Terms of Reference: Technical Writer

Deadline: 2017-01-30

Consultancy: Technical Writer for the ASEAN Foundation Annual Report 2016 & Programmatic Factsheet
Reporting to: Communications and Marketing Manager
Duration : 13 February-13 June 2017

BACKGROUND
Three decades after ASEAN was established, ASEAN leaders recognized 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: http://aseanfoundation.org/

JUSTIFICATION
The ASEAN Foundation’s 2016 Annual Report outlines the organisation’s results against its one-year Work Plan of 2016, its key achievements from the implementation of the closing year of the ASEAN Foundation’s three-year Work Plan of 2014-2016 and its annual targets 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 as well as key accumulative achievements in the last three years, working with partners and examining the outcome of these accomplishments on the lives of people living in ASEAN.

The Annual Report includes all results achieved under the thematic areas regardless of the source of income. 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. This is to build credibility for the organisation and to inspire confidence that the organisation is worthy to receive the contribution and investment, made.

Additionally, to represent and support the Foundation’s Programmatic Plan for the next three financial years of 2017-2019, the Foundation would need to develop a set of information sheet to highlight the Foundation’s programmatic concept and activities in a readable fashion to all stakeholders of the ASEAN Foundation.

GENERAL OBJECTIVE
The purpose of the consultancy is to write the Annual Report of the ASEAN Foundation for 2016 and information sheet in line with the tasks of the writer.

TASK OF THE WRITER
ANNUAL REPORT

  1. To develop the concept of the ASEAN Foundation Annual report 2016 by assessing previous year reports
  2. To formulate its draft content benchmarking from previous year reports
  3. To extract and collect information from factual sources like project reports, e-News and write success stories in a creative manner that is of human interest
  4. To liaise and conduct consultations (by phone, skype, or email, as required) with key staff, partners, beneficieries, or others (as required) to gather relevant information, to complete the Report for 2016
  5. To prepare first draft, subsequent drafts and final version of the Annual Results Report; including fact-checking and proof-reading (including after the report goes to the designer
  6. To identity relevant photos, graphics, etc from the ASEAN Foundation’s library to go with the text
  7. To liaise with graphic designer on a regular basis on the development of the Annual Report
  8. To deliver the annual report (32-36 A4-sized-pages)

INFORMATION SHEET

  1. To extract and collecting information from factual sources like project reports, e-News, and other relevant up-to-date data and information and write programme profile under four thematic areas (Education, Arts and Culture, Media, and Community Building)
  2. Prepare first draft, subsequent draft and final version of the information sheet; including fact-checking and proof-reading (including after the information sheet goes to the designer)
  3. To identity relevant photos, graphics, etc from the ASEAN Foundation’s library to go with the text
  4. To deliver a set of information sheet (four information sheet : Programme Under Education, Arts and Culture, Media, and Community Building with total 12 A4-sized-pages)

SUPERVISION
The Writer will work under direct supervision of the Communications and Marketing Manager under the guidance of the the Executive Director. S/he will work in close collaboration with Programme Staff members and the Head of Finance and Administration to finalise final figures and audited financial reports.

EXPECTED RESULTS/DELIVERABLES
1. First draft of the annual report submission 13 March 2017
2. Final draft of the annual report submission: 3 May 2017
3. First draft of the information sheet submission: 17 April 2017
4. Final draft of the information sheet submission: 7 June 2017

TIME FRAME
The duration:
1. To write and submit the annual report : 13 February – 25 May 2017
2. To write and submit the information sheet : 13 February – 13 June 2017

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

QUALIFICATIONS AND SKILLS

  • University degree in communications, social sciences or other related fields
  • At least 8 years of progressive work experience in a relevant field
  • Previous results-based Annual Report writing experience
  • Knowledgeable in results-based management and results-oriented approach to project implementation
  • Previous experience in copy-editing and fact-checking
  • High level proficiency in standard computer software, in particular, Microsoft word and Excel
  • Excellent written and oral communication skills in English, of publication standard
  • Persistence in follow up, tact and diplomacy
  • Demonstrated ability to meet deadlines

All interested applicants to send application, stating the position with the following documents to procurement@aseanfoundation.org

  • application letter and time table on how the assignment will be carried out completed with clear deliverables
  • curriculum vitae
  • samples of writing
  • financial proposal specifying a total lump sum amount highlighting deliverables.

DEADLINE FOR APPLICATION: 30 January 2017

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