SPECIAL ASEAN FOUNDATION MODEL ASEAN MEETING PLUS CHINA 2022
(SPECIAL AFMAM PLUS CHINA 2022)
LOCAL PARTNER FOR IMPLEMENTATION OF PROGRAMME PROPER
Application Deadline: 10 October 2022
Submit Applications and Inquiries Through: [email protected] (cc: [email protected] and [email protected])
ORGANISATION PROFILE
The 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 body, the Foundation is tasked to support ASEAN mainly in promoting awareness, identity, interaction and development of the people of ASEAN. Through various projects under the thematic areas of Arts and Culture, Community Building, Education and Media, the ASEAN Foundation empowers the people of ASEAN to contribute to the building of the ASEAN Community. The Special AFMAM Plus China falls under the ASEAN Foundation’s thematic area on education.
For more info about the ASEAN Foundation, visit: www.aseanfoundation.org
BACKGROUND
To celebrate the 31st ASEAN-China Anniversary, the ASEAN Foundation with support from the Mission of the People’s Republic of China to ASEAN will be organising the ASEAN-China Young Leaders Programme (ACYLP), inviting youths from ASEAN and China to discuss and brainstorm on improving ASEAN-China ties on various fronts on the theme of Commemorating 31 Years of ASEAN-China Relations.
The ASEAN Foundation inaugurated the ASEAN Foundation Model ASEAN Meeting (or AFMAM) in 2015, held in conjunction with the 27th ASEAN Summit in Kuala Lumpur, Malaysia. Since then, the ASEAN Foundation has been implementing the programme annually (2016-2019) in ASEAN Chair countries. After two continuous online conferences, the ASEAN-China Young Leaders Programme, through the AFMAM, will be organising the Special ASEAN Foundation Model ASEAN Meeting Plus China 2022 (Special AFMAM Plus China 2022) in Siem Reap, Cambodia.
The ASEAN-China Young Leaders Programme, through the Special ASEAN Foundation Model ASEAN Meeting Plus China (Special AFMAM Plus China 2022), invites tertiary education students from ASEAN and China to promote and understand the roles and functions of ASEAN and its external partners through a fun yet educational approach, simulations of high-level ASEAN meetings. The programme communicates ASEAN and its affairs to a younger generation with significant interests in studying international relations and diplomacy.
The programme promises an authentic experience to understand ASEAN and China affairs, as well as to improve essential skills and knowledge, particularly on global awareness, cross-cultural skills, critical and inventive thinking, negotiation, public speaking, consensus-building in addition to the extension of friendship circles across ASEAN and beyond also paves the way for pursuing common visions for the region and the world.
DUTY AND RESPONSIBILITIES
Under direct supervision of the ASEAN-China Young Leaders Programme (ACYLP) Team of the ASEAN Foundation, the local partner will be hired to perform on-site logistical and administrative assistance for the programme proper of the Special AFMAM Plus China 2022. The Local Partner will work closely with, report to the staffs-in-charge for the ACYLP Team.
The ASEAN Foundation is seeking local partners and organisations to ensure the proper implementation as well as the preservation of best practices for and impact of the Special AFMAM Plus China 2022 programme. Local Partners will be assigned in Siem Reap, Cambodia to support arrangements for logistics, administration, providing goods and services, and/or collaboration, should it be within the partner’s available services.
The Local Partner is expected to be able to perform and deliver, but not limited to, the following services, duties, and responsibilities:
- To have a dedicated team to assist with logistics and administrative support to the ACYLP team in Siem Reap, Cambodia throughout the programme proper.
- To look for, engage, and liaise with Cultural Performance Group/Cultural Performers.
- To provide information to the ACYLP team for site visits, local consumption for participants, local service providers, COVID-19 precautions (test and quarantine centres, and costs for tests and quarantine in centres), printing services (backdrop, banners, certificates, and other collaterals), local transportation providers, Master of Ceremonies and/or moderators, when applicable.
- To assist to the ACYLP team in liaising with local service providers and/or vendors.
