ABOUT ASEAN FOUNDATION
Three decades after ASEAN was established, ASEAN leaders recognised that: there remained inadequate shared prosperity, ASEAN awareness and contact among the people of ASEAN. It was of this concern that ASEAN leaders established the ASEAN Foundation in Jakarta, Indonesia, at ASEAN’s 30th Anniversary Summit in Kuala Lumpur, Malaysia, on 15 December 1997.
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. For more information, visit: https://aseanfoundation.org
PROGRAMME OVERVIEW
AI Ready ASEAN is a 2.5-year programme supported by a USD 5 million grant from Google.org, aimed at increasing the engagement of youth, educators, and parents in promoting the responsible use of AI. The programme includes a regional campaign to highlight AI as an essential future-ready skill, with the objective of improving basic AI literacy across a wider audience. The campaign seeks to inspire people to recognise the vast opportunities AI presents while empowering them to use it responsibly.
To achieve this goal, AI Ready ASEAN focuses on five core pillars: training of trainers, in-depth AI training, regional awareness campaigns, national and regional policy convenings, and research on AI across Southeast Asia. These efforts are complemented by the launch of AI Class ASEAN, an e-learning platform designed to make AI education more accessible and sustainable. The programme aims to reach at least 5.5 million people across ASEAN, with 800,000 receiving more in-depth AI training. A key component of the programme is strengthening communications through impactful visual and digital materials.
GENERAL OBJECTIVE
The objective of this consultancy is to provide high-quality graphic design support to the AI Ready ASEAN team, ensuring that communication and knowledge products are visually appealing, consistent with branding guidelines, and effectively engage target audiences.
DUTIES AND RESPONSIBILITIES
Under the supervision of the Project Communications Officer for AI Ready ASEAN and with guidance from the Project Manager for AI Ready ASEAN and Head of Communications of the ASEAN Foundation, the Consultant will be required to:
- Conceptualise and execute design projects across various mediums, including social media, digital, multimedia, and print.
- Create engaging layouts and visuals for social media posts, brochures, presentations, certificate, and other communication materials as needed.
- Develop and execute photo and video production plans based on content briefs and team requirements.
- Maintain an organised and transparent workflow for file management and collaboration, ensuring all design deliverables are properly documented and tracked in shared folders (Google Drive/Sheets).
- Keep up to date with design trends and industry best practices.
- Collaborate effectively with the AI Ready ASEAN team to understand needs and deliver outstanding results.
- Revise and refine designs based on feedback and iterate to achieve optimal results.
- For revisions and issue resolution, the Consultant shall adhere to an expected turnaround time of no later than one (1) working day for minor edits, and two (2) to three (3) working days for major revisions, unless otherwise mutually agreed.
- The Consultant may be required to attend the ASEAN Foundation office once (1) per week, upon request by the Foundation, if deemed necessary for the assignment.
- Manage time effectively and meet deadlines consistently.
- Ensure all design outputs comply with the branding regulations of the ASEAN Foundation and its partners.
EXPECTED OUTPUTS
- Design and layout for communication products (print and digital).
- Social media visual packages aligned with content briefs.
- Photo and/or video production deliverables as required by the team.
- Editable source files (AI, PSD, INDD, etc.) and final versions ready for publication.
- Revised designs based on feedback, submitted according to agreed deadlines.
TIME FRAME
The duration of the consultancy for the Consultant role is from November 2025 to April 2026 (with possibility of extension upon satisfactory evaluation). This timeframe reflects the recommended period needed to complete the required tasks, not the actual number of days worked. Due to the nature of the assignment, there will be periods where no active communications work occurs while the Consultant awaits feedback or approvals from the AI Ready ASEAN team or ASEAN Foundation communications team.
QUALIFICATIONS
- Minimum of 2–5 years of experience in graphic design, social media, and communications.
- Proficiency in Adobe Creative Suite (Photoshop, Illustrator, InDesign) and other design tools.
- Strong portfolio showcasing a range of design projects, including digital and print materials.
- Excellent understanding of branding and strong communication skills (both written and verbal).
- Native speaker of Bahasa Indonesia with proficiency in English.
- Ability to work independently as well as collaboratively within a team.
- Willingness to be present at the ASEAN Foundation office once (1) per week, upon request, if deemed necessary for the assignment.
- Strong attention to detail, creativity, originality, and fluency of ideas.
- Demonstrated skills in organising information and problem sensitivity.
- Proven ability to work under tight deadlines and deliver timely, high-quality outputs.
- Flexible with revisions and receptive to feedback.
- Experience in regional-level projects, international organisations, development sector is an asset.
- Experience with video editing and motion graphics is an asset.
INTELLECTUAL PROPERTY
The existing intellectual property rights (including but not limited to patents, copyright and related rights) used in connection with this consultancy shall remain with the respective Party. Any new intellectual property rights resulting from or in connection with the Services under this consultancy (“New IPR”) shall belong to the ASEAN Foundation. For avoidance of doubt, New IPR shall include, but not limited to all or any reports as generated in accordance to the TOR and in relation to the service. This provision shall survive the termination of this service.
The Consultant shall request prior written approval from the ASEAN Foundation for any use of intellectual property rights owned by the ASEAN Foundation as a result or in the course of the implementation of this service. The ASEAN Foundation shall not be responsible to provide any approval whatsoever to the Consultant for any use of intellectual property from any other third party.
APPLICATION PROCESS
All interested applicants are required to submit a CV, Portfolio, and RFQ (download template) by 17 October 2025 to procurement@aseanfoundation.org and aireadyasean@aseanfoundation.net, with a copy to, revina.tiara@aseanfoundation.org, vivian.wijayanti@aseanfoundation.org, zubaidah@aseanfoundation.org with subject: Graphic Design Consultant_AI Ready_[Name]
All submitted applications will be thoroughly and fairly evaluated based on various criteria, including the quality of the proposal and price. However, only shortlisted candidates will be contacted.
