[newdevjobsindo] Request for proposal - Lead Facilitator and Rapporteur Team for the Social Inclusion Conference 2026

Agustus 10, 2026   Comment  

Terms of Reference

Lead Facilitator and Rapporteur Team for the Social Inclusion Conference 2026

Date: 27 July 2026

1. Background

Caritas Germany, together with its partner organisations in Asia, is organising the Social Inclusion Conference 2026 in Yogyakarta, Indonesia, from 9 to 13 November 2026.

The conference will bring together approximately 30–40 representatives of Caritas organisations, local partner organisations, civil society organisations, organisations of persons with disabilities, practitioners and programme staff working on social inclusion in different Asian contexts. English will be the working language.

The conference aims to:

·       exchange experiences, approaches and good practices related to social inclusion;

·       reflect on lessons learned from programmes implemented in different countries and contexts;

·       discuss challenges and opportunities for sustainable social inclusion;

·       strengthen cooperation between participating organisations; and

·       identify conclusions, recommendations and perspectives for future work.

Caritas Germany is seeking an experienced two-person team consisting of a Lead Facilitator and a Rapporteur to support the preparation, implementation and documentation of the conference.

2. Objective of the Assignment

The objective of the assignment is to ensure that the conference is inclusive, participatory, well-structured and results-oriented and that its discussions and outcomes are documented comprehensively.

The assignment has two complementary components:

1. Lead facilitation: guiding participants through the programme, supporting meaningful participation and ensuring that discussions remain focused, inclusive and connected to the conference objectives.
2. Documentation and reporting: capturing the content and results of the conference, including presentations, discussions, key messages, recommendations, agreements and proposed follow-up actions, and consolidating these into a professional conference report.

3. Team Composition and Responsibilities

Applicants must apply as a team consisting of one Lead Facilitator and one Rapporteur. The two team members must work in close coordination before, during and after the conference.

3.1 Lead Facilitator

The Lead Facilitator will be responsible for the methodological preparation and facilitation of the conference.

3.2 Rapporteur

The Rapporteur will be responsible for documenting the conference proceedings and preparing the conference report.

The joint application must clearly describe the division of responsibilities and proposed coordination between the two team members.

4. Role in Conference and Session Design

The overall conference programme, thematic content and individual sessions will be developed by Caritas Germany and the conference organising team.

The selected team will review the draft agenda and session designs from a facilitation and documentation perspective. The team may recommend practical adjustments to improve:

·       participant engagement;

·       inclusion and accessibility;

·       clarity of instructions and guiding questions;

·       timing and feasibility;

·       methodological variety;

·       identification and documentation of results; and

·       the overall flow and coherence of the conference.

The Lead Facilitator may propose alternative or additional facilitation methods where these are likely to improve a session. The Rapporteur may advise on suitable methods for capturing discussions, group-work results, decisions and follow-up actions.

Substantial changes will be agreed with the organising team. Responsibility for the thematic priorities and final session design will remain with Caritas Germany and the conference organising team.

5. Scope of Work

5.1 Before the Conference

The team will:

·       participate in approximately three preparatory online meetings;

·       familiarise themselves with the objectives, agenda, participants and planned session formats;

·       review the programme, session designs and relevant background documents;

·       provide feedback on facilitation, accessibility, timing and documentation;

·       agree with the organising team on the main results to be captured during each session;

·       develop a coordinated facilitation and documentation approach; and

·       identify relevant technical, logistical and material requirements.

The Lead Facilitator will additionally:

·       support the refinement of guiding questions, discussion formats and interactive exercises;

·       prepare an overall facilitation plan, including introductions, transitions and methods for synthesising discussions;

·       propose feasible methodological improvements where appropriate; and

·       coordinate with speakers, panellists and session leads where required.

The Rapporteur will additionally:

·       prepare a documentation framework and report outline;

·       develop structured templates for documenting plenary sessions, panels, presentations and group work;

·       agree on how recommendations, decisions and follow-up actions will be recorded; and

·       establish procedures for collecting presentations and other conference outputs.

