Call for Conference Rapporteur

Overview

Students And Youth Working on Reproductive Health Action Team (SAYWHAT) is a Southern African Regional public health advocacy institution with 20 years of experience in championing Sexual and Reproductive Health and Rights (SRHR) of young people (students, youth, adolescents, and children). Its programming efforts aim to promote the health and well-being of adolescents and youth through capacity development, service provision, information dissemination and advocacy. The organization is inclined to social behavioral change communication models which argue that young people can make informed health choices if they are provided with age appropriate, scientifically proven and culturally sensitive sexuality information and education.

SAYWHAT regional influence is coordinated through the Southern Africa Regional Students and Youth Conference (SARSYC). Since 2015, the conference has biannually been a forum for young people to engage with policymakers, development partners and civil society from across the Southern African Development community (SADC) to discuss innovative and collaborative efforts towards youth-centric education and health policies. Following the successful hosting of four editions, in 2015 (Zimbabwe), 2017 (South Africa), 2019 (Zambia) and 2022 (Malawi); SAYWHAT will convene the 5th edition of SARSYC (SARSYC V) from the 17th to the 19th of July 2024 in partnership with University of Botswana as the host partner in Gaborone, Botswana.

SAYWHAT is therefore seeking the services of an individual consultant or firm capable of providing rapporteur services for SARSYC V.  

Scope of Work

Under the guidance of the SARSYC V Conference Convener the rapporteur will attend the conference and accurately and effectively capture the event proceedings. The rapporteur will take notes via his or her preferred method and then produce a written report of the proceedings based on a pre-set template and format provided by the program.

Before the event

 

    • The rapporteur will familiarize with the event and the program.

    • Meet relevant staff and go over the instructions for the conference.

    • Agree on the reporting template with the relevant staff to guide responsibilities of the event.

During the event

 

    • Capture in whatever format (i.e., handwritten notes, typed notes, recorded notes, photographs, handouts and presentations) all pertinent information for each presentation, including speaker’s name, title, and organization.

    • The notes should include the main points from the presentation, either from what is spoken or what is in the presentation slides.

    • Present a summary of the discussion, highlighting any conclusions, recommendations, and/or next steps (these should be included in the detailed report, detailed in the Deliverables section below).

After the event

 

    • Prepare a detailed report using the format provided, highlighting the main topics, objectives, and themes of the conference as well as sections if the event as organized; provide a summary of key outcomes of the event including suggested follow up.

    • Based on the event agenda (whether by section or individual speaker/activity) provide a summary indicating the name, title, and organization of the speaker, main findings, conclusions, and/or recommendations of the speaker/section.

    • Submit a final, formatted detailed report in word format to the Communications, Advocacy & Media Lead of SAYWHAT within 14 days of the event.

Deliverables

The rapporteur will produce a detailed report that covers the entirety of the event proceedings. A pre-determined template will be supplied to the rapporteur.

Skills/Knowledge Preferred

 

    • Bachelor’s Degree or equivalent.

    • Minimum three to five years’ work experience in a similar position or carrying out similar functions.

    • Specific experience serving as a rapporteur and should have experience leading the development, writing, and drafting/editing of technical reports or proceedings.

    • Experience with/knowledge in public health, education and other issues affecting young people is welcomed.

    • Language: Excellent oral and written English; or native language of the host country/site of event

    • Ability to gather data, compile information, and prepare reports.

    • Excellent computer software skills in MS Excel and Word.

Application Procedure

Interested candidates may express their interest by emailing sarsyc@saywhat.org.zw and cc procurement@saywhat.org.zw referencing “RAPPORTEUR – [SARSYC V]” in the subject line.

To be considered, your email MUST INCLUDE the following information:

 

    • A written expression of interest summarizing your qualifications for the scope of work.

    • CV clearly indicating work/consulting history and either daily consulting rate or total compensation for the whole conference, stated in United States Dollars (USD).

Deadline for accepting applications is on the 31st of March 2024 Central African Time.

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