Support Extracurricular Programs by Optimizing Operations and Planning

Activity/project background

In recent years, the National Directorate of Student Affairs within the Ministry of Education (MEDUCA) has incorporated new program areas aimed at expanding opportunities for student participation in sports, cultural, and social activities. These additions reflect MEDUCA’s commitment to strengthening student engagement and enriching the educational experience beyond the classroom. However, the rapid introduction of these initiatives has not been accompanied by a comprehensive update of the directorate’s internal processes, operational models, or organizational structure.

As a result, the directorate and its small, five-person team have been functioning reactively, without a clearly defined operational focus or a cohesive framework to guide planning, coordination, and execution across its various areas. The absence of updated processes and clear roles has limited its ability to manage new responsibilities effectively, ensure consistent standards, and measure the impact of its programs. This context highlights the need for a systematic review and redesign of the directorate’s structure, workflows, and performance mechanisms to strengthen its capacity and ensure sustainable, high-quality service delivery.

The National Directorate of Student Affairs within the Ministry of Education (MEDUCA) is seeking the support of one Virtual Service Pilot Participant (VSPP) to optimize processes, operations, and planning for new education programs. The VSPP will engage in small scale action planning, primarily with the National Director of Student Affairs, but also support and collaborate with the entire team of five staff, including the Development and Leadership Coordinator, two music coordinators, and one sports coordinator.

The organization has previously collaborated with The Peace Corps. They understand that the role of a VSPP is very different than a Peace Corps Volunteer or Peace Corps Response Volunteer.

Engagement and tasks

The VSPP will carry out the following tasks, in collaboration with its host country partners:

• Co-assess the organizational and operational functions of the National Directorate of Student Affairs, including three program areas: music, sports, and leadership; draft a diagnostic report with key findings, gaps, and areas for improvement
• Co-design an organizational structure proposal and strategic plan, aligned with diagnostic results. Define roles and functions for program areas
• Co-develop proposals to strengthen processes, operations, planning, and execution of management activities across all program areas
• Co-create simple key performance indicators to measure the impact of each programmatic area
• Co-evaluate the development of new initiatives to strengthen the work of all program areas.

VSPPs are expected to participate in the tasks mentioned above for an estimated period of 5–15 hours per week. This commitment is estimated to be 8 hours per week.

Online collaboration usually happens between 8:00 a.m.–5:00 p.m. Panama time. During the orientation, specific schedules will be determined.

The host country counterpart will have access to WhatsApp and Microsoft Teams for regular communication and collaboration.

Per the Child Protection Code of Conduct, when engaging online with minors (0–18), two adults must be present.

Optional additional activities

The Peace Corps mission is to promote world peace and friendship by fulfilling three goals:

1. To help the people of interested countries in meeting their need for trained men and women.
2. To help promote a better understanding of Americans on the part of the peoples served.
3. To help promote a better understanding of other peoples on the part of Americans.

Goal 1 will be achieved through the VSPP's engagement and completion of the above tasks. The counterpart and VSPP may also choose to identify an activity that aligns with Goal 2. Additionally, the VSPP may identify a Goal 3 activity to implement during their engagement. See recommendations and tools for Goal 3 activities.

Essential qualifications

Education: Bachelor's degree in public administration, organizational development, or NGO management

Language: Advanced Spanish

Experience: 1 year developing strategic plans, leadership coaching, or related experience

Intercultural skills and motivation: Flexible, strong cross-cultural agility, high tolerance for ambiguity, able to work independently, resourceful, creative, and genuinely motivated and capable to serve virtually

Desired qualifications

Education: Master’s degree in public administration, education administration, organizational development, public policy, or related field OR certificate in project management

Experience:
• Virtual engagement and communication
• Conducting organizational and operational assessments
• Designing or restructuring roles and functions
• Designing key performance indicators
• Formulating results-oriented improvement proposals
• Work in the public or educational sector

Terms and conditions of engagement

VSPPs will be engaging with the host country partner, in coordination with Peace Corps post staff, remotely from the US. They should have access to a computer, internet, and telephone in order to enable direct engagement with the Peace Corps overseas office and the Host Country Counterpart assigned by the host country partner.

Orientation with the host country partner will be provided, within the designated virtual service hours, during the first week of virtual service via an online presentation and discussion. The host country partner will provide an overview of its organization, the local context, and how they envision collaborating with the VSPP.

The VSPP will have regular check-ins with their counterpart and bi-weekly check-ins with Peace Corps staff. Spending unstructured time with counterparts can be critical to relationship-building and is encouraged through activities such as coffee chats and informal calls within the weekly 5-15 hours.

Engagement safety and security

The VSPP will receive an orientation on Peace Corps’ Child Protection Policy and how it relates to online engagement along with IT security best practices. The VSPP will be expected to follow safety and security guidelines for online engagement to ensure their safety and that of the Host Country Partner and their counterpart, and any beneficiaries of the engagement.

Supervision requirements

The VSPP will report to a designated Peace Corps staff member. The VSPP will be expected to abide by the Virtual Service Pilot Participant and Donation Agreement and Participant Principles of Engagement. The VSPP will also be expected to check in with the designated host country counterpart as assigned by the host county partner.