5.2 During the Conference

The Lead Facilitator will:

·       serve as the main facilitator throughout the conference;

·       introduce the programme, speakers and individual sessions;

·       explain formats and instructions clearly;

·       facilitate plenary discussions, panels, question-and-answer sessions, group work and interactive activities;

·       encourage balanced participation and the inclusion of different perspectives;

·       take account of different accessibility requirements and levels of English proficiency;

·       keep discussions focused and manage time effectively;

·       provide clear transitions and synthesise key points;

·       confirm important conclusions, agreements and next steps with participants where appropriate;

·       respond flexibly to programme changes; and

·       coordinate closely with the Rapporteur and organising team.

The Rapporteur will:

·       attend and document all relevant sessions;

·       capture the main content of presentations, discussions, group work and participant contributions;

·       document key messages, good practices, challenges, recommendations, decisions and follow-up actions;

·       record relevant differences in perspective where no common conclusion is reached;

·       collect presentations, handouts and group-work outputs;

·       identify points requiring clarification or confirmation by the Lead Facilitator;

·       prepare short daily summaries of the main discussions and results; and

·       ensure that documentation is factual, balanced and appropriately anonymised where sensitive information is discussed.

The Rapporteur is not expected to produce a verbatim transcript. The documentation should provide a detailed and accurate record of the substance and results of the conference.

5.3 After the Conference

The team will:

·       participate in a debriefing with Caritas Germany and the organising team;

·       consolidate and review the conference notes and materials;

·       prepare and submit a draft conference report;

·       incorporate one consolidated round of feedback from Caritas Germany; and

·       submit the final report within the agreed timeframe.

6. Expected Deliverables

The selected team will provide:

Before the Conference

·       participation in the preparatory meetings;

·       feedback on the conference agenda and session formats;

·       an agreed facilitation and documentation plan;

·       guiding questions and proposed facilitation methods;

·       a structured documentation framework; and

·       an agreed outline for the conference report.

During the Conference

·       professional facilitation of all agreed sessions;

·       systematic documentation of the conference proceedings;

·       collection and organisation of relevant conference materials; and

·       short daily summaries of discussions, conclusions and outstanding issues.

After the Conference

·       participation in a post-conference debriefing;

·       a draft conference report within [7–10 working days] after the conference;

·       incorporation of one consolidated round of feedback; and

·       a final report within [5 working days] after receiving feedback.

The final report should be written in clear professional English and include:

·       an executive summary;

·       the background and objectives of the conference;

·       an overview of participants;

·       a summary of each session;

·       key themes, experiences and good practices discussed;

·       challenges and differing perspectives;

·       conclusions, recommendations and agreements;

·       follow-up actions, responsible actors and timelines where agreed;

·       a brief reflection on the conference process; and

·       relevant annexes.

The applicants should propose an appropriate report length. The report should provide a substantive record without becoming a verbatim transcript.

7. Duration and Location

The conference will take place in Yogyakarta, Indonesia, from 9 to 13 November 2026.

Both team members must be available for:

·       approximately three preparatory online meetings;

·       preparation and review of the programme and session designs;

·       four full conference days on 9, 10, 11 and 13 November 2026;

·       travel to and from Yogyakarta, where applicable;

·       a post-conference debriefing; and

·       preparation and finalisation of the conference report.

The applicants should specify the proposed number of working days for each team member in their technical and financial proposal.

8. Required Qualifications and Experience

8.1 General Requirements

The team should demonstrate:

·       excellent written and spoken English;

·       professional experience in international development, humanitarian assistance, civil society or the NGO sector;

·       sound knowledge of social inclusion, particularly the inclusion of persons with disabilities;

·       experience working in diverse, intercultural and multi-stakeholder settings;

·       understanding of inclusive, accessible and participatory approaches;

·       strong organisational and coordination skills;

·       cultural sensitivity and professional handling of confidential information; and

·       availability throughout the required preparation and implementation period.

8.2 Lead Facilitator

The Lead Facilitator should have:

·       demonstrated experience facilitating conferences, workshops or comparable multi-stakeholder events;

·       strong skills in participatory and interactive facilitation;

·       experience facilitating inclusive and accessible events;

·       ability to review session designs and propose practical methodological improvements;

·       excellent communication, synthesis, time-management and improvisation skills;

·       ability to communicate complex content clearly;

·       ability to encourage participation among people with different levels of confidence and English proficiency; and

·       ability to facilitate sensitive discussions in a neutral and respectful manner.

