ThaiNGO

Terms of Reference

Workshop Rapporteur

(Open to invididual Consultant or firm capable of providing such services)

USAID Clean Power Asia Program

Overview

Abt Associates, a global leader in technical assistance, is implementing the USAID Clean Power Asia program in order to accelerate a regional transition to high performing, low carbon power sources. The program assists the governments of the Lower Mekong (Cambodia, Lao PDR, Thailand, Vietnam) and other developing countries in Asia in energy planning and to help establish an effective policy, regulatory, and technical environment for low emissions growth in the power sector, while also attracting public and private sector investment in renewable energy development.

Location

The program seeksd to develop a Roster of Consultants based in/for assignment in:

• Bangkok, Thailand
• Phnom Penh, Cambodia
• Vientiane, Lao PDR
• Hanoi, Vietnam

Scope

Under the guidance of the Deputy Chief of Party and/or the Communications Manager for the USAID Clean Power Asia program, the rapporteur will attend workshops, training sessions, and/or conferences sponsored or facilitated by the program, and accurately and effectively capture the event proceedings. The rapporteur will take notes via his or her preferred method and then produce a written report of the proceedings based on a pre-set template and format provided by the program.  

Before the event

• Become familiar with the speakers and review their presentations.
• Meet program staff prior to event to go over any specific instructions for that event.
• Determine final report template together with the program staff to guide rapporteur responsibilities on day of conference (see below).

During the event

• Capture in whatever format (e.g., handwritten notes, typed notes, recorded notes, photographs, handouts and presentations) all pertinent information for each presentation, including speaker’s name, title, and organization.
• The notes should include the main points from the presentation, either from what is spoken or what is in the presentation slides.
• Present a summary of the discussion, highlighting any conclusions, recommendations, and/or next steps (these should be included in the summary report, detailed in the Deliverables section below).

After the event

• Prepare a summary report using the format provided, highlighting the main topics, objectives and themes of the conference as a whole as well as particular sections if the event is so organized; provide a summary of key outcomes of the event including suggested follow up.
• Based on the event agenda (whether by section or individual speaker/activity) provide a summary indicating the name, title, and organization of the speaker, main findings, conclusions, and/or recommendations of the speaker/section.
• Submit a final, formatted summary report in word format to the Deputy Chief of Party within two weeks of the event.

Deliverables

The rapporteur will produce a summary report that covers the entirety of the event proceedings. A pre-determined template will be supplied to the rapporteur.

Schedule

Clean Power Asia annually develops a schedule of events, conferences and workshops that it will lead or sponsor for the coming workplan year. A number of events remain in year one (April – September 2017) and are included at the end of this scope of work. For year 2 workplan period, the program will develop a schedule prior to September 2017 covering the period October 2017 – September 2018. 

Additional events may be added to the schedule based on program and client needs.

Level of Effort

The program seeks individuals  or firms capable of supplying individual(s) to meet the requriements, to provide rapporteur functions for the planned events included in this SOW. Ideally, the program will identify and maintain a roster of suitable candidates, who have been vetted internally and are determined to meet the requirements of the scope of work.  Individual consultants available for this work would receive a consulting agreement from Abt Associates specifying the scope of work and daily rate of reimbursement for services ordered under the agreement. Such a consulting agreement would not guarantee any set number of minimum or maximum days for which the consultant would be engaged. Consultants would be contacted regarding each specific event as soon as possible during the planning phase to ascertain their availability and ability to commit to the event date; the target for engaging a consultant to provide services is approximately three (3) months before hand, but in any case, no less than two (2) months prior to the event.

A standard level of effort for an event would be similar to the following:

• Prep Time/Meeting with Program Staff/Review presentations for familiarity
  • Four to eight (4-8) hours
• Event Itself
  • Varies from one half day to one full day or multiple days (maximum three (3) consecutive days)
• Post Event
  • One to three (1-3) days for report writing, to be determined based on event length and content.

Skills/Knowledge Preferred

• Bachelor’s Degree or equivalent.
• Minimum three to five years’ work experience in a similar position or carrying out similar functions.
• Specific experience serving as a rapporteur and especially for USAID or donor funded activities in Southeast Asia is desirable. At a minimum candidate should have experience leading the development, writing, and drafting/editing of technical reports or proceedings.
• Experience with or knowledge of key concepts in Renewable Energy and/or RE in the Lower Mekong/ASEAN contexts welcomed but not required.
• Proven skill in organizing resources, establishing priorities, working independently with minimal supervision, ability to meet deadlines.
• Highly motivated, self-starter willing to take risks, be challenged and learn on the job; flexibility and ability to prioritize competing needs/deadlines; independent thinker.
• Language: Excellent oral and written English; native Thai or native language of the host country/site of event (other Southeast Asian languages included are Khmer, Laotion, Vietnamese. Preference will be given to candidates who are bi-lingual English/host country).
• Ability to gather data, compile information, and prepare reports.
• Excellent computer software skills in MS Excel and Word.

Application Procedure

Interested candidates may express their interest by emailing cparecruitment@abtassoc.com

referencing “RAPPORTEUR – [CountryName]” in the subject line.

Candidates will be evaluated on a rolling basis. To be considered, your email MUST INCLUDE the following information:

1. A written expression of interest summarizing your qualifications for the scope of work.
2. CV clearly indicating work/consulting history and either daily consulting rate or annual compensation for each consultancy/position, stated in currency of payment.
3. Preference will be given for candidates who are CCNs (cooperating country nationals, i.e. whose nationality and residence is in the country of event, e.g. a Thai national living in Bangkok, a Cambodian national resident in Phnom Penh).

Additional Documentation

If a candidate is selected for an interview, the following documents will be required (while not required in application, you may choose to submit these with your application package:

1. US Federal Form 1420 (EBD) https://www.usaid.gov/forms/aid-1420-17
2. Proof of Education/Degree attained (transcript or diploma)
3. Proof of annual salary or daily consulting rate as stated in the EBD (acceptable forms include employment agreement, pay stubs, employer verification letter).

Interviews will be scheduled as warranted and may be conducted in person or via electronic means. Candidates selected for an interview will also need to schedule time for a two-hour written test in addition to the actual interview.

Abt Associates is doing business as Abt Associates Thailand, registered with the Thailand Department of Commerce.  Abt Associates is an affirmative action/equal opportunity employer committed to fostering a diverse workforce.

Closing Date               :      19 April 2026 (11:59 PM, Bangkok Time)