TERMS OF REFERENCE 

GRAPHIC DESIGN CONSULTANT 

ASEAN FOUNDATION MODEL ASEAN MEETING – EAST ASIA SUMMIT 2025 

BACKGROUND 

The East Asia Summit (EAS) will celebrate its 20th anniversary in 2025 as a key leaders-led forum for strategic, political, and economic cooperation in East Asia. Upholding ASEAN Centrality and the ASEAN Outlook on the Indo-Pacific, the EAS seeks to enhance regional peace, stability, and economic prosperity.  

Recognising the need to involve young leaders in ASEAN mechanisms, the ASEAN Foundation will expand its Model ASEAN Meeting (AFMAM) programme to include a Model EAS. This initiative will engage students in ASEAN and EAS simulations, where they will represent officials from ASEAN and non-ASEAN EAS participating countries, leading to an Outcome Document.  

With support from the Australian Mission to ASEAN, the Chinese Mission to ASEAN, and the Japanese Mission to ASEAN, the programme will invite 60 students from ASEAN Member States, Timor-Leste, and EAS participating countries to develop a roadmap for enhanced maritime cooperation, which is also one of the ASEAN Outlook on the Indo-Pacific's priorities.  

The event will take place in Jakarta in September 2025, marking EAS’s 20th anniversary. 

In connection with the implementation of this event, the ASEAN Foundation aims to produce social media posts and a range of collateral products, such as tote bag, pen, and other items. Hence, the ASEAN Foundation seeks to hire a graphic design consultant to provide high quality level graphic design services.  

POSITION SUMMARY 

The Graphic Design Consultant (Consultant) is required to work for the AFMAM EAS 2025. The Consultant is expected to provide design concept that incorporates functionality and aesthetics. Under direct supervision of the Programme Specialist and the Communication Consultant for AFMAM EAS as well as the guidance of the Head of Communications of the ASEAN Foundation, the Consultant will develop impactful design materials necessary for the collaterals and other designing necessities.  

DUTIES AND RESPONSIBILITIES  

• Consult with relevant members of the Programme and Communication Unit to create and suggest design ideas related to design materials. 

• Provide suggestion on the best format and materials for digital and printed formats. 

• Create and design attractive material for social media posts and the collaterals of the AFMAM EAS 2025 (t-shirt, notebook, pen, folder map, lanyard, id-card, banner, layout, cover, e-certificate, etc) that can convey accurate message of the project. 

• Ensure that the development of design complies to the branding regulation of ASEAN Foundation and partners.    

• Implement feedback and changes whenever possible. 

• Prioritise tasks effectively to meet deadlines and communicate proactively about project progress and potential challenges. 

EXPECTED DELIVERABLES 

The Consultant is expected to develop the following deliverables: 

*Please note that this timeline is subject to change depending on progress of each phase and will be updated regularly. 

INTELLECTUAL PROPERTY RIGHTS  

All information pertaining to this project belongs to the ASEAN Foundation, which the consultant may come into contact within the performance of his/her, and duties under this assignment shall remain the property of the ASEAN Foundation. ASEAN Foundation shall have exclusive rights over their use. Except for the purposes of this assignment, the information shall not be disclosed to the public nor used in whatever without written permission of the ASEAN Foundation in line with the national and International Copyright Laws applicable.    

PERSON QUALIFICATIONS  

• Ability to use various design software particularly the Adobe Suite including InDesign, Photoshop and Illustrator and CorelDraw. 

• Excellent comprehension of branding. 

• Of necessity are creativity, originality, fluency of Ideas, information ordering and problem sensitivity. 

• Must have an eye for details. 

• Demonstrable ability to work under a tight schedule and deliver timely and quality materials. 

• Flexible in revision and accommodating inputs desirable. 

• Experience in developing layout for regional level project or research report documents. 

REMUNERATION  

A lump sum fee will be provided commensurate with the qualification and experience. The disbursement of the payment will be discussed upon contract signing between the Consultant and the ASEAN Foundation.   

HOW TO APPLY  

Please send your application consisting of the following:  

• Cover letter  

• CV/Resume, Portfolio  

• Proposed lump-sum fee / Quotation   

Please submit your application by 29 May 2025 with email subject “AFMAM EAS 2025– Graphic Design Consultant” to [email protected] and cc to [email protected] and [email protected].