- To assist in liaising with delegates and participants (delegate relations)
TIME FRAME/WORK PLAN
The duration of the services is expected to take place from 17 October 2022 to 10 December 2022. The estimated timeframe does not reflect the actual number of days worked but the recommended time needed to complete the above tasks and responsibilities. Below is the timeline for the deliverables.
Output* |
Date |
Details |
Meeting with ASEAN Foundation. |
17-19 October 2022 |
ASEAN Foundation to brief Local Partner on further expectations, job descriptions and time frame |
List of PIC for Delegates Group. |
19 October 2022
|
The Implementing Partner to submit a list of PICs to handle 10 groups of delegates (Each group consist of … persons). |
Securing Transportation Vendor (I.e., for Site Visit and Airport Transfer). |
28 October 2022 |
The Transportation Vendor will be utilised for the following:
|
Securing Cultural Performance Service. |
4 November 2022 |
Cultural Performer will be responsible to:
|
Securing Local Vendors for Logistics. |
4 November 2022 |
Local Vendors include the following:
|
Securing All Logistical Checklist. |
18 November 2022 |
Assisting securing logistical needs as depicted on the Logistical Checklist. |
Liaising with Delegates for Departure. |
10 December 2022 |
The partner will be responsible for the following:
|
Attending Opening Ceremony Dry-Run. |
3-4 December 2022 |
Assisting with logistical needs of the Opening Ceremony. |
Special AFMAM Plus China Opening Ceremony organised |
5 December 2022 |
|
Attending Closing Ceremony Dry-Run. |
8 December 2022 |
Assisting with logistical needs of the Closing Ceremony. |
Special AFMAM Plus China Closing Ceremony organised |
9 December 2022 |
|
*Tentative Outputs and Dates of Delivery
SPECIAL AFMAM PLUS CHINA 2022 |
|||
No |
Date |
Agenda |
Details & Remarks |
1 |
1 Dec 2022 |
ASEAN Foundation (AF) Staff Arrival |
- |
2 |
2 Dec 2022 |
Coordination Meeting |
- |
3 |
3 Dec 2022 |
Coordination Meeting |
- |
4 |
4 Dec 2022 |
Delegate and VIP Arrivals |
- |
5 |
5 Dec 2022 |
Special AFMAM Plus China 2022 |
Opening Ceremony (Including Roundtable Discussion) |
6 |
6 Dec 2022 |
Conference Day 1 |
|
7 |
7 Dec 2022 |
Conference Day 2 |
|
8 |
8 Dec 2022 |
Site Visit – Angkor Wat |
|
9 |
9 Dec 2022 |
Conference Day 3 and Closing Ceremony |
|
10 |
10 Dec 2022 |
Delegates and AF Staff Departure |
- |
INTELLECTUAL PROPERTY
All information about this project belongs to the ASEAN Foundation, which the Consultant may contact in his/her performance. Duties under this assignment shall remain the property of the ASEAN Foundation, who shall have exclusive rights over their use. Except for 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.
REQUIRED SKILLS AND EXPERIENCE
- Professional experience in organising national and international conference, or similar activities;
- Sufficient manpower to accommodate +- 95 delegates throughout the programme;
- Eye for attention to detail are essential;
- Excellent English skills;
- Ability to work in tight deadlines;
- Possess good flexibility in receiving last-minute changes and requests from client;
- Able to be present on-site in Siem Reap, Cambodia starting from 2 – 10 December 2022.
APPLICATION PROCESS
All interested applicants are required to submit: 1) CV or Organisational Profile (with details on individuals available to be assigned to the programme); 2) Portfolio specifically outlining their experiences in hosting/organising/support national and international events/conferences/meetings/workshops & trainings AND 3) Price proposal application (in USD) with the following template by 10 October 2022 to [email protected], with CC to [email protected] and [email protected], with the subject: "[LOCAL PARTNER] – Special AFMAM Plus China 2022".
Any inquiries about this opportunity can be addressed to [email protected] and CC [email protected] and [email protected].
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