Proceedings Writing and Rapporteuring Service Provider (3 Positions)

Location : UNDP Country Office, MALAYSIA
Application Deadline :02-Sep-16 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :19 September - 18 December 2016
Expected Duration of Assignment :30 working days over 3 months


The PA Financing Project is a national project executed by the Ministry of Natural Resources and Environment (NRE) and implemented by the Department of Wildlife and National Parks, Malaysia. It is supported by the United Nations Development Programme (UNDP) with Global Environment Facility (GEF) grant financing. The project aims to establish a performance-based financing structure to support an effective protected area system in Malaysia. You can find out more about the project from this website:

National Protected Area (PA Managers’ Conference)

The 2nd National Protected Area (PA) Managers’ Conference to be held in Pulau Penang from 25 - 29 September 2016, will bring together the countrys conservation front-liners with the aim of providing a dynamic platform for mutual learning and exchange of experience. The conference is designed to provide PA managers the opportunity to engage with new tools and approaches that are increasingly being used to tackle a range of management scenarios and exploring the use of adaptive management concepts and encouraging innovation for more effective PA management.

The theme of the conference in 2016 is “Developing the Use of Adaptive Management and Encouraging Innovation in Protected Area Management in Malaysia”.


The main target participants of the conference are PA managers and front-liners across both federal and state agencies. These include the Department of Wildlife and National Parks (PERHILITAN), the Forestry Department of Peninsular Malaysia, Johor National Parks Corporation (JNPC), Perak State Parks Corporation (PSPC), Forest Department Sarawak, Sabah Forestry Department, Sabah Wildlife Department and similar.

Key conservation NGOs that are directly involved in biodiversity conservation and PA management are invited to participate. Acknowledging the contribution of local and indigenous communities to managing areas of conservation importance, community representatives and community based organisations (CBOs) will also be invited to participate and to share their perspectives. It is anticipated that 100 participants will attend.

Speakers and presentations

The speakers and resource persons at the 2nd PA Managers’ Conference bring with them experience of managing PAs in Malaysia and in the region and are able to offer valuable insights into specific components of PA management.

On Day 1 we will be holding a plenary session where we will look at the latest national level policy development and issues that are relevant to protected areas throughout Malaysia. 

On Day 2, we will be offering a range of presentations in parallel sessions which fall within several main streams: (1) Strengthening PA management through innovation and new approaches, (2) Community and stakeholder engagement (3) Ecotourism and visitor management. Participants will have the opportunity to attend the sessions that are most relevant to their area of work.

Presentations will explore these topics from the prism of adaptive management and innovation within the context of daily operations in Malaysian PAs. Case studies from elsewhere in the region will also be shared.

Duties and Responsibilities

To ensure that the proceedings of the 2nd National Protected Area Managers’ Conference which is planned for 26-27 September 2016 is properly documented and drafted for publication, UNDP Malaysia seeks to engage suitably qualified service providers to:

  • Be part of a three-member proceedings writing and rapporteur ing service team comprising a team leader and two rapporteurs to record the presentations, discussions and outcomes of the conference;
  • Develop a standard template to record inputs, and to familiarize team members with the methodology for documenting the proceedings prior to the conference;
  • Collate all presentations and supplementary materials provided by the presenters, record Q& A sessions and panel discussions;
  • Collate any other information generated from workshop sessions and group presentations; these include notes from group leaders and flipchart sheets;
  • Collate and analyze participant evaluation and feedback forms gathered by the project team;
  • Utilize the information gathered and video footage of the conference to prepare the proceedings of the conference in an agreed format/outline with the project team.

Expected Output:

A complete draft Proceedings of the 2nd National Protected Area Managers’ Conference 2016.

Deliverables and Timeline:

The consultant will be responsible for the delivery, content, technical quality and accuracy of the deliverables. All deliverables shall be submitted to the Project Management Unit and UNDP Malaysia in accordance with the following timeline.

  • 1st Deliverable: First draft of the conference proceedings by 21 October 2016;
  • 2nd Deliverable: Final draft of the proceedings incorporating comments and corrections received during the review process by 18 November 2016.

Handling of Data, Information and Documents:                                                                 

All data, information and documents obtained under this assignment is the property of the Government of Malaysia and United Nations Development Programme, and be treated as strictly confidential.

No such information shall be used and cited by the expert for any other purpose other than for the preparation of the Proceedings of the 2nd National Protected Area Managers Conference.

All soft and hard copies of the data, information and documents must be returned to the Department of Wildlife and National Parks, and UNDP Malaysia upon completion of this assignment.

