TERMS OF REFERENCE 

Consultant for the Development of 2019 Annual Report

BACKGROUND

Three decades after ASEAN was established, ASEAN leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among people of ASEAN. It was of this concern that ASEAN leaders established ASEAN Foundation during ASEAN’s 30th Anniversary Summit in Kuala Lumpur Malaysia on 15 December 1997, ASEAN Foundation is an organisation from and for the people of ASEAN. The Foundation exists because of one vision: to build a cohesive and prosperous ASEAN Community. As an ASEAN’s body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction and development of the people of ASEAN.

For more information, visit: https://www.aseanfoundation.org.

JUSTIFICATION

The ASEAN Foundation’s 2019 Annual Report plays a critical role in showcasing the achievements of the ASEAN Foundation to all its stakeholders as well as outlining the organisation’s results against its one-year work plan of 2019 and its efforts to promote ASEAN awareness through people-to-people interaction and to support the Secretary-General of ASEAN to build the community building process.

The annual report details what the ASEAN Foundation has achieved in the past year includes all results achieved under the thematic areas of the ASEAN Foundation (education, media, arts and culture and community building), working with partners and examining the outcome of these accomplishments on the lives of people living in ASEAN. The production of the Annual Report helps the ASEAN Foundation to attain effective and efficient use of resources and be more accountable to donors and other stakeholders, to build credibility for the organisation, and to inspire confidence that the organisation is worthy to receive the contribution and investment.

GENERAL OBJECTIVE

A consultant will be hired to develop the content of the ASEAN Foundation’s 2019 Annual Report. The consultant is expected to arrive at a strong understanding of ASEAN Foundation’s objectives, ways of working, capacities and challenges, in order to create the best possible product. Similarly, the consultant will need to apply creative thinking and strong writing skills to produce succinct texts that effectively introduce ASEAN priorities and language to ordinary readers, i.e. laypersons.

TASK OF THE CONSULTANT

The Consultant will work under direct supervision of the Communications Manager under the guidance of the the Executive Director. The scope of work of the Consultant is as follows:

  • Draft an annual report’s content structure to be reviewed
  • Collate programme data and develop programme reports that focus on impact
  • Develop a total of 5 success stories from different programmes by interviewing programme beneficiaries
  • Develop ideas for graphics and charts that creatively convey key messages/data in the report, as well as write captions for the photos in the publication
  • Develop 2 message drafts for the ASEAN Foundation’s Executive Director and Chair of Board of Trustees
  • Incorporate comments (related to content, design and/or language) from internal reviewers
  • Proofread the texts once the design draft is ready to confirm whether the final product is print-ready from an editorial stand point
  • Finalise the annual report for publication
  • Provide any other support, as needed

EXPECTED OUTPUTS/DELIVERABLES

  • A draft of content structure
  • A draft of Annual Report’s content containing graphic and chart concepts as guidance for designer
  • A proofread service for the final draft
  • 3x revisions throughout the entire development process

TIME FRAME 

The duration of the consultancy is from 25 November 2019 to 31 April 2020. The estimated timeframe does not reflect the actual number of days worked but the recommended time needed to complete those tasks. Moreover, it is noted that due to the nature of the assignment, there will be periods of time when no actual writing or research will occur because the consultant will be waiting for either text clearance from the ASEAN Foundation and/layouts from the designer. Below is the detailed time frame:

Date

Description

25 – 28 Nov 2019

Collate all programme data

25 – 30 Nov 2019

Propose a content structure

30 Nov – 2 Dec 2019

Content structure is reviewed by ASEAN Foundation

2 – 4 Dec 2019

Reviewed content structure is sent back to consultant for revision

4 Dec 2019 – 31 Jan 2020

Develop and share first report draft

31 Jan – 14 Feb 2020

First report draft is reviewed by ASEAN Foundation and sent back to consultant for revision

14 – 28 Feb 2020

Revise report and send the second report draft to ASEAN Foundation

28 Feb – 7 Mar 2020

Second report draft is reviewed by ASEAN Foundation and sent back to consultant for revision

7 – 14 Mar 2020

Revise report and send the third report draft to ASEAN Foundation

14 – 20 Mar 2020

Finalise report

20 Mar – 20 Apr 2020

ASEAN Foundation’s designer develops design and layout for annual report

20 – 26 Apr 2020

Conduct final proofreading

26 – 31 Apr 2020

Finalise annual report for distribution

 

REMUNERATION

A lump sum quotation is required including fees for writing the annual report and website content. Payment will be linked to deliverables.

Payment will be effected upon submission a Time Sheet by the consultant, duly approved by the consultant’s supervisor, which shall serve as the basis for the payment of fees as per the scheduled deliverables identified in the expected outputs for this Assignment above.

QUALIFICATION, EXPERIENCE AND SKILLS

  • University degree in communications, social sciences or other related fields
  • Minimum requirement is three years of demonstrated experience in writing content related to development
  • Preference is for candidates with demonstrated experience in producing NGO/not-for profit marketing material, including annual reports
  • Previous results-based Annual Report writing experience
  • Previous experience in copy-editing and fact-checking
  • Demonstrated strong writing and editing skills and attention to detail
  • Superior English-language skills, of publication standard
  • High level proficiency in standard computer software, in particular, Microsoft word and Excel
  • Diplomacy, willingness to respond to suggestions within the review and feedback process
  • Strong interpersonal skills and ability to engage and interact with diverse people
  • Ability to listen and commitment to produce the agreed deliverables, as articulated by the client

APPLICATION PROCESS

All interested applicants to send application, stating the position with the following documents to procurement@aseanfoundation.org and anthoni.octaviano@aseanfoundation.org  - a) application letter and time table on how the assignment will be carried out completed with clear deliverables b) curriculum vitae c) samples of previous Annual Report work and d) financial proposal specifying a total lump sum amount highlighting deliverables.

DEADLINE FOR APPLICATION: 15 November 2019

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