TERMS OF REFERENCE
PROGRAMME DEVELOPMENT CONSULTANT FOR THE ASEAN FOUNDATION MODEL ASEAN MEETING (AFMAM) 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 (AOIP), 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) program to include a Model East Asia Summit (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 program will invite 60 students from 10 ASEAN Member States (AMS), 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 (AOIP) priorities. The event will take place in Jakarta in September 2025, marking EAS’s 20th anniversary.

By participating in the AFMAM EAS 2025, youth leaders will have the opportunity to engage and form connection with peers from 10 AMS, Timor Leste, Australia, China, India, Japan, New Zealand, the Republic of Korea, United States, and the Russian Federation, . The interaction will foster cultural and knowledge exchange, enhancing their understanding of ASEAN and the ASEAN East Asia Summit relationship.

The AFMAM East Asia Summit aims to inspire youth participation in regional diplomacy by addressing timely and cross-cutting challenges that impact ASEAN Member States and the broader region. Through focused discussions on Offshore Renewable Energy (ASEAN Economic Community), Disaster Management (ASEAN Political Security Community), and Proliferation of Marine Debris and Pollution (ASEAN Socio-Cultural Community), the programme will engage participants in exploring policy solutions and collaborative approaches aligned with ASEAN’s strategic priorities. These topics not only reflect urgent regional issues but also offer meaningful opportunities for youth to contribute to a more resilient, sustainable, and integrated ASEAN.

JUSTIFICATION

The AFMAM has served as an effective tool and one of learning strategies for students to learn about ASEAN affairs and ASEAN diplomacy. Some of its alumni have gone back to their own countries and organised their own national/university-led Model ASEAN Meetings to promote ASEAN.

To retain the interests of the audience in the AFMAM, it is deemed necessary to continue to improve the substance and content of the AFMAM to meet the current needs and keep it up to date. It is also important to continue to encourage the learning of ASEAN across the region and among the ASEAN external partners using the AFMAM approach.

GENERAL OBJECTIVE

This consultation service aims at engaging an experienced professional (Consultant), whether as an individual or through a firm/company, who is expected to contribute to the implementation of the programme/s by developing materials, providing workshops to the programme participants, and serving as a resource person to support the simulation sessions.

ROLES AND RESPONSIBILITIES  

The following are duties and responsibilities of the Consultant:

1. To consult on the programme design and development
2. To consult on shaping the conference experience
3. To develop and update the existing AFMAM Guidebook, including curriculum for the pre-conference and in-conference training, to make it relevant for the context of AFMAM EAS.
4. To develop relevant materials and documents for delegates for the pre-conference and in-conference training
5. To provide the virtual learning platform for pre-conference training
6. To conduct the virtual pre-conference training for all delegates (4 online sessions with each session lasting for 1,5 to 2 hours)
7. To conduct and attend the in-conference training in Jakarta on 15-19 September 2025
8. To propose award categories for delegates and develop assessment criteria for the awards. One example of the category is the best position paper.
9. To select the winners for the proposed award categories.
10. To develop and conduct the selection criteria of the AFMAM EAS Country Coordinator Networks. We will select 11 Country Coordinators who will be responsible for organising their AFMAM within their respective ASEAN Member States and Timor Leste right after the programme.
11. To develop relevant materials and programme design for the AFMAM EAS Country Coordinators to conduct their local AFMAM
12. To deliver online coaching for the AFMAM EAS Country Coordinators on how to host local AFMAM
13. To compile and submit a final report of the programme which includes but is not limited to programme outcomes, lessons learned, and recommendations for future programme

DELIVERABLES, TIMELINES, AND PAYMENTS

The consultancy service will entail the following tasks and responsibilities to achieve the outlined deliverables. Payment shall be made in instalments according to the following schedule, each tied to the successful completion and approval of the corresponding deliverables:

Table 1: The AFMAM EAS 2025

*Deliverables are subject to change upon coordination and approval by the ASEAN Foundation

Table 2: The ASEAN Foundation Model ASEAN Meeting (AFMAM) East Asia Summit Workshops and Coaching for AFMAM Country Coordinators

*Deliverables are subject to change upon coordination and approval by the ASEAN Foundation

DUTY STATION AND DURATION OF ASSIGNMENTS

The duration of consultancy will be from June to November 2025.

SUPERVISION

The Consultant will work under the overall guidance of the ASEAN Foundation’s Head of Programme, supervised by the Programme Specialist for the AFMAM EAS 2025 during the assignment period.

RENUMERATION

A quotation/financial proposal is required responding to the required needs.

EXPERIENCE AND QUALIFICATIONS

Experience:

• At least three (3) years of experience in organising and/or coaching model intergovernmental conferences, such as Model United Nations, Model ASEAN Meeting, regionally and at least five (5) years
• Experience in developing manuals and guidebooks for youth/students.
• Familiarity with training methodologies and
• Familiarity with Model ASEAN Meeting
• Familiarity with ASEAN meetings, processes,
• Excellent presentation and communication

Qualification:

• Has completed an undergraduate degree in education, social sciences, humanities, or another relevant field

APPLICATION PROCESS

All interested applicants are to send application by 9 June 2025, with email subject [AFMAM EAS 2025 – Programme Development Consultant Application] along with the following documents to [email protected] and cc to [email protected] and [email protected]:

1. Proposal

Outlining the training approach and methodology, workplan, tools, and resources that will be employed to conduct all training sessions effectively and ensure the successful delivery of the required outputs and deliverables.

1. Profile of an organisation or CV of an applicant (for an individual applicant)
2. Legal entity document of an organisation (for a company applicant)
3. Proposed quotation