Rapporteur and Note-Taking Services

Country: Thailand Organization: FHI 360 Closing date: 11 Aug 2026 About FHI 360: With a global presence spanning over 70 countries, FHI 360 brings together a diverse team of experts across various disciplines to address complex and interconnected development challenges. Grounded in our commitment to fostering sustainable human development, we strive to empower individuals and communities worldwide. Background: Through the Meeting Targets and Maintaining Epidemic Control (EpiC) project, funded by the U.S. Department of State, FHI 360 supports countries to achieve and sustain HIV epidemic control through high-quality, client-centered HIV prevention, testing, and treatment services. The project places strong emphasis on locally led approaches and the meaningful engagement of communitybased organizations (CBOs). To support regional learning and dialogue, FHI 360/EpiC will convene the Regional Workshop on Funding Diversification Strategies for Community-Based Organizations (CBOs) in Asia, to be held from 26-28 August 2026 at Renaissance Bangkok Ratchaprasong Hotel in Bangkok, Thailand. The workshop will bring together government representatives, community-based organizations, development partners, and technical experts to exchange experiences, identify opportunities for sustainable financing, and support country-level action planning. Purposes: This three-day regional workshop will convene government representatives, community-based organizations, and development partners from across Asia to: • Examine current financing challenges and opportunities for community-led HIV services • Share country experiences in integrating CBOs into national health systems • Explore diversified financing approaches, including social contracting, social enterprise models, and private-sector engagement • Support country delegations in developing practical, forward-looking action plans and roadmaps Tasks: Task 1. Workshop Note-Taking and Rapporteur Services The Contractor shall attend the full three-day workshop and provide rapporteur and note-taking support throughout the event. Responsibilities shall include: • Attending all plenary sessions, panel discussions, presentations, and interactive sessions; • Capturing key discussion points, participant inputs, recommendations, and action points; • Documenting key outputs from group discussions, reflection exercises, and countrysharing sessions; • Organizing notes in a clear and structured format; • Coordinating with FHI 360 staff to clarify key points and ensure completeness and accuracy of documentation; • Preparing concise session summaries during the workshop period, as requested by FHI 360; and • Maintaining comprehensive records of workshop proceedings to support report preparation. Task 2. Draft Workshop Report Following the workshop, the Contractor shall: • Consolidate and synthesize notes collected during the workshop; • Prepare a draft workshop report that summarizes: • Workshop objectives and overview; • Key discussion themes; • Country experiences and lessons learned; • Recommendations and action points; • Key outputs and conclusions; • Submit the draft report to FHI 360 for review and feedback. Task 3. Final Workshop Report The Contractor shall: • Review and address comments received from FHI 360; • Revise the draft report accordingly; and • Submit a final workshop report incorporating agreed revisions. Deliverables and Schedule: The level of effort for this assignment is estimated at approximately seven (7) working days, including: • Three (3) days of workshop attendance, note-taking, rapporteur services, and preparation of session summaries during the workshop period; and • Four (4) days for synthesis, drafting, revision, and finalization of the workshop report. The Contractor may propose a single consultant or a team of qualified personnel, provided all deliverables and service requirements are fully met. Deliverable Description Timeline The level of effort for this assignment is estimated at approximately seven (7) working days, including: • Three (3) days of workshop attendance, note-taking, rapporteur services, and preparation of session summaries during the workshop period; and • Four (4) days for synthesis, drafting, revision, and finalization of the workshop report. The Contractor may propose a single consultant or a team of qualified personnel, provided all deliverables and service requirements are fully met. Deliverable 1: Workshop Note-Taking and Rapporteur Services Attend and document all workshop sessions; capture key discussion points, recommendations, outputs, and participant contributions; prepare concise half-day or end-of-day summaries of key messages and present highlights through a brief verbal recap and/or one-slide summary during the workshop. During the workshop (26-28 August 2026) Deliverable 2: Draft Workshop Report Submit a draft report summarizing workshop proceedings, key themes, recommendations, lessons learned, and agreed action points. Within 7 working days after the workshop Deliverable 3: Final Workshop Report Submit the final report incorporating FHI 360 comments and feedback. Within 5 working days after receipt of consolidated comments Qualifications Applicants should demonstrate: • At least five years of experience in workshop reporting, rapporteur services, documentation, knowledge management, or related fields; • Experience producing high-quality meeting reports, workshop proceedings, or event summaries; • Strong analytical, synthesis, and report-writing skills; • Excellent written English; • Experience documenting multi-stakeholder meetings, workshops, or conferences; • Experience in public health, HIV, civil society strengthening, community-led development, international development, or related fields is preferred. Payment Payment shall be made in two installments. The first installment of 40% will be disbursed upon signing of the agreement, and the second installment of 60% upon submission of the comprehensive workshop report and all related workshop materials How to apply Application Requirements Interested applicants must submit the following documents: 1. Cover Letter (maximum 2 pages) 2. CV(s) of proposed personnel 3. Brief Technical Proposal (maximum 2 pages) describing: o Approach to note-taking and rapporteur services o Experience preparing workshop reports and meeting summaries o Approach to synthesizing key discussions, recommendations, and action points 4. One sample workshop report, meeting summary, conference proceedings document, learning brief, or similar report prepared by the applicant (confidential information may be removed as appropriate) 5. Financial Proposal covering all professional fees, preparation time, workshop delivery, post-workshop support, materials, and any other associated costs Submission Information Questions and proposals should be submitted to: procurement.epic.th@fhi360.org Questions deadline: 7 August 2026 Application deadline: 11 August 2026 at 5:00 PM (Thailand Time) Expected award date: 18 August 2026 For complete details, please refer to the attached Request for Application (RFA)