Terms of Reference for Workshop Facilitator and Documentalist at Islamic Relief

For the Workshop Facilitator:

• Design and guide a structured, interactive, and participatory learning process.
• Facilitate critical reflection and experience sharing among country teams.
• To facilitate in-depth discussions on key thematic areas including climate adaptation, resilience, programme effectiveness, efficiency, and impact.
• Manage group dynamics and ensure inclusive participation, synthesize key lessons and recommendations.
• To guide participants in concentrating evidence-based lessons and co-creating actionable recommendations for future programming.
• Support co-creation of actionable Lessons Learned Framework.

For the Documentalist:

• To accurately capture all workshop proceedings, including plenary discussions, group work outputs, presentations, and key participant reflections.
• Document presentations, group work, and plenary sessions.
• capture quotes, success stories, visuals, and key reflections.
• Produce a detailed workshop report and a consolidated Lessons Learned Document.
• To produce a comprehensive, well-structured, and professionally presented Lessons Learned Report that captures the workshop's outcomes and serves as a key knowledge product for Islamic Relief.

Final Lessons Learned Report (Final Lessons Learned Report (including design/layout)

If we could Suggest a required structure, for example:

• Executive Summary
• Introduction & Workshop Methodology
• Key Thematic Lessons (e.g., Climate-Smart Agriculture, Women's Empowerment, Youth Engagement, WASH, Governance)
• Success Stories & "What Worked Well"
• Key Challenges & "What Did Not Work"
• Actionable Recommendations for Future Programming (categorized by theme and level - e.g., project design, country-level, regional-level)
• Annexes (Agenda, Participant List, etc.)
• Approved report (incorporating feedback)
• 15 Dec 2025

Duration and Level of Effort

• Pre-workshop preparation and review – 3 days
• Facilitation/documentation during workshop – 4 days
• post-workshop synthesis and reporting – 3 days
• Total (each consultant): 10 working days
• The consultant is expected to propose the amount of time they need for the assignment.

Qualifications and Experience

Workshop Facilitator:

• Advanced degree in Climate Change Adaptation, Food Security, or related field.
• Minimum 10 years’ experience in multi-country resilience and livelihood programs.
• Strong background in climate-resilient agriculture and adaptive programming.
• Demonstrated experience in participatory learning and outcome harvesting. and working in multi-cultural environments.
• Excellent communication and facilitation skills.
• Familiarity with the East African context and the challenges of pastoralist/agro-pastoralist communities is highly desirable.

Documentalist:

• Bachelor’s degree in development communication, MEAL, or related field.
• Minimum 7 years’ experience documenting workshops or conferences.
• Strong analytical and writing skills.
• Proficiency in MS Word, PowerPoint, and layout design.
• To synthesize discussions into clear, actionable narratives.
• Experience in producing knowledge products (e.g., learning briefs, case studies, capitalization reports) for development projects, not just event reports.
• Experience with visual facilitation or graphic recording is a strong advantage.