae highlighting your experience, especially with similar projects.

3. Completion of application questions, outlining the candidate’s suitability for the role, related skills, knowledge and experience to the requirements of the job description. 

Applications should be submitted using the online application form in this page. Ideally, the consultant will start on 2 January 2026.

The World Scout Bureau (WSB) is an equal opportunity employer and strongly believes in and practices diversity, equity and inclusion. We are committed to creating an inclusive and diverse work environment where all qualified candidates will receive equal consideration in applying for the job opportunities and subsequent career advancement. Our employment practices are open to everyone, regardless of race, gender, disability, sexual orientation, or other protected characteristics. We believe that fostering an inclusive culture and embracing diverse perspectives strengthens innovation and growth within WSB. We encourage people of all backgrounds, including those from underrepresented communities, to apply for the job opportunities created and announced by WSB.