8.3 Rapporteur

The Rapporteur should have:

·       demonstrated experience documenting conferences, workshops or consultations;

·       excellent English writing, editing and synthesis skills;

·       experience preparing professional reports for NGOs, development organisations or comparable institutions;

·       ability to capture and structure complex discussions accurately;

·       ability to identify key messages, recommendations, agreements and follow-up actions;

·       strong attention to detail and ability to work under time pressure; and

·       ability to document sensitive discussions respectfully and appropriately.

8.4 Desirable Qualifications

The following would be considered an advantage:

·       professional experience in Asia or with Asian civil society organisations;

·       experience with regional or international conferences;

·       experience with Caritas, faith-based organisations or local partner organisations;

·       experience working with organisations of persons with disabilities;

·       knowledge of rights-based approaches, the Sustainable Development Goals and the principle of leaving no one behind; and

·       knowledge of disability inclusion, gender equality, migration, social protection, participation or related social inclusion issues.

9. Application Requirements

Interested teams should submit one joint application containing:

·       a brief cover letter;

·       an up-to-date curriculum vitae for each team member;

·       a description of the proposed division of roles and responsibilities;

·       information on relevant facilitation and reporting assignments;

·       references or examples of comparable work;

·       a brief technical proposal describing the facilitation and documentation approach;

·       a provisional report outline;

·       confirmation of the availability of both team members; and

·       one consolidated financial proposal covering professional fees, applicable taxes and additional anticipated costs.

Where available, applicants may submit examples of previous conference reports, facilitation materials, event programmes or recordings.

Applications should be submitted to admcaritas.jogja@gmail.com by 25 August 2026 with the subject line:

Application – Lead Facilitator and Rapporteur Team for the Social Inclusion Conference 2026

Shortlisted teams may be invited to an online interview. Both proposed team members should participate.

10. Selection Criteria

Applications will be assessed based on:

·       relevant experience of both team members;

·       facilitation expertise of the proposed Lead Facilitator;

·       documentation and report-writing expertise of the proposed Rapporteur;

·       knowledge of social inclusion and the development or NGO sector;

·       quality and feasibility of the proposed approach;

·       clarity of the division of responsibilities and team coordination;

·       quality of submitted references or work samples;

·       interview performance, where applicable; and

·       appropriateness and cost-effectiveness of the financial proposal.

11. Organisational and Financial Arrangements

The team will work under the guidance of Coordinator BMZ Social Inclusion and Senior Project Officer at Caritas Germany and in close coordination with the conference organising team.

Caritas Germany will provide:

·       the draft programme and session concepts;

·       the conference objectives and expected results;

·       relevant background information;

·       information on speakers, participants and participating organisations;

·       available conference materials; and

·       information on the venue and logistical arrangements.

Travel, accommodation, meals and other assignment-related costs will be covered or reimbursed in accordance with arrangements agreed with Caritas Germany.

The financial proposal should separately indicate:

·       the professional fee and number of working days for each team member;

·       preparation and report-writing costs;

·       applicable taxes;

·       costs included in the proposal; and

·       costs expected to be covered separately by Caritas Germany.

12. Safeguarding, Inclusion and Professional Conduct

Both team members must comply with the safeguarding, code of conduct and data protection requirements communicated by Caritas Germany.

The team must contribute to a respectful and inclusive conference environment free from discrimination, harassment and intimidation. Particular attention should be given to:

·       accessible and non-discriminatory communication;

·       balanced participation and inclusion of less dominant voices;

·       respectful representation of marginalised groups;

·       cultural and contextual sensitivity;

·       confidentiality and appropriate anonymisation of sensitive information; and

·       the dignity, safety and well-being of all participants.

Caritas Germany is committed to diversity, equality, accessibility and meaningful participation. Qualified applicants from diverse backgrounds, including persons with disabilities, are encouraged to apply.