Call for Facilitators: SALTO Participation & Information Consultative Meeting in Tallinn

SALTO Participation and Information Resource Centre (SALTO PI) is looking for 2 experienced facilitators to support the planning and implementation of consultative meetings. These meetings will engage stakeholders in a meaningful dialogue, gathering their insights and feedback to inform SALTO PI’s future strategies and actions. The facilitators will play a critical role in ensuring that these interactions are productive, inclusive, and aligned with participatory principles.

Context

SALTO Participation and Information Resource Centre (SALTO PI) is committed to embodying and promoting participatory principles in its work. This initiative seeks to ensure that the activities, plans, and support offered are directly aligned with the real needs of target groups. Through a participatory process, SALTO PI aims to develop a plan for 2026 (and potentially 2027) that reflects meaningful input from diverse stakeholders.

The process will begin with a preparatory online meeting with stakeholders to introduce the project and set expectations. This will be followed by an in-person consultative meeting from 6 to 8 August, where participants will provide in-depth insights and feedback. At the end of August, an online debriefing session with the SALTO PI team will help reflect on the input and plan how to integrate it. Finally, a follow-up online meeting in November will communicate the results to stakeholders, demonstrating how their feedback has been incorporated.

The group will consist of around 30 participants, including representatives of National Agencies (across various roles and networks), experts in the field, key European civil society organisations working on participation, and the SALTO PI team.

Tasks and approximate timeline

1. Meeting Planning and Preparation (1.5 workdays)

• Participate in the initial briefing meeting with the SALTO PI team to gather all necessary information, including project objectives, expectations, and relevant documents (between June 9-13).
• Facilitate a discussion to clarify roles, responsibilities, and expectations for the consultative process.
• Review and analyse documentation provided by SALTO PI, including previous activities reports and needs’ assessments, and those that context, goals, expected outcomes, participant profiles, and venue information.
• Develop a comprehensive timeline for the consultative process, specifying dates for all meetings (preparatory, in-person, debriefing, and follow-up).
• Design a clear methodology, including proposed formats and facilitation techniques for each meeting. Submit the proposed timeline and methodology by 19 June.
• Recommend preparatory tasks for participants (such as reflection questions or pre-reading materials).
• Draft templates for invitations, follow-up emails, and other participant communications.
• If needed, additional briefing meetings can be arranged to ensure each facilitator and SALTO PI workers involved in the project are aligned and clear about the ongoing work.

2. Organising and Facilitating the Meetings (10 workdays)

2.1. Online Preparatory Meeting (July)

• Design the agenda and prepare a presentation to introduce the consultative process to stakeholders, ensuring it effectively engages participants.
• Organise and facilitate the online meeting, managing both content and technical aspects (including breakout rooms, chat moderation, and participant management).
• Ensure participant feedback is collected and prepare a concise report summarising the main points discussed, and any feedback received.

2.2. In-Person Meeting (6-8 August)

• Develop the agenda and prepare all necessary materials for the in-person meeting.
• Facilitators are expected to arrive on-site on 4th August to leave enough time to arrange the room, set up materials, and hold a preparatory meeting with the SALTO PI prep-team.
• Lead the consultative process in a participatory and flexible manner, ensuring it can adapt to emerging insights. Actively engage participants and create an inclusive environment for dialogue.
• Ensure that all participant inputs are systematically collected. Prepare a comprehensive report analysing these inputs, highlighting key insights and recommendations.

2.3. Debriefing Meeting with SALTO PI (End of August)

• Plan and facilitate an online debriefing session with the SALTO PI team.
• Present the analysed results from the in-person meeting, support the team in understanding the insights, and guide a discussion on how these can be incorporated into ongoing work.

2.4. Follow-Up Online Meeting (November)

• Develop the agenda and materials for the follow-up online meeting with stakeholders.
• Organise and facilitate the online meeting, managing both content and technical aspects (including breakout rooms, chat moderation, and participant management) presenting the final outcomes.
• Ensure that feedback received from participants is acknowledged and transparently presented in the follow-up meeting.
• Ensure any additional comments or reflections are recorded and acknowledged.