Institutional Arrangement:

Reporting Structure

The service providers will report to the Programme Manager of UNDP Malaysia, and work under the guidance of the Project Management Unit led by the National Project Director, Department of Wildlife and National Parks, Peninsular Malaysia (PERHILITAN).

Duty Station

The service providers will be based at his/her home office unless meetings are scheduled with the PA Financing project team, UNDP Malaysia, and Department of Wildlife and National Parks. Scheduling of meetings will be arranged and fixed based on discussion between the consultant and the PA Financing project team. The consultant is responsible for his/her own travel arrangement.

Briefing to Specialist

Upon appointment, the consultant will receive a detailed briefing by UNDP Malaysia and the PA Financing project team on the required scope of work and work plan.


The assignment will require 30 working days starting from 19 September 2016 to 18 December 2016.  It will be necessary to travel to attend the conference which will be held at The Wembley, Georgetown, Penang on 26 and 27 September 2016.

Terms of Payment:

The contract and payments will be performance-based and assessed by PA Financing Project Management Unit and UNDP Malaysia. For payment in installments, certification of satisfactory performance at each phase is required.

  • 20% upon submission and acceptance of a standard rapporteur ing template by UNDP Malaysia Country Office in consultation with PA Financing PMU;
  • 50% upon submission and acceptance of the first draft of the conference proceedings by UNDP Malaysia Country Office in consultation with PA Financing PMU;
  • 30% upon submission and acceptance of final draft of the conference proceedings by UNDP Malaysia Country Office in consultation with PA Financing PMU.


Corporate Competencies:

  • Demonstrates high moral integrity by modelling the UN’s values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Demonstrated capacity of team-orientation work, excellent planning and organizational skills;
  • Sensitivity and respect for human rights and gender equality.

Functional competencies:

  • Excellent organizational skills;
  • Strong analytical, writing and communication skills;
  • Ability to prepare and deliver reports and presentations in a timely manner;
  • Ability to manage and work with a multidisciplinary and multicultural team;
  • Strong motivation and ability to work and deliver under short deadlines;
  • Focuses on impact and result for the client and responds positively to critical feedback;
  • Able to work independently with little or no supervision;
  • Familiarity with UNDP, government, academics and civil society strongly desired.

This assignment is open to Malaysian nationals and residents only. 

Required Skills and Experience


  • Bachelor’s degree in mass communication, journalism, conservation biology, ecology, environmental studies or related discipline.


  • Minimum 3 years of professional experience in proceedings/ reporting and rapporteuring services at international and national conference/forum/seminar (please provide evidence/records/references);
  • Good working knowledge of biodiversity and/or protected area conservation and management in Malaysia;
  • Proficiency in computer especially Microsoft Office suite applications;
  • Experience in working with government agencies and UNDP is an advantage.


  • English and Malay. 

How to Apply:

  • Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template, P11 form and General Terms & Conditions mentioned below;
  • Completed Letter of Confirmation of Interest and Availability;
  • Personal CV or a P11 Personal History Formindicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  • Read and agree to the General Terms & Conditions;
  • Click the ‘apply’icon and complete what is required;
  • Brief description of approach to work/technical proposal of why the individual considers him/herself as the most suitable for the assignment, and a proposed methodology on how they will approach and complete the assignment; (max 1 page);
  • Financial Proposal (Annex II) that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. The term "all inclusive" implies all cost (professional fees, international travel costs, living allowances etc).
  • If an applicant is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the applicant must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.
  • For duty travels, the UN’s Daily Subsistence Allowance (DSA) rates should provide?indication?of the cost of living in a duty station/destination.
  • Scan all documents into 1 pdf folder and then upload;
  • For clarification question, please email to The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2016/030" as the subject matter.
  • Incomplete applications will be excluded from further consideration.

Forms and General terms & conditions to be downloaded:

  • The UN Personal History Form (P11) is available at:
  • Letter of Confirmation of Interest and Availability at:
  • The Financial Proposal Template at:
  • The General Terms & Conditions for Individual contract is available at:
  • The General Terms & Conditions for Reimbursement Loan Agreement is available at: 

Important Note:

  • This Consultancy position is only accepted online. Email submission is not valid;
  • Applicant must READ and ACCEPT the General Terms and Conditions;
  • The system DOES NOT accept multiple document upload. Please scan all the documents and save into one (1) PDF file and upload.

Criteria for Selection of the Best Offer:

The award of the contract will be made to the Individual Consultant who has obtained the highest Combined Score and has accepted UNDP’s General Terms and Conditions. Only those applications which are responsive and compliant will be evaluated. The offers will be evaluated using the “Combined Scoring method” where:

  • The technical proposal including educational background and experience on similar assignments will be weighted a max. of 70%;
  • The price proposal will weigh as 30% of the total scoring.


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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