Consultant - Documentation of the Three-Series Anticipatory Action Integration Workshops (Cagayan Province)

About this role

Short-Term Consultancy for Documentation of the Three-Series Anticipatory Action Integration Workshops

• Background

The Start Ready Risk Pool 5 – Philippines Cyclone with National Reserve Fund initiative is implemented by a consortium comprising Green Meadows Development Foundation, Inc. (GMDFI), SPUP–Community Development Center (SPUP-CDC), PhilRADs, Humanity & Inclusion (HI), and Relief International (RI).

The initiative aims to strengthen local capacities to anticipate, prepare for, and respond to climate- and disaster-related hazards. One of its key activities is the integration of Anticipatory Action (AA) into existing Local and Barangay Disaster Risk Reduction and Management Plans (LDRRMPs and BDRRMPs).

RI Philippines, in coordination with the consortium and designated technical resource persons, will support the conduct of a series of three AA Integration Workshops involving the municipalities of Camalaniugan, Gattaran, and Baggao, Cagayan, and their 21 target barangays.

To ensure that workshop discussions, agreements, technical inputs, and outputs are properly captured, RI Philippines seeks to engage a short-term consultant to provide independent documentation services for all three workshop sessions.

• Purpose of the Consultancy

The consultancy aims to ensure complete, accurate, organized, and timely documentation of the three AA Integration Workshops, providing a reliable record of discussions, decisions, outputs, commitments, and recommendations for subsequent consolidation and technical coaching.

3. Scope of Work and Key Responsibilities

• A. Pre-Workshop Preparation
• The consultant shall:
• Review the workshop objectives, agenda, presentations, documentation templates, and other relevant materials provided by RI Philippines.
• Coordinate with the designated RI focal person regarding documentation requirements, expected outputs, and submission deadlines.
• Prepare a documentation plan and standardized templates for session notes, agreements, action points, and group outputs.
• Clarify the documentation arrangements for all three workshop sessions.
• B. Documentation of the Three Workshops
• For each workshop, the consultant shall:
• Document key presentations, discussions, technical inputs, questions, responses, and recommendations.
• Record agreements, action points, responsible persons or offices, and indicative deadlines, where specified.
• Document group exercises and outputs related to AA integration, including risk information, early warning indicators, triggers, anticipatory actions, roles, resources, and proposed plan enhancements.
• Capture relevant photographs of workshop activities, presentations, group work, and outputs, subject to participant consent and applicable RI safeguarding and data protection requirements.
• Organize attendance records, presentations, workshop materials, evaluation results, and other documentation provided or collected during the sessions.
• Ensure that the perspectives and contributions of participating LGUs, barangays, women, persons with disabilities, youth, and other represented vulnerable sectors are appropriately reflected.
• Key Deliverables
• Output
• Workshop documentation package
• Documentation Content

Background Rationale, Executive Summary, Highlight of each workshop, Photographs with captions Group outputs (workshop sessions), Capture agreements and action steps, Attendance and summary of pre- and post-test

• Submission
• Seven (7) days after completion of the workshops
• Duration and Location
• The consultancy shall cover the three AA Integration Workshops, tentatively scheduled November 10, 12 and 13, 2026
• Reporting and Supervision
• The consultant shall report to the RI Philippines Humanitarian Manager and coordinate with the consortium team.
• Required Qualifications and Experience
• The consultant should possess:
• A bachelor's degree in communications, development studies, social sciences, public administration, disaster risk reduction and management (DRRM), or a related field.
• At least two years of experience in workshop documentation, technical report writing, meeting documentation, or similar assignments.
• Demonstrated ability to prepare clear, accurate, and well-organized reports.
• Experience documenting government, LGU, development, humanitarian, or community-based activities.
• Proficiency in Microsoft Word, Excel, PowerPoint, and electronic file management.
• Good communication skills and the ability to document discussions in English and Filipino; familiarity with the local language is an advantage.
• Preferably, current residence in Cagayan Valley and availability to attend all three workshops.
• Payment Schedule
• Upon signing of contract - 30%
• Php 9,000
• Upon submission 1st draft documentation - 40%
• Php 12,000
• Upon submission of final documentation and acceptance by RI - 30% Php 9,000
• Note: service contract is inclusive of transportation cost, communication, report packages and government taxes