Professional Meeting Documentarian

Consultancy Objective


To ensure comprehensive, precise, and timely documentation of the event by methodically capturing key discussions, decisions, lessons learned, and participant feedback. This involves producing well-structured written records (such as meeting notes, summaries, and action logs) and incorporating relevant visual formats (e.g., photos, charts, infographics) that enhance the clarity and accessibility of information. The documentation should serve as a dependable reference for post-event analysis, reporting, knowledge sharing, and decision-making.


The consultant will be tasked with:


Attending all event sessions in person and providing thorough documentation.
Recording detailed notes from presentations, panel discussions, breakout sessions, Q&A segments, and group activities.
Condensing key messages, decisions, lessons learned, and action points into clear and concise summaries.
Conducting brief interviews or gathering direct quotes from participants, if requested, to enrich the narrative.
Working with the Communications Team to ensure high-quality photo coverage and, where applicable, managing basic video documentation.
Coordinating with event organizers, moderators, and technical leads to ensure alignment on session flow and reporting expectations.
Delivering a draft and final event report within the agreed timelines, incorporating both written content and visual documentation


Tasks and Deliverables

The consultant will:

Session Attendance and Note-Taking


Participate in all in-person sessions and actively document presentations, panel discussions, group work, and Q&A segments.
Record detailed, structured notes that reflect key themes, inputs, and action points.


Synthesis and Reporting


Summarize key messages, outcomes, and recommendations across sessions.
Compose a clear and concise event report, including an executive summary, session highlights, participant feedback (if applicable), and follow-up actions.


Participant Engagement


Perform brief interviews and collect direct quotes from selected participants to enrich reporting narratives, when required.


Visual Documentation Coordination


Collaborate with the Communications Team to ensure the capture of quality photos and basic video content, if relevant.
Incorporate selected visuals (charts, infographics, photos) into the final report or supporting deliverables.


Stakeholder Coordination


Interact with event organizers, moderators, and technical leads to clarify session objectives and expectations for documentation.
Ensure alignment with branding, confidentiality, and information-sharing protocols.


Timely Delivery


Present a draft report within an agreed timeframe for feedback.
Integrate revisions and deliver the final report in approved formats (Word/PDF) by the defined deadline


Deliverables Timeline


Initial planning call 23rd June, 2025
Second planning call 25th June, 2025
Event coverage 26-27th June - 9-6pm daily
Draft report submission 2nd July, 2025
Final report submission (7th July, 2025)


Required Qualifications


Bachelor's degree in Project Management, Business Administration, Development Studies, Public Health, or a related field. A Master's degree is considered an advantage.
Demonstrated experience (typically 3–7 years) supporting or coordinating multi-sectoral projects, preferably in NGO or donor-funded environments.
Technical Proficiency in standard project management and documentation tools (e.g., MS Office Suite, Google suites, SharePoint, Smartsheet, Trello, or Asana). Familiarity with data management systems is desirable.
Communication, coordination, Journalism, Knowledge Management, Library and Information studies skills with the ability to engage diverse teams, track priorities, and support timely decision-making.
Compliance and Reporting Acumen Experience in supporting donor compliance, financial documentation, procurement planning, and narrative report development.
Adaptability and Problem Solving Ability to work under pressure, manage competing priorities, and troubleshoot project delivery challenges proactively.


Reporting and Coordination

The consultant will operate under the guidance of the Program Director and collaborate closely with the program staff.