3. Analysis and Reporting (1.5 workdays)

• Analyse the input received during the in-person meeting, identifying key themes and participant insights.
• Prepare a comprehensive report summarising key insights, participant feedback, and actionable recommendations.
• Support the SALTO PI team in understanding and digesting the input to inform future planning.

Expectations, working conditions and payment

• The facilitator is expected to maintain and, if necessary, update their knowledge and understanding of SALTO PI’s planning processes, role, relevant documents, and developments in the field. They should maintain a critical, self-reflective approach towards the process, ensuring continuous improvement.
• The facilitator will participate in regular meetings with the SALTO PI team to ensure alignment and address any emerging issues. These meetings may be adjusted based on the progress and development of the work. Regular updates are expected, either in written format or via online calls.
• The primary working language is English.
• The work will be carried out both online and in person. The facilitator is required to participate in the in-person consultative meeting from 6-8 August, with travel and accommodation costs covered by SALTO PI. Facilitators are expected to arrive on 4th of August to allow for preparation and coordination with the team.
• Synchronous communication meetings with the SALTO PI team will occur during standard office hours (09:00–17:30 EEST/EET).
• The total fee for the service is 4 420 EUR, corresponding to 13 full workdays on a standard facilitator fee in Erasmus+ programme. If applicable, SALTO PI will cover VAT or apply reverse VAT in addition to this fee.
• This fee is payable upon submission of the final report, no later than 14 days after the follow-up meeting.
• The facilitator is expected to submit report for all meetings, including a summary of lessons learned, suggestions, self-reflection, and meetings outcomes.
• If the facilitator is unable to participate in any of the scheduled meetings for any reason, the fee will be adjusted accordingly, or alternative tasks may be assigned to compensate for the unfulfilled responsibilities outlined in this call.

Profile of the facilitators

Professional Background:

• Proven experience in designing, managing, and facilitating complex projects, strategic planning, consultative and co-creation processes, ideally in the youth, education, civic engagement, or NGO sectors at European level.
• Experience of producing reports that required to translate complex insights into clear, strategic recommendations and actions.
• Strong background in participatory methodologies.
• Experience with both online and in-person facilitation, including designing hybrid and multi-phase processes.
• Experience and knowledge of group dynamics, inclusive dialogue, and ensuring the participation of diverse voices.
• Previous work with European institutions, National Agencies or SALTO Resource Centres is a strong asset.

Core Competencies:

• Strong skills in strategic design of organisational processes and planning and/or group facilitation and participatory methodologies.
• Skilled at navigating power dynamics, ensuring all voices are heard and respected.
• Comfortable managing technical aspects of online meetings (e.g. breakout rooms, chat moderation, collaborative tools like Miro, Mentimeter, Jamboard).
• Experienced with strategic communication: crafting templates, summaries, and clear written outputs.
• Ability to work collaboratively with another facilitator, SALTO PI team and adjust based on real-time feedback or emerging needs.
• Organised and detail-oriented, with strong time and project management skills.
• Politically and socially aware, particularly around themes of democratic participation, civic engagement and inclusion.
• Strong understanding and interest in priority of “participation in democratic life, civic engagement, and common values” within the Erasmus+ and European Solidarity Corps (ESC) programmes and be willing and interested to expand your expertise on the topic.
• Fluent in English (spoken and written).

Application Process

Interested candidates are invited to complete the application form by June 2. Successful candidates will be notified of the results on 6th of June.

Selection Criteria

Applications will be evaluated by three representatives of SALTO PI, based on the following criteria:

• Relevant Expertise and Interest (60%): Evaluated based on the extent to which the expertise and interest demonstrated aligns with the project requirements. Each evaluator will score this criterion on a scale of 1–10.
• Process Design Proposal (40%): Assessed based on how well the proposed methodologies and approaches align with the project’s objectives and the needs of the target group. Each evaluator will score this criterion on a scale of 1–10.
• Only complete applications that clearly address the required questions will be considered. Incomplete applications, or those that fail to respond to the required questions, will not be evaluated.

For any questions about this call, please contact [